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2019/01/14 - Briefing Packet
BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of January 14, 2019 Monday, January 14, 2019 Commission Chambers 9:00 A.M. Executive Session — RCW 42.30.110 (1)(i) Litigation 9:30 A.M. Support Services — Frank Pinter 10:15 A.M. BREAK 10:20 A.M. Sheriff's Office — Undersheriff Adams/Chief Hanson 10:40 A.M. Community Services — Dave Windom 11:10 A.M. Public Works — Jerry Hauth Utilities & Waste Management 11:40 A.M. Civil Service Interviews Commissioner Discussion — as needed Tuesday, January 15, 2019 Noon League of Women Voter's Meeting Olympic College Library, 937 W Alpine Way, Shelton Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 01/10/19 at 10:59 AM If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair #275-4467,Elma#482-5269. MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF January 14, 2019 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. ca0� COUP, 1854 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 Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES January 14, 2019 • Specific Items for Review o January 29 is 5th Tuesday—any special meeting? Next 5th Tuesday is April 30—Diane o Agenda items for February 4 Elected Official/Director meeting? - Diane o Risk Pool Resolution —Dawn o Underground Storage Tank Insurance - Dawn o Finance Policy & Procedure—Jennifer 0 2019 Budget Supplement/Transfer Calendar-Jennifer o Results of RFP for regional Jail facility— Frank o Request for Qualifications for Architectural and Engineering Services - Frank o Offer to purchase Mason County real property—Frank • Commissioner Discussion J:\DLZ\Briefing Items\2019\2019-01-14.docx 4 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 1/14/19 PREVIOUS BRIEFING DATES: if this is a follow-up briefing, please provide only new information ITEM: Approval to place Resolution updating the appointing Officers for the Washington Counties Risk Pool representatives on the January 22, 2018 Action Agenda. The Risk Pool's Interlocal Agreement, Bylaws, and Policies of its Board of Directors require appointees and/or designees from each member county be acknowledged through a Resolution. EXECUTIVE SUMMARY: This amends Resolution No. 20-18. RECOMMENDED OR REQUESTED ACTION: Approval to place Resolution updating the appointing Officers for the Washington Counties Risk Pool representatives on the January 22, 2019 Agenda. ATTACHMENTS: Resolution RESOLUTION No. AMENDS RESOLUTION 20-18 IN THE MATTER OF CONTINUING RELATIONSHIPS WITH THE WASHINGTON COUNTIES RISK POOL AND THE RELATED APPOINTMENTS AND DESIGNATIONS OF/FOR EACH MEMBER COUNTY. WHEREAS, several Washington counties agreed to the creation of the Washington Counties Risk Pool ("Pool', organized and operating under Chapters 48.62 and 39.34 RCW, to provide to its member counties programs of joint self-insurance, joint purchasing of insurance, and joint contracting for or hiring of personnel to provide risk management, claims handling, and administrative services; and WHEREAS, the Pool's Interlocal Agreement and Bylaws, and policies of its Board of Directors require appointees and/or designees from each member county; that is: a) Director / Alternate Director — officers or employees of each Pool member county that are appointed by and serve at the pleasure of the respective county's legislative authority (Attic%8 of the Interlocal Agreement and Attic%2 of the Bylaws b) County Risk Manager — an employee of each Pool member county appointed to serve as a liaison between the County and the Pool as to risk management and who is responsible for the risk management function within the County (Article 11(b) of the Interlocal Agreement); c) County Safety Officer — an active employee designated by each Pool member county who, along with a related committee, are maintained to consider all recommendations concerning the development and implementation of a loss control policy to prevent unsafe practices (Article 11(c) of the Interlocal Agreement); and d) County Claims Administrator — each Pool member county's must designate someone to administer civil claims, with whom incidents should be immediately reported to, who is responsible for sending all claims and lawsuits and reporting various known incidents to the Pool, and with whom the Pool will coordinate the County's clams administration (section B of the Pool Board of Directors'Claims Handling Policies and Procedures); NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners for Mason County hereby confirms the appointment or designation of the following individuals for the applicable and required relationships with the Washington Counties Risk Pool: Mason County, Washington RESOLUTION Page 2 of 2 WCRP Name County Email Telephone # Relationship Position Director: Randy Commissioner randyn@co.mason.wa.us 360-427-9670 Neatherlin ext 419 Alternate Sharon Trask Commissioner strask@co.mason.wa.us 360-427-9670 Director: ext 419 Alternate Kevin Shutty Commissioner kshutty@co.mason.wa.us 360-427-9670 Director: ext 419 Alternate Dawn Twiddy HR/Risk Manager dawnt@co.mason.wa.us 360-427-9670 Director: ext 422 Risk Nichole Wilston Risk&Safety nwilston@co.mason.wa.us 360-427-9670 Manager/Claims Compliance ext 643 Administrator: Manager Safety Officer: Kelly Frazier Facilities kellyf@co.mason.wa.us 360-427-9670 Manager ext 806 Prosecuting Michael Dorcy Prosecutor michaed@co.mason.wa.us 360-427-9670 Attorney: ext 417 (Civil) Deputy Tim Whitehead Chief Deputy timw@co.mason.wa.us 360-427-9670 Prosecuting A Prosecuting Atty ext 417 BE IT FURTHER RESOLVED that this resolution shall become effective immediately upon its passage and shall supersede any prior conflicting action(s); and BE IT STILL FURTHER RESOLVED that the clerk of this body shall forward a copy of this resolution, once completed, to the attention of Executive Director Derek Bryan at the Washington Counties Risk Pool, 2558 RW Johnson Rd. S.W., Suite 106, Tumwater, WA 98512- 6103. PASSED this day of 2019. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: Kevin Shutty, Chair Melissa Drewry, Clerk of the Board APPROVED AS TO FORM: Sharon Trask, Commissioner Tim Whitehead, Chief Deputy Prosecuting Randy Neatherlin, Commissioner Attorney KAResolutions\Risk\Resolution for WA Counties Risk Pool Designation 01222019.doc MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Human Resources EXT: 422 BRIEFING DATE: 1/14/19 PREVIOUS BRIEFING DATES: this is a fbHow-up briefing,please provide only new information ITEM: Approval for the Chair to sign the Commerce and Industry Insurance Company storage tank third party liability Third Party Liability TankGuard Renewal Warranty Acknowledgement Form to bind coverage effective April 22, 2019-April 21, 2020. This policy provides coverage for the county's fuel storage tank systems. BUDGET IMPACTS:This is budgeted for under Nori Departmental Risk Management. BACKGROUND: The County's fuel storage tank insurance policy renews on April 22, 2019. This policy provides coverage for the county's fuel storage tank systems. Arthur J. Gallagher Risk Management Services, Inc. is the County's assigned Broker through the Washington Counties Risk Pool. RECOMMENDED OR REQUESTED ACTION: Approval to set an Agenda Action Item on the March 7th Commissioners Agenda and for the Chair to sign the County's storage tank third party liability TankGuard Renewal Warranty Acknowledgement Form to bind coverage effective April 22, 2019—April 21,2020. There is no change in the policy as written for 2019-2020. ATTACHMENTS: Storage Tank Third Party Liability TankGuard Renewal Warranty Acknowledgement Form on file with Clerk of the Board. i Briefing Summary 1/8/2019 1 1 chamber insurance agency services 20 Commerce Drive Toll Free:800.336.2007 Second Floor Fax:973.731.2288 Cranford,N.J.07016 www.chamberagent.com December 17, 2018 ---- Mason County 411 N. Fifth Street Shelton, WA 98584- IMPORTANT RENEWAL NOTICE Re : AIG TankGuardO Program Insured: Mason County Policy Number: PLC001926399 Expiration Date : 4/21/19 Dear Insured: We are pleased to announce that we have further streamlined and improved the renewal process for the TankGuard° program. As you know, the above TankGuard° policy is scheduled for renewal with Commerce & Industry Insurance Company on the date indicated above. In order to renew the above coverage, we will simply require that you complete the enclosed Renewal Warranty Statement. We are very pleased to advise that upon our receipt of the fully completed Renewal Warranty the captioned policy will now be automatically renewed. We will no longer require a fully complete application unless there have been material changes to the risk. We ask that you please complete the enclosed Renewal Warranty Statement and promptly forward it to your agent/broker: Arthur J. Gallagher Risk Management 1501 Market Street, Suite 250 Tacoma, WA 98402- Please note, that we will need to receive the completed Renewal Warranty Statement from your agent/broker within 35 days of the date of this letter. We will not be able to automatically renew the above policy until we have received your fully completed Renewal Warranty Statement. Please note that if we do not receive the Warranty Statement within this time frame, State Insurance Regulations require us to send a notice of non-renewal to you. State Insurance Regulations also require that we provide advance notice of any material changes in terms and conditions of your current coverage and/or changes to underwriting guidelines . Therefore, we must advise you that your policy may be renewed with different rates, terms and conditions Mason County December 17, 2018 Page 2 resulting from increased exposure or from rate increases as approved by the applicable state agency. In closing, we remind you that your policy is a "claims-made" form, requiring that claims be made against the insured and reported to the Company during the policy period for coverage to be provided, subject to all terms, conditions and exclusions . Therefore, if your policy is not renewed, there will be no coverage for any claims reported subsequent to your policy' s expiration date unless an Extended Reporting Period is purchased. Instructions for purchasing an Extended Reporting Period Endorsement are provided in your policy. Should you have any questions concerning the enclosed material, please have your agent contact us . Very truly yours, CHAMBER INSURANCCEjAGENCY SERVICES, L.L.C. *:wZi&e ymanski-Roche Account Executive lszymanski@chamberagent . com cc : Ms . Vicki Alridge Arthur J. Gallagher Risk Management 1501 Market Street, Suite 250 Tacoma, WA 98402- l J I-A -IGI Storage Tank Third Party Liability TankGuard ® Renewal Warranty NAMED INSURED: Mason County INSURER: Commerce and Industry Insurance Company POLICY NUMBER: PLC001926399 POLICY PERIOD: 4/21/19 - 04/21/20 The undersigned warrants and represents that there have been no changes to the schedule of covered tanks or locations: THIS RENEWAL WARRANTY DOES NOT BIND THE APPLICANT TO BUY, OR THE COMPANY TO ISSUE THE INSURANCE, BUT IT IS AGREED THAT THIS FORM SHALL BE THE BASIS OF THE CONTRACT SHOULD A POLICY BE ISSUED, AND IT WILL BE ATTACHED TO THE ORIGINAL APPLICATION AND MADE A PART OF THE POLICY, THE UNDERSIGNED APPLICANT DECLARES, WARRANTS AND REPRESENTS THAT THE-STATEMENTS SET FORTH IN THIS WARRANTY ARE TRUE AND THAT NO MATERIAL FACTS HAVE BEEN SUPPRESSED OR MISSTATED, THE APPLICANT FURTHER DECLARES, WARRANTS AND REPRESENTS THAT IF THE INFORMATION SUPPLIED ON THIS WARRANTY CHANGES BETWEEN THE EXECUTION DATE OF THE WARRANTY AND THE RENEWAL POLICY EFFECTIVE DATE, THE APPLICANT WILL IMMEDIATELY NOTIFY THE COMPANY OF SUCH CHANGES, AND THE COMPANY MAY WITHDRAW OR MODIFY ANY OUTSTANDING QUOTATIONS AND/OR AUTHORIZATION TO BIND THE INSURANCE. ALL WRITTEN STATEMENTS AND MATERIALS FURNISHED TO THE COMPANY IN CONJUNCTION WITH THE MOST RECENT LONG FORM APPLICATION AS WELL AS THE RENEWAL WARRANTY SIGNED HEREUNDER ARE INCORPORATED BY REFERENCE INTO THIS APPLICATION AND MADE A PART THEREOF. In the event that the company issues a policy, the undersigned acting on behalf of the applicant and all proposed insureds, acknowledges that the company, in providing coverage, will-have relied ,.upon, as, representations, the declarations and statements which are contained in or attached to or incorporated by reference into this warranty and which are incorporated into the policy. If the insured would like an indication for higher limits, please indicate. LIMITS DESIRED: (each incident/aggregate) ❑ $1 million/$1 million $1 million/$ 2 million ❑ $2 million/$2 million ❑ OTHER: , \ DEDUCTIBLE DESIRED: (each incident) X $5,000 ❑ $10,000 [-1 $25,000 $50,000 ❑ $100,000 For Deductibles above $50,000, please include your most current audited financial statement. 91177 (03/17) jAg Renewal Warranty Acknowledgement APPLICANT: BROKER: Arthur J. Gallagher Risk Managemen Mason C81t`Ai�lv 1501 MarTet Street, Suite 250 APPLICANT: Tacoma, WA 98402- (Print Name) (Street Mailing Address) DATE: Ms. Vicki Alridge (Contact person) (Phone#, Fax#, Email Address) (Signature of Broker or Agent) 247654 (License Number and State) 36-2102482 (Tax I.D.#) Please note that if you are planning on adding either additional tanks or locations to this policy, the Company requires that we first receive a fully completed renewal application within thirty(30) days of the policy expirations expiration date. Please visit our website www.chambera.gent.com to download to application. NOTICE TO APPLICANTS: ANY PERSON WHO KNOWINGLY AND WITH INTENT TO DEFRAUD ANY INSURANCE COMPANY OR OTHER PERSON FILES AN APPLICATION FOR INSURANCE OR STATEMENT OF CLAIM CONTAINING ANY MATERIALLY FALSE INFORMATION OR, CONCEALS, FOR THE PURPOSE OF MISLEADING, INFORMATION CONCERNING ANY FACT MATERIAL THERETO, COMMITS A FRAUDULENT ACT, WHICH IS A CRIME AND SUBJECTS SUCH PERSON TO CRIMINAL AND CIVIL PENALTIES. 