HomeMy WebLinkAbout2018/02/20 - Regular BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
Mason County Commission Chambers, 411 North 5"' Street, Shelton, WA
February 20, 2018
1. Call to Order—The Chairperson called the regular meeting to order at 9:01 a.m.
2. Pledge of Allegiance— Lieutenant Adams led the flag salute.
3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2— Kevin
Shutty; Commissioner District 3 —Terri Drexler.
4. Correspondence and Organizational Business
4.1 Correspondence
4.1.1 Patricia Jerrells and Lorilyn Rogers sent in applications for the Mason County Historic
Preservation Commission.
4.1.2 Washington State Department of Natural Resources sent a letter regarding Revenue to
Counties from State Forest Transfer and Purchase Lands between 2008 & 2017.
5. Open Forum for Citizen Input— None.
6. Adoption of Agenda - Cmmr. Shutty/Drexler moved and seconded to adopt the agenda as
published. Motion carried unanimously. N-aye; S-aye; D-aye.
7. Approval of Minutes- February 12, 2018 Briefing Minutes; February 13, 2018 Regular Meeting
Minutes.
8. Cmmr. Drexler/Shutty moved and seconded to approve the February 12, 2018 Briefing
Minutes and February 13, 2018 Regular Meeting Minutes as written. Motion carried
unanimously. N-aye; S-aye; D-aye.
9. Approval of Action Agenda:
8.1 Approval to authorize the County Engineer to execute the County Road
Administration Board Rural Arterial Program Prospectuses for the county road culvert
replacement project on North Shore Rd., two county road realignment projects on
Cloquallum Rd., a county road realignment project on Old Belfair Hwy, and approval
to authorize the Chair to sign all pertinent documents for the projects.
8.2 Approval to set a hearing for Tuesday, March 13, 2018 at 9:30 a.m. to receive public
comment and take action on the Private Line Occupancy Permit granting permission
to run a septic transport line and power under Nahwatzel Beach Drive.
8.3 Approval to adopt a resolution to update the Mason County Credit Card Policy and
Procedures by amending Resolution No. 96-05. (Ex.A- Res. 10-18)
8.4 Approval to adopt a resolution authorizing the Support Services Department to pay
certain Internal Service Charges and the Cost Allocation of the State Auditor Annual
Audit and Washington Counties Risk Pool Self Insurance Premiums.
(Ex. B—Res. 11-18)
8.5 Approval of the 2017 Oath of Inventory pursuant to RCW 36.32.210 and Mason
County Code Chapter 3.56.
8.6 Approval to have the Board sign a one year Mason County Park Host contract with a
provision for extending additional years with agreement from both parties for the
following:
• Joshua and Amanda Eichelberger- Mason Lake
• Victor Coffelt- Foothills Park
• Shelly Warren- MCRA
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
February 20, 2018 - PAGE 2
• John & Kathy Corbitt- Oakland Bay
8.7 Approval to have the Board sign the Memorandum of Agreement, Appendix A,
between Mason County and Washington State University Extension.
8.8 Approval to have the Chair sign Agreement No. 16-PA-11060900-006, Modification
No. 002, between the USDA Forest Service and Mason County Noxious Weed Control
Board.
8.9 Approval of the Cooperative Law Enforcement Agreement (FS Agreement 18-LE-
11060900-010) between the Mason County Sheriff's Office and the USDA Forest
Olympic National Forest.
8.4 A member of the public questioned the amount of the Internal Service Charges and
questioned if this amount was budgeted. Frank said the cost is close to $1,000,000 and
that it was budgeted.
Cmmr. Drexler/Shutty moved and seconded to approve action items 8.1 through 8.9.
Motion carried unanimously. N-aye; S-aye; D-aye.
10. Other Business (Department Heads and Elected Officials)
9.1 Bid announcement award for 2018 Asphalt Emulsion Contract and the 2018
Manufacturing and Stockpiling of Chipseal Aggregate Contract.
John Huestis announced that the 2018 Asphalt Emulsion Contract was awarded to the only
bidder, Albina Asphalt. The Chipseal Aggregate contract was awarded to Sterling Breen who
bid $10,000 less than the Engineers estimate.
11. 9:30 a.m. Public Hearings and Items set for a certain time—
11.1 Public Hearing to adopt an ordinance for procedures to determine water adequacy
and to adopt an ordinance adopting amendments to the Community Development
Fee Schedules. Staff: Dave Windom
Dave Windom briefed the staff report from the February 1, 2018 emergency meeting with
the same topic. He projected a map with the various Water Resource Inventory Areas
(WRIA),noting that applicants in WRIA areas 14, 15, and 22 may now obtain approval for
groundwater withdrawl, exempt from permitting under RCW 90.44.050 for domestic use only.
Areas 14 and 15 can have a with a maximum annual average withdrawal of 950 gallons per
day, while area 22 can have a maximum annual average withdrawal of 3,000 gallons per day.
He explained that that there is a fee of$500. $350 is for the Department of Ecology, the
other $150 stays within Mason County.
Conelly Watson questioned if these water regulations will impact chip sealing because the
process uses water. Dave answered that there should be little to no impact to Public Works.
An unknown gentleman asked if the new regulations impact personal water use such as
outdoor irrigation for gardening. Dave said the new regulations, core acre lawns and gardens
are excluded.
Cheryl Williams asked if the WRIA map is available elsewhere. Dave said it is available on the
planning portion of the website.
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
February 20, 2018 - PAGE 3
Sharon Hansley submitted written comments to the Board. Cmmr. Drexler asked that the
Board take a moment to read through the comments. The Board then had a short discussion
with Sharon regarding her comments.
Cmmr. Drexler acknowledged all of the work done by Dave and his staff on these ordinances.
She said the enhancement and mitigation work due by 2021 is the chance to really do some
good work to work on putting water back into aquifers. She then voiced her intent to vote in
favor of the ordinances.
Cmmr. Shutty said there is more work to be done both with the spirit of the law and between
the County and its citizens. He addressed the comments received from the Squaxin Tribe
adding that though the Comprehensive Plan has been appealed, he hopes the Memorandum
of Understanding will still be up for discussion between the two parties. He also voiced his
intent to vote in favor of the ordinances.
Cmmr. Neatherlin spoke in support of the ordinances. He referred to the submitted
comments and said the County has met the requirements of the state. He went on to
address the fact that he would be happy to work with the Tribes, but their requests need to
be realistic.
Cmmr. Shutty/Drexler moved to adopt an ordinance for procedures to determine
water adequacy and to adopt an ordinance adopting amendments to the
Community Development Fee Schedules as presented.
Motion carried unanimously. N-aye; S-aye; D-aye. (Ex. C&D-Ord 12-18& 13-18)
12. Board's Reports and Calendar -The Commissioners reported on meetings attended the past week
and announced their upcoming weekly meetings.
13. Adjournment—The meeting adjourned at 9:53 a.m.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY, WASHINGTON
Me issa ry, Clerk46f the Board Ra dy Neatherlin, Chair
Terri Drexler, C mi ioner
Kevin Sh I enmmissioner
Exhibit A
RESOLUTION NO.
A Resolution to update the Mason County Credit Card Policy&Procedures by amending
Resolution 96-05.
WHEREAS, RCW 42.24.115 authorizes counties to provide for the issuance and use of charge
cards to employees for the purpose of covering expenses incident to authorized travel; and
WHEREAS, RCW 43.09.2855 authorizes counties to use charge cards for official government
purchases and acquisitions; and
WHEREAS, the Mason County Board of Commissioners believe that the use of credit cards can
improve cash management, reduce costs, and increase efficiency when used appropriately; and
WHEREAS, it is necessary to provide proper controls over the distribution, authorization, and
administration for the use of credit cards for transacting County business;
NOW,THEREFORE, BE IT RESOLVED BY THE BOARD OF MASON COUNTY COMMISSIONERS to
update the Mason County Credit Card Policy and Procedures as set forth in Attachment A.
Dated this 20ti`'day of February, 2018.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
ATTEST:
Z(/, 6��- -
Randf Nerftn,Chairperson
Mels D , Cler f the Board
r
APPROVED AS TO FORM: Terri Drexler,'Comknissioner
Tim-Whitehea , eputy Prosecuting Attorney Kevinutty Commissioner
C: All Departments
3:\Credit Card\Resolution to update the Mason County Credit Card Policy&Procedures.doc
Mason County
Credit Card Policy & Procedures
Resolution No. /0-/S
Mason County Credit Card Policy
References:
RCW 42.24.080
RCW 42.24.115
RCW 43.09.2855
Purposes:
To comply with State Laws on the use of credit cards for travel,purchases and
acquisitions. (RCW 43.09.2855 (1))
To provide opportunities for cost savings available only with the use of credit cards.
To provide an economical business practice that will increase efficiency.
1. Issuance and Inventory of Credit Cards
(a) The County authorizes the issuance of credit cards to departments for the purpose of
covering authorized travel expenses incurred by government officials and employees
as well as for official authorized government purchases or acquisitions.
