HomeMy WebLinkAbout2018/03/05 - Briefing Packet BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of March 5, 2018
Monday, March 5, 2018
Commission Chambers
9:00 A.M. WSU Extension Noxious Weed Control — Pat Grover
9:15 A.M. Support Services — Diane Zoren
9:45 A.M. Community Services — Dave Windom
10:30 A.M. BREAK
10:40 A.M. Public Works — Jerry Hauth
Utilities & Waste Management
11:15 A.M. Sheriff's Office — Chief Kevin Hanson
11:45 A.M. Executive Session — RCW 42.30.110 (1)(i) Potential Litigation
Commissioner Discussion — as needed
Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version.
Last printed 03/01/18 at 11:15 AM
If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360427-9670;Belfair
#275-4467,Elma#482-5269.
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF
March 5, 2018
In the spirit of public information and inclusion, the attached is a draft of
information for Commissioner consideration and discussion at the above briefing.
This information is subject to change, additions and/or deletion and is not all
inclusive of what will be presented to the Commissioners.
We have changed the packet format so that it is an interactive document. Please
click on the agenda item which then takes you to the cover sheet of that section in
the document. To get back to the agenda, hit your "home" key on the keyboard.
Please see draft briefing agenda for schedule.
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MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Patricia Grover, Mason County Noxious Weed Board Coordinator
DEPARTMENT: WSU Extension — Mason County EXT: 592
Noxious Weed Control Board
BRIEFING DATE: March 5, 2018
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM:
1. Amendment No. 2 of the agreement No. WQAIP-2016-MasNWB-00013 between
The State of Washington Department of Ecology and Mason County Noxious Weed
Control Board for the Spencer Lake Integrated Aquatic Vegetation Management
Plan.
2. Notification of job posting for Mason County Noxious Weed Control Assistant, extra
help position.
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
BUDGET IMPACTS:
1. The purpose of the amendment is to extend the expiration date, from June 30,
2017 to June 30, 2018. This will allow for the balance of the contract to be
expended and deliverables met. (Same as Amendment No, 1 signed September 5,
2017, Department of Ecology requires a new amendment due to a software issue).
2. No additional impact to 2018 budget.
RECOMMENDED OR REQUESTED ACTION: 1. Approval from Mason County
Board of County Commissioners and signature from Randy Neatherlin, Chair Mason
County Commissioners.
ATTACHMENTS:
Amendment No. 2 of Agreement WQAIP-2016-MasNWB-00013
Briefing Summary 2/27/2018
DEPARTMENT OF
IMECOLOGY
State of Washington
AMENDMENT NO.2
TO AGREEMENT NO.WQAIP-2016-MasNWB-00013
BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
Mason County Noxious Weed Control Board
PURPOSE: To amend the above-referenced agreement(AGREEMENT)between the state of Washington Department
of Ecology(ECOLOGY)and Mason County Noxious Weed Control Board(RECIPIENT)for the Spencer Lake
Integrated Aquatic Vegetation Management Plan(PROJECT).
The purpose of this amendment is to extend the expiration date from June 30,2017 to June 30,2018 in order to
complete the public meeting and review process for the Integrated Aquatic Vegetation Management Plan(IAVMP).
IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows:
Expiration Date:
Original: 06/30/2017 Amended: 06/30/2018
CHANGES TO THE BUDGET
Funding Distribution EG150119
Funding Title: Spencer Lake IAVMP
Funding Type: Grant
Funding Effective Date: 07/01/2015 Funding Expiration Date: 06/30/2018
Funding Source:
Title: Aquatic Invasive Plant Program
Type: State
Funding Source%: 100%
Description: $3 license fee on boat trailers
Approved Indirect Costs Rate: Approved State Indirect:25%
Recipient Match%: 25%
InKind Interlocal Allowed: Yes
InKind Other Allowed: Yes
Is this Funding Distribution used to match a federal grant? No
Version 10/30/2015
State of Washington Department of Ecology Page 2 of 4
Mason County Noxious Weed Control Board
Spencer Lake Integrated Aquatic Vegetation Management Plan Project
Agreement No.WQAIP-2016-MasNWB-00013
4mendment No.2
Spencer Lake IAVMP Task Total
Spencer Lake Aquatic Plant Survey $ 10,333.33
Community Outreach,Organization and Involvement S 7,000.00
Preparation of IAVMP S I
Project Administration/Management S 5,000.00
Total: S 33,333.33
Version 10/30/2015
State of Washington Department of Ecology Page 3 of
Mason County Noxious Weed Control Board
Spencer Lake Integrated Aquatic Vegetation Management Plan Project
Agreement No.WQAIP-2016-MasNWB-00013
Amendment No.2
undine Distribution Summary
Recipient/Ecology Share
Funding Distribution Name Recipient Match °/, Recipient Share Ecology Share Total
Spencer Lake IAVMP S 8,333.33 S 25,000.00 $ 33,333.33
Total S 8,333.33 S 25,000.00 S 33,333.33
Version 10/30/2015
State of Washington Department of Ecology Page 4 of 4
Mason County Noxious Weed Control Board
Spencer Lake Integrated Aquatic Vegetation Management Plan Project
Agreement No.WQAIP-2016-NWNWB-00013
Amendment No.2
AUTHORIZING SIGNATURES
All other terms and conditions of the original Agreement including any Amendments remain in full force and effect,
except as expressly provided by this Amendment.
The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their
respective organizations to this Amendment.
This amendment will be effective 07/01/2015.
IN WITNESS WHEREOF:the parties hereto,having read this Amendment in its entirety,including all attachments,do
agree in each and every particular and have thus set their hands hereunto.
Washington State Mason County Noxious Weed Control Board
Department of Ecology
By: By:
Heather R.Bartlett Date Randy Scott Neatherlin Date
Water Quality
Commissioner
Program Manager
Template Approved to Form by
Attorney General's Office
Version 10/30/2015
Mason County Support Services Department Budget Management
th Commissioner Administration
411 North 5 Street
Emergency Management
Shelton, WA 98584 Facilities, Parks&Trails
360.427.9670 ext. 419 Human Resources
Information Services
Labor Relations
h tBSt Risk,Management
MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES
March 5, 2018
• Specific Items for Review
o Updated Public Records Policy- Diane Zoren
o Scheduling items—
✓ Briefing is scheduled with Ecology on Monday, March 12 at 3 p.m. regarding WRIA 14
✓ Request from Squaxin Island Tribe for a joint meeting regarding water—proposing noon on
Tuesday, March 20 @ Little Creek;
✓ Request from City of Shelton for a joint City/County/Port of Shelton meeting on Monday,
March 26 at 1:30 p.m. to 4:30 p.m. at the Civic Center regarding entities connecting to City
Water System;
o News Release for Board of Equalization member (Deborah Reis' position is expiring)—Dawn
Twiddy
o Caretaker contract for Sandhill Park—Ross McDowell
0 2018 Budget Supplement Request for medical contributions &transfer of REET 1 and REET 2
funding to Facilities & Parks/Trails for capital projects—Jessica Sweet
• Commissioner Discussion
o Economic Opportunity Zones—Cmmr. Shutty
JADLZ\Briefing Items\2018\2018-03-05.docx
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Melissa Drewry
DEPARTMENT: Support Services EXT: 589
BRIEFING DATE: 3/5/2018
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Mason County Public Records Policy updates.