91177 (03/17) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: January 14, 2019 PREVIOUS BRIEFING DATES: July 9, 2018 ITEM: Mason County Financial Policies & Procedures EXECUTIVE SUMMARY: Financial policies and procedures play an important role in a strategic, long-term approach to financial management. Some of the benefits of adopting formal, written financial policies include: 1. Institutionalize good financial management practices 2. Clarify strategic intent for financial management 3. Define boundaries and manage financial risk 4. Support good bond ratings 5. Promote long-term and strategic thinking 6. Comply with public management best practices Adopting Financial Policies is recommended by the Government Finance Officers Association (GFOA) and the State Auditor's Office (SAO). BUDGET IMPACTS: N/A RECOMMENDED OR REQUESTED ACTION: Request approval for the Board to sign a Resolution adopting the Mason County Financial Policies & Procedures ATTACHMENTS: Mason County Financial Policies & Procedures J:\Budget Office\Jennifer\Briefing, Agenda, & Public Hearing Items\Briefing Summary 1.14.2019-Financial Policy.doc CO Mason County Financial POLICIES & PROCEDURES Table of Contents I. Overview of the Mason County Financial Policies& Procedures 4 II. Budget 4 1) Purpose 4 2) Schedule 4 3) Budget Adjustments 4 4) Operating Budget 5 5) Capital Budget 6 6) Internal Allocation Costs 6 III. Basis of Accounting 6 IV. Accounting Policy, Financial Systems, and Reporting 7 1) Accounting Policy 7 2) Financial Systems 7 3) Financial Reporting 7 4) State Audits 7 V. Cash 8 1) Receipting 8 2) Petty Cash/Revolving Funds 8 3) Bank Accounts 8 VI. Investments 8 VII. Grants & Federal or State Funding 9 1) Grant Project Form 9 2) Year End Program Contract Worksheet 9 3) Federal Policy 9 VIII. Debt 10 1) Authority for County Indebtedness 10 IX. Revenue 11 1) Accounts Receivable 11 2) Collection Policy 11 3) Refunds vs. Reimbursements 12 4) Public Fees & Charges 12 X. Expenditures 12 1) Budget Appropriation and Monitoring 12 2) Travel/Business Expenditures 12 3) Non-Travel Food Purchases 13 4) Purchasing 13 5) Lost Warrants 13 2 X. Expenditures (continued) 6) Registered Warrants 13 7) Credit Cards 13 8) Outside Vendor Credit Accounts 13 9) Miscellaneous 14 XI. Adjusting Journal Entries 14 XII. Payroll 14 XIII. Capital Assets 14 1) Real Estate Excise Tax (REET) Funds 14 XIV. Fund Balance 15 1) Classification 15 2) Minimum Level 15 3 L OVERVIEW This Financial Policies and Procedures handbook is intended to provide guidance to Mason County department heads and elected officials in properly discharging their financial responsibilities. The procedures, policies, and practices set forth below do not create an express or implied contract between Mason County and its employees, nor are they to be viewed as making any promises or creating contractual rights of any kind. The information contained in this notebook represents guidelines only, and Mason County reserves the right to limit, modify, or terminate any of these policies, procedures, or practices at any time, at its sole discretion. II. BUDGET 1) Purpose The budget serves a number of functions. At the most basic level it is a legal document that gives County officials the authority to incur obligations and pay expenses. It is also a comprehensive business plan that should provide the following elements: public policies, a financial plan, an operations guide, and serve as a communications device. Mason County budgets on an annual calendar year basis. 21 Schedule RCW 36.40 prescribes the major steps in budget preparation along with a suggested schedule for completion of each step. However, the Board of County Commissioners may also set other dates relating to the budget process, including but not limited to the dates set in RCW 36.40.010, 36.40.050, and 36.81.130 to conform to the alternate date for the budget hearing. Mason County typically adopts the alternate dates in July. The major steps in budget preparation include: a) Call for Estimates. County Auditor notifies all officials to file budget requests and projected revenues for ensuing fiscal year. RCW 36.40.010 b) Filing of estimates with Auditor or Chief Financial Officer by all officials in the format as requested by the Auditor. RCW 36.40.010 c) Preliminary County budget prepared by Auditor or Chief Financial Officer submitted to Board of Commissioners. RCW 36.40.050 d) Preliminary budget hearing presented to the Board of County Commissioners by the Auditor's Office. RCW 36.40.070 e) Alternative preliminary budget hearing by the Board of County Commissioners, on the first Monday in December. RCW 36.40.071 f) Final budget adoption by the Board of County Commissioners. RCW 36.40.080 31 Budget Adjustments Budget Transfers are used when changes in spending during the year result in a deficit in 4 one expenditure line item and an excess in another line item, in accordance with Resolution 26-17. • Transfers within Department's Budget Budget transfers may be made from the excess line to the deficit line to keep their operating budget correct with the Budget Manager's approval • Transfers Inter-Departments All requests for budget inter-department transfers shall be submitted, with department head approval and justification, to the Board of County Commissioners for consideration and approval. The Board of County Commissioners'approval is required prior to budget expenditure. Supplemental Appropriations are required when a department receives a new funding source that was not planned for during the budget process and will result in additional expenditures or when there are additional expenditures that weren't planned for during the budget process. Supplemental appropriations must be advertised for two weeks prior to Board approval. Non-Debatable Emergency adjustments may be made due to an emergency caused by fire, flood, explosion, storm, earthquake, epidemic, riot, or insurrection, or for the immediate preservation of public health or any other emergency as defined by RCW 36.40.180. Emergencies Other than Non-Debatable may be made when there is a public emergency that does not fall under the qualifications of RCW 36.40.180. Emergencies other than non- debatable must be advertised for one week prior to Board approval. All requests for supplemental or emergency appropriations will be submitted by the department head to the Board of County Commissioners for consideration and approval. The request shall be in writing, containing the facts constituting the supplemental or emergency appropriations and the estimated amount of additional budget required. Supplemental appropriations are done as needed. 4) O egg Budget The operating budget is the central financial planning document that encompasses all operating revenue and expenditure decisions. It establishes the level of services to be provided by each department within the restrictions of anticipated County revenues. Current expenditures will be paid for with current revenues. One-time expenditures, or revenues of a limited or indefinite term, should be used for capital projects or one time operating expenditures to ensure that no core services are lost when such revenues are reduced or discontinued. No operating deficits in any fund balance shall be incurred at year end. High priority will be given to expenditures that will reduce future operating costs, such as increased utilization of technology and equipment and prudent business methods. If expenditure reductions are necessary, complete elimination of a specific, non- mandatory service is preferable to lowering the quality of existing programs. 5 5) Call tall Budget A comprehensive six year plan for capital improvements will be prepared per RCW 82.46, updated, and included in the yearly budget. Capital project proposals should include cost estimates that are complete, reliable, and attainable. Cost estimates should be based on a thorough analysis of the project and are expected to be reliable and complete. Funding sources should also be reliable and complete and the capital project will not be budgeted unless there are reasonable expectations that revenues will be available to pay for them. Changes to the comprehensive six year plan may be made annually during the budget process or concurrently with an amendment of the County budget, per RCW 36.70A.130 (2)(a)(iii). Any revision to the comprehensive plan would have to go to the state for review sixty days prior to adoption. The County will provide for adequate maintenance and appropriate replacement of capital facilities and equipment. The County will also provide for maintenance schedules to ensure that facilities and equipment are maintained so as to maximize its useful lifespan. These amounts will be reflected in the capital budget plan. The intent of the Capital Budget Plan is to maintain all assets at an adequate level in order to protect the County's capital investment and to minimize unexpected future maintenance and replacement costs. Funding of repair and replacement schedule projects will be the funding priority before discretionary capital projects. Decision making for capital improvements will be coordinated with the operating budget to make effective use of the County's limited resources for operating and maintaining facilities and capital projects. 6) Internal Allocation Costs This is the annual charge to non-General funds for the services provided by the General fund. Internal allocation costs shall be prepared with a detailed indirect cost allocation plan. The internal indirect cost allocation plan shall be developed each year with audited expenditures to identify and distribute costs of services provided by internal service departments to funds outside of the General Fund. The Auditor's Office and the Budget Office will prepare this after the yearly audit by the State Auditor's Office and incorporate the charges into the following year's budget, which is adopted by the Board of County Commissioners. These will be the actual costs charged to funds outside of the General Fund. The basis of accounting used determines when revenues and expenditures/expenses are recognized in the accounts and reported in the financial statements. All funds are accounted for using the cash basis of accounting, in accordance with Resolution 67-17. Only the minimum number of funds consistent with legal and operating requirements should 6 be established, because unnecessary funds result in inflexibility, undue complexity, and inefficient financial administration. In order for a special revenue fund to be created, the following two criteria must be met: 1) Expenditure for specified purposes — Such a limitation on spending may be imposed by external parties, constitutional provisions, enabling legislation, or board action, and 2) Proceeds of specific revenue sources — A substantial portion of resources must be derived from one or more specific revenue sources. A surplus in the General fund does not constitute a revenue source The Board of County Commissioners has the authority to create or delete funds by resolution. IV. ACCOUNTING POLICY, FINANCIAL SYSTEMS & REPORTING ti Accounting Policy Mason County will establish and maintain the highest standard of accounting practices. Accounting and budgetary systems will conform to the State of Washington Budgeting Accounting Reporting System (BARS) and local regulations. 21 Financial Systems Mason County will strive to provide the technological tools, information systems support and uninterrupted level of information systems service to sustain the successful implementation and maintenance of a sound, reliable and efficient financial management system. The financial system shall also protect County departments against unauthorized access through information systems security and controls while allowing staff the ability to access information directly from the system. 3) Financial Reporting Full disclosure will be provided in all County financial reports and bond representations. Reports outlining the status of revenues and expenditures shall be prepared monthly on cash basis by the Budget Office. It will be distributed to the Board, elected officials, department heads, and any other interested party. An annual financial report will be prepared by the Auditor's Office in a timely basis to meet or exceed the State Auditor's Office standards. 41 State Audits 7 An annual audit will be performed by the State Auditor's office and include the issuance of a financial opinion. V. CASH Cash deposits from the various operations are remitted to the Treasurer's Office and RCW 36.29.010 stipulates the Treasurer's responsibilities over cash. All County employees or new hires who handle cash are required to review, sign, and follow the department's procedures for cash handling. 11 Recei tp ing Departments that receive cash for services or fees are required to evidence receipt by pre-numbered cash receipts. Cash shall be deemed to include cash, checks, or other financial instruments that can be converted to cash. Checks should be endorsed immediately and must be maintained with other cash items in a locked and secure location. Cash receipts must be balanced and deposited with the Treasurer's Office on a daily basis, unless exemption is approved, pursuant to RCW 43.09.240. The size and amount of deposits vary by location and department. Alternative receipt practices may be adopted only by approval of the County Treasurer. Where ever possible, the functions of receipting, balancing and depositing should be performed by different personnel to ensure adequate safeguards. 21 Petty Cash/Revolving Funds Departments may maintain petty cash or revolving funds for the payment of incidental expenses only with the Treasurer's prior approval and evidence of accounting ability to maintain the fund to the County standard. These funds are not intended for repository of cash receipts in the normal course of business and must not be commingled. 