(RCW 43.09.2855)
(b) Elected officials, department heads, and County administrators who feel their
department's operations would benefit from having a credit card shall make a formal
request to the County Commissioners, or their designee. The formal review of these
requests implements a systems of controls, and allows for better tracking of the
number of cards issued County-wide and by department, authorized credit and single
purchase limits, and to ensure that bills are paid in accordance with the RCWs
pertaining to credit card usage and County policy(RCW 42.24.080, RCW 42.24.115,
RCW 43.09.2855). All requests for new credit cards will be submitted using the
Mason County Credit Card Request Form (Exhibit A)and will include the following
documents:
a. A list detailing the specific types of transactions the department anticipates
for the credit card. (RCW 43.09.2855 (3a))
b. A list of authorized users of the card. The decision as to whom will be
authorized to use the card will be at the discretion of the elected official or
department head. (RCW 43.09.2855 (3b))
c. A signed Mason County Credit Card Use Agreement(Exhibit B)by the
authorized user(s) acknowledging that they have read the County's credit
card policy and procedures and that they will use the card in accordance with
this policy. These statements will be kept and maintained by each
Issue Date: Page I of 7
Mason County
Credit Card Policy & Procedures'
Resolution No.
department's designated Card Custodian. The Card Custodian will also sign a
statement acknowledging their understanding of the policy and their
responsibilities as the Card Custodian(Exhibit C). (RCW 43.09.2855 (3e)) -
d. A request for the credit limit of each card that is being requested. (RCW
43.09.2855 (3c))
(c) The Commissioner's Office shall maintain an active listing of credit card users,cards
issued,and credit limits. (RCW 43.09.2855 (3c))
(d) Departments that have credit cards with retailers (charge card/account cards)must
adhere to the same credit card policies and procedures as with a bank credit card.No
special permission is needed for these cards, except if a fee is charged to obtain the
card.The Board of County Commissioners has approved vendor specific credit cards
with no fees for use in all offices and departments.Charge cards with fees require
permission from the Board of County Commissioners.A list of all active retailer
credit cards and an active listing of authorized users must be on file with the
County's Commissioner's office. (RCW 43.09.2855 (3e))
(e) Each Elected Official or Department Head is responsible for the distribution,
retrieval, and tracking of each card issued within their office or department.Monthly
reconciliations are the responsibility of the department that holds the credit card and
is required for each department. (RCW.43.09.2855 (3e))
2.Use of Credit Cards
(a) All purchases made with these cards must be in compliance with the County's
purchasing,contracting,vendor list and other applicable policies. (RCW 43.09.2855
(3e))
(b) When a County credit card is used for the purpose of covering expenses related to
authorized travel,the government official or employee must submit a fully itemized
travel expense voucher with original receipts attached. This is to be submitted within
five(5)days of authorized travel. Charges against the credit card that are not
properly identified on the travel expense voucher or are found to be not allowed
following the County's purchasing,contracting,vendor list,and other applicable
policies,as well as the audit required under RCW 42.24.080, shall be paid by the
official or employee by check or salary deduction. (RCW 42.24.115)
(c) If,for any reason,disallowed charges are not repaid by the official or employee
before the credit card billing is due and payable,the County shall have a prior lien
against and a right to withhold any and all funds payable or to become payable to the
official or employee,up to an amount of the disallowed charges and any interest
and/or late fees incurred, as charged by the issuing credit card company. (RCW
42.24.115)
Issue Date: Page 2 of 7
Mason County
Credit Card Policy & Procedures
Resolution No.
(d) Credit cards will be assigned in the name of the office or department, and not in the
name of an individual. (RCW 43.09.2855 (3e))
(e) The County's Financial Services Auditors shall establish and implement a written
procedure for the payment of all credit card bills. All departments must adhere to this
written procedure in order to maintain efficiency,timeliness, consistency, and
accuracy of the County's credit card payments. (RCW 42.24.080) See Exhibit E for
the current credit card voucher procedures established by Financial Services.
(f) Immediate surrender of a credit card(s)may be required if an elected official,
employee, or department uses their credit card in a manner that is inconsistent with
the County's code,policies, and procedures. (RCW 43.09.2855 (3e))
3. Liability
(a) The individual office or department is responsible for the liability incurred by the
use of their credit cards. Payment is due immediately upon receipt of monthly
statement. Balances on all cards must be paid so no late fee is incurred. (RCW
43.09.2855 (3d)) See Exhibit E
4. Spending Limits
(a) Each Elected Official or Department Head will seek approval by the Board of
Commissioners for their department's spending limits, and/or pre-authorization
for credit cards issued in their office or department. Such limits will be consistent
with office or department spending levels established by the Board of County
Commissioners in the annual budget process. The Elected Official or Department
Head is responsible for communicating the limit to each user. Subsequent requests
for credit limit increases must be submitted to the Board of Commissioners, or
their designee,via the Mason County Credit Card Request Form(Exhibit A).
(RCW 43.09.2855 (3c))
5. Unauthorized uses
(a) Under no circumstances may an employee or elected official use a government
credit card for personal expenses, even if they reimburse the County before the
bill is due. (RCW 43.09.2855)
(b) Cash advances on all County credit cards are prohibited. (RCW 43.09.2855 (b))
(c) Money orders/Travelers Checks/Gift Cards purchased with County credit cards
are prohibited. (RCW 43.09.2855 (3e))
Issue Date: Page 3 of 7
Mason County
Credit Card Policy & Procedures
Resolution No.
(d) Meal and beverage purchases on all County credit cards are prohibited, except
under special circumstances as defined by the Mason County Travel Policy.
(Exhibit F) (RCW 43.09.2855 (3e))
(e) If an authorized departmental official or employee has charges that are disallowed
and are not repaid prior to the credit card billing date,the office or department
shall have a prior lien on the employee's wages,including final pay. (RCW
42.24.115 (3))
(f) Failure to repay disallowed charges shall result in a penalty of ten percent per
annum from the date of default until repaid. The interest will be computed as
simple interest on the outstanding balance. This penalty is payable to the County
and is in addition to interest and penalty charges imposed by the credit card
company. (RCW 43.09.2855 (3e))
Mason County Credit Card Procedures
Definitions:
Credit Cards (Bank Cards): Mason County uses the credit card offered through the State
of Washington contract. Departments may not use other bankcards.
Charge Cards/Account Cards: Cards issued through specific vendors showing an
established account. Not a credit card. No special permission is needed for these cards,
except if a fee is charged. Charge cards with fees require permission from the Board of
County Commissioners. For example, Costco charges a fee for their cards, and they can
only be used at Costco stores.
Credit Card System Administrator: An individual within the Commissioners' Office is
responsible for providing training, advice, direction, consultation and assistance to
Approving Managers and Card Custodians.
Approving Manager: The Elected Official, Department Head or designee responsible
for designating card custodians and requesting purchasing card limits. They will advise
custodians of applicable limits and ensure that proper card usage, security, controls,
timely bank statement reconciliation and approval,reception of transaction
documentation and other related responsibilities are followed.
Card Custodian: A Regular Employee, as defined in the Mason County Personnel
Policy,within each office or department is responsible for card security and use.
Custodians may designate employees-within their office or department to use the credit
card to purchase specific items or use a credit card for travel purposes.
Approving Authority: A Commissioner or their designee
Issue Date: Page 4 of 7
Mason County
Credit Card Policy.& Procedures
Resolution No.
I. Charge or Vendor Specific Cards:
1. Elected Official or Department Heads make arrangements with individual vendors for
charge or vendor specific cards.
2. If a fee is charged for the card,prior permission must be obtained from the Board of
Commissioners. Please contact the Commissioners' office.
3. Keep all cards and account numbers safe.
4. Report inventory of all charge and/or vendor specific cards to the Board of
Commissioners' annually. A form, provided by the Commissioners' Office,will be
submitted annually by each department,listing the inventory and custodian(s)of all
charge and/or vendor credit cards (Exhibit D).
II. Credit Cards Bank Cards)
1. Contact credit card system administrator
Contact the Credit Card System Administrator in the Commissioners' Office. That
person will help your office/department complete the Implementation Form and Letter of
Request. The Administrator will establish an account through the Procurement Card
contact through the State of Washington.
2. Designate a credit card custodian
To designate a new credit card custodian,the Approving Manager completes the Mason
County Credit Card Request Form(Exhibit A) and sends it to the Credit Card System
Administrator in the Commissioners' Office, along with a signed Credit Card Custodian
Agreement(Exhibit Q.
Custodians are responsible to:
a. Pick up the credit cards from the Credit Card System Administrator in the
Commissioners' Office.
b. Keep all the credit cards safe and locked when not assigned to an employee.
c. Maintain a log of credit cards checked out,to whom,date,purpose, date returned,
sales slip returned, etc.
d. Maintain the signed Mason County Credit Card Agreements(Exhibit B)from all
authorized users of the department's credit card(s).
Issue Date: Page 5 of 7
Mason County
Credit Card Policy & Procedures
Resolution No.
e. Report Credit Card Fraud to the Credit Card System Administrator and file a
claim with the credit card company. The credit card company will send a form to
the department with reported fraud, which will be filled out and a copy submitted
with the credit card statement to Financial Services.