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
The Public Records policy was last updated in 2012. The updates coordinate with the
new Joint Legislative Audit & Review Committee (JLARC) requirements, and updates to
RCW 42.56.
The updated policy has been reviewed by legal and circulated to all County Public
Record Officers.
BUDGET IMPACTS: None
RECOMMENDED OR REQUESTED ACTION: Approval to place on the March 13,
2018 action agenda for approval and adoption.
ATTACHMENTS: Updated Public Records Policy with track changes.
Briefmg Summary 2/28/20182'27/2018
MASON COUNTY
PUBLIC RECORDS POLICY
A. Purpose
The purpose of this policy is to provide rules by which the County implements and ensures
compliance with the provisions of the Public Records Act, RCW 42.56. This policy provides
guidance regarding requesting, providing and managing public documents.
B. Interpretation and Construction
The provisions of this policy shall be liberally interpreted and construed to promote full access to
the County's public records in order to assure continuing public confidence in government;
provided,that when making public records available, the County shall prevent unreasonable
invasions of privacy,shall protect public records from damage, loss,or disorganization, and
shall prevent excessive interference with essential government functions.
C. Public Records Available
Public records are available for public inspection and copying pursuant to this policy except as
otherwise provided by law. Public records shall be available for inspection and copying during
regular business hours.-The public records officer may ask the requestor to make an
appointment to inspect the records.
Some records are also available on the Mason County website at www.co.mason.wa.us.
Requestors are encouraged to view the documents on the website prior to submitting a reauest.
D.Public Records Officer Designated
The public records officer shall serve as the point of contact for members of the public who
request disclosure of public records.
1. Each of the County's elected officials shall appoint a public records officer who shall be
responsible for the implementation and compliance with this policy and the Public
Records Act. If a public records officer is not appointed,the public records officer shall
be the elected official.
2. An alternate public records officer shall be designated by each appointing authority to
act when the designated public records officer is absent or otherwise unavailable to act.
MASON COUNTY PUBLIC RECORDS POLICY 294-22017
Page 1 of 10
3. Unless otherwise designated by the Board of County Commissioners:
a. The Clerk of the Board of the County Commissioners is the public records officer
for the Board of County Commissioners and for Mason County.
b. The public records officer for the departments reporting to the Board of County
Commissioners shall be the department head or designee.
c. The public records officer for every volunteer board appointed by and reporting to
the Board of County commissioners is the Clerk of the Board or designee.
4. The public records officers shall maintain a record of all public records requests made to
their office. Such record shall include:
a. The requesting party;
b. The requesting party's contact information, including address,e-mail and
telephone number;
c. The record(s)requested;
d. The date of the request;and
e. Description of records produced in response to request;
f. Descri tion of records redacted or withheld and the reason for
LedactionVwithholdin and ---_-—_- Comment[dz17:This Imiguege is from
g_The date of final disposition of the request.
e.
5. A list of the County's public records officers and their contact information shall be made
available to the public,without cost, and shall be posted on the County's website. A
copy of this policy and public record request forms shall also be made available to the
public,without cost, and shall be posted on the County's website.
E. Public Records Requests—How Made
Public records may be inspected and/or copies may be obtained under the following
procedures:
1.
All requests for public records shall be directed to the Public Records
Officer for the office where the record is located.A list of officers by department can be
found at hftp://www.co.mason.wa.us/public records/index.php. Countywide requests or
requests for records from more than one County agency shall be directed to the Clerk of
the Board. Use of the County's public records request form is strongly encouraged and
is incorporated herein as�Exhibit A".I------------------------------------- Comment[MD21:Add exhibit
2. Public records requests should be made in writing and should include the following
information:
a. The requester's name, mailing address, and telephone number;
b. The date of the request;
c. A clear indication that the document is a"Public Records Request";
d. Whether the request is to inspect the public records or for copies of public
records, or both;
e. A clear description of the public records requested for inspection and/or copying.
f. If the request is for a list of individuals, a statement that the list will not be used
for any commercial purposes or that the requester is authorized or directed by
MASON COUNTY PUBLIC RECORDS POLICY 281-22017
Page 2 of 10
law to obtain the list of individuals for commercial purposes, with a specific
reference to such law.
3. The public records officer shall document all verbal requests for public records. The
public records officer will make their best effort to capture what the requester intended to
request. The public records officer's documentation will prevail against any claim by the
requester that the documented request was inaccurate or incomplete. A person making
an oral request for public records must provide the information listed in the subsection
above. The public records officer shall seek a written request if the response may
include any of the following:
a. A list of individuals;
b. Requests not identifying a specific public record;
c. Subjects of current,threatened or potential litigation;
d. More than 100 pages of records; or
e. Public records or information exempt from disclosure.
4. It is the reauestor's obligation to provide Mason County with fair notice that a Public
Records Request has been made.When a requestor does not use an official request
form, or makes a request to an employee who is not a Public Records officer,or includes
a request as part of other documents provides to the County for reasons other than
makin a Public Records request,the re uestor may not be providing fair notice.
4. reeards maintained by the State of Washingtol'i AGIF-AIAMM-F
goveffil'APMAI APPAG"'FRI-Ist be Fnade te that entity and will be subjeet to that eAtity'S FUIes
__________ ___ _ ___—-- Comment[MD3]:Moved to section'W'
5. Records request are deemed received by the County during normal business hours only.
Requests sent on a weekend,on holidays,or outside business hours shall be
considered received at 8:00 a.m.the next business day.
F. Response to Public Records Requests
1. The public records officer shall,to the extent practicable,assist requesters in identifying
the public records sought.
2. There is no obligation to allow inspection or to provide a copy of a public record on
demand.
3. Within five business days after receiving a public record request, excluding holidays,the
public records officer shall respond to the request in writing.The public records officer
shall make one or more of the following responses:
a. The request for inspection of public records is approved and whether an
appointment for inspection needs to be scheduled by the requester;
b. The request for copies of public records is approved and the copies of all
requested records are enclosed with the response;
c. The request has been received by the public records officer,that additional time
is needed to respond to the request,and stating a reasonable estimate of the
time required to respond;
d. The request has been received by the public records officer and the records shall
be provided on a partial or installment basis as the records are identified, located,
assembled and/or made ready for inspection or copying.
e. The request is denied, in whole or in part,whether by withholding a requested
record or redacting a requested record, stating the specific exemption(s)
MASON COUNTY PUBLIC RECORDS POLICY 29x22017
Page 3 of 10
prohibiting disclosure and a brief explanation of how the exemption applies to
each withheld and redacted record; or
f. The requesting party is asked to provide a down payment equal to 10%of the
estimated cost of providing the records sought.