3) Bank Accounts The use of bank or other financial institution accounts for the purpose of depositing or maintaining public funds is forbidden without the prior consent and knowledge of the Mason County Treasurer, his/her office and staff. Vl. INVESTMENTS The County Treasurer has responsibility for the investment of public funds under RCW 36.29.020. Investments are carried at book value and investments are made by fund. Investments are held by a third party trust agreement on a delivery versus payment basis and are booked electronically. Authorization to invest funds of a district or related entity is required in writing by an appointed investment officer for the district. The County Treasurer invests the County's short term cash and reserves for maximum return according to the investment policy established by the Mason County Treasurer and the County Finance Commie. 8 VII. GRANTS & FEDERAL OR STATE FUNDING Grant applications will be reviewed by the Board of County Commissioners with due consideration being given to whether locally generated revenues will be required to support these programs when outside funding is no longer available. Grants may be accepted if the County can be assured that the total costs and requirements of accepting funds are known and judged not to adversely impact the County's funds. Future impacts on the budget will be identified and analyzed prior to approval of grant contracts. Grant related revenue and expenditures (including matching funds provided by the County) shall be authorized, within policy, and properly accounted for in the project accounting module of the financial management system according to Federal, State and local regulations and the terms and conditions of the grant award. The responsibility for understanding and adhering to County, State and Federal regulations, policies or procedures belongs to the managing department of that particular grant. 11 Grant Project Form When an application for grants is approved, or when a new federal or state funding source is secured, the department must complete and provide to the County Auditor the grant project form as prescribed by the County Auditor. A signed copy of the grant must be submitted with the grant code request form to the Auditor's Office. This helps ensure the required funding source information has been gathered so the Auditor can assign the proper revenue number in accordance with the State Auditor's BARS manual. 21 Year End Program Contract Worksheet At the end of each fiscal year, the County Auditor will provide a listing of all federal and state funding sources that were reported to the State Auditor's Office on Schedule 15 and Schedule 16. Each department must complete and provide to the County Auditor the program contract worksheet as prescribed by the County Auditor. These worksheets are considered the final Schedule 15 and Schedule 16 data, which is compiled by the County Auditor into a single document. 31 Federal Policy The departments shall also use applicable cost principles from the US Code of Federal Regulations Title 2, part 200 (2 CFR 200) to determine the reasonableness, allow ability and allocation of costs applicable to federal grants and contracts. The County shall recover the full cost of providing internal services to funds with grant revenue as permitted under the grant agreement and 2 CFR 200. Any instance where a potential conflict of interest may arise must be disclosed in writing by the responsible department to the federal awarding agency or pass-through entity in accordance with applicable Federal awarding agency policy. The definition of a conflict of interest is described in 2 CFR 200.318(c) Reference Mason County Conflict of 9 Interest Policy. Any instances of violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting federal awards must be disclosed in writing to the federal awarding agency or pass-through entity by the responsible department. Elected Officials, Department Heads, and grant managers within each department are authorized to sign the required certification as stated in 2 CFR 200.415. For billing indirect costs to grants, use the rate determined by the simplified external indirect cost allocation plan, which is calculated by the Auditor's Office. Deficit financing and borrowing will not be used to support ongoing County services and operations. Expenses will be reduced to conform to the long term revenue forecast. Interfund loans are permissible to cover temporary gaps in cash flow, but only by resolution that states a short term repayment schedule and at an interest rate based on the Washington State Local Government Investment Pool. The lending fund must have excess funds available and the use of those funds won't have an impact on the fund's current operations. For additional information and detail see Mason County Interfund Loan Policy. If the Board of County Commissioners approves lease purchasing, the useful life of the item must be equal or greater than the length of the lease. The fixed asset information form must be provided by the department concurrent with the submission of the lease documents. Debt payments shall not extend beyond the estimated useful life of the project being funded. The Mason County will maintain good communications with bond rating agencies concerning its financial condition, and will take all appropriate and responsible measures to sustain quality bond ratings with continuous financial management efforts to enhance the County's bond ratings. Mason County follows the Mason County Debt Policy which is maintained by the County Treasurer. 11 Authority for County Indebtedness Department heads do not have the authority to commit Mason County to any indebtedness beyond current budget authority. For additional information and detail see Mason County Purchasing Policy. Indebtedness includes, but is not limited to leases, lease-purchases, rental agreements, contracts, grants, and other obligations of short and long term debt. The Mason County Commissioners shall be signatory to any obligations requiring short or long term indebtedness beyond current budget authority, unless the Commission has given written authority to exempt certain contracts. 10 IX. REVENUE The County will follow a vigorous policy of collecting all County revenues. Revenue will be coded to the correct account per the Washington State BARS (Budgeting, Accounting, and Reporting System). Grant revenue must be deposited with the Mason County grant project code as assigned by the Auditor's Office. 11 Accounts Receivable Currently, billings for services, goods, and reimbursements for funds are done through a de-centralized financial accounting system. If revenue is anticipated, the department anticipating the revenue shall notify the Treasurer's office by Treasurer's ACH form or deposit form prior to receipt to ensure proper recording. There will be adequate segregation of duties relating to accounts receivable. To accomplish this, the billing, cash collection, recording, and reconciliation functions should be separated. If this level of segregation of duties is not possible, compensating controls should be implemented to ensure a proper division of functional responsibility. 2) Collection 12olicy The collection policy and any action plan shall be established by the elected official or department head, recognizing State requirements and the unique characteristics of the clients served by that department. It is the responsibility of each department to collect their accounts receivable. Departments will review their outstanding receivables on a timely basis for past due accounts. Accounts Receivable aging reports should be run in the de-centralized accounting system in order to determine which accounts are past due. The oldest outstanding accounts receivables will be reviewed on a regular basis. Departments have the ability to handle past due accounts along reasonable business practice guidelines. An example of reasonable business practice could be as follows: A past due notice is issued for all accounts that are 30 days past due. Notices are issued by the responsible department every 30 days over a 90 day period. Notices are distinguished as "first notice" "second notice" and "final notice'; with the final notice indicating that the account could go to a collection agency if not paid. At the discretion of the department or elected official, the initial notice period can be extended in limited circumstances. No receivables should be due for longer than 90 days without past due notices being issued. 11 As soon as accounts receivable are identified as uncollectible, the department should request a write-off approval from the Board of County Commissioners. 3) Refunds vs. Reimbursements Cash refunds from vendors are payments received for returned goods; for services paid for, but not used; or for overpayments. These are the only items that may reduce expenditures. Payments received by any outside agency as reimbursements for goods or services are not refunds and should be recorded as revenue, not as a reduction of expenditures. If the refund is received after the end of the accounting period in which the original expenditure was made, and the dollar amount of the refund is not material, a BARS revenue account established bytheAuditors of oewill be credited for the amount of the refund. 4) Public Fees & Charges The full cost of services shall be evaluated by each department regularly to provide a basis for setting the charge or fee. Full cost incorporates direct and indirect costs. X.EXPENDI TURES Expenditures will be coded to the correct account per the Washington State BARS (Budgeting, Accounting, and Recording System). The Elected Official, Department Head, or approved designee will be verifying with their signature on the voucher that the payment of the indebtedness is authorized by the Commissioners through the budget process. 1) Budget Appropriation and Monitoring The Board of County Commissioners adopts the General fund budget at the department level and the special funds at the fund level. The County will not process expenditures in excess of the total appropriation for that fund. Departments are responsible for monitoring their budget expenditures. This is especially important during the last quarter of the budget year. Invoices in excess of budget will not be paid until the budget allows. Expenditures will be approved by the Board of County Commissioners at their next regular business meeting. Departments within the General Fund may exceed the approved budget within individual line items, but shall not exceed total departmental budgets without Board approval of a budget adjustment, per Resolution 58-17. No fund shall exceed total fund budget without Board approval of a budget adjustment. 2) Travel/Business Expenditures For additional information and detail see Mason County Personnel Policy, Travel Expense Reimbursement. 12 31 Non-Travel Food Purchases Food may not be purchased for employees with County funds unless the County is hosting an official meeting at which non-County employees are in attendance or, in accordance with RCW 43.03.049, each of the following criteria is met: 1) The purpose of the meeting is to conduct official County business or to provide training to County employees or officials: and 2) The meals are an integral part of the business meeting or training session, and 3) The meeting or training session takes place away from the employee's or official's regular workplace, and 4) The County obtains a receipt for the actual costs of the meals with meetings 41 Purchasing For all new individual vendors, a completed Vendor Info Form or W9 must be submitted to the Auditor's Financial Services Department before payment to that vendor can be made. For additional information and detail see Mason County Purchasing Policy. 5) Lost warrants The County will not reissue a warrant, due to the loss of the original warrant, until a lost warrant affidavit is turned into the Auditor's Financial Services Office. A lost warrant affidavit may be turned in three weeks after the issue date of the original warrant, except in the case of a payroll warrant. 61 Reaistered Warrants Restricted cash flow and decreasing cash reserves require that Mason County enlist the aid of other financial institutions to hold registered warrants. The Mason County Treasurer reserve the statutory authority to issue registered warrants but has available several other alternative arrangements to cover short term financing. 71 Credit Cards Personal charges may not be made with a County credit card. Any charges which cannot be properly identified or which are not properly allowed shall be paid promptly by the card user. This includes finance charges, late fees, etc. Retain credit card receipts with detail of purchases throughout the month. Once the credit card statement is received, reconcile receipts to the statement, attach to an invoice edit and send the edit, statement and receipts to the Auditor's Financial Services Office for payment. 8) Outside Vendor Credit Accounts When the County has a credit balance on an outside vendor account, the balance must either be used within 90 days, or a reimbursement must be made to the County from the vendor. 13 $1 Miscellaneous Volunteer Recognition Mason County frequently receives assistance from volunteers in the community. County departments may provide non-monetary recognition for volunteers not to exceed the limitation on gifts, per RCW 42.52.150. Other Recognition Celebrations/Memorials/Flowers - No County funds shall be used to purchase gifts or flowers for County employees or relatives, except for retiring employees. For retiring employees, a gift with a value not to exceed the limitation on gifts, per RCW 42.52.150, may be given by the County. XI. ADJUSTING JOURNAL ENTRIES All adjusting journal entries will be accounted for by maintaining a file including the date, posting number, description, preparer's and approver's initials. There will be adequate documentation attached to the adjusting journal entry that will explain the reasoning for the entry. Departments may request an adjusting journal entry, but only Financial Services or Treasurer's Office may post. The approver may not be the same person as the preparer. Xll. PAYROLL Please see the Mason County Employee Handbook and/or the Payroll/Human Resources policy for detailed payroll and benefit policies. XIII. CAPITAL ASSETS For additional information and detail see Mason County Capital Asset Policy. 