3. Using the Credit Card(RCW 43.09.2855 (3))
a. The credit cards must be kept safe and secure at all times. When not in use by an
individual, it is required that all credit cards be stored in a locked drawer or safe,
with limited access.
b. When needed for use,the custodian completes the information on the log and has
the employee sign the log. If the custodian is the one to use the card, have
another employee initial the log.
c. The Approving Manager must set the boundaries for credit card use and must
communicate this to the employee before they use the credit card. (Prohibited:
meals,cash advances,and personal items.) Proof of communication may be done
by a signature on a use agreement, etc.
d. The card user must obtain and return all charge slips regardless what is purchased,
to the custodian or departmental accountant.
e. An itemized receipt must be obtained for all purchases when possible.
f. Government officials and employees are expected to return the card to the card
custodian promptly after each authorized us. Under no circumstances shall the
card information be stored by a government official or employee.
g. To raise or lower a spending limit on a credit card, complete the Mason County
Credit Card Request Form(Exhibit A) and send it to the Credit Card System
Administrator in the Commissioners' Office.
4. Credit Card Billing Statements (RCW 43.09.2855 (3))
a. The Credit Card Administrator will receive a master statement of all credit card
accounts, for review and audit purposes only.
b. The Credit Card Custodian in each department will receive a detailed bill each
month for the cards they are responsible for.
c. It is the Credit Card Custodian or departmental accountant's responsibility for
submitting payment in the proper amount of time each month, pursuant to the
Issue Date: Page 6 of 7
Mason County
Credit Card Policy & Procedures
Resolution No.
procedures established by the Auditors in the Financial Services office. (RCW
42.24.080)
d. For each purchase made by a charge card, a signed supplier sales receipt/charge
slip that clearly describes the items purchased,price, and any applicable tax
should be retained by the custodian and attached to the log during the
reconciliation process.
Documents:
• Mason County Credit Card Request Form—see Exhibit A
• Mason County Credit Card Agreement—see Exhibit B
• Credit Card Custodian Agreement—see Exhibit C
• Department Credit Card Inventory List—see Exhibit D
• Credit Card Vouchers Procedures—See Exhibit E
• Travel Policy—See Exhibit F
Issue Date; Page 7 of 7
MASON COUNTY
CREDIT CARD REQUEST FORM
Exhibit A
Please forward request to:Mason County Support Services
Type of Request:
0 New Card(Sections A,B,CE) 0 Change or Add Credit Card Custodian(Sections A E)
O Increase/Decrease Credit Limit(Sections A,8,D,E)
A.Department information
Department Name
Department Physical Address
Phone Number Ext
Department Authorized Credit Card Custodian's Name(s) Phone#&Ext(if different from above)
B.Please provide a brief description of the reason for and a list of example transactions of the requested card.
( The fist of required documents to be submitted with this request is/n Section 1.of the Credit Cord Policy.
F
C.For New Credit Card Request: D.For Credit Limit Increase/Decrease:
Department's Credit Limit Request Department's Current Credit Limit
Approved Credit Limit(to be determined by BOCC New Credit Limit Request
or their designee
Approved Credit Limit(to be determined by BOCC
or their designee)
Q Request Approved E. Department Head Signature&Date
O Request Denied
Reason(s)for denial of request: Approving Authority Signature&Date
Mason County Credit Card Use Agreement
Exhibit B
I hereby acknowledge the receipt of my Mason County, US Bank Purchase Card.
In consideration of Mason County obtaining the Card and providing it to me, I
agree to the following:
1. The credit card is for Mason County business related purchases only;
personal charges are not to be made.
2. Meals are not allowed to be charged to the credit card. You may submit
for reimbursement after your travel to cover your meal allowance, based
on per diem rates.
3. 1 will promptly submit travel expense reports covering amounts charged to
the Card and will attach a detailed copy of each Card transaction.
4. Improper use of the Card is considered misappropriation of county funds,
which may result in corrective action, up to and may include termination.
5. 1 will promptly return the Card to Mason County if requested to do so or if
my employment with Mason County is terminated.
6. If Mason County pays US Bank any un-authorized amounts charged to the
Card, 1 authorize Mason County to take such actions, as it deems
necessary to recover the amounts paid, including withholding such
amounts from my wages or from any other sums payable to me by Mason
County.
7. A lost or stolen card should be reported immediately to the Card
Custodian and by telephone to US Bank Customer Service at
1-877-846-9302.
Your signature verifies that you understand and agree to comply with Mason
County's charge card guidelines listed above.
Employee Signature Card Custodian
Date Date
C:\Users\jsweet\DocumentslGroupWise\Mason County Credit Card Use Agreement Form.doc
Mason County Credit Card Custodian Agreement
Exhibit C
I hereby acknowledge the receipt of my Mason County, US Bank Credit Card.
Account Number: (the "Card")
In consideration of Mason County obtaining the Card and providing it to me, I
agree to the following:
1. The credit card is provided to Mason County's employees based on their
need to purchase business related goods and services.
2. Credit card custodians are expected to comply with internal control
procedures in order to protect Mason County's assets. This includes
keeping receipts, reconciling monthly statements, and following proper
card security measures.
3. All charges are billed directly to and paid by Mason County. Personal
charges can't be paid to the bank directly and therefore are considered
misappropriation of county funds.
4. 1 understand that my department's card privileges may be suspended or
cancelled if I am delinquent in paying US Bank.
5. A cardholder must surrender his or her Card upon termination of
employment (i.e. retirement, voluntary or involuntary termination). At this
point, no further use of the account is authorized.
6. A lost or stolen card should be reported immediately by telephone to US
Bank Customer Service at 1-877-846-9302. The custodian will also report
the lost or stolen card to the program administrator.
Your signature verifies that you understand and agree to comply with Mason
County's charge card guidelines listed above.
Card Custodian Credit Card System Administrator
Date Date
C:tUsers\jsweetlAppData\Local\Temp\"grpwise\Mason County Credit Card Custodian agreement
Form.doc
Credit Card Inventory by Department
Exhibit D
DEPARTMENT:
Elected Official/Department
Head: NONE
CREDIT CARDTYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
Person submitting this form
Date:
C:\Users\jsweet\Documents\GroupWise\Department Credit Card Inventory form.doc
Created on 1/22/2018 9:45:00 AM
i
Exhibit E
Credit Gard Vouchers:
Within five (5) days receipt of your monthly credit card statement you
need to enter your payment on a separate batch from your other
accounts payable invoices in Munis. Financial Services will be doing
special AP runs to accommodate the credit card payments should they
not fall within the current published AP Run schedule.
PURCHASE ORDER USERS: If you are one of the departments using a
Munis PO entry, please continue to do so. The PO should have all
entries for the entire credit card payment. If you have a credit on
account on your current statement please contact Financial Services
before entering this credit on a PO.
INVOICE ENTRY SCREEN USERS: If you aren't using a Munis PO, please
enter your total payment due on the Gross Amount line and utilizing
separate lines in the account field on your entry screen, allocate your
purchases by fund and BARS. If you have a credit on account on your
current statement enter the credit on an account line as a negative
{ number. The fund and BARS should be the same as the original
purchase that was made for which you are receiving a credit or refund.
ALL USERS: The batch must include:
Payment in full amount as shown on the credit card. Include any late
fees.
Original US Bank statement and all detail with remit coupon.
All original receipts and invoices noted on your credit card statement.
All supporting documentation required for the purchase, such as a
signed travel voucher and back up documents or capital asset form.
If another department used your credit card and you don't have Munis
permission to enter their fund information into a batch, we can assist
you. After you have entered your fund expenditures on an invoice
entry screen, contact Financial Services. We will enter the other
department data for you on the same batch. You will then be able to
print an edit showing a complete payment for all funds. You will be
responsible for obtaining the proper signatures required on your batch
Exhibit E
edit for all funds being used before turning the batch into Financial
Services. The goal is to produce one warrant showing a complete
payment for that credit card, regardless of the fund using the card.
For the data in the Invoice cell, please enter the following:
IInvoice CG#9999 JULY 2017 This is the last flour digits of the credit
card, the month and year. If you only use the last four digits and the
month, next year you will receive a duplicate entry warning when you
attempt to pay. Under no circumstances should you put in your full
credit card number either in this field or the description field.
In the Description cell, you may put as much as you can. Normally the
place of purchase works well. You have limited space. If you are using
a PO you have a great deal of space to capture detail for each
purchase.
DO NOT untick the Separate Check box. This is set in the vendor master
default file. US Bank does not want multiple payments from different
cards on the same warrant. n Separate check Keep it like this.
If you have a grant expenditure please remember to check the PA
applied box. PA a.iplerlq
Please do not tick the Include Documentation box. ❑ include documentation
This causes the warrant to print out of order.
Attach your statement and credit card detail to a blank piece of paper
with the Munis Top of Form imprint on the top. Attach your receipts,
invoices and.back up documentation in the same order as noted on
your credit card statement. Staple these together. Paperclip the remit
coupon, with the amount filled in, to the back of this entire stack. Print
your batch edit and have it signed. Place the batch in the green
voucher box in Financial Services.