4. When a request is for a large volume of records the public records officer may elect to
provide the records on an installment basis. If the requestor fails to arrange for the
review of the first installment within 15 days of receiving a response from the public
records officer,the public records officer may deem the request abandoned and stop
fulfilling the remainder of the request. The public records officer shall inform the
requestor in writing that the public records request is closed.
5. If, after responding to a request, additional records are found, the public records officer
shall notify the requester of the finding within two working days of the finding.
6. Additional time to respond to a request may be based upon the County's need to:
a. Clarify the intent of the request;
b. Identify, locate, assemble and/or make the records ready for inspection or
disclosure;
c. Notify third parties affected by the request pursuant to RCW 42.56.540; or
d. Determine whether any of the records or information requested is exempt from
disclosure and whether a denial should be made as to all or part of the request.
7. )f a requester fails to clarify a request within 15 days of receiving a response from the
public records officer seeking clarification,the officer shall respond to the portions of the
request that are not in question. If the entire request is unclear and no response is
received within 15 business days,the public records officer need not respond further to
the request and will inform the requester in writing that the public records request is
closed.)- -------------------------------- Comment[MD4]:Per Hikel v.Lynnwood 2017
7-8. If the County or its applicable agency does not respond in writing within five
business days of receipt of the request for disclosure,the requestor should contact the
public records officer to determine the reason for the failure to respond.
8-:9. If the public records officer does not respond in writing within five business days.
after receipt of a request for public records,the requester shall be entitled to seek review
by the Elected Official/Department Head or the Prosecuting Attorney/Prosecuting
Attorney's designee.
9,10. If the public records officer provides an estimate of the time required to respond
to the request and the requester believes the amount of time stated is not reasonable,
then the requester may request that the Elected Official/Department Head or the
Prosecuting Attorney/Prosecuting Attorney's designee review the estimate of time.
11.When a request for public records is received that concerns a subject known to involve
litigation that is pending,threatened or anticipated,the public records officer shall
promptly notify the Prosecuting Attorney of the request.
12.Staff shall not be obligated to create electronic or other records,or to convert electronic
records into a format or medium in which the records are not already maintained.When
asked by a requestor to convert an electronic record into a different format,staff is
encouraged to do so when reasonable and technologically feasible, provided such
MASON COUNTY PUBLIC RECORDS POLICY 294-22017
Page 4 of 10
conversion is not unduly burdensome and does not interfere with other essential iob
functions. Reauestors may request paper copies of electronic records,subject to
applicable copying charges.
40-13. Responses to requests of public records, including responses by email,are
subiect to the provisions of the Public Records Act and the retention requirements of the
Office of the Secretary of State and shall be maintained accordingly.
G.Exemptions
1. When denying or redacting a public record,the public records officer shall provide the
requestor with an index showing the title of the record, the author, recipient, date,
number of pages, exemption authority and brief explanation for withholding.
2. If a request concerns any of the following topics,the public records officer should closely
examine the applicable statutes that may prohibit or restrict access and shall consult
with the Prosecuting Attorney prior to responding to the public records request.This list
is not exhaustive and other exemptions may exist:
a. Job application materials;
b. Residential addresses and personal phone numbers of employees and
volunteers;
c. Personnel files of current and retired employees and volunteers;
d. Taxpayer information that is private;
e. Investigative records compiled by law enforcement, probation officers and code
enforcement officers;
f. Identity of witness to a crime or persons who file complaints with investigation
and law enforcement agencies including the Sheriff, Prosecuting Attorney and
code enforcement officers;
g. Test questions,scoring keys or information for employment examinations;
h. Real estate appraisals made for an agency relative to the acquisition or sale of
property;
i. Valuable designs,formulae, drawings and research data;
j. Preliminary drafts, notes, recommendations in which opinions are expressed as
part of the deliberative process;
k. Attorney work product pertaining to pending,threatened or completed litigation;
I. Attorney—client privileged communications;
m. Complaints and investigative records compiled in connection with claims of
discrimination in employment;
n. Credit card numbers;
o. Medical records and information;
p. Information pertaining to victims of crime;
q. Information regarding organized crime;
r. Traffic accident reports prepared by citizens;
s. Industrial insurance claim files and records;and
t. Identity of child victims of sexual assault.
H. Fees
1. No fee will be charged for the inspection of a public record. No fee will be charged for
locating public records and making them available for inspection or copying.
MASON COUNTY PUBLIC RECORDS POLICY 28122017
Page 5 of 10
2. No fee will be charged for searching for public records, redacting portions of the record
that are exempt from disclosure, or preparing an index of exempt documents.
3. A reasE)Rable fee will be charged to reimbUFse MaSGR County feF the costs ef PFE)vidiRg
sep{es At his o,-.r her It is within the discretion;of the public records officer tray- to waive
the fee fer foweF than 25 pages Copying fees when: (i)all of the records responsive to
an entire request are paper copies only and are twenty-five or fewer pages; or(ii)all of
the records responsive to an entire request are electronic and can be provided in a
single email with attachemnts of a size totaling no more than the equivalent of 100
printed pages. If that email for any reason is not deliverable, records will be provided
through another means of deliver. and the requester will be charged in accordance with
this rule.
4. A reasonable fee shall be charged to reimburse Mason County for the cost of delivering
copies of public records to a requestor, including the cost of packaging and postage or
delivery service.
5. The public records officer may, at his or her discretion, send records to a private copy
service for copying, in which case the fee shall be the actual charge imposed for
copying, plus applicable taxes and shipping costs.
6. Payment shall be made by GheGk payable to"Mason County TFeaSUFeF."The pu
All required fees must be paid in advance of
the release of the copies or an installment of copies, or in advance of when a deposit is
required. Mason County will notify the requester of when payment is due. The County
prefers not to receive cash. For cash payments, it is within the public records officer's
discretion to determine the denomination of bills and coins that will be accepted. If
paving by check, make the check payable to"Mason County Treasurer."
0-7. Pursuant to RCW 42.56.120(2)(b) Mason County is not calculating all
actual costs for copying records because to do so would be unduly burdensome for the
following reasons: (i)Mason County does not have the resources to conduct a study to
determine all its actual copying costs (ii)to conduct such a study would interfere with
other essential agency functions; and(iii)through the 2017 legislative process the public
and requesters have commented on and been informed of authorized fees and costs
including for electronic records, provided in RCW 42.56.120(2)(b)and(c) (3)and (4).