1) Real Estate Excise Tax (REET) Funds The State of Washington is authorized to levy a real estate excise tax on all sales of real estate. A locally-imposed tax is also authorized. REET I and II taxes are collected by Mason County. RCW 82.46 governs the REET funds. REET I funds can be imposed by all cities and counties. In order to impose REET II, the County must be planning under the Growth Management Act. REET I dollars must be spent solely on capital projects that are listed in the capital facilities plan element of their comprehensive plan. Those include public works projects of a local government for planning, acquisition, construction, reconstruction, repair, 14 replacement, rehabilitation, or improvement of streets; roads; highways; sidewalks; street and road lighting systems; parks; recreational facilities; law enforcement facilities; fire protection facilities; trails; libraries; and administrative and judicial facilities. REET II dollars must be spent on public works projects in the capital facilities plan element of their comprehensive plan such as planning, acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of streets, roads, highways, sidewalks, street and road lighting systems, traffic signals, bridges, domestic water systems, storm and sanitary sewer systems, and planning, construction, reconstruction, repair, rehabilitation, or improvement of parks. XIV. FUND BALANCE 1) Classification Mason County fund balances are classified by reserved or unreserved. 2) Minimum Level Maintenance of an adequate fund balance for the General fund to ensure sufficient resources for cash flow and to mitigate revenue shortages or emergencies shall be a priority. The General fund shall maintain a minimum year-end unassigned fund balance of 8% of its annual expenditures. In the event the fund balance is not at that level, the County shall create a plan to restore the fund balance to 8% within two years. The General fund's long-term fund balance target is a year-end unassigned fund balance of 15% of annual expenditures, in accordance with Resolution 58-17. 15 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: January 14, 2019 PREVIOUS BRIEFING DATES: N/A ITEM: 2019 Budget Supplemental Appropriations and Transfers Calendar EXECUTIVE SUMMARY: It is generally a six week process from start to finish for each approval of supplemental appropriations/transfers to the budget with the requirement of RCW 36.40.100, which states ..."upon a resolution formally adopted by the board...the board shall publish notice of the time and date of the meeting at which the supplemental appropriations resolution will be adopted...for two consecutive weeks prior to the meeting in the official newspaper of the county". In order for the County to plan more efficiently for this lengthy process, the Budget Office has put together a 2019 Supplemental Appropriations and Transfers Calendar. The calendar will be sent to departments and a reminder email will be sent before each public hearing due date. BUDGET IMPACTS: None at this time. RECOMMENDED OR REQUESTED ACTION: Request the Board review the 2019 Budget Supplemental Appropriations and Transfers Calendar ATTACHMENTS: 2019 Budget Supplemental &Transfers Calendar J:\Budget OfficeVennifer\Briefing,Agenda, &Public Hearing Items\Budget Hearings\2019\Briefmg Summary- Budget Calendar 1.14.18.doc Mason County 2019 Budget Supplemental Appropriations and Transfers Calendar *Dates may be subject to change* January Febru ry March S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 1 2 1 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 3 4 5 6 71 8 9 131 141 15 161 17 18 191 10 11 12 13 14 15 161 10 11 12 13 14 151 16 20 21 22 23 24 25 26 17 181 19 20 211 22 23 17 18 19 20 21 22 23 27 28 29 30 31 i 25 26 27 28 24 25 26 27 28 29 30 31 Aril May June S M T W I T1 F S S M T I W T1 F S S1 M I T W T F S 1 2 3 4 5 6 1 2 3 4 1 1 1 7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8 14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15 21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22 28 29 30 1261 271 28 29 30 31 23 24 251 261 27 28 29 30 July Au ust September S M T W T F S S M T I W T F S S M T W T F S 1 2 3 :41 5 6 1 1 2 3 1 - .:Z, 3 4 5 6 7 7 8 9 10 11 12 13 4 5 6 7 8 9 10 8 9 10 11 12 13 14 14 15 16 17 18 19 20 11 12 13 14 15 16 17 15 16 17 18 19 20 21 21 22 23 24 25 26 27 18 19 20 21 22 23 24 22 23 24 25 26 27 28 28 29 30 31 25 26 27 28 29 301 31 29 30 October November December S M T W T F S S M T W T1 F S S M T W T F S 1 2 3 4 5 1 2 1 2 3 4 5 6 7 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 1112 13 14 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 251 27 28 27 28 29 30 31 24 25 26 27 28 29 30 29 30 31 Holiday Supplemental & Transfer Requests Due to the Budget Office from Departments for Inclusion in the Next Scheduled Public Hearin Budget Office Briefs BOCC & Prepares Resolution to Set Public Hearin BOCC Adopts Resolution to Set Public Hearin Deadline to Send Public Hearing Notice to MC Journal for 2 Week Publication Requirement Public Hearin at 9:15 a.m. to Consider Budget Supplementals & Transfers to the 2019 Budget Mason County Facilities Request for Qualifications Professional Services for Architectural and Engineering NOTICE Mason County Facilities Department is requesting Qualification ) from qualified individuals and or firms for the design and construction man f various county building including all civil engineering and permitting requirements, ped a District Court Building Remodel. This project is required to be ready for occupancy ptember 30, 2019. SUBMISSION OF PROPOSAL, To receive consideration, responses m itted in a ance with the following instructions: 1. All response su hall be s d e the: Mason #1 — : Frank er, Support Service Director 411 treet Sh A 98584; 2. Submit six ( e 0 p.m. February 28, 2019; and mus learly marked "DISTRICT COURT BUILDING #10"; and Modifications bmis may be submitted prior to the date and time specified for eceipt of subm ns; a 5. tory attend to a pre-Submittal Conference at 2:00 p.m. on February 6th 201 5. Mason C serves the right to reject any and all responses, and has the right, at its sole disc on, to accept the submittal it considers most favorable to Mason County's interest and the right to waive minor irregularities in procedures. MASON COUNTY FACILITIES INSTRUCTIONS TO SUBMITTERS I. INTRODUCTION AND BACKGROUND Mason County is soliciting qualifications (RFQ) from qualified individuals and firms for services that will design and construction management of a 22,000 s.f. buildi County owned property located at 414 W. Franklin Street, Shelton, WA 98584. II. SCOPE OF SERVICES A. Services — Generally The conceptual design is for a 22,000 square foo story building and i es two finished court rooms, two judge's chambers, finished int f offices (I a district co ice with storage and public defender's offices), break roo yer/ c' onference roo , public restroom facilities and staff restroom. In the future, nstruction management on a number of remodeling projects that occur on a consist s on county owned property. B. Project Goals • Design a facility that minimizes total cos owner esig for low energy consumption and low, Ion aintenan o • Create a facility tha imizes t pportun of the existing site including traffic flow, circulation and utili • Promote collaborative is erent work groups; e.g. Court rooms, District Co and efenders , • Pro a County ady set that includes: site plan; o plan; o b exterior ( nal) o stru revie includes roof structure, supporting walls and columns; o buildin floor plans, indicating room names, square footage, circulation (horizontal a ical); ADA Accessibility Requirements; building services indicating all mechanical, el e trical, IT and other service areas; o Plumbing: Fixtures—show locations of all plumbing fixtures; o Mechanical: provide HVAC system plan, indicating any shafts, duct mainlines and specific air handing equipment needed; o Fire Protection: show connections to utilities on the mechanical plans; Fire Alarm: show panel locations, sprinkler systems; o Electrical: provide interior and exterior lighting plan; show main distribution room locations, interior wall outlets and, fiber lines; o Telecommunications: show locations of closets and cable trays III. PROPOSAL REQUIREMENTS Following the mandatory pre award on meeting on February 6, 2019 starting at 2:00 p.m., each proposal should include the following: A. Cover Letter All proposals must include a cover letter to the attention of Frank Pi upport Services Director, signed by a person legally authorized to bind the applic s proposal. The letter shall include a brief overview of your approach to the project. B. Experience Specialized experience and technical competen<ceser and their t n similar project scope. Identify recent experience and expertise type of project i ng:1. Design and construction managemenentai building projectadministrative, civic or public safety type2. Design Build experience with projecize, use and complexity (this option may be exercised at the owne tion); 3. Experience with various city, ice, fire permitting agencies; A list of memberships in professional org izations, special trainiA04icenses and experience shall be included in the su The Contractor must be licensed in WA State. C. Project Team Describe the propos oject to ho will be key contacts and leaders of the team and discuss who will intera t ide resumes of all key personnel who will conduct agAINW&W this Plea ide the p ed s or total number of persons you plan to have available to ass h regard to thi osa . D. Refer s A professiona He of th tractor including a list of at least three references from public entities the Cont h vided similar services to. Include the scope of work, budget, timeline and chang eport. E. Project Schedule A project timeline shall be provided to the County 10 days following award. Building schematic design to be completed by April 1, 2019; construction of interior to begin immediately following the design approval and permitting acquired; all work including all site work to be completed and certificate of occupancy issued by September 30, 2019. IV. EVALUATION PROCESS A. Project Approach — 40% Evaluations will be performed to determine proposer understanding of the work to be performed, understanding and commitment to the timeline, overall approach to the project, potential for completing the work as specified in the Scope of Services. Award will be made to the proposer whose conformance to the RFQ is considered most advantageous toA6 County, considering the Evaluation Criteria in this section. B. Personnel Proposals, Pro'ect Organization and Ex er' Proposals will be evaluated considering the proposers nical and allkical experience, proposals, and the availability of personnel who are ed to work on roject that include their resumes'. Al C. Relevant Past and Present Performance C — 35% Assessment of the proposer's past and resent perfor ill be evaluated relative to the capability to meet the requirements c herein. A ally, quality of service, customer satisfaction, cost control and timelines luated. D. Capacity to Perform Work -- 15% The applicant's capacit 1490161ork in t ribed ti ame considering the applicant's team curr d plan orkloa escribe the applicant's ability to provide the technical discipline services r ired to c the work required by the project. V. GENE RMA A. Se n Proces Additi formation, int ws a presentations may be required at the option of the County. event shall th unty or its Board of County Commissioners, or employees be liable for a is incurred he preparation of and participation in the submission of responses to quest sequent interviews of persons or companies. B. Com liance wi Proposers responding to this RFQ must follow its procedures and requirements. Failure to comply with any portion of this RFQ may result with the rejection of your proposal. C. Proposal Withdrawal Any proposal may be withdrawn at any time before the "Proposal Due" date and time by providing a written request for the withdrawal to the Support Services Director. A duly authorized representative of the submitting entity shall make the request. Withdrawal of a Proposal will not preclude the proposer from filing a new proposal as long as it's prior to the close date. D. Appeals Proposers who wish to appeal a disqualification of their proposal or the award of contract may submit the appeal in writing to the Director of Support Services within five (5) working days of the postmarked Notice of Award or disqualification. Disagreement with the process, e.g., scoring by evaluators, or otherwise, is not subject to appeal. E. Ownership of Documents Any material submitted by a proposer shall become the prop County. Materials submitted after a contract is signed will be subject to the o hip ion of the executed contract. MW ANNOW F. Public Record All proposers and information submitted by prop are not for public ins on until after the notice of intent to award a contract is issu c exempt materials, all proposers and information submitted b roposers wi able for viewing after the evaluation process is complete and thilkirge of intent t rd is sent to all participating parties. G. Confidentiality of Information All information and dataAOL the pro the Co and all other documents to which the proposer's yees h access ng the preparation and submittal shall be treated as confide the Count ny oral itten disclosure to unauthorized individuals is prohibited. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: S30 BRIEFING DATE: 1/7/2019 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Purchase offer has been made on the following property: 22213-11-60030, Bucktail View, Belfair. EXECUTIVE SUMMARY(If applicable, please include available options and potential solutions): Declared Surplus Resolution #71-14 2018 Assessed Value: $73,470 Current offer: $140,000 Contingencies: 22EF(Funds Evidence) 22LA(Land/Acreage) 22T(Title Contingency) OPTIONS: Accept offer and set public hearing in order to sell property Counter offer Refuse offer ATTACHMENTS: Purchase and Sale Agreement Resolution 71-14 Briefing Summary 1/3/2019 Authentisignto:95244078-BA87.4F65-B4DE-ACA41791186E Form 25 ©Copyright 2017 Vacant Land Purchase&Sale Northwest Multiple Listing Service Rev.2/17 VACANT LAND PURCHASE AND SALE AGREEMENT ALL RIGHTS RESERVED Page 1 of 5 SPECIFIC TERMS 1. Date: December 19,2018 MLS No.:959035 Offer Expiration Date: 1/9/2019 2. Buyer: Peggy L.Merriam Married as separate property Buyer Buyer Status 3. Seller: Mason County Seller Seller 4. Property: Legal Description attached as Exhibit A. Tax Parcel No(s).: 222131160030 0-XXX Bucktail View Belfair Mason WA 98528 Address City County State Zip 5. Purchase Price: $ 140,000.00 One Hundred Forty Thousand Dollars 6. Earnest Money: $ 2,500.00 21 Check; ❑ Note; ❑ Other (held by❑ Selling Firm; Closing Agent) 7. Default: (check only one) 9 Forfeiture of Earnest Money; ❑ Seller's Election of Remedies 8. Title Insurance Company: Mason County Title Company 9. Closing Agent: Mason County Title Company Company Individual(optional) 10. Closing Date: 1/31/2019 ; Possession Date: 66 on Closing; LJOther 11. Services of Closing Agent for Payment of Utilities: ❑ Requested(attach NWMLS Form 22K); 6d Waived 12. Charges/Assessments Levied Before but Due After Closing: ❑assumed by Buyer; 66 prepaid in full by Seller at Closing 13. Seller Citizenship(FIRPTA): Seller❑ is; I is not a foreign person for purposes of U.S. income taxation 14. Subdivision:The Property: ❑ must be subdivided before ; 61 is not required to be subdivided 15. Feasibility Contingency Expiration Date: ❑ days after mutual acceptance; 4 Other See 22LA(Land/Acreage) 16. Agency Disclosure: Selling Broker represents: 9 Buyer; ❑ Seller; ❑ both parties; ❑ neither party Listing Broker represents: Gd Seller; ❑both parties 17. Addenda: 22EF(Funds Evidence) 22LA(Land/Acreage) 22T(Title Contingency) Addendum B ihAuthentisic�:qwew � ,2/,9/20,8 9,A;W9rbM PM PST Date Seller's Signature Date Buyer's Signature Date Seller's Signature Date 442 S.Camino Holgado Buyer's Address Seller's Address Green Valley, AZ 85614 City,State,Zip City,State,Zip 510-754-2208 (360)426-9670 Phone No. Fax No. Phone No. Fax No. plmerriamnasbcglobal.net Buyer's E-mail Address Seller's E-mail Address Munn Bro's Hood Canal Prop Inc 2522 Richard Beckman Realty Group 4537 Selling Firm MLS Office No. Listing Firm MLS Office No. Jim Munn 78452 Richard Beckman 55681 Selling Broker(Print) MLS LAG No. Listing Broker(Print) MLS LAG No. (360)765-4500 (360)301-4700 (360)765-2100 (360)426-5521 (360)790-1921 (360)426-1645 Firm Phone No. Broker Phone No. Firm Fax No. Firm Phone No. Broker Phone No. Firm Fax No. noticesmunn@gmail.com mail*R ichardBeckman.com Selling Firm Document E-mail Address Listing Firm Document E-mail Address jmunn@olypen.com richard@richardbeckman.com Selling Broker's E-mail Address Listing Broker's E-mail Address 18490 18508 98421 9628 Selling Broker DOL License No. Selling Firm DOL License No. Listing Broker DOL License No. Listing Firm DOL License No. Authentisign ID:95244078-BA874F65-B4DE-ACA41791186E Form 25 ©Copyright 2017 Vacant Land Purchase&Sale VACANT LAND PURCHASE AND SALE AGREEMENT Northwest Multiple Listing Service Rev.2/17 ALL RIGHTS RESERVED Page 2 of 5 GENERAL TERMS Continued a. Purchase Price. Buyer shall pay to Seller the Purchase Price, including the Earnest Money, in cash at Closing, unless 1 otherwise specified in this Agreement. Buyer represents that Buyer has sufficient funds to close this sale in accordance 2 with this Agreement and is not relying on any contingent source of funds, including funds from loans, the sale of other 3 property, gifts, retirement, or future earnings, except to the extent otherwise specified in this Agreement. 4 b. Earnest Money. Buyer shall deliver the Earnest Money within 2 days after mutual acceptance to Selling Broker or to 5 Closing Agent. If Buyer delivers the Earnest Money to Selling Broker, Selling Broker will deposit any check to be held by 6 Selling Firm, or deliver any Earnest Money to be held by Closing Agent, within 3 days of receipt or mutual acceptance, 7 whichever occurs later. If the Earnest Money is held by Selling Firm and is over$10,000.00 it shall be deposited into an 8 interest bearing trust account in Selling Firm's name provided that Buyer completes an IRS Form W-9. Interest, if any, 9 after deduction of bank charges and fees, will be paid to Buyer. Buyer shall reimburse Selling Firm for bank charges 10 and fees in excess of the interest earned, if any. If the Earnest Money held by Selling Firm is over $10,000.00 Buyer 11 has the option to require Selling Firm to deposit the Earnest Money into the Housing Trust Fund Account, with the 12 interest paid to the State Treasurer, if both Seller and Buyer so agree in writing. If the Buyer does not complete an IRS 13 Form W-9 before Selling Firm must deposit the Earnest Money or the Earnest Money is$10,000.00 or less, the Earnest 14 Money shall be deposited into the Housing Trust Fund Account. Selling Firm may transfer the Earnest Money to Closing 15 Agent at Closing. If all or part of the Earnest Money is to be refunded to Buyer and any such costs remain unpaid, the 16 Selling Firm or Closing Agent may deduct and pay them therefrom. The parties instruct Closing Agent to provide written 17 verification of receipt of the Earnest Money and notice of dishonor of any check to the parties and Brokers at the 18 addresses and/or fax numbers provided herein. 19 Upon termination of this Agreement, a party or the Closing Agent may deliver a form authorizing the release of Earnest 20 Money to the other party or the parties. The party(s) shall execute such form and deliver the same to the Closing Agent. 21 If either party fails to execute the release form, a party may make a written demand to the Closing Agent for the Earnest 22 Money. Pursuant to RCW 64.04, Closing Agent shall deliver notice of the demand to the other party within 15 days. If 23 the other party does not object to the demand within 20 days of Closing Agent's notice, Closing Agent shall disburse the 24 Earnest Money to the party making the demand within 10 days of the expiration of the 20 day period. If Closing Agent 25 timely receives an objection or an inconsistent demand from the other party, Closing Agent shall commence an 26 interpleader action within 60 days of such objection or inconsistent demand, unless the parties provide subsequent 27 consistent instructions to Closing Agent to disburse the earnest money or refrain from commencing an interpleader 28 action for a specified period of time. Pursuant to RCW 4.28.080, the parties consent to service of the summons and 29 complaint for an interpleader action by first class mail, postage prepaid at the party's usual mailing address or the 30 address identified in this Agreement. If the Closing Agent complies with the preceding process, each party shall be 31 deemed to have released Closing Agent from any and all claims or liability related to the disbursal of the Earnest 32 Money. If either party fails to authorize the release of the Earnest Money to the other party when required to do so 33 under this Agreement, that party shall be in breach of this Agreement. For the purposes of this section, the term Closing 34 Agent includes a Selling Firm holding the Earnest Money. The parties authorize the party commencing an interpleader 35 action to deduct up to$500.00 for the costs thereof. 36 c. Condition of Title. Unless otherwise specified in this Agreement, title to the Property shall be marketable at Closing. 37 The following shall not cause the title to be unmarketable: rights, reservations, covenants, conditions and restrictions, 38 presently of record and general to the area; easements and encroachments, not materially affecting the value of or 39 unduly interfering with Buyer's reasonable use of the Property; and reserved oil and/or mining rights. Monetary 40 encumbrances or liens not assumed by Buyer, shall be paid or discharged by Seller on or before Closing. Title shall be 41 conveyed by a Statutory Warranty Deed. If this Agreement is for conveyance of a buyer's interest in a Real Estate 42 Contract, the Statutory Warranty Deed shall include a buyer's assignment of the contract sufficient to convey after 43 acquired title. If the Property has been short platted, the Short Plat number is in the Legal Description. 44 d. Title Insurance. Seller authorizes Buyer's lender or Closing Agent, at Seller's expense, to apply for the then-current 45 ALTA form of standard form owner's policy of title insurance from the Title Insurance Company. If Seller previously 46 received a preliminary commitment from a Title Insurance Company that Buyer declines to use, Buyer shall pay any 47 cancellation fees owing to the original Title Insurance Company. Otherwise, the party applying for title insurance shall 48 pay any title cancellation fee, in the event such a fee is assessed. The Title Insurance Company shall send a copy of 49 the preliminary commitment to Seller, Listing Broker, Buyer and Selling Broker. The preliminary commitment, and the 50 title policy to be issued, shall contain no exceptions other than the General Exclusions and Exceptions in said standard 51 form and Special Exceptions consistent with the Condition of Title herein provided. If title cannot be made so insurable 52 prior to the Closing Date, then as Buyer's sole and exclusive remedy, the Earnest Money shall, unless Buyer elects to 53 waive such defects or encumbrances, be refunded to the Buyer, less any unpaid costs described in this Agreement, and 54 this Agreement shall thereupon be terminated. Buyer shall have no right to specific performance or damages as a 55 consequence of Seller's inability to provide insurable title. 56 e. Closing and Possession. This sale shall be closed by the Closing Agent on the Closing Date. "Closing" means the 57 date on which all documents are recorded and the sale proceeds are available to Seller. If the Closing Date falls on a 58 Saturday, Sunday, legal holiday as defined in RCW 1.16.050, or day when the county recording office is closed, the 59 osin Agent shall close the transaction on the next day that is not a Saturday, Sunday, legal holiday, or day when the 60 " 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentlsign ID:95244078-BA87-4F65.B4DE-ACA41791186E Form 25 ©Copyright 2017 Vacant Land Purchase&Sale VACANT LAND PURCHASE AND SALE AGREEMENT Northwest Multiple Listing Service Rev.2/17 ALL RIGHTS RESERVED Page 3 of 5 GENERAL TERMS Continued county recording office is closed. Buyer shall be entitled to possession at 9:00 p.m. on the Possession Date. Seller shall 61 maintain the Property in its present condition, normal wear and tear excepted, until the Buyer is entitled to possession. 62 Buyer reserves the right to walk through the Property within 5 days of Closing to verify that Seller has maintained the 63 Property as required by this paragraph. Seller shall not enter into or modify existing leases or rental agreements, 64 service contracts, or other agreements affecting the Property which have terms extending beyond Closing without first 65 obtaining Buyer's consent, which shall not be unreasonably withheld. 66 f. Section 1031 Like-Kind Exchange. If either Buyer or Seller intends for this transaction to be a part of a Section 1031 67 like-kind exchange, then the other party shall cooperate in the completion of the like-kind exchange so long as the 68 cooperating party incurs no additional liability in doing so, and so long as any expenses (including attorneys' fees and 69 costs) incurred by the cooperating party that are related only to the exchange are paid or reimbursed to the cooperating 70 party at or prior to Closing. Notwithstanding the Assignment paragraph of this Agreement, any party completing a 71 Section 1031 like-kind exchange may assign this Agreement to its qualified intermediary or any entity set up for the 72 purposes of completing a reverse exchange. 73 g. Closing Costs and Prorations and Charges and Assessments. Seller and Buyer shall each pay one-half of the 74 escrow fee unless otherwise required by applicable FHA or VA regulations. Taxes for the current year, rent, interest, 75 and lienable homeowner's association dues shall be prorated as of Closing. Buyer shall pay Buyer's loan costs, 76 including credit report, appraisal charge and lender's title insurance, unless provided otherwise in this Agreement. If any 77 payments are delinquent on encumbrances which will remain after Closing, Closing Agent is instructed to pay such 78 delinquencies at Closing from money due, or to be paid by, Seller. Buyer shall pay for remaining fuel in the fuel tank if, 79 prior to Closing, Seller obtains a written statement from the supplier as to the quantity and current price and provides 80 such statement to the Closing Agent. Seller shall pay all utility charges, including unbilled charges. Unless waived in 81 Specific Term No. 11, Seller and Buyer request the services of Closing Agent in disbursing funds necessary to satisfy 82 unpaid utility charges in accordance with RCW 60.80 and Seller shall provide the names and addresses of all utilities 83 providing service to the Property and having lien rights (attach NWMLS Form 22K Identification of Utilities or 84 equivalent). 85 Buyer is advised to verify the existence and amount of any local improvement district, capacity or impact charges or 86 other assessments that may be charged against the Property before or after Closing. Seller will pay such charges that 87 are or become due on or before Closing. Charges levied before Closing, but becoming due after Closing shall be paid 88 as agreed in Specific Term No.12. 