CREDIT CARD TRANSACTION LOG
All Auditor credit card purchases must be noted on the transaction log. When the credit card statement arrives,
please enter your purchases in Munis and send to Financial Services. Your voucher must include the actual credit card
statement and original remit coupon, all purchases and detailed original receipts/invoices and this transaction log.
The transaction log must be signed by an authorized signer for the funds being used and included with your voucher.
DATE DATE
DATE EMPLOYEE USING CARD VENDOR NAME AMOUNT RETURNED VOUCHERED
All purchases noted above have been authorized by the Auditor's department. All purchases are for official
County use. All purchases have an original invoice or an emailed invoice attached.
DATE AUTHORIZED SIGNATURE
PLEASE ATTACH THIS TRANSACTION LOG TO YOUR CREDIT CARD VOUCHER
Exhibit F
TRAVEL. POLICY
Mason County recognizes that out of town travel and related business expenses can be an
integral and necessary component of the operation of local government, This policy is
intended to establish equitable standards and to provide consistent and fair treatment to
all employees who incur such expenses. It is also intended to establish and maintain
effective controls over those expenses.
County officials (department heads and elected officials)and County employees are
expected to exercise prudent judgment when incurring travel expenses on behalf of the
County doing official County business. The failure of employees to follow this policy,or
incur excessive expenses, may be cause for disciplinary action. Non business related
expenses and/or expenses not made in accordance with this policy will not be approved
or reimbursed.
Ail travel and associated expenses must be approved in advance by the department head
or elected officiat..Employees will be reimbursed for reasonable and customary expenses
actually incurred in connection with doing business on behalf of the County. These may
include: meals; lodging, transportation and other necessary expenses white away from the
office. These expenses may not include: alcoholic beverages; tobacco;tips exceeding 15%;
meats, lodging or transportation provided for the employee by an outside entity as part of
the employees participation;any expenses for a person(s) traveling with the employee; any
expenses incurred that are not in connection with the business of the County
All requests for payment of travel must be submitted to the Auditor's Financial Services
department on forms approved and provided by the Auditor. All required documentation
must also be submitted on the approved travel document form, Required travel documents
include all itemized receipts, conference/seminar agendas, and all proof of costs incurred
white doing business on behalf of the County. Travel documents should be presented to the
Auditor's Financial Services department In the month the charges occur,
If an employee chooses to travel to a destination in advance of the necessary time for arrival,
or remain at the destination following the official closing of the event, there will be no
additional per diem, lodging or miscellaneous expenses paid to the employee.
All requests for payment must be signed by the department head or elected official and the
employee that is requesting reimbursement. An employee may not request reimbursement
on behalf of another employee.
If an employee is compensated by an outside entity for any travel costs while traveling on
behalf of Mason County,the employee will deposit those funds with the Mason County
Treasurer. The employee will provide the Auditor's Financial Services department with a
copy of the Treasurer's deposit receipt and a detail of the expenses covered,
Any member of a board, committee or commission that is not a Mason County employee,
but is an appointed member to do business on behalf of Mason County Is subject to all
travel rules and documentation noted herein.
Exhibit F
PER DIEM (meal reimbursement)
AR requested meat reimbursement must have a detailed receipt. Meats will be reimbursed,
minus any alcohol or a tip exceeding 15%, using the Washington State office of Financial
Management (OFM) per diem rates and, for out of state travel, the U.S.General Services
Administration (GSA) per diem rates. The meats will be reimbursed up to the allowable
rate for the area and meat on those rate maps. -Per diem will be reduced for any meals
provided through conference registration, 'seminars or similar events. Reimbursement will
not be made if the employee chooses not to eat the meat provided and eats elsewhere.
Single Day Per Diem (meat reimbursement):
Single day per diem occurs when no overnight stay is required. Single day meat
reimbursements are considered to be taxable wages according to the IRS and will be
included as gross taxable income of the employee. An employee must use the single day
per diem form and include it with their payroll timesheet information. The department
supervisor will forward the per diem form to the Auditor's Financial Services department.
The meal will be added to their taxable gross wages and taxed accordingly.
Per Diem (meat reimbursement) while in overnl hc�t travel status:
If an overnight stay is required, per diem will be based on either OFM (in state) or GSA
(out of state) rates for each day the employee is in full travel status. The per diem rate will
be based on the location the employee is in for that meal. On days of departure and return
an employee will apply the Three Hour Rule (see rule below).
Three Hour Rule forger diem (meal reimbursement):
If an employee is in travel status for three hours beyond their regular work schedule far a
single day,they may receive meat reimbursement. The three hours may consist of hours
occurring before, after or a combination of both before and after the employee's regular
work schedule for the day, The employee may not stop fbr a meal just to meet the three
hour rule.
Special circumstances:
During emergency situations such as, but not limited to, initial crime scene investigations,
major crimes, emergency weather situation, natural disasters, etc,when employees are
working extended hours and stopping for a meal break could worsen the emergency or
increase costs to the County, departments may provide an on-scene meat of nominal cost.
A detailed receipt, including names of all employeesJvotunteers involved, must be provided.
All receipts and pertinent information Involving the emergency situation must be included
on the claim for payment voucher submitted to the Auditor's Financial Services department.
An employee may not claim a per them meat reimbursement if their County department
is also submitting a claim for payment voucher for the same incident.
LODGING
All lodging is to be reserved using a government, or most economical, rate whenever
possible. County credit cards may be used to secure lodging for a County employee.
Exhibit F
Reimbursement for lodging is allowed when the temporary duty station is located more
than fifty (50) miles, using the most direct route,-of the closer of either the traveler's
official residence or off tcial work station.
Reimbursement will be made for the actual lodging expense and any applicable taxes. If
there are additional charges for a person(s) traveling with the employee, who is not traveling
on behalf of County business, the employee is responsible for all charges for that additional
persons)and it wilt not be reimbursed. An itemized statement is required for all charges.
If an employee shares an accommodation with another employee or an employee of
another entity who is attending the same event, an equal share of the double room rate
will be paid on behalf of the Mason County employee. Each employee must submit an
original invoice showing the lodging charge for their portion of the room rate.
Not eligible for reimbursement on a lodging receipt are, but not limited to: laundry services;
valet service; entertainment expenses; athletic room (gym}charges, internet charges (unless
required by their supervisor).
TRANSPORTATION
Any employee driving a vehicle (either County car or personal vehicle) must have and must
be able to provide proof of valid car insurance.
Employees are encouraged to reserve and use a pool car from ER&R as much as possible.
All county vehicles shall be used in accordance with Mason County Eft&R use policy.
If a personal vehicle is used, the mileage will be based on the current IRS standard POV rate.
Mileage will be prohibited for normal travel between the usual place of business and
employee's main place of residence. When traveling on behalf of the County, mileage will
beP aid from either the official work station or the employee's main residence,whichever
is the closer and most direct route of the two, to the travel destination.
Mileage shall not exceed what the sum of a round trip coach airfare from a common carrier,
any needed local ground transportation and other related costs for that destination.
Airfare (coach rate), car rentals, trains, ferry,tolls, shuttle/taxi, etc will be reimbursed with a
receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets
purchased with an employee's individual frequent flyer miles witl not be reimbursed.
References: IRS,OFM SAAM rules, SAO BARS manual,County resolutions; #37-07 –-07
Exhibit B
RESOLUTION NO.
A resolution authorizing Support Services Department to pay certain County Internal Service Charges
and the Cost Allocation of the State Auditor Annual Audit and Washington Counties Risk Pool Self
Insurance Premiums
WHEREAS, RCW 36.32.120 states"...the board of county commissioners...have the care of the county
property and the management of the county funds and business...
WHEREAS,certain internal service fees are an integral part of managing the budget process and most
budgets include internal service charges for one or more of the following: Internal Allocation,
Information Technology fees including but not limited to only computers and phones, Unemployment
Fee,and Reserve for Technology Fee;
WHEREAS,the cost of the annual audit by the State Auditor Office and the cost of self insured
premiums paid into the Washington Counties Risk Pool are allocated to most County Funds and it is
most efficient to be paid by Support Services via Treasurer's Transmittal following the schedule found on
Attachment A of this resolution;
WHEREAS, it is necessary to authorize Support Services to pay these internal service charges and cost
allocation of the State Auditor Audit and the self insured premiums paid into the Washington Counties
Risk Pool from the individual departmental budgets as they are budgeted;
NOW THEREFORE,the Mason County Board of Commissioners does hereby resolve that Support
Services shall have the authority to pay all internal service charges for Internal Allocation, Information
Technology fees including but not limited to only computers and phones, Unemployment Fee and
Reserve for Technology Fee and the cost allocation for the State Auditor Annual Audit and self insured
premiums paid into the Washington Counties Risk Pool for all Mason County Departments and Offices
from the individual departmental budgets as they are budgeted.
Approved thisZ day of FebrL ,2018.