--8. The fee for searching for records, research, and/or providing a copy of a
public record-is pursuant to the default fees in RCW 42.56.120(2)(b)and (c). Mason
County will charge for customized services pursuant to RCW 42.56.120(3). Under RCW
42.56.130,the County may charge other copy fees authorized by statutes outside of
chapter 42.56 RCW, Mason County may enter into an alternative fee agreement with a
requester under RCW 42.56.120(4). The charges for copying methods used by Mason
County are summarized in the fee schedule available on the County website at
www.co.mason.wa.usmay be set by statute Where—.statue—of
—e 1.4611 hp nh
shall '-
MASON COUNTY PUBLIC RECORDS POLICY 204-22017
Page 6 of 10
8.5"by 14"or smaller black&white copies $0.15 per page
Oversized or color copies $1.00 per page
Greenbar computer printouts $1.00 per page
All items sent to private copy service Actual charge
Audio recordings or
electronic records saved to a compact disc $5.00 for each compact disc
Postage and boxes Actual charge
Fax(8,5"by 11"only) $1.00 per page
Envelopes $0.50 each
Pie E;harge$.05 for every four
Electronic records sent by e-mail electronic files or attachments.
or$.10 Per gigabyte.
Paper records converted to PDF $0.09-10 per page
8-9. The public records officer may require a deposit in an amount not to end of
ten percent of the estimated Gest-feesof pFaviding the Fequested publiG FeeeFds when the
copying fees for an installment or an entire request or customized service charge
exceeds twenty-five dollars. If the public records officer responds to a request on a
partial or installment basis,the requester shall be charged for each part or installment
responding to the request. Fee waivers are not applicable to records provided in
installments. No sales tax will be charged.
9:10. Failure to Pay:
a. If a requestor fails to pay a deposit, if required,the public records request is
deemed Gempleteglosed without further action.
b. If a requestor fails to pay for records provided,the requestor will be required to
pay the outstanding obligation in full prior to any other records requests being
entertained.
I.Protection of Public Records
1. The public records officer shall,to the extent practicable, ensure that records requested
are not removed from the premises nor misplaced or misfiled by members of the public
during inspections. Original records shall not be released to the public for the purpose of
allowing the person making the request to make copies.
2. No public records shall be filed or retained at any location other than County property.
Any public record that is prepared at an off-site location shall be promptly delivered to
the County for filing.
3:
_._ •�� �^•^•^�•�y� __ _____ _____ ______,_- Comment[MD5]:Moved tos«tion`N'
3. No member of the public may remove an original document from any office The
requester shall indicate which documents they wish to have copied
MASON COUNTY PUBLIC RECORDS POLICY 244-22017
Page 7 of 10
J.Searching Public Records—Backup and Security Copies
1. In order to prevent excessive interference with essential functions of the County,the
County shall not search backup or security systems for copies of public records when
the originals of such records have been identified, located and are available for
inspection and/or copying.
2. Access to public records does not include access to County computer systems or
terminals except for those terminals, if any,which may be specifically designated for
public use.
K. Review of denials Of pUbliG records requests.Administrative review of action by public
records officer.
1. Any person whe disagrees with the denial of a request for a publiG record may petition
for prempt review Gf SUGh deGiSiOR by deWeFing a written request fGF review te the
hi' ti Attern th tine Attern �'� Ree. The�.rlt4en
Cars-{?roseeu�.rg-,��.,-.e}�;-�„e-f�sesi�����or„ey sig
a000rnpanied the denial.
, deemeddenial.
requester'sadrn on
trt'. edieohne Ret net he exhausted nt'I the
Drnneeuting Attorney has made a written rdeG's OF the Giese of the fifth h s day
fellewinn the r nt of the. .ritten est wh'Gheyer e s fist
3. The County shall be deemed to have Fnade a final deGis en deRying a Fequest foF pub!;
FeGerds enly after a review end uGted under this eGt'nn has heen G nleted.
1. Any person who objects to the denial of a request for a public record,the closure of a
public records request or the reasonable estimate of the charges to produce copies of
public records may petition for prompt review of such action by tendering a written
request for review to the County's Prosecuting Attorney or designee. The written
request shall specifically refer to the written statement by the public records officer or
other staff member which constituted or accompanied the action taken.
2. Immediately after receiving a written request for review of a decision of the public
records officer,the Prosecuting Attorney or designee shall request a response from the
public records officer or other person who responded to the request. The Prosecuting
Attorney or designee will immediately consider the matter and either affirm or reverse
such action within two business days following the receipt of the written request for
review of the action.
3. Administrative remedies shall not be considered exhausted until the Prosecuting
Attorney or designee has made a written decision, or until the close of the second
business day following receipt of the written request for review of the action of the public
records officer,whichever occurs first.
For ourDoses of the public disclosure laws,the action of the public records officer
becomes final only after the review conducted under this section has been completed.
No lawsuit to review the action taken, compel the production of a public record.or
MASON COUNTY PUBLIC RECORDS POLICY 281-22017
Page 8 of 10
impose a penalty or attorney fees shall be brought before the administrative remedies
set out in this section have been exhausted by the party seeking the record
L. Electronic Records
Mason County produces and maintains electronic records to maximize efficiency in fulfilling its
basic public service functions. Many electronic records are public records subject to disclosure
under the Public Records Act.
1. At the option of the public records officer,electronic records may be printed and
provided in paper format. If an electronic record is not capable of being printed in an
understandable format,or if the requester prefers the electronic record in electronic
format,then the electronic record will be provided in the native format in which the
record is maintained by the County.
2. The public records officer does not have an obligation to convert an electronic record to
a digital format that is different than the format maintained by the County.
3. If a requester seeks an electronic record in an electronic format that contains exempt
information,the public records officer may redact the exempt information by creating a
new electronic record without the exempt information, if it is the most cost effective way
to produce the record. If the requester seeks an electronic record in its native electronic
format that contains exempt information the requester may be responsible for the actual
costs associated with customized access.
4. Paper records that are not available in electronic format may be converted to an
electronic format by request. The requester will be responsible for applicable scanning
fees.
5. In the event that a response to a request is too large to send in one file the records
officer may use the Mason County storage website also known as FTP to transfer
documents. If this method is used. instructions including a login will be sent to the
requestor. Once notice and instructions are delivered there is a 15 business day window
to access the documents before they are removed from the site
M. Index of Records Not Maintained
For the reasons stated in Resolution 44-08, incorporated herein as('Exhibit B",kVlason County_ ,__ comment[Mp6]:add exhibit
finds that it would be unduly burdensome to maintain an index of records.
N.Retention and Destruction of Public Records
The Washington State Archivist has developed retention schedules for many categories of local
government. Records of the County should be retained and destroyed consistent with the
retention schedules. Copies of the retention schedules are available from Archives and Records
Management of the Office of the Secretary of State and online at hftps://www.sos.wa.gov/. If a
public record reauest is made at a time when a record exists but is scheduled for destruction in
the near future.the Public Records Officer shall direct that the record be retained until the
request is resolved.
MASON COUNTY PUBLIC RECORDS POLICY 20 2017
Page 9 of 10
O.Other Considerations
1 "Public Record" means any writing containing information relating to the conduct of
government or the performance of any governmental or proprietary function prepared
owned used or retained by the county regardless of physical form or characteristics.