89 h. Sale Information. Listing Broker and Selling Broker are authorized to report this Agreement (including price and all 90 terms) to the Multiple Listing Service that published it and to its members, financing institutions, appraisers, and anyone 91 else related to this sale. Buyer and Seller expressly authorize all Closing Agents, appraisers, title insurance companies, 92 and others related to this Sale, to furnish the Listing Broker and/or Selling Broker, on request, any and all information 93 and copies of documents concerning this sale. 94 i. Seller Citizenship and FIRPTA. Seller warrants that the identification of Seller's citizenship status for purposes of U.S. 95 income taxation in Specific Term No. 13 is correct. Seller shall execute a certification (NWMLS Form 22E or equivalent) 96 under the Foreign Investment In Real Property Tax Act("FIRPTA") at Closing and provide the certification to the Closing 97 Agent. If Seller is a foreign person for purposes of U.S. income taxation, and this transaction is not otherwise exempt 98 from FIRPTA, Closing Agent is instructed to withhold and pay the required amount to the Internal Revenue Service. 99 j. Notices and Delivery of Documents. Any notice related to this Agreement (including revocations of offers or 100 counteroffers) must be in writing. Notices to Seller must be signed by at least one Buyer and shall be deemed delivered 101 only when the notice is received by Seller, by Listing Broker, or at the licensed office of Listing Broker. Notices to Buyer 102 must be signed by at least one Seller and shall be deemed delivered only when the notice is received by Buyer, by 103 Selling Broker, or at the licensed office of Selling Broker. Documents related to this Agreement, such as NWMLS Form 104 17C, Information on Lead-Based Paint and Lead-Based Paint Hazards, Public Offering Statement or Resale Certificate, 105 and all other documents shall be delivered pursuant to this paragraph. Buyer and Seller must keep Selling Broker and 106 Listing Broker advised of their whereabouts in order to receive prompt notification of receipt of a notice. 107 Facsimile transmission of any notice or document shall constitute delivery. E-mail transmission of any notice or 108 document(or a direct link to such notice or document) shall constitute delivery when: (i)the e-mail is sent to both Selling 109 Broker and Selling Firm or both Listing Broker and Listing Firm at the e-mail addresses specified on page one of this 110 Agreement; or(ii) Selling Broker or Listing Broker provide written acknowledgment of receipt of the e-mail (an automatic 111 e-mail reply does not constitute written acknowledgment). At the request of either party, or the Closing Agent, the 112 parties will confirm facsimile or e-mail transmitted signatures by signing an original document. 113 k. Computation of Time. Unless otherwise specified in this Agreement, any period of time measured in days and stated 114 in this Agreement shall start on the day following the event commencing the period and shall expire at 9:00 p.m. of the 115 last calendar day of the specified period of time. Except for the Possession Date, if the last day is a Saturday, Sunday 116 le I holiday as defined in RCW 1.16.050, the specified period of time shall expire on the next day that is not a 117 7atur y, Sunday or legal holiday. Any specified period of 5 days or less, except for any time period relating to the 118 FY,/K 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentisign ID:95244078-BA87-4F65-B4DE-ACA41791186E Form 25 ©Copyright 2017 Vacant Land Purchase&Sale VACANT LAND PURCHASE AND SALE AGREEMENT Northwest Multiple Listing Service Rev.2/17 ALL RIGHTS RESERVED Page 4 of 5 GENERAL TERMS Continued Possesion Date, shall not include Saturdays, Sundays or legal holidays. If the parties agree that an event will occur on a 119 specific calendar date, the event shall occur on that date, except for the Closing Date, which, if it falls on a Saturday, 120 Sunday, legal holiday as defined in RCW 1.16.050, or day when the county recording office is closed, shall occur on the 121 next day that is not a Saturday, Sunday, legal holiday, or day when the county recording office is closed. If the parties 122 agree upon and attach a legal description after this Agreement is signed by the offeree and delivered to the offeror, then 123 for the purposes of computing time, mutual acceptance shall be deemed to be on the date of delivery of an accepted 124 offer or counteroffer to the offeror, rather than on the date the legal description is attached. Time is of the essence of 125 this Agreement. 126 I. Integration and Electronic Signatures. This Agreement constitutes the entire understanding between the parties and 127 supersedes all prior or contemporaneous understandings and representations. No modification of this Agreement shall 128 be effective unless agreed in writing and signed by Buyer and Seller. The parties acknowledge that a signature in 129 electronic form has the same legal effect and validity as a handwritten signature. 130 m. Assignment. Buyer may not assign this Agreement, or Buyer's rights hereunder, without Seller's prior written consent, 131 unless the parties indicate that assignment is permitted by the addition of"and/or assigns" on the line identifying the 132 Buyer on the first page of this Agreement. 133 n. Default. In the event Buyer fails, without legal excuse, to complete the purchase of the Property, then the following 134 provision, as identified in Specific Term No. 7, shall apply: 135 L Forfeiture of Earnest Money. That portion of the Earnest Money that does not exceed five percent (5%) of the 136 Purchase Price shall be forfeited to the Seller as the sole and exclusive remedy available to Seller for such failure. 137 ii. Seller's Election of Remedies. Seller may, at Seller's option, (a) keep the Earnest Money as liquidated damages 138 as the sole and exclusive remedy available to Seller for such failure, (b) bring suit against Buyer for Seller's actual 139 damages, (c) bring suit to specifically enforce this Agreement and recover any incidental damages, or (d) pursue 140 any other rights or remedies available at law or equity. 141 o. Professional Advice and Attorneys' Fees. Buyer and Seller are advised to seek the counsel of an attorney and a 142 certified public accountant to review the terms of this Agreement. Buyer and Seller shall pay their own fees incurred for 143 such review. However, if Buyer or Seller institutes suit against the other concerning this Agreement the prevailing party 144 is entitled to reasonable attorneys'fees and expenses. 145 p. Offer. Buyer shall purchase the Property under the terms and conditions of this Agreement. Seller shall have until 9:00 146 p.m. on the Offer Expiration Date to accept this offer, unless sooner withdrawn. Acceptance shall not be effective until a 147 signed copy is received by Buyer, by Selling Broker or at the licensed office of Selling Broker. If this offer is not so 148 accepted, it shall lapse and any Earnest Money shall be refunded to Buyer. 149 q. Counteroffer. Any change in the terms presented in an offer or counteroffer, other than the insertion of or change to 150 Seller's name and Seller's warranty of citizenship status, shall be considered a counteroffer. If a party makes a 151 counteroffer, then the other party shall have until 9:00 p.m. on the counteroffer expiration date to accept that 152 counteroffer, unless sooner withdrawn. Acceptance shall not be effective until a signed copy is received by the other 153 party, the other party's broker, or at the licensed office of the other party's broker. If the counteroffer is not so accepted, 154 it shall lapse and any Earnest Money shall be refunded to Buyer. 155 r. Offer and Counteroffer Expiration Date. If no expiration date is specified for an offer/counteroffer, the 156 offer/counteroffer shall expire 2 days after the offer/counteroffer is delivered by the party making the offer/counteroffer, 157 unless sooner withdrawn. 158 s. Agency Disclosure. Selling Firm, Selling Firm's Designated Broker, Selling Broker's Branch Manager (if any) and 159 Selling Broker's Managing Broker (if any) represent the same party that Selling Broker represents. Listing Firm, Listing 160 Firm's Designated Broker, Listing Broker's Branch Manager (if any), and Listing Broker's Managing Broker (if any) 161 represent the same party that the Listing Broker represents. If Selling Broker and Listing Broker are different persons 162 affiliated with the same Firm, then both Buyer and Seller confirm their consent to Designated Broker, Branch Manager 163 (if any), and Managing Broker(if any) representing both parties as dual agents. If Selling Broker and Listing Broker are 164 the same person representing both parties then both Buyer and Seller confirm their consent to that person and his/her 165 Designated Broker, Branch Manager(if any), and Managing Broker(if any) representing both parties as dual agents. All 166 parties acknowledge receipt of the pamphlet entitled"The Law of Real Estate Agency." 167 t. Commission. Seller and Buyer shall pay a commission in accordance with any listing or commission agreement to 168 which they are a party. The Listing Firm's commission shall be apportioned between Listing Firm and Selling Firm as 169 specified in the listing. Seller and Buyer hereby consent to Listing Firm or Selling Firm receiving compensation from 170 more than one party. Seller and Buyer hereby assign to Listing Firm and Selling Firm, as applicable, a portion of their 171 funds in escrow equal to such commission(s) and irrevocably instruct the Closing Agent to disburse the commission(s) 172 directly to the Firm(s). In any action by Listing or Selling Firm to enforce this paragraph,the prevailing party is entitled to 173 I-q-91 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentlsign ID:95244078-BA87-4F65-B4DE-ACA41791186E Form 25 ©Copyright 2017 Vacant Land Purchase&Sale VACANT LAND PURCHASE AND SALE AGREEMENT Northwest Multiple Listing Service Rev.2/17 ALL RIGHTS RESERVED Page 5 of 5 GENERAL TERMS Continued court costs and reasonable attorneys' fees. Seller and Buyer agree that the Firms are intended third party beneficiaries 174 under this Agreement. 175 u. Feasibility Contingency. It is the Buyer's responsibility to verify before the Feasibility Contingency Expiration Date 176 identified in Specific Term No.15 whether or not the Property can be platted, developed and/or built on (now or in the 177 future) and what it will cost to do this. Buyer should not rely on any oral statements concerning this made by the Seller, 178 Listing Broker or Selling Broker. Buyer should inquire at the city or county, and water, sewer or other special districts in 179 which the Property is located. Buyer's inquiry should include, but not be limited to: building or development moratoriums 180 applicable to or being considered for the Property; any special building requirements, including setbacks, height limits or 181 restrictions on where buildings may be constructed on the Property; whether the Property is affected by a flood zone, 182 wetlands, shorelands or other environmentally sensitive area; road, school, fire and any other growth mitigation or 183 impact fees that must be paid; the procedure and length of time necessary to obtain plat approval and/or a building 184 permit; sufficient water, sewer and utility and any service connection charges; and all other charges that must be paid. 185 Buyer and Buyer's agents, representatives, consultants, architects and engineers shall have the right, from time to time 186 during and after the feasibility contingency, to enter onto the Property and to conduct any tests or studies that Buyer 187 may need to ascertain the condition and suitability of the Property for Buyer's intended purpose. Buyer shall restore the 188 Property and all improvements on the Property to the same condition they were in prior to the inspection. Buyer shall be 189 responsible for all damages resulting from any inspection of the Property performed on Buyer's behalf. If the Buyer does 190 not give notice to the contrary on or before the Feasibility Contingency Expiration Date identified in Specific Term No. 191 15, it shall be conclusively deemed that Buyer is satisfied as to development and/or construction feasibility and cost. If 192 Buyer gives notice this Agreement shall terminate and the Earnest Money shall be refunded to Buyer, less any unpaid 193 costs. 194 Seller shall cooperate with Buyer in obtaining permits or other approvals Buyer may reasonably require for Buyer's 195 intended use of the Property; provided that Seller shall not be required to incur any liability or expenses in doing so. 196 v. Subdivision. If the Property must be subdivided, Seller represents that there has been preliminary plat approval for the 197 Property and this Agreement is conditioned on the recording of the final plat containing the Property on or before the 198 date specified in Specific Term No. 14. If the final plat is not recorded by such date, this Agreement shall terminate and 199 the Earnest Money shall be refunded to Buyer. 200 w. Information Verification Period. Buyer shall have 10 days after mutual acceptance to verify all information provided 201 from Seller or Listing Firm related to the Property. This contingency shall be deemed satisfied unless Buyer gives notice 202 identifying the materially inaccurate information within 10 days of mutual acceptance. If Buyer gives timely notice under 203 this section, then this Agreement shall terminate and the Earnest Money shall be refunded to Buyer. 204 x. Property Condition Disclaimer. Buyer and Seller agree, that except as provided in this Agreement, all representations 205 and information regarding the Property and the transaction are solely from the Seller or Buyer, and not from any Broker. 