ATTEST: BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, SHINGTON
Meli sa e , Cleric of the Board
Randy eatherlin,Chair
APPROVED AS TO FORM:
3
Terri Drexler,Com issioner
Tim Whitehead, Chief DPA
Kevin u , Commissioner
C: All Mason County Departments
Attachment A
Internal Service Payment Schedule
Beginning of 1st QTR End of 1st QTR 2nd QTR 3rd QTR 4th R
Internal Allocation Unemployment Internal Allocation Internal Allocation Internal Allocation
IT Charge(CE only) Reserve forTechnology IT Charge(CE only) IT Charge(CE only) IT Charge(CE only)
IT Charge(Special Revenue Funds)
SAO Charge
Exhibit c
ORDINANCE NUMBER
An Ordinance ensuring water adequacy for development through
amendments to Mason County Code Title ire Buildings and
Construction and Title 6 Sanitary Code.
AN ORDINANCE of the Mason County Board of Commissioners adopting procedures for
determining water adequacy for building permits relying on individual water sources and
establishing a public hearing date within sixty(6o)days of adoption, unless superseded prior to this
date.
WHEREAS, RCW 36.7oA.070(i), requires that the land use element of a county
comprehensive plan "shall provide for protection of the quality and quantity of
groundwater used for public water supplies"; and,
WHEREAS, RCW 36.7oA.070(S)(c)(iv) requires that the rural element of a county
comprehensive plan "shall include measures that apply to rural development and protect
the rural character of the area, as established by the County, by: ... protecting critical
areas...and surface water and groundwater resources"; and,
WHEREAS, RCW 19.27.097(1) requires that applicants for building permits of buildings
necessitating potable water provide evidence of an adequate water supply for the
intended use of the building; and,
t'4'I--IEREAS, RCW S8.17.110(2) requires that "A proposed subdivision and dedication shall not
be approved unless the ... county legislative body makes written findings that... appropriate
provisions are made for... potable water supplies..."; and,
WHEREAS, Mason County Code (MCC) Title 14.04 specifies information required for a
complete building permit application; and,
WHEREAS, MCC Title 20.97 provides definitions of terms used in the code; and
WHEREAS, MCC Titles 21.04 and 21.oS contain requirements for water supply in short
subdivisions and long subdivisions, respectively; and,
NA-HEREAS, MCC Title 6 contains requirements for potable water; and,
WHEREAS, Title 173-501 WAC Instream Resources Protection Program - Kennedy Water
Resource Inventory Area (WRIA) 14 identifies waterbodies in Mason County that are
closed or partially closed to further appropriation, by listing their status as "closure,"
"partial year closure," "low flow," or"minimum flow,"; and,
Mason County Code Section 6.68 Water Adequacy and 14.48 Stormwater Revised: 2114/18
WHEREAS, RCW 36.70.7go and RCW 36.70.795 allow for adoption of interim official
controls as long as a public hearing is held within sixty (60)days of adoption; and,
WHEREAS, on January 18, 2oi8, the Washington State Legislature adopted ESSB 6og1,
ensuring that water is available to support development and amending RCWs 29.27.097,
58.17.110, 90.03.247, and 90.03.290; adding a new section to chapter 36.7oA RCW; adding a new
section to chapter 36.70 RCW; adding a new chapter to Title go RCW;
WHEREAS, ESSB 6og1 requires the Department of Ecology to work with the initiating
governments and the planning unit in WRIA 14 to review existing watershed plans to
identify the potential impacts of exempt well use, identify evidence-based conservation
measures, and identify projects to improve watershed health. Until rules are adopted that
specify otherwise, Section 202(5) of ESSB 6091, which effectively reverses the Court's
decision in Hirst, allows new domestic water uses in WRIA 14 that rely on groundwater
withdrawals exempt from permitting under RCW 90.44.050, provided that applicants pay
a fee of five hundred dollars to the permitting authority and limit their maximum annual
average withdrawal of nine hundred fifty gallons per day, per connection, and record this
limitation on the property title; and,
WHEREAS. the amendments proposed by this ordinance are consistent with the
aforementioned requirements of ESSB 6og1 and are therefore consistent with the GMA,
as specifically addressed in Section102 of ESSB 6og1; and,
WHEREAS, ESSB 6oglwas signed by Governor Inslee on January1g,2o18,and, pursuant to
the emergency clause in Section 307 of Session Law, it became effective immediately as
the Legislature declared that it was "necessary for the immediate preservation of the
public peace, health, or safety, or support of the state government and its existing
institutions ... "; and,
WHEREAS, pursuant to Title 15 of the Mason County Code and RCWs 36.70.3go and
36.70.795, an emergency ordinance necessary for the immediate preservation of the public
peace, health, or safety or support of the County government and its existing institutions
may be passed by the County Commission and then take effect immediately; and,
XN17HERE.AS, it is necessary for this ordinance to take effect immediately in order for
property owners to be allowed to proceed with their development plans forthwith and
thus obtain relief from the impacts of Hirst; and,
WHEREAS, the County Commission held a public hearing on this ordinance on February 20,
2o28 and subsequently issued findings that this ordinance meets state and local
requirements;
NOW, THEREFORE, BE IT ORDAINED that the Mason County Commission adopts the
above "WHEREAS" recitals as findings of fact in support of its action as required by RCW
36.7oA.390.
Mason County Code Section 6.68 Water Adequacy and 14.48 Stormwater Revised: 2/14/18
BE IT FLIRT14ER ORDAI\ED that Ordinance No. 2017-o8o; Mason County Code Section
6.68 Water Adequacy only,is herebyrepealed in its entirety and replaced upon the effective
date of this ordinance.
BE IT FURTHER ORDAINED that if a section,subsection, paragraph,sentence, clause,or
phrase of this ordinance is declared unconstitutional or invalid for any reason by any court
of competent jurisdiction; such decision shall not affect the validity of the remaining
portions of this ordinance, and if the provisions of this ordinance are found to be
inconsistent with other provisions of the Mason County Code, this ordinance shall control.
DATED this�day of r bruor1 2o18.
J BOARD OF COUNTY COMMISSIONERS
MASON COUN , WASHINGTON
ATTEST:
-- ZZ
Rand eatherlin, Chair
Cle o Bo
k ard
li
APPROVED AS TO FORM: Terri Drexler, Commissioner
Tim Whitehead,Chief DPA
Kevin Shutty Commissioner
Mason county code section 6.68 Water Adequacy and 14.48 stormwater Revised: 2/14/18
14.48.150-New development and redevelopment—Minimum requirements.
Development of individual, detached, single-family residences and duplexes exceeding two thousand
square feet of impermeable surfacing must have a small parcel erosion and sediment control plan, and a
residential site improvement plan (which includes a written description of the proposed work and
development) prepared and submitted for county review and approval.
Nonresidential development exceeding five thousand square feet of impermeable surfacing and/or
land disturbing activities of one acre or more must have the large parcel ESC plan (if required) and the
permanent stormwater quality control (PSQC) plan (if required) prepared and stamped by a licensed civil
engineer.
All applicants shall manage stormwater runoff on-site to the extent practicable by maximizing
infiltration, including using low-impact development techniques as defined in the most current version
of the Stormwater Manual for Western Washington produced by Washington State Department of
Ecology,or pursuant to stormwater management requirements adopted by Mason County,where more
stringent.
(1) New Development.
(A) All new nonresidential development that includes the creation or addition of five thousand
square feet, or greater, of new impervious surface area, and/or land disturbing activity of
one acre or greater, shall comply with minimum requirements #1 through #11 in
subsections (3)through (13)of this section.
Compliance shall be demonstrated through the implementation of an approved
stormwater site plan consisting of a large parcel ESC plan and a PSQC plan, as
appropriate.
(B) All new nonresidential development that includes the creation or addition of five thousand
square feet, or greater, of new impervious surface area, and land disturbing activity of less
than one acre, shall comply with minimum requirements#2 through#11 in subsections (4)
through (13) of this section and the small parcel minimum requirements found in Section
14.48.140 above. This category of development shall also prepare a stormwater site plan
that includes a small parcel erosion and sediment control plan.
Compliance shall be demonstrated through the implementation of an approved
stormwater site plan that includes a small parcel erosion and sediment control plan and a
PSQC plan.
(C) All new residential development and redevelopment (individual, detached, single family
residences and duplexes) that includes the creation or addition of two thousand square
feet, or greater of new impervious surface area, shall prepare a small parcel erosion and
sediment control plan which complies with minimum requirements #1 through #5 in
Sections 14.48.140(1) through 14.48.140(5), and shall prepare a residential site
improvement plan which includes a written description of the proposed work and
development. The small parcel erosion and sediment control plan along with the residential
site improvement plan should show and describe how development impacts are proposed
to be mitigated.
Compliance shall be demonstrated through the implementation of approved erosion
and sediment control plan, and a residential site improvement plan.
(2) Redevelopment.
(A) Where nonresidential redevelopment of greater than or equal to five thousand square feet
occurs:
The new development minimum requirements #1 through #11, subsections (3)
through (13), shall apply to that portion of the site that is being redeveloped, and source
control BMPs shall be applied to the entire site, including adjoining parcels if they are part
of the project. A stormwater site plan shall be prepared.
(B) In addition to the above requirements, where one or more of the following conditions
apply, a stormwater site plan shall also be prepared that includes a schedule for
implementing the minimum requirements to the maximum extent practicable, for the entire
site, including adjoining parcels if they are part of the project. An adopted and implemented
basin plan (minimum requirement #9) may be used to develop redevelopment
requirements that are tailored to a specific basin.