Records created or received by employees using privately owned devices only qualify
as public record if the employee was acting within the scope of employment when the
record was created or received or when the record is subsequently used for a County
purpose Mason County strongly discourages employees from using personal devices
when conducting business.
2 A Public Records request only applies to records that exist at the time of the request.
Requestors cannot make"standing'requests.
3 When the same requestor simultaneously submits multiple separate requests or makes
one or more additional requests when previous requests are open staff may queue the
requests in the order in which they were received. Staff is not required to work on an
additional request until the initial requests are completed and closed.-
4.
losed-4 Automatically generated(bot)requests received from the same requestor within a 24-
hour period may also be denied if the requests cause excessive interference with the
other essential functions of the County.
5 If a request is for all or substantially all records of an office or department of Mason
County that is not relating to a particular topic the request can be denied.
P.Training
1 Persuant to RCW 42 56 150 and 42.56.152 all members of governing bodies and public
records officers must complete Public Records Act(PRA)training within 90 days of
taking the oath of office or assuming duties A refresher PRA training is also required
every four years.
2 As of July 23 2017 PRA and records retention training for public record officers must
include training on retention production and disclosure of electronic documents,
including updating and improving technology information systems.
3 Mason County encourages all employees to obtain public records training.
MASON COUNTY PUBLIC RECORDS POLICY 20122017
Page 10 of 10
NEWS RELEASE
March 13, 2018
MASON COUNTY COMMISSIONERS
411 NORTH 5T" ST
SHELTON, WA 98584
(360) 427-9670 EXT. 380
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 Board of Equalization Membership
The Board of Mason County Commissioners is seeking applications from community
members who are interested in serving on the Mason County Board of Equalization as a
member. The term of the position will end on May 31, 2021. Applicants must reside in
Mason County.
The Board of Equalization is a three-member board appointed by the Mason County
Commissioners. One alternate member may also be selected. The Board's
responsibility is to ensure that all property valuations are at 100% of market value, so
equitable tax assessment can be established.
Taxpayers may appeal their assessments, including assessments of real and personal
property, forest land, timber, and open space. The Board also considers denial of senior
citizen property tax exemptions. Taxpayers can file a petition with the Board of
Equalization and a hearing will be scheduled to present their appeal of their assessment.
Depending on the number of appeals heard each year, the Board may meet up to three
days a week, throughout the year. Board members are paid a per diem, currently $100
per day, when in session.
As required by RCW 84.48.042, the successful applicant must attend training, provided
by the Washington State Department of Revenue, within one year following appointment
or reappointment.
Interested citizens may obtain an application at the Mason County Commissioners'
Office, 411 North 5th Street, Shelton, or by calling Shelton 360-427-9670, ext. 380;
Belfair 360-275-4467, ext. 380; Elma 360-482-5269, ext. 380 or visit the Mason County
website at www.co.mason.wa.us. Applications will be accepted until filled.
BOARD OF MASON COUNTY COMMISSIONERS
Randy Neatherlin Terri Drexler, Kevin Shutty
Chair Commissioner Commissioner
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Ross McDowell
DEPARTMENT: Facilities, Parks and Trails EXT: 806
BRIEFING DATE: 03/05/2018
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Sandhill Park Host Applicant and contract
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions)
Mason County Parks &Trails Department has Clayton Casto who is interested in
contracting to serve as park host at Sandhill Park. As park host, he will add security,
do light maintenance and grounds keeping at Sandhill ball fields / sports complex. The
first contract is a one year contract with the potential for additional years. Mr. Casto
has been a lifelong resident of Belfair and worked as a refuse truck driver in Belfair
before retiring. Mr. Casto's interview went well and he understands the time demands
of park host. Mr. Casto has also passed a WSP back ground check.
Mr. Casto said he say the advertisement in the newspaper and thought it would be a
good opportunity for him since he is from Belfair.
RECOMMENDED OR REQUESTED ACTION:
I recommend that the BOCC approval an offer to Mr. Clayton Casto for park host at
Sandhill Park / Sports Complex and prepare a Mason County Parks and Trails on-site
Park Host Contractual Agreement for the a BOCC Meeting Agenda item.
This appointment / contract will fill all of the current Park Host vacancies with
contracted persons.
Briefing Summary 2/28/2018
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Jessica Sweet
DEPARTMENT: Support Services EXT: 644
BRIEFING DATE: March 5, 2018
PREVIOUS BRIEFING DATES: N/A
ITEM: Requests for Supplemental Appropriations and Budget Transfers
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions): The following are requests for supplemental appropriations and budget transfers:
Supplemental Appropriations:
$30,000 to Parks and Trails 001.000000.146.000.347.30.302000.0000.00 for Park Fees
Budget Transfers:
Road (105) transfer from: 105.000000.000.000.508.10.500000.0000.00 - $17,537
To: Road — Med/Dent/Vis/Life - $17,537
Auditor(001.030) transfer from: 001.000000.320.000.508.80.500000.0000.00 - $3,941
To: Auditor- Med/Dent/Vis/Life accounts (various programs) - $3,941
Facilities (001.055) transfer from: REET 1 - 350.000000.000.000.508.10.500000.0000.00 - $100,000
To: Facilities — Salaries and Benefits - $100,000
Human Resources (001.057) transfer from: 001.000000.320.000.508.80.500000.000.00 - $8,829
To: Human Resources - Benefits accounts (various) $8,829
Commissioners (001.080) transfer from: 001.000000.320.000.508.80.500000.000.00 - $5 833
To: 001.000000.080.000.511.60.520030.0000.00 - State Retirement - $5,833
District Court (001.100) transfer from: 001.000000.320.000.508.80.500000.000.00 - $8,731
To: District Court - Benefits accounts (various) - $8,731
Parks and Trails (001.146) transfer from: 001.000000.146.000.347.30.302000.0000.00 - $30,000
transfer from: REET 2 - 351.000000.000.000.508.10.500000.0000.00 - $70,000
To: Parks and Trails- Salaries and Benefits - $100,000
J:\Jessica S\BOCC Briefing\2018\Briefing Summary 3.5.2018.doc
Coroner(001.190) transfer from: 001.000000.320.000.508.80.500000.000.00 - $2,034
To: 001.000000.190.000.563.10.520040.0000.00— Coroner - Med/Dent/Vis/Life - $2,034
OPD/Indigent Defense(001.240) transfer from: 001.000000.320.000.508.80.500000.000.00 - $2,217
To: OPD - Benefits accounts (various) - $2,217
Treasurer(001.260) transfer from: 001.000000.320.000.508.80.500000.000.00 - $3,482
To: Treasurer- Benefits accounts (various) - $3,482
BUDGET IMPACTS: Decrease in ending fund balance-Current Expense (302.000.508.80.500000)
$8,549
RECOMMENDED OR REQUESTED ACTION: Request to set public hearing for March 27th at 6:30 pm
to consider and approve supplemental budget requests and budget transfers.
ATTACHMENTS: Requests are available for review.