206 The parties acknowledge that the Brokers are not responsible for assuring that the parties perform their obligations 207 under this Agreement and that none of the Brokers has agreed to independently investigate or confirm any matter 208 related to this transaction except as stated in this Agreement, or in a separate writing signed by such Broker. In 209 addition, Brokers do not guarantee the value, quality or condition of the Property and some properties may contain 210 building materials, including siding, roofing, ceiling, insulation, electrical, and plumbing, that have been the subject of 211 lawsuits and/or governmental inquiry because of possible defects or health hazards. Some properties may have other 212 defects arising after construction, such as drainage, leakage, pest, rot and mold problems. Brokers do not have the 213 expertise to identify or assess defective products, materials, or conditions. Buyer is urged to use due diligence to 214 inspect the Property to Buyer's satisfaction and to retain inspectors qualified to identify the presence of defective 215 materials and evaluate the condition of the Property as there may be defects that may only be revealed by careful 216 inspection. Buyer is advised to investigate whether there is a sufficient water supply to meet Buyer's needs. Buyer is 217 advised to investigate the cost of insurance for the Property, including, but not limited to homeowner's, flood, 218 earthquake, landslide, and other available coverage. Brokers may assist the parties with locating and selecting third 219 party service providers, such as inspectors or contractors, but Brokers cannot guarantee or be responsible for the 220 services provided by those third parties. The parties shall exercise their own judgment and due diligence regarding 221 third-party service providers. 222 [YAt] 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentisign to:95244078-BA87-4F65.B4DE-ACA41791186E Form 22EF ©Copyright 2017 Evidence of Funds Addendum Northwest Multiple Listing Service Rev.2/17 EVIDENCE OF FUNDS ADDENDUM ALL RIGHTS RESERVED Page 1 of 1 TO PURCHASE &SALE AGREEMENT The following is part of the Purchase and Sale Agreement dated December 19,2018 1 between Peggy L.Merriam ("Buyer") 2 Buyer Buyer and Mason County ("Seller") 3 Seller Seller concerning 0-xxx Bucktail View Belfair WA 98528 (the"Property"). 4 Address City State Zip 1. DEFINITIONS. 5 a. "Evidence" means document(s) from a financial institution(s) in the United States showing that Buyer has 6 sufficient cash or cash equivalent in United States funds. 7 b. "Non-Contingent Funds" means funds that Buyer currently has in its possession and for which there is no 8 contingency, such as financing (NWMLS Form 22A or equivalent), sale of Buyer's property (NWMLS Form 9 22B or equivalent), or pending sale of Buyer's property (NWMLS Form 22Q or equivalent). 10 c. "Contingent Funds" means funds that Buyer does not currently have, but expects to receive from another 11 source prior to Closing, and for which there is no contingency, such as a loan, proceeds from the sale of 12 other property or stock, retirement funds, foreign funds, a gift, or future earnings. 13 2. 0 EVIDENCE OF NON-CONTINGENT FUNDS. Buyer is relying on Non-Contingent Funds for payment of the 14 Purchase Price. Buyer shall provide Evidence to Seller of such funds within -3- days (3 days if not 15 filled in) of mutual acceptance. Unless Buyer discloses other sources of funds for the payment of the Purchase 16 Price, Buyer represents that the Non-Contingent Funds are sufficient to pay the Purchase Price. Buyer shall not 17 use such Non-Contingent Funds for any purpose other than the purchase of the Property without Seller's prior 18 written consent. If Buyer fails to timely provide such Evidence, Seller may give notice terminating this 19 Agreement any time before such Evidence is provided. Upon Seller's notice of termination under this 20 Addendum, the Earnest Money shall be refunded to Buyer. 21 3. ❑ DISCLOSURE OF SOURCES OF CONTINGENT FUNDS. Buyer is relying on the following Contingent Funds 22 for the Purchase Price: 23 ❑ Sale of the following owned by Buyer: 24 ❑ Gift of$ from 25 ❑ Funds not readily convertible to liquid United States funds(describe): 26 27 ❑ Other(describe): 28 Buyer shall provide Evidence to Seller days (10 days if not filled in) prior to Closing that the funds 29 relied upon in Section 3 have been received or are immediately available to Buyer. If Buyer fails to timely 30 provide such Evidence, Seller may give notice terminating this Agreement any time before such Evidence is 31 provided. Buyer shall provide Seller with additional information about such funds as may be reasonably 32 requested by Seller from time to time. Upon Seller's notice of termination under this Addendum, the Earnest 33 Money shall be refunded to Buyer. 34 4. BUYER DEFAULT. If Buyer fails to timely close because the Contingent Funds identified in Paragraph 3 are 35 not available by Closing, Buyer shall be in default and Seller shall be entitled to remedies as provided for in the 36 Agreement. 37 [Y—Iff] 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentlslgn to:95244078-BA87-4F65.B4DE-ACA41791186E Form 22 L&A ©Copyright 2010 Land&Acreage Addendum Northvrest Multiple Listing Service Rev.7/10 ALL RIGHTS RESERVED Page 1 of 4 LAND AND ACREAGE ADDENDUM The following is part of the Purchase and Sale Agreement dated December 19,2018 1 between Peggy L.Merriam ("Buyer") 2 Buyer Buyer and Mason County ("Seller") 3 Seller Seller concerning 0-xxx Bucktail View Belfair WA 98528 (the"Property"). 4 Address City State Zip 1. BUYER ACKNOWLEDGMENTS: If Buyer has any questions regarding the Property, Buyer is advised to make 5 the Agreement subject to relevant inspections, tests, surveys, and/or reports. BUYER ACKNOWLEDGES: 6 a. Buyer has observed and investigated the Property and has reached Buyer's own conclusions as to the 7 adequacy, acceptability, and suitability of the Property and surrounding area, and the feasibility and 8 desirability of acquiring the Property for Buyer's intended use, based solely on Buyer's examination of the 9 Property. 10 b. A generally accepted method for identifying boundary lines and verifying the size of the Property is to have 11 the Property surveyed, and corners identified and marked. A survey will confirm that the legal description is 12 accurate and that any presumed fences or other boundary markings are correctly located. Neither the Listing 13 Broker nor the Selling Broker shall be responsible for any discrepancies in boundary lines, information 14 regarding the size of the Property, identification of easements or encroachment problems. 15 c. A generally accepted method for determining whether on-site sewage disposal systems may be installed on 16 the Property is to have tests performed, such as "perc" tests, which are approved by the county for limited 17 time periods. Except as otherwise provided in the Agreement, Buyer assumes the risk that the Property is 18 suitable for any needed on-site sewage disposal system and related equipment. 19 d. A generally accepted method for determining water quality from any well or other water delivery system is to 20 have tests conducted by professionals certified by the Department of Ecology for items such as bacteria and 21 nitrates, and a generally accepted method for determining water quantity produced by a well is to have a test 22 conducted by experts to determine gallons per minute. Buyer understands that the results of such tests only 23 provide information regarding water quality or quantity at the time of the test(s) and provide no representation 24 or guarantee that results will not change or vary at other times. 25 e. If the Property is currently taxed at a reduced rate because a special classification such as open space, 26 agricultural, or forest land, and Buyer is to continue that use, Buyer understands approval from the county will 27 need to be obtained and that significant increased taxes, back taxes, penalties and interest may be required 28 to be paid if the use classification is changed or withdrawn at Closing or in the future. 29 f. A generally accepted method for determining the value of timber growing on the Property is to have a 30 qualified forester or forest products expert"cruise"the Property and give a written valuation. 31 g. If there is an on-site sewage system on the Property and the system has not been recently used, Buyer 32 should consider conducting a purge test and other inspections to determine whether there are any defects in 33 the system. 34 h. Additional tests or inspections of the Property may be required by local or state governmental agencies before 35 title to the Property is transferred. 36 13),K] 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentislgn ID:95244078-BA87-4F65-B4DE-ACA41791186E Form 22L&A ©Copyright 2010 Land&Acreage Addendum Northwest Multiple Listing Service Rev.7/10 ALL RIGHTS RESERVED Page 2 of 4 LAND AND ACREAGE ADDENDUM Continued 2. CONTINGENCIES: 37 a. General Contingency Provisions. This Agreement is conditioned on the applicable contingencies below. 38 The work to be performed shall be timely ordered by the party responsible for payment, except for the 39 Feasibility Study (if applicable), and shall be performed by qualified professionals. If Seller is responsible for 40 ordering the work and fails to timely do so, Seller will be in breach of the Agreement. 41 b. Contingency Periods. The applicable contingency periods shall commence on mutual acceptance of the 42 Agreement. If Buyer gives notice of disapproval and termination of the Agreement within the applicable 43 contingency period, the Earnest Money shall be refunded to Buyer. If Buyer fails to give timely notice within 44 the applicable contingency period, then the respective contingency shall be deemed waived. 45 c. Contingencies. Items checked below are to be paid by Buyer or Seller as indicated below and are 46 contingencies to the Agreement. Notwithstanding the payment allocation provided for herein, if the Agreement 47 fails to close as a consequence of a Seller's breach, the costs of the following shall be borne by the Seller: 48 Paid Paid Contingency period 49 by by (10 days if not filled in) 50 Buyer Seller ❑ ❑ i. Survey. Completion of survey to verify information days 51 regarding the Property as listed in 1(b). 52 ❑ ❑ ii. Perc Test. Perc or similar test indicating that the days 53 Property is suitable for installation of conventional 54 septic system and drainfield. If the sale fails to close, 55 the party who paid for the perc test shall fill in holes at 56 their expense within two weeks of the date the 57 transaction is terminated. Earnest Money shall not be 58 refunded to Buyer until perc holes are filled in if this is 59 Buyer's responsibility. 60 ❑ ❑ iii. On-Site Sewage System.The system to be pumped days 61 and inspected by a qualified professional to determine 62 that the system is readily accepting effluent and the 63 system has no apparent defects. (If VA Financing is 64 used, Lender may require certification of system.) 65 ❑ ❑ iv. Water Quality.Water quality and/or purity tests days 66 showing water meets the approval standards of the 67 Department of Ecology and the standards of the 68 governing county. Water quality tests to be performed 69 by a qualified professional. 70 ❑ ❑ v. Water Quantity.Water quantity tests(4 hour draw days 71 down test or other test selected by Buyer)showing a 72 sustained flow of g. p. m., which Buyer 73 agrees will be adequate to reasonably meet Buyer's 74 needs. Water quantity test to be performed by a 75 qualified professional. 76 ❑ ❑ vi. Timber. Timber cruise conducted by a qualified forest days 77 products expert of Buyer's choice, with results of the 78 cruise to be satisfactory to Buyer in Buyer's sole 79 discretion. 80 1211912018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentisign ID:95244078-BA87.4F65-B4DE-ACA41791186E Form 22L&A ©Copyright 2010 Land&Acreage Addendum Northwest Multiple Listing Service Rev.7/10 ALL RIGHTS RESERVED Page 3 of 4 LAND AND ACREAGE ADDENDUM Continued 3. ADDITIONAL PROVISIONS (check as applicable) 81 Feasibility Study. If this box is checked, this paragraph supersedes and replaces the Feasibility Contingency 82 set forth in Specific Term 15 and General Term "u" of Form 25 (Vacant Land Purchase and Sale Agreement). 83 Completion of a feasibility study and determination, in Buyer's sole discretion, that the Property and any 84 matters affecting the Property including, without limitation, the condition of any improvements to the Property, 85 the condition and capacity of irrigation pumps, system and wells, the adequacy of water rights for the Property, 86 the licensure of wells, permitted or certificated water rights for the Property, the location and size of any critical 87 area on the Property, the number and location of approved road approaches from public roads, and the 88 presence of recorded access easements to the Property, are suitable for Buyer's intended use(s), and that it is 89 feasible and advantageous for Buyer to acquire the Property in accordance with the Agreement. In performing 90 any investigations, Buyer shall not interfere with any existing tenants' operations on the Property. 91 This feasibility study contingency shall conclusively be deemed waived unless within -30- (10 days if 92 not filled in) after mutual acceptance, Buyer gives notice disapproving the feasibility study. If Buyer timely 93 disapproves the feasibility study and terminates the Agreement, the Earnest Money shall be refunded to Buyer. 94 ❑ Irrigation and Water Seller warrants that there are shares of irrigation water rights 95 and shares of frost water rights applicable to the Property, all of which will be 96 transferred to Buyer at Closing. 97 ❑ Assignment and Assumption. At Closing, Seller will assign, transfer, and convey all of its right, title and 98 interest in, to and under any lease of the Property and will represent and warrant to Buyer that, as of the 99 Closing Date, there are no defaults under the leases and no condition exists or event has occurred or failed to 100 occur that with or without notice and the passage of time could ripen into such a default. At Closing. Buyer will 101 agree to defend, indemnify and hold Seller harmless from and against any obligation under the leases to the 102 extent delegated to and assumed by Buyer hereunder. 