(i) Existing sites greater than one acre in size with fifty percent or more impervious
surface.
(ii) Sites that discharge to a receiving water that has a documented water quality
problem. Subject to local priorities, a documented water quality problem includes, but
is not limited to water bodies:
a. Listed in reports required under Section 305(b) of the Clean Water Act, and
designated as not supporting beneficial uses;
b. Listed under Section 303(d) of the Clean Water Act as not expected to meet
water quality standards or water quality goals;
C. Listed in Washington State's Non-point Source Assessment required under
Section 319(a) of the Clean Water Act that, without additional action to control
non-point sources of pollution cannot reasonably be expected to attain or
maintain water quality standards.
(iii) Sites where the need for additional stormwater control measures has been identified
through a basin plan, the watershed ranking process under Ch. 400-12 WAC, or
through Growth Management Act planning.
(3) Minimum Requirement #1: Erosion and Sediment Control. All new development and
redevelopment that includes land disturbing activities of one acre or greater shall comply with
erosion and sediment control requirements 1 through 14, below. Compliance with the erosion
and sediment control requirements shall be demonstrated through implementation of a large
parcel erosion and sediment control plan.
All new development and redevelopment that includes land disturbing activities of less than
one acre shall comply with the small parcel minimum requirements found in Section 14.48.130,
above. Compliance with the small parcel requirements shall be demonstrated through
implementation of a small parcel erosion and sediment control plan.
The following erosion and sediment control requirements shall be met:
(A) Erosion and Sediment Control Requirement #1: Stabilization and Sediment Trapping. All
exposed and unworked soils shall be stabilized by suitable application of BMPs. From
October 1 to April 30, no exposed and unworked soils shall remain unstabilized for more
than two days. From May 1 to September 30, no exposed and unworked soils shall remain
unstabilized for more than seven days. Prior to leaving the site, stormwater runoff shall
pass through a sediment pond or sediment trap, or other appropriate BMPs.
(B) Erosion and Sediment Control Requirement#2: Delineate Clearing and Easement Limits.
In the field, mark clearing limits and/or any easements, setbacks, sensitive/critical areas
and their buffers, trees, and drainage courses.
(C) Erosion and Sediment Control Requirement #3: Protection of Adjacent Properties.
Properties adjacent to the project site shall be protected from damage by sediment
deposition.
(D) Erosion and Sediment Control Requirement #4: Timing and Stabilization of Sediment
Trapping Measures. Sediment ponds and traps, perimeter dikes, sediment barriers, and
other BMPs intended to trap sediment on-site shall be constructed as a first step in
grading. These BMPs shall be functional before land disturbing activities take place.
Earthen structures such as dams, dikes, and diversions shall be seeded and mulched
according to the timing indicated in erosion and sediment control requirement#1.
(E) Erosion and Sediment Control Requirement #5: Cut and Fill Slopes. Cut and fill slopes
shall be designed and constructed in a manner that will minimize erosion. In addition,
slopes shall be stabilized in accordance with erosion and sediment control requirement#1.
Supplemental Guidelines: Consideration should be given to the length and steepness
of the slope, the soil type, upslope drainage area, ground water conditions, and other
applicable factors. Slopes which are found to be eroding excessively within two years of
construction must be provided with additional slope stabilizing measures until the problem
is corrected.
(i) Roughened soil surfaces are preferred to smooth surfaces on slopes(see BMP E2.35
in Chapter I1-5).
(ii) Interceptors (see BMP E2.55 in Chapter II-5) should be constructed at the top of long
steep slopes, which have significant drainage areas above the slope. Diversions or
terraces may also be used to reduce slope length.
(iii) Concentrated stormwater should not be allowed to flow down cut or fill slopes unless
contained within an adequate temporary or permanent channel, or pipe slope drain
(see BMP E2.25 in Chapter II-5).
(iv) Wherever a slope face crosses a water seepage plane which endangers the stability
of the slope, adequate drainage or other protection should be provided (BMPs E2.30
and E2.75 in Chapter II-5).
(F) Erosion and Sediment Control Requirement #6: Controlling Off-site Erosion. Properties
and waterways downstream from development sites shall be protected from damage by
erosion due to increases in the volume, velocity, or peak flow rate of stormwater runoff
from the project site.
(G) Erosion and Sediment Control Requirement #7: Stabilization of Temporary Conveyance
Channels and Outlets. All temporary on-site conveyance channels shall be designed,
constructed and stabilized to prevent erosion from the expected velocity of the peak flow
from a two-year, twenty-four hour frequency storm for the developed condition.
Stabilization adequate to prevent erosion of outlets, adjacent streambanks, slopes and
downstream reaches shall be provided at the outlets of all conveyance systems.
(N) Erosion and Sediment Control Requirement #8: Storm Drain Inlet Protection. All storm
drain inlets made operable during construction shall be protected so that stormwater runoff
shall not be discharged offsite or be introduced into any fill area without first being filtered
or otherwise treated to remove sediment.
(1) Erosion and Sediment Control Requirement #9: Underground Utility Construction. The
construction of underground utility lines shall be subject to the following criteria:
(i) No more than five hundred feet of trench shall be opened at one time, unless
provisions are made to protect against adverse stormwater impacts.
(ii) Where consistent with safety and space considerations, excavated material shall be
placed on the uphill side of trenches.
(iii) Trench dewatering devices shall discharge into a sediment trap or sediment pond.
(J) Erosion and Sediment Control Requirement #10: Construction Access Routes.
Construction vehicle access shall be, whenever possible, limited to one route. Access
points shall be stabilized to minimize the tracking of sediment onto public roads.
Wherever construction vehicle access routes intersect paved roads, provisions must
be made to minimize the transport of sediment (mud) onto the paved road. If sediment is
transported onto a road surface creating a hazard, the roads shall be cleaned immediately,
and thoroughly cleaned at the end of each day. Sediment shall be removed from roads by
shoveling or sweeping and be transported to a controlled sediment disposal area. Street
washing shall be allowed only after sediment is removed in this manner.
(K) Erosion and Sediment Control Requirement #11: Removal of Temporary BMPs. All
temporary erosion and sediment control BMPs shall be removed within thirty days after
final site stabilization is achieved or after the temporary BMPs are no longer needed.
Trapped sediment shall be removed or stabilized on site. Disturbed soil areas resulting
from removal shall be permanently stabilized.
(L) Erosion and Sediment Control Requirement#12: Dewatering Construction Sites. Trench
dewatering devices shall be discharged in a manner that will not adversely affect flowing
streams, drainage systems, or offsite property. Water discharged from dewatering pumps
shall be routed through a sediment pond or trap unless it is clear.
(M) Erosion and Sediment Control Requirement #13: Control of Pollutants Other Than
Sediment on Construction Sites. All pollutants other than sediment that occur on-site
during construction shall be handled and disposed of in a manner that does not cause
contamination of stormwater.
(N) Erosion and Sediment Control Requirement #14: Maintenance. All temporary and
permanent erosion and sediment control BMPs shall be maintained and repaired as
needed and in a timely manner to assure continued performance of there intended
function. All maintenance and repair shall be conducted in accordance with an approved
manual.
(0) Erosion and Sediment Control Requirement #15: Financial Liability. Performance
bonding, or other appropriate instruments, may be required to ensure compliance with the
approved erosion and sediment control plan.
(4) Minimum Requirement #2: Preservation of Natural Drainage Systems. Natural drainage
patterns shall be maintained, and discharges from the site shall occur at the natural location to
the maximum extent practicable.
(5) Minimum Requirement#3: Source Control of Pollution. Source control BMPs shall be applied
to all projects to the maximum extent practicable. Source control BMPs shall be selected,
designed, and maintained according to an approved manual. An adopted and implemented
basin plan (minimum requirement#9) may be used to develop source control requirements that
are tailored to a specific basin, however, in all circumstances, source control BMPs shall be
required for all sites.
(6) Minimum Requirement #4: Runoff Treatment BMPS. All projects shall provide treatment of
stormwater. Treatment BMPs shall be sized to capture and treat the water quality storm, defined
as the six month, twenty-four hour storm. The first priority for treatment of stormwater shall be to
infiltrate as much as possible of the water quality design storm into the ground. (Infiltration
BMPs practices shall be in accordance with Chapter III-3 of the PSWQA Manual) Pretreatment
of stormwater prior to infiltration into the ground may be required in cases where:
(A) The stormwater contains high concentrations of undesirable dissolved chemicals that can
move through soil.
(B) The stormwater contains large amounts of sediment that might clog the infiltrative
surfaces in the basin.
(C) The soils are extremely pervious and will not properly filter the stormwater as in the case
for some gravelly(type one) soils.
Stormwater treatment BMPs shall not be built within a natural vegetated buffer, except
for necessary conveyance systems as approved by the director.
An adopted and implemented basin plan (minimum requirement#9) may be used to
develop runoff treatment requirements that are tailored to a specific basin.
The objectives of providing stormwater treatment BMPs are, for both surface and
ground waters, to protect the quality and quantity, to allow attainment of the designated
uses, and to meet state standards promulgated under Chapter 173 of the Washington
Administrative Code.