J:\Jessica S\BOCC Briefing\2018\Briefing Summary 3.5.2018.doc
Attachment B
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kristopher Nelsen, PAC Manager
DEPARTMENT: Community Services EXT: 359
BRIEFING DATE: 3/5/2018
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Public Notice: 2018 Requirements for Development Permit Applications.
EXECUTIVE SUMMARY: To keep Mason County citizens and business partners
aware of current process changes necessary to move forward with permit application
requirements to align with surrounding jurisdictions and be better prepared for future
growth.
BUDGET IMPACTS: Public Notice fees
RECOMMENDED OR REQUESTED ACTION: Approve attached news release.
ATTACHMENTS: 2018 Requirements for Development Permit Applications.
Briefing Summary 2/28/2018
NEWS RELEASE
3-13-18
MASON COUNTY COMMISSIONERS
411 NORTH 5T" ST
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: 2018 Requirements for Development Permit Applications.
Mason County's Permit Assistance Center has recently updated the development
permit application requirements in response to upcoming changes in the
technology. These changes are designed to align industry code requirements for
digital submissions.
A new "Residential Submittal Checklist" has been created to aid potential home
owners, builders, and design professionals on what is required prior to the
county's acceptance of a development application. Current applicants and design
professionals are encouraged to review and use this new checklist immediately
to confirm timely processing. Starting the first of April, any incomplete, or
omission on the submittal checklist will not allow applications to be accepted by
the department.
Permit applications and development requirements can be found on the county's
website at: www.co.mason.wa.us. Updated applications state "NEW" next to their
title. Any question, contact the Permit Assistance Center at (360) 427-9670 ext.
352.
Randy Neatherlin Kevin Shutty Terri Drexler
Chair Commissioner Commissioner
PUBLIC WORKS
MONDAY March 5,2018— BRIEFING ITEMS
FROM PUBLIC WORKS
(For Commissioners Meeting March 13,2018)
Items for this meeting are due to Diane Zoren on Wednesday,March 7,2018
5.0 CORRESPONDENCE AND ORGANIZATIONAL BUSINESS
(None)
8.0 APPROVAL OF ACTION ITEM
• Surplus of vehicles and equipment.
• Cooperative Purchasing Agreement between Mason County and Pacific County.
9.0 OTHER BUSINESS
(None)
10.0 PUBLIC HEARINGS AND ITEMS SET FOR A CERTAIN TIME
Briefed 2/12/18-Hearing set at 2/20118 Commission Meeting
• Hearing-March 13, 2017 at 9:30am for a Private Line Occupancy Permit taken out by
Randy Feagins for 163 W Nahwatzel Beach Drive.
DISCUSSION ITEMS:
• Rustlewood Sewer Main Lining Project Bid
Attendees:
Commissioners: Public Works: Other Dept.: Press: Public:
_Randy Neatherlin _Jerry Hauth List below: List below: List Below:
_Kevin Shutty _John Huestis
_Terri Drexler _Bart Stepp
Others-list below:
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: John Huestis, PE, Deputy Director/County Engineer
C ndi Ticknor, 0&M/ER&R Manager
DEPARTMENT: Public Works EXT: 450
BRIEFING DATE: March 5, 2018
PREVIOUS BRIEFING DATES:
(If this is a follow-up briefing,please provide only new information,)
ITEM: Surplus ER&R Personal Property
EXECUTIVE SUMMARY: ER&R has vehicles and equipment that have been
replaced or are no longer needed. The attached notice lists of all of these items
requested to be declared surplus and disposed of at an auction through
Washington State Surplus (vehicles) and Ritchie Bros. Auctioneers/Iron Planet
(equipment).
This process is pursuant to the County's comprehensive procedure for the
management of County property (Ordinance 84-04, Mason County Code
Chapter 3.40, Management and Disposition of Property) and the laws of the
state of Washington.
RECOMMENDED OR REQUESTED ACTION: Recommend the Board
authorize ER&R to declare the attached list of vehicles and equipment as
surplus and dispose of at the Washington State Surplus Sales and Ritchie Bros.
Auctioneers/Iron Planet.
Attachment: Surplus Info. List
Notice
Briefing Summary
2/26/18 ER&R Surplus List
Vehicle# Year Description Odometer Department Reason for Surplus
74 1994 Corsica 84,669 DCD/Planning Parts are difficult to locate
125 2001 Chevy Express Van 144,000 Jail High Miles, Bad steering parts
117 2008 Ford Escape/SUV 194,395 DCD/Building Engine Blown
195 2005 Ford F350, Flat Bed C/C diesel 120,192 Public Works/Roads Blown Head Gasket
196 2005 Ford F350, Flat Bed C/C diesel 136,604 Public Works/Roads Blown Head Gasket
Equipment#
802 1991 Etnyre Chip Spreader 2,533 Roads No longer need
305 1990 Etnyre Black Topper Tank 57,625 Roads No longer need
No Chassis—Tank, Spray Bar and Controls Only
V
NOTICE OF SALE
The Board of Mason County Commissioners has declared the following vehicles and equipment as
surplus and will be disposed of at public auction.
Vehicle List:
Year Description Odometer
1994 Corsica 84,669
2001 Chevy Express Van 144,000
2008 Ford Escape/SUV 194,395
2005 Ford F350, Flat Bed C/C diesel 120,192
2005 Ford F350, Flat Bed C/C diesel 136,604
Equipment List:
1991 Etnyre Chip Spreader 2,533
1990 Etnyre Black Topper Tank 57,625
Auctions will be held through Washington State Surplus Program (7511 New Market Street,
Tumwater, WA 98512; Phone(360) 753-3508) and Ritchie Bros. Auctioneers/Iron Planet(214
Ritchie Lane, Chehalis, WA 98532; Phone: (360) 767-3000). Auction information regarding
these items can be found on the Washington State Surplus web site: www.publicslnlus.com and
the Ritchie Bros. Auctioneers web site: www.rbauction.com.
Dated this day of March,2018
BOARD OF COUNTY COMMISSIONERS OF
MASON COUNTY, WASHINGTON
Melissa Drewry,Clerk of the Board.
cc: Cmmrs
Engineer
Journal(Shelton): Publ. It: 3/22/17 &3/29/17
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: John Huestis, PE, Deputy Director/County Engineer
DEPARTMENT: Public Works EXT: 450
BRIEFING DATE: March 5, 2018
PREVIOUS BRIEFING DATES:
(If this is a follow-up briefing, please provide only new information,)
ITEM: Cooperative Procurement Agreement with Pacific County
EXECUTIVE SUMMARY: RCW 39.34.030 permits public agencies to enter into
an agreement with one another for joint or cooperative action to purchase
various goods and/or services that the other agency has already competitively
went out to bid and have contracts in place (only if the vendor agreed to
participate). The awarding agency does not accept any responsibility for orders
placed by the other public agency and the other agency is responsible for
compliance with statutes (including bid limits) governing the purchase by or on
behalf of itself.