(7) Minimum Requirement#5: Streambank Erosion Control. The requirement below applies only to
situations where stormwater runoff is discharged directly or indirectly to a stream, and must be
met in addition to meeting the requirements in Minimum Requirement #4, Runoff Treatment
BMPs:
Stormwater discharges to streams shall control streambank erosion by limiting the peak
rate of runoff from individual development sites to fifty percent of the existing condition two-year,
twenty-four hour design storm while maintaining the existing condition peak runoff rate for the
ten-year, twenty-four hour and one hundred-year, twenty-four hour design storms. As the first
priority, streambank erosion control BMPs shall utilize infiltration to the fullest extent practicable,
only if site conditions are appropriate and ground water quality is protected. Streambank erosion
control BMPs shall be selected, designed, and maintained according to an approved manual.
Stormwater treatment BMPs shall not be built within a natural vegetated buffer, except for
necessary conveyance systems as approved by the director, and maintained according to the
1992 manual.
An adopted and implemented basin plan (minimum requirement #9) may be used to
develop streambank erosion control requirements that are tailored to a specific basin.
(8) Minimum Requirement #6: Wetlands. Stormwater discharges to wetlands shall maintain the
wetland's natural hydroperiod and flows to the extent needed to preserve or enhance its existing
functions and values. Prior to proposing discharge of higher volumes of stormwater to a
wetland, alternative discharge, detention, and infiltration practices located in areas outside the
wetland shall be evaluated and employed by the project engineer where feasible and
practicable.
These requirements apply to existing natural wetlands and wetlands created as mitigation
for loss of wetland acreage. Wetlands constructed and operated solely for use as stormwater
treatment/storage areas are exempt from these and most other restrictions that apply to natural
wetlands. Constructed wetlands may lose this exemption if not operated and maintained as
stormwater areas for three or more years. Other local, state, or federal wetland protection
requirements may also apply.
(9) Minimum Requirement #7: Water Quality Sensitive Areas. Where the Mason County
commissioners or their designee determine that the minimum requirements do not provide
adequate protection of water quality sensitive areas, either on-site or within the basin, more
stringent controls shall be required to protect water quality. An adopted and implemented basin
plan (minimum requirement#9) may be used to develop requirements for water quality sensitive
areas that are tailored to a specific basin.
(10) Minimum Requirement#8: Off-site Analysis and Mitigation.
Downstream Analysis May Trigger Additional Requirements. The project engineer shall
provide a detailed qualitative analysis of the flow path of the discharge from the project site to
the receiving water. This requirement shall apply to all projects where a drainage and erosion
control plan is prepared, including those proposing retention facilities. This analysis shall include
flow routing, and provide existing pipe and channel sizes and estimated capacities. In addition,
the project engineer shall discuss any known or expected downstream erosion, flooding, or
water quality problems, including those that may be caused by interflow from the proposed
retention facility. The director or designee shall have the discretion to specify the distance and
level of detail to be provided by the project engineer. In making this determination, the director
or designee shall consider such factors as the relative size of the new development, availability
of other hydrologic work for the drainage area, and the extent to which stormwater generated on
the project site is to be infiltrated.
Based upon this analysis, the project engineer may determine or the director or designee
may require that a quantitative analysis of the conveyance system be performed both upstream
and downstream of the project site. A quantitative analysis will not be required for most projects
that propose to infiltrate most or all stormwater. This analysis shall determine conveyance
system performance for the appropriate design event(s) both with and without the proposed
development. The director or designee shall have the discretion to specify the distance and
level of detail to be provided by the project engineer. The director or designee shall consider
factors such as the relative size of the new development, availability of other hydrologic work for
the drainage area, and the results of the qualitative analysis, in making this determination.
The quantitative downstream analysis will include modeling the hydraulics of the proposed
project and all other sources of runoff tributary to the receiving water body for the appropriate
design event. The project engineer shall include an analysis of the impact of the twenty-four
hour, one hundred-year event (in addition to "Design Event" analysis) for each component of
the system including pond spillway.
The director or designee may impose stricter discharge and/or detention standards if the
discharge from the project, evaluated in the context of other existing conditions in the drainage
area, is reasonably expected to result in any of the following:
(A) Flooding;
(B) Loss of aquatic habitat due either to high or low flows;
(C) Property damage;
(D) Water quality problems;
(E) Erosion;
(F) Or an unacceptable interruption of vital services.
If the project engineer (or director or designee) determines that greater treatment,
infiltration and/or storage volumes, lower release rates, or downstream improvements are
needed, he/she shall specify project design criteria or other means to relieve the downstream
problems (providing that such solution will not violate minimum standards established in the
1992 manual). Other means might include increases in downstream flow capacity and/or offsite
detention and infiltration facilities, plans and financing for which will be subject to the approval of
the director or designee.
(11) Minimum Requirement #9: Basin Planning. Basin Plan Supersedes 1992 Manual. If a
proposed project is located in a basin or sub basin for which the county has an adopted basin
plan, stormwater requirements specifically identified in the basin plan shall take precedence
over those provided in this chapter. However, all other elements detailed in this chapter shall
continue to apply to such projects. Basin plans are required to be developed according to an
approved manual.
(12) Minimum Requirement #10: Operation and Maintenance. An operation and maintenance
schedule shall be provided for all proposed stormwater facilities and BMPs, and the party (or
parties) responsible for maintenance and operation shall be identified. An operation and
maintenance (O&M) Covenant will be required to cover all privately owned and maintained
stormwater facilities approved by the director. O&M covenant forms are available at the Mason
County public works office. A copy of the completed instrument, shall be recorded with the
county auditors'office by the proponent, and a copy of the recorded instrument is required to be
submitted to the public works department prior to final approval of the completed permanent
stormwater facilities.
(13) Minimum Requirement #11: Financial Liability. Performance bonding, or other appropriate
instruments shall be required for all projects to ensure compliance with these standards.
(14) Variances from These Standards. Variances from these standards may be allowed at the
discretion of the director or designee provided that the proponent will substantially meet flow
control and water quality goals established by or implicit in these standards. Compliance with
ordinance requirements shall normally occur within the project area, but may be performed as
offsite mitigation in certain situations. Examples of cases when variances may be approved
includes, but are not limited to, the following:
(A) That the special conditions and circumstances exist which are peculiar to the land, such
as size, shape, topography, or location, and that literal interpretation of these standards
would deprive the property owner of rights commonly enjoyed by other properties similarly
situated; or
(B) That the site is being remodeled and certain site investigations would be destructive to
existing structures; or
(C) That remodels of existing projects which are either too small or so configured that in the
director's or designee's opinion some requirements of the manual cannot practically be
met; or
(D) That public works or private sector projects are in an existing road right-of-way, which is
not of adequate size to install preferred BMPs and for which right-of-way cannot be
expanded because of encroaching structures or setbacks for existing structures.
All requests for variances must be submitted in writing to the director or designee, and
must clearly state the specific section(s) of the ordinance from which a variance is requested
and why.
(15) Experimental BMPs. Experimental best management practices are defined as BMPs, which
have not been tested and evaluated by the Department of Ecology in collaboration with local
governments and technical experts. Some so-called experimental BMPs will likely be minor
variations on an existing theme. In that case, Ecology would review and approve or disapprove
the BMP in as timely a manner as possible. Where new designs are developed (examples of
experimental BMPs may be found in Section 1-2.17.2 of the PSWQA Manual), the review will be
extended through the use of a standing committee of technical experts. These persons will
review and comment on the practice, and Ecology will then determine whether or not these
BMPs should be approved and/or added to the manual.
(A) Approval of Experimental BMPs. Approval to use an experimental BMP may be granted
subject to initial approval by the Department of Ecology and the local government. If such
experimental BMPs prove useful they may be incorporated into later editions of the manual
following appraisal of the results and appropriate technical review conducted by Ecology in
collaboration with local governments and other interested parties. Approval to use an
experimental BMP will only be granted when a suitable contingency plan using approved
BMPs has been provided by the applicant to be used in the event that the experimental
BMP does not perform adequately.
In addition, several experimental BMPs have been included in the 1992 manual.
People may wish to use these BMPs on a trial basis, subject to approval by the local
government and provision of a contingency plan. In any event, use of experimental BMPs
is encouraged whenever applied research is being undertaken so that more information is
made available to facilitate judgement on their applicability and possible adoption as an
approved BMP.
(Ord. 8 1-08 (part), 2008).
Chapter 6.68—MASON COUNTY WATER ADEQUACY REGULATIONS
Sections:
6.68.010-Purpose.
6.68.020-Scope of coverage.
6.68.030-Definitions.
6.68.040-Determination of adequacy for building permits.
6.68.050- Determination of adequacy for division of land.
6.68.060-Waiver of regulations.
6.68.070-Appeals.
6.68.010-Purpose.
(a) The purpose of these rules is to define basic water adequacy in accordance with the Growth
Management Act(RCW 36.70A) for new construction and to each lot in a proposed subdivision or a
short subdivision prior to approval.
(b) It is the express purpose of this chapter to provide for and promote the health, safety and welfare of
the general public, and not create or otherwise establish or designate any particular class or group of
persons who will or should be especially protected or benefitted by the terms of this chapter.