The agreement between Pacific County and Mason County would allow both
agencies to purchase off each other's contracts procured through the competitive
bid process.
The agreement remains in effect unless terminated by either party with thirty
(30) days prior written notice.
RECOMMENDED OR REQUESTED ACTION: Recommend the Board authorize
the Chair to execute the Cooperative Purchasing Agreement between Mason
County and Pacific County extending the right to cooperatively purchase goods
and/or services award through one another through competitive bidding process.
Attachment: Agreement
Briefing Summary
INTERLOCAL COOPERATIVE PURCHASING AGREEMENT
This Agreement, adopted► 2018 by and between Mason County and
Pacific County, each being a public agency as defined in RCW 39.34.020.
WHEREAS, the parties from time to time purchase goods and services pursuant
to competitive bidding and wish to provide for cooperative purchasing.
NOW THEREFORE, the parties do hereby agree as follows:
1. Pursuant to RCW 39.34.030, each party hereby extends to the other the right
to cooperatively purchase goods and services under contracts awarded
through the cooperative purchase goods and services under contracts
awarded through competitive bidding process and which contain a provision
informing bidders that the other public agencies shall have the right to
cooperatively purchase the goods and/or services upon the same accepted
price, terms and conditions, exclusive of freight and transportation fees.
2. The party soliciting competitive bids shall comply with its own statutory and
internal purchasing requirements and, in addition, shall post the solicitation
notice as required by RCW 39.34.030.
3. The party soliciting competitive bids shall not be liable or responsible for
specification, delivery, payment or any other aspect of cooperative purchases.
by the other party.
4. The vendor(s) agree to extend to the other party the terms and conditions`of
the contract(s).
5. This agreement shall remain effective indefinitely and may be terminated at
by either party with thirty (30) days prior written notice.
This Agreement is hereby approved by the County Commissioners for Mason
County and executed by the for of County.
Accepted for: Mason County Accepted for:
PACIFIC COUNTY BOARD OF COMMISSIONERS
Randy Neatherlin Chair
Mason County, Chair
Date: Date:
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Bart Stepp, Deputy Director/ Utilities and Waste Management
DEPARTMENT: Public Works EXT: 652
BRIEFING DATE: March 5, 2018
PREVIOUS BRIEFING DATE:
ITEM: Rustlewood Sewer Main Lining Project Bid
EXECUTIVE SUMMARY:
The County budgeted this year to complete a cured in place piping (CIPP) project for the
Rustlewood Sewer System. This process consists of sticking a polyethylene tube inside an
existing sewer main, heating the tube until it hardens and sticks to the existing main, and then
cutting the existing services via a remote operated unit inside the pipe. This creates a new
sewer pipe inside the existing sewer pipe without any excavation. The proposed project for
Rustlewood would line all the existing concrete sewer mains that were installed as part of Phase
1 of that subdivision. The Phase 2 sewer mains are PVC and do not need to be lined.
It is expected that installation of the CIPP would reduce the amount of infiltration and inflow
the Rustlewood Wastewater Plant receives in the winter so that influent flows do not exceed the
current permitted amount of 57,000 gallons per day.
The bid was sent out to all sewer contractors on our small works roster. We received one bid
from Rognlin's for $591,303.30, more than double the cost estimate. The price per lineal foot
of CIPP in the bid was $86. I asked a CIPP Contractor who did not bid some project questions.
His company did not bid because the project schedule was for summer and they were already
booked through summer and he said other CIPP contractors are similarly booked. He also said
some bid items were tough to bid because of a lack of system information. Their typical CIPP
price for a job this size would have been around $40 per lineal foot.
Cost Impact to the County
Rognlin's bid of $591,303.30, including tax, is double the cost estimate of $290,000. The
Rustlewood Fund #411-100 does not have the cash balance to cover the additional cost.
RECOMMENDATION: Recommend the County go out to bid this summer for a project to
clean and video inspect the Rustlewood Sewer Mains. This is the first part of our CIPP project
and it would provide us with good information on the condition of the pipes. With the
inspection information we could tailor our CIPP project better and then go out to bid for CIPP
this fall with a summer 2019 construction timeline to match the workload of CIPP Contractors.
The cleaning and inspection bid would be awarded by the Board after bids are opened.
Attachment
1. Rognlin's Rustlewood CIPP Project Bid
Briefing Summary
BID PROPOSAL FORM
TO: Mason County Public Works
100 W. Public Works Drive
Shelton,Washington 98584
FROM: Bidder Rognlin's, Inc.
Address 321 W. State St.
Aberdeen, WA 98520
Telephone (360) 532.5220
E-Mail bids@rognlins.com
The undersigned, as bidder, declares that we have examined all of the contract documents and
that we will contract with Mason County to do everything necessary to complete the work as
outlined on the plans and specifications for the Rustlewood Sewer Main Lining.
We acknowledge that addenda numbers to have been delivered to us
and have been examined as part of the contract documents. We agree that the Bidder
Qualifications form shall be a part of this proposal.
If our BID is accepted, we agree to sign the contract form and the required evidences of
insurance within ten(10)calendar days after receiving written notice of the award of contract.
We further agree, if our BID is accepted and a contract for performance of work is entered into
with Mason County, to so plan the work and to prosecute it with such diligence that all of the
work shall be completed within the time period stated in the contract. We understand that
Mason County reserves the right to reject any or all bids and to determine which proposal is, In
the judgment of Mason County, the lowest responsible bid, and which proposal, if any, should
be accepted in the best interests of Mason County and that Mason County also reserves the
right to waive any informalities in any proposal or bid.
We further state that we have not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free competitive
bidding in connection with such contract.
Bidder agrees that the work will be completed within forty(40) working days after the date
when the bidder commences work.
Notes:
(1) See Special Provisions and the Standard Specifications for State sales tax requirements.
(2) The County reserves the right to adjust the scope of this work to match available funds.
(3) The County reserves the right to reject any or all bids.
(4) The table on the next page provides a list of items required to complete the project. It is
the contractor's responsibility to complete the project scope to all required standards and
specifications.
(5) The low bidder will be based on the base bid, additive item costs will not be used to
determine the low bid.
10
we propose to perform the work at the prices listed in the following bid schedule(s):
BID SCHEDULE—RUSTLEWOOD SEWER MAIN LINING
Item Section Material Description Quantity Units Unit Cost aid Price
1. 1-07 Spill Prevention,Control and 1 LS $325,00 $325,00
Countermeasure Plan
2. 1-09 Mobilization 1 LS (JOo.Q" Zb ,tX
3. 1-10 Traffic Control Supervisor 1 LS $20,000.00 $20,000.00
4. 1-10 Other Temporary Traffic Control 1 LS $15,000.00 $15,000.00
5. 2-01 Roadside Cleanup 1 LS $4,500::00 $4,500,00
6. SPEC. CCTV inspection 4,480 LF $10,00 $44,$00.0
7, SPEC; 8"Concrete Pipe—8"x 4-mm CI PP 4,480 LF g� 6b it
8. SPEC. Service Reconnections 29 EA $375.00 $10,875.00
9.
C. Manhole/Wall Interface Sealing 42 EA $100.00 $4,200.00
10. SPEC Sewage Bypass for Project 1 LS $30,000.00 $30,000.00
Base Bid Subtotal of Work
Sales Tax @ 8.5% 23. n
Rustlewood Sewer Main Lining Base Bid Total(Subtotal+Sales lax)
AD1* SPEC. Grouting of service line connections 1 EA $9,000.00 $9,000.00
Point Excavation for reinstatement of
AD2* SPEC. service lines per 3.61)of the Technical 1 EA
Specifications $15,000.00 $15,000.0
Point Repair:Replace IV section of 8"
AD3* SPEC, sewer main that is S'deep,including 1 EA
backfill and repaving of trench $15,000.00 $15,000.00
Severe Defect Grouting:Cost to grout
AD4' SPEC MY of sewer main that has severe 1 EA
defects but does not require
$13,000.00 $13,000.00
replacement
ADS* SPEC. Flowable Fill of void areas 1 CY $2,000.00 $2,000.00
AD6' SPEC. 8"PVC Pipe Cleaned and inspected but 3,900 LF
not CIPP lined. $15,00 $58,500.00
The Rustiewood Sewer Main Lining Base Bid To/tai written out in words Is: 1/
�IV Ytrm�If t1rrao�ir__v_7hr� r1�
fee btril�7P '�/h&e Dollars and'd
wq Cents.
*Additive items 1—S may be utilized during the project if the need for that work Is found. The County will
determine whether to complete additive Item 6 prior to bid award.
tt
I
BIDDER acknowledges receipt of the following ADDENDUM:
Addendum No. Addendum Receipt Date Signe Acknowledgment
1
2
WASHINGTON STATE AND LOCAL SALES TAX.Sales Tax(8.5%)shall be added to full contract price.
BIDDER'S ADDRESS. Notice of Acceptance of this bid or requests for additional information should
be addressed to the undersigned at the address stated below.
NON-COLLUSION DECLARATION
I, by signing the proposal, hereby declare, under penalty of perjury under the laws of the United
States that the following statements are true and correct:
t. That the undersigned person(s), firm, association or corporation has (have) not, either
directly or indirectly,entered into any agreement, participated in any collusion,or otherwise
taken any action in restraint of free competitive bidding in connection with the project or
which this proposal is submitted.
2 That by signing the signature page of this proposal, I am deemed to have signed and have
agreed to the provisions of this declaration.
CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUTES
The bidder hereby certifies that,within the three-year period immediately preceding the bid solicitation
date 2/2/18;the bidder is not a "willful"violator, as defined in RCW 49.48.082,of any provision of
chapters 49.46,49.48,or 49.52 RCW,as determined by a final and binding citation and notice of
assessment issued by the Department of Labor and Industries or through a civil judgment entered by a i
3
court of limited or general jurisdiction.
I certify under penalty of perjury under the laws of the State of Washington that the
foregoing is true and correct.
N OTES:
1. This proposal form is not transferable and any alteration of the firm's name entered
hereon without prior permission from the Deputy Director will be cause for
considering the proposal irregular and subsequent rejection of the bid.
12
3
Rognlin's, Inc.
Bidder's Bu 'ness Name
Y2
Signature f Authorized Official*
Nick Rognlin
Printed Name
Vice President
Title
2/27/2018 Aberdeen WA
Date City State
Check One:
Sole Proprietorship ❑ Partnership ❑ Joint Venture ❑ Corporation
State of Incorporation, or if not a corporation, State where business entity was formed:
Washington
If a co-partnership, give firm name under which business is transacted:
N/A
*If a corporation,proposal must be executed in the corporate name by the president or vice-president(or
any other corporate officer accompanied by evidence of authority to sign). If a co-partnership,proposal
must be executed by a partner.
.Contractor's License No.: ROGNL**342LF
By: Rognhn's, Inc.
321 W. State St.
Address
Aberdeen, WA 98520
City State Zip
13
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Corrections Chief Kevin Hanson
DEPARTMENT: Sheriff's Office EXT: 369
BRIEFING DATE: March 5t", 2018
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Jail Budget supplemental budget increase request
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions): The jail's general inmate population is capped at 80 due to the
un-funding of 4 Corrections Deputy positions in 2017. The maximum general
population inmate capacity is 94. As of February 201, 2018, we exceeded the capped
capacity 24 times (61 inmate bed days) resulting in a safety risk to the staff, inmates,
and community. The excess inmate general population does not include the additional
average daily population of 7 inmates on Electronic Home Monitoring and 13 in the
Direct Supervision Unit, also known as the Offender Labor Program.
Despite severe booking restrictions and inmate population caps, the jail's inmate
population still rises above safe operational capacities. We are requesting a
supplemental budget increase to fund inmate outsourcing on an intermittent and
emergency basis when the inmate population is over operating capacity.
BUDGET IMPACTS:
In the first 7 weeks of 2018, we have been over population 61 inmate bed days. At
roughly $70.00 per day, those 61 days cost $4270.00 or $610.00 per week. Using the
weekly average, we are requesting a budget increase of$32,000 for calendar year
2018.
RECOMMENDED OR REQUESTED ACTION:
Approve budget supplemental increase of$32,000 for the 2018 Sheriff's Jail budget.
ATTACHMENTS:
January and February Inmate population spreadsheets
Briefing Summary 2/27/2018
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BUDGET HEARING REQUEST
Date: 3/20/2018 Hearing Request#
PLEASE SUBMIT BUDGET HEARING REQUESTS TO BUDGET MANAGER - SUPPORT SERVICES
X Supplemental Appropriation Non-Debatable Emergency I Debatable Emergency I Budget Amendment
For increased expenditures due to For the relief of a stricken For a Public emergency other For increased expenditures to be
unanticipated federal,state,or local community requiring immediate than a non-debatable funded from Current Expense funds
fund revenue sources address;to meet mandatory emergency which counld not
expenditures required by law reasonably have been foreseen
at the time of making the
budget,requiring the
expenditure of money not
provided for in the budget.
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o FUND NUMBER BARS LINE Amount Description
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w From - 001-320-000 508.00.000000.0000.00 < 32,000.00 > Ending Fund Balance
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To + 001-205-270 523.60.541006.0000.00 32,000.00 Offsite Contracted Custody
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Reason forChange: Supplemental Request for Outsourcing due to jail overcrowding
Please indicate with if any of the requested Change to BARS lines are ne d need to be added.
Authorizing signature for
department requesting transfer: '���_C_Q_Q EXT: 636
Title of authorizing signature: Chief Admin Deputy Date: 2/28/2018
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o Action taken by Budget Manager: Change Approved Change Denied
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Budget Manager signature: Date:
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E Approved for Budget Hearing
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U0 Commissioner signature: Date:
CHANGE COMPLETED IN FINANCIAL SERVICES BY:
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