6.68.020-Scope of coverage.
(a) The provisions of this chapter shall apply to all territories contained within the jurisdictional
boundaries of the Mason County department of health services. The provisions of these rules and
regulations shall apply to all new residences, places of business, or other buildings or places where
persons congregate, reside or are employed which requires potable water and to land segregation
regulated under Title 16 of this code.
(b) Any building necessitating potable water shall provide proof of potable water as delineated in this
code and approved the health services director or designee(s) prior to issuance of the permit.
Exemptions to this code are listed as follows:
(1) Buildings identified by the building official which do not require potable water facilities;
(2) Improvements, replacement structures, or additions to buildings which already contain potable
water and will not result in increased water usage;
6.68.030-Definitions.
The definitions of terms in WAC 246-290, WAC 246-291, RCW 90.03, RCW 90.44, and Title 16 of
this code are adopted and incorporated by reference.
6.68.040-Determination of adequacy for building permits.
Page 1
(a) Group B or Two-Party Public Water Systems.
(1) Prior to issuance of a building permit, the water system manager provides, in writing, verification
that the water system is able and willing to provide water to the new connection and that doing
so will not exceed limits imposed upon the system by any state and local regulation. Verification
in writing will be accomplished by signing a statement on an application form; and
(2) Upon receipt of the application, the Group B public water system file is reviewed for the
following:
(A) Quality.
(i) Public water sources must meet all the standards set forth by state regulation and be
current on monitoring requirements.
(ii) In areas of water quality concern, water quality may be required to be further
evaluated for any or all of the following:
A. Primary contaminates,
B. Secondary contaminates,
C. Volatile organic compounds(VOC), and/or
D. Synthetic organic compounds(SOC).
(B) Quantity. The minimum quantity of available water supply shall be eight hundred gallons
per connection per day and a pumping rate of one gallon per minute per connection.
(C) Compliance.
(i) Water systems must be in compliance with state and local design and construction
requirements and with on-going requirements set forth by state regulation.
(ii) Source wells must be constructed according to the requirements set forth by WAC
173-160. Proper permitting and notification to state and local departments shall be
adhered to.
(iii) A water right permit or certificate of surface water right shall be obtained from the
Washington State Department of Ecology where required by RCW 90.03 and 90.44.
(b) Group A Public Water Systems.
(1) Prior to issuance of a building permit, the water system manager provides, in writing, verification
that the water system is able and willing to provide water to the new connection and that doing
so will not exceed limits imposed upon the system by any state and local regulation. Verification
in writing will be accomplished by signing a statement on an application form; and
(2) Upon receipt of the application form, the Washington State Department of Health is consulted
and the Washington State Department of Health determines that the water system is adequate.
(c) Individual Sources.
(1) Prior to issuance of the building permit, a copy of the water well report, a satisfactory
bacteriological report, and a capacity test is attached to the application; and
(2) Upon receipt of the application, documentation will be reviewed for the following:
(A) Quality.
(i) A satisfactory bacteriological analysis is required.
(ii) In areas of water quality concern, the same requirements apply as described in
subsection (a)(2)(A)(ii)of this section.
Page 2
(B) Quantity. The same requirements apply as described in subsection (a)(2)(B) with the
exception that appropriate conservation in conjunction with adequate storage measures
may be used to justify a daily volume of less than eight hundred gallons.
(C) Compliance. The same requirements apply as described in subsections (a)(2)(C)(i) and (ii)
and assurance that the water source will not interfere with existing water rights;
(i)Any permit-exempt groundwater withdrawal associated with a water well constructed
before January 19. 2018 is deemed to have evidence of adequate water supply under this
section:
(ii)An applicant whose building location is in Water Resource Inventory Area (WRIA) 14,
15, and 22 shall pay a fee of five hundred dollars to Mason County and record relevant
water restrictions or limitations with the property title:
(iii) Except as provided in(iv)of this subsection, an applicant whose building location is
within WRIA 14 and 15 may obtain approval for a withdrawal exempt from permitting under
RCW 90.44.050 for domestic use only, with a maximum annual average withdrawal of nine
hundred fifty gallons per day per connection:
(iv)An application whose building location is within WRIA 22 may obtain approval for a
withdrawal exempt from permitting under RCW 9.44.050 for domestic use only, with a
maximum annual average withdrawal of three thousand gallons per day per connection:
(v) Upon the issuance of a drought emergency order under RCW 43.8313.405 Ecology
may curtail withdrawal of groundwater exempt from permitting under RCW 90.44.050 and
approved under this subsection (C), NO to no more than three hundred fiftyalq Ions per day
per connection for indoor use only
NO Notwithstanding the limitation to no more than three hundred fifty gallons per day per
connection for indoor use only, an applicant may use groundwater exempt from permitting
to maintain a fire control buffer during a drought emergency order.
(3) A surface water source will be determined to be adequate or issuance of a building permit upon
receipt of a copy of the certificate of surface water right and evidence of an appropriate
disinfection method is attached to the application.
6.68.050-Determination of adequacy for division of land.
(a) Group B or Two-Party Public Water Systems.
(1) New Water System.
(A) The water system is completely installed and meets all state and local regulations; or
(B) Moneys, under the name of Mason County health services, totaling one hundred thirty-five
percent of a bid obtained from an appropriate contractor for the entire cost of drilling the
well, obtaining approvals, and installing the system, is placed either into an escrow account
or a bond to secure completion of the work after the well site location is passed.
(2) Existing Water System. The same requirements apply as described in subsection 6.68.040(a).
(b) Group A Public Water System. The same requirements apply as described in subsection
6.68.040(b).
Page 3
(c) Individual Water Sources.
(1) Individual water sources will be adequate for land division when the lots meet the sizing criteria
in WAC 246-272-20501. The following disclaimer shall be placed on the face of the plat when
potable water is not available for each parcel at the time of subdivision approval:
"The lots, parcels or tracts contained within this land segregation have been created after
establishing a potable water supply meeting all state and local regulations."
(2) In areas where a water quantity or quality problem may exist, the following may be required:
(A) Well logs of adjacent properties;
(B) One or more well drilled;
(C) Water study by a qualified hydrogeologist.
6.68.070-Appeals.
Decisions of the director of health services may be appealed to the Mason County board of health.
Appeals must be made in writing within twenty working days of the decision which is being disputed. A
hearing date shall be scheduled with the board for their next regular meeting. All appeals shall be sent to
the board in writing via certified mail with return receipt requested.
Page 4
Exhibit D
ORDINANCE NUMBER
An Ordinance adopting amendments to the Community Development
Fee Schedules to reflect changes in state law ensuring water is available
to support development.
AN ORDINANCE of the Mason County Board of Commissioners adopting fees for water
adequacy.
WHERE S,an October 6, 2o16 Washington State Supreme Court decision (Whatcom
County, Hirst vs.Western Washington Growth Management Hearings Board, No.
91475)found that Whatcom County's Development Regulations did not comply with
the Growth Management Act(RCW 36.7oA) requirements for protecting water
resources; and
XVI-IFRE:AS, on January 1, 2018, Mason County implemented the current Permit
Fee Schedule as adopted by County Council through Ordinance No. 84-17; and
XVI-IEREAS, on Januarylgth, 2o18,Engrossed Substitute Senate Bill- ESSB 6o91
was passed bythe state legislature ensuring that water is available to support
development and amending RCWs 19.27.097, 58-17.1:10, 90-03.247,and 90.03.290;
adding a new section to chapter 36.7oA RCW; adding a new section to chapter 36.70
RCW;adding a new chapter to Title 90 RCW; and
1X 'HIREAS, Section 202(5)(b) of ESSB 6og1 specifies, "a county issuing a
building permit under RCW 1g.27.o97(1)(c) or approving a subdivision under
chapter 58.17 RCW must collect applicable fees from the applicant"; and
WI-IEREAS, RCW 36.32.120 states, "Powers of legislative authorities [The board of
county commissioners] ... Have the care of the county property and the management
of the county funds and
business ... "; and
WHEREAS, Mason County Code, Title 6.68,Water Adequacy, specifies the information
related to water adequacy required for a complete building permit application and/or
subdivisions;and
WI-IEREAS, on December 12, 2017,the Mason County Board of Commissioners
adopted an updated the Mason County Comprehensive Plan to meet the requirements
of RCW 36.7oA related to the protection of water quality and quantity; protecting
critical areas;surface water and ground water resources; and
NOW THEREFORE, BE IT HEREBY ORDAINED, by the Board of Commissioners of
Mason County that:
The current fee schedule shall be amended to include the following fees to be
listed under the heading of the Health Department of Mason County:
UFS Description Current Rate Proposed 2018 Proposed
# Rate Basis Rate Change
New Groundwater N/A Per $500.00 New fee as per Section 202(5)(b)of
Withdrawal Building ESSB 6091
permit
DATED this�`04('day of ebr" 2o18.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
ATTI::ST:
Kevin Shu , Commissioner
Melfi sa e ry,C rk of the Board
APPROVED AS TO FORM: Terri Drexler, Commissioner
Tim Whitehead,Chief DPA
Ra yA eath e r1i Nn�, N air