103 ❑ Attorney Review. This Agreement is conditioned on review and approval by the parties' attorneys on or 104 before . A party shall conclusively be deemed to have waived this contingency unless 105 notice in conformance with this Agreement is provided to the other party by the foregoing date. 106 ❑ Crops. Unless otherwise agreed in writing Seller has the right to harvest all growing crops in the ordinary 107 course of business until the possession date. 108 ❑ Accessories. The indicated accessories are items included in addition to those stated in Specific Term 5 of 109 the Agreement: ❑ portable buildings; ❑ sheds and other outbuildings, ❑ game feeders, ❑ livestock feeders 110 and troughs, ❑ irrigation equipment; ❑ fuel tanks; ❑ submersible pumps, ❑ pressure tanks; ❑ corrals and 111 pens; ❑ gates and fences, ❑ chutes; ❑ other: 112 The value assigned to the personal property included in the sale shall be $ 113 Seller warrants title to, but not the condition of, the personal property and shall convey it by bill of sale. 114 ❑ CRP Program. Buyer must assume all Conservation Reserve Program contracts and agree to continue them 115 through the expiration date of each such contract. All documentation for the assumption will be completed at 116 closing and must be approved by Farm Service Agency of the USDA prior to Closing. Any Conservation 117 Reserve Program payments shall be prorated as of Closing. 118 19,91 12/19/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentlsign ID:95244078-BA87-4F65-B4DE-ACA41791186E Form 22L&A ©Copyright 2010 Land&Acreage Addendum Northwest Multiple Listing Service Rev.7/10 ALL RIGHTS RESERVED Page 4 of 4 LAND AND ACREAGE ADDENDUM Continued ❑ 4. DOCUMENT REVIEW PERIOD. If this box is checked, Seller shall deliver to Buyer a copy of the following 119 documents within (20 days if not filled in)of mutual acceptance: 120 121 . 122 If Buyer, in Buyer's sole discretion, does not give notice of disapproval within days (15 days if 123 not filled in) of receipt of the above documents or the date that the above documents are due, then this 124 document review period shall conclusively be deemed satisfied (waived). If Buyer gives timely notice of 125 disapproval, then this Agreement shall terminate and the Earnest Money shall be refunded to Buyer. 126 ❑ 5. ADDITIONAL INSPECTIONS. If this box is checked and if a qualified professional performing any inspection 127 of the Property recommends further evaluation of the Property, Buyer shall have an additional 128 (10 days if not filled in) to obtain the additional inspection at Buyer's option and expense. On or before the 129 end of the applicable contingency period, Buyer shall provide a copy of the qualified professional's 130 recommendation and notice that Buyer will seek additional inspections. If Buyer gives timely notice of 131 additional inspections, the applicable contingency period shall be replaced by the additional period specified 132 above. The time for conducting the additional inspections shall commence on the day after Buyer gives 133 notices under this paragraph, and shall be determined as set forth in the Computation of Time paragraph of 134 the Agreement. 135 6. TAX DESIGNATION. 136 a. Classification of Property. Seller represents that the Property is classified as ❑ open space 137 ❑farm and agricultural 66 timberland under Chapter 84.34 RCW. 138 ❑ b. Removal from Classification. Buyer shall not file a notice of classification continuance at the time of 139 Closing and the Property shall be removed from its classification. All additional taxes, applicable interest, 140 and penalties assessed by the county assessor when the Property is removed from its classification shall 141 be paid by ❑ Seller ❑ Buyer ❑ both Seller and Buyer in equal shares(Seller if no box is checked). 142 56 c. Notice of Classification Continuance. In order to retain this classification, Buyer shall execute a notice 143 of classification continuance at or before the time of Closing. The notice of classification continuance shall 144 be attached to the real estate excise tax affidavit. Buyer acknowledges that if Buyer fails to execute a 145 notice of classification continuance, the county assessor must reassess the Property's taxable value and 146 retroactively impose additional taxes, applicable interest, and penalties, which Buyer shall pay. 147 7. ON-SITE SEWAGE SYSTEM — MAINTENANCE RECORDS. If there is an on-site sewage system on the 148 Property, Seller shall deliver to Buyer the maintenance records, if available, of the on-site sewage system serving 149 the Property within days (10 days if not filled in) of mutual acceptance. 150 [SqAt] 12/19/2018 Buyer's Initials Date Buyers Initials Date Seller's Initials Date Seller's Initials Date Authentisign 10:95244078-BA87-4F65-64DE-ACA41791186E Form 22T ©Copyright 2015 Title Contingency Addendum Northwest Multiple Listing Service Rev.7/15 TITLE CONTINGENCY ADDENDUM TO ALL RIGHTS RESERVED Page 1 of 1 PURCHASE 8t SALE AGREEMENT The following is part of the Purchase and Sale Agreement dated December 19,2018 1 between Peggy L.Merriam ("Buyer") 2 Buyer Buyer and Mason County ("Seller') 3 Seller Seller concerning 0-xxx Bucktail View Belfair WA 98528 (the"Property"). 4 Address City State Zip 1. Title Contingency. This Agreement is subject to Buyer's review of a preliminary commitment for title insurance, 5 together with any easements, covenants, conditions and restrictions of record. Buyer shall have 7 6 days (5 days if not filled in)from V the date of Buyer's receipt of the preliminary commitment for title insurance; 7 or ❑ mutual acceptance (from the date of Buyer's receipt, if neither box checked) to give notice of Buyer's 8 disapproval of exceptions contained in the preliminary commitment. 9 Seller shall have 7 days (5 days if not filled in) after Buyer's notice of disapproval to give Buyer 10 notice that Seller will clear all disapproved exceptions. Seller shall have until the Closing Date to clear all 11 disapproved exceptions. 12 If Seller does not give timely notice that Seller will clear all disapproved exceptions, Buyer may terminate this 13 Agreement within 3 days after the deadline for Seller's notice. In the event Buyer elects to terminate the 14 Agreement, the Earnest Money shall be returned to Buyer. If Buyer does not timely terminate the Agreement, 15 Buyer shall be deemed to have waived all objections to title, which Seller did not agree to clear. 16 2. Supplemental Title Reports. If supplemental title reports disclose new exception(s) to the title commitment, 17 then the above time periods and procedures for notice, correction, and termination for those new exceptions 18 shall apply to the date of Buyer's receipt of the supplemental title report. The Closing date shall be extended as 19 necessary to accommodate the foregoing times for notices. 20 3. Marketable Title. This Addendum does not relieve Seller of the obligation to provide marketable title at Closing 21 as provided for in the Agreement. 22 rowl 12119/2018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentislgn ID:95244078-BA87-4F65-B4DE-ACA41791186E Form 34 mdmd ©Copyright 2010 Addendum/Amendment to P&S �r«�� Northwest Multiple Listing Service Rev.7/10 ALL RIGHTS RESERVED Page 1 of 1 ADDENDUM/AMENDMENT TO PURCHASE AND SALE AGREEMENT ADDENDUM B The following is part of the Purchase and Sale Agreement dated October 05,2017 1 between Merriam ("Buyer")2 Buyer Buyer and Mason County ("Seller")3 Seller Seller concerning xxx Bucktail View Belfair WA 98528 (the"Property").4 Address City Slate Zip IT IS AGREED BETWEEN THE SELLER AND BUYER AS FOLLOWS: 5 1. This agreement is contingent upon the Mason County Commissioners approval of this purchase 6 and sales agreement, in an open public meeting. 7 2. Buyer waives the right to receive a completed Washington State Seller Disclosure Statement. 8 3. Escrow shall be Mason County Title and Escrow, Colleen Reamer. 9 4. Buyer shall pay for the Mason County Title Insurance policy. 10 5. Deed Shall Be a Treasures Deed, per RCW 36.35.130. 11 12 6. Buyer shall pay all current and past due Association dues. 13 7. Mason County Commissioner Randy Neatherlin is a licensed real estate broker in the state of 14 Washington. 15 8. Commissioner Randy Neatherlin will sign for Mason County. 16 9. Seller has never occupied the property. 17 18 19 20 21 22 23 24 25 26 27 28 29 30 ALL OTHER TERMS AND CONDITIONS of said Agreement remain unchanged. 31 [-qAi] 1211912018 Buyer's Initials Date Buyer's Initials Date Seller's Initials Date Seller's Initials Date Authentisign ID:95244078•BA87-4F65-B4DE-ACA41791186E EXHIBIT "A" LEGAL DESCRIPTION Order No.: 125043 All that portion of Lakewood Plat"F", Volume 2 of Plats, page 25, records of Mason County, Washington, particularly described as follows: BEGINNING at the Northeast corner of said Lakewood Plat"F"; thence West 1300 feet; thence South 1275 feet;thence East 450 feet; thence North 675 feet;thence East 850 feet; thence North 600 feet, to the POINT OF BEGINNING. Parcel No. 22213 11 60030 IYA] 12/1912018 ` | / RESOLUTION NO. . DECLARATION DFSURPLUS PROPERTY AND APPROVAL OFSALE WHEREAS, Mason County owns the real property listed and legally described in Exhibit A, Attached hereto; and VVHEREAS, certain parcels of the property are tax title property with delinquent property tax, penalties, interest and expenses owing� and VVHEREA8, other parcels were acquired for various purposes; and WHEREAS, the Board of County Commissioners upon the recommendation of the Property Manager and Property Management Committee has determined that the property is surplus to the needs of the County; and WHEREAS, the Mason County Board of Commissioners, on December 9th, 2014, held a public hearing during which members of the public were able to testify before the Mason County Board of Commissioners regarding the property, the proposed declaration oil surplus and sale. N{)VV, THEREFORE, BE IT FURTHER RESOLVED, by the Mason County Board of Commissioners that the real property described in Exhibit A, attached hereto, is declared surplus property and the Property Manager is authorized to offer all of said property for sale, first by the County's Real Estate professional and, as necessary by any of the several means authorized by Mason County Code 3.40. List prices are to be recommended by the County Real Estate professional and approved by the County Commissioners. The County Commissioners may adjust these prices upon receiving new information from the County Real Estate professional. The final selling prices are to be approved by the Board of County Commissioners; and BE IT FURTHER RESOLVED, that the proceeds of the sale of said property are to be dedicated first to any delinquent property tax obligations and related penalties, expenses and assessments; and next to reimbursement of the Facilities and Parks fund for expenses of the Property Manager, and finally to the Reserve for Accrued Leave Fund. /1 DATED this ,1 day of 1 . 2014. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Julie Randy Neatherlin, Commissioner APPROVED AS TO FORM: Tim Sheldon, Commissioner TinnVVhiteheod. Deputy Prosecuting T8diJeffreyS�0Ma| Attorney � Assessor xuu/u,, Treasurer Property Manager EXHIBIT A SURPLUS PROPERTY November 3, 2014 Parcel Number Address or Legal Description Land Size Value 1 32105-50-33004 UNION - MCREAVY'S 3RD BLK: 33 7 acres Needs LOTS: 4-16 &ALL BLKS 34-40 INC assessme nt 2 32019-56-24005 Needham and Days N1/2 tract D, lot in .15 $7,500 City of Shelton 3 42212-50-01051 Lot off 101 in Hoodsport. Block 1, Lots 0 $760 51-55 EX 4 22206-53-00040 70 NE Firwood Place,Tahuya 0 $900 5 12209-34-00060 TR 6 OF SE SW. Classified as .26 $7,200 Transportation. Quail Hill Road Right of Way, Belfair. Uneconomic R. 6 12220-50-80901 ALLYN BLK: 80 VAC PTN SHERWOOD 7? 0 AVE 10' wide AD] Lot: 6 1/4 interestADJ LOT: 6 - 1/4 INT No Map available 7 42212-51-10903 Hoodsport mcReavy add block 10 tract ?? 0 4 No map or information 8 42212-51-10901 HOODSPORT - MCREAVY'S ADD BLK: ?? $500 10 TR 4 1/2 INT. No map available 9 42024-13-00480 Property under 101 overpass behind .27 $265 Miles Sand and Gravel 10 61930-51-00001 Lot 1 Riverhaven, near Decker Creek, 0 $90 Schafer Park Rd 11 32205-75-90010 1560 NE Hahobas Dr Tahuya, Dump site 3.05 $34,400 and clean up acres 12 32018-52-01902 REED'S ADDITION TO SHELTON BLK: .04 $375 1 LOT: 9 S 125' EX E 45' OF Long narrow property in Shelton- Useless 13 22035-23-00000 GOVT LOT 1 1/144TH INT. No Map 29 acres $1285 14 12118-22-00011 Uneconomic Rem. Off Grapeview loop .5 acres $7,020 road. Possible RV site? 15 12118-22-00012 Uneconomic Re. off Grapeview Loop .36 acres $8,775 Road 16 12207-34-60020 Off Rasor Road, logged in 2014 5 acres $45,500 17 12220-34-00080 Off Grapevie Loop Road, Uneconomic 1.9 acres $20,800 Rem -waterfront 18 22002-75-00170 1210 E Deer View Circle, Harstine Island 5 acres $52,000 Dump site 19 22005-30-02323 No results 20 22005-55-00007 91 E Wilchar Blvd—hulk mobile home ? $5,000 21 22005-55-00008 91 E Wilchar Blvd—hulk mobile home ? $5,000 22 22005-55-00009 91 E Wilchar Blvd—hulk mobile home ? $39,665 23 22129-24-6000 Land on SR3 by Pickering Intersection 2.5 acres $15,750 24 22129-75-90092 Anthony Road junk yard, needs clean 1.04 $15,300 up acres 25 22129-75-90093 Anthony Road junk yard, needs clean 1.03 $15,300 up acres 26 22213-11-60030 Near Rasor Road,Access issue, logged 26 acres $65,000 in 2014 27 32105-50-23000 McReavy Road vacant land, adjacent to 9 acres $54,720 transfer station 28 32105-50-33004 McReavy Road vacant land, adjacent to 7 acres No transfer station estimate 29 32232-52-08021 Lot next to Union Park .6 acre $6,440 30 52024-41-00000 NE SE EX SEE SURVEY 1/233 Little 6.5 acres $14,650 Egypt Rd 31 52024-41-00030 N1/2 N1/2 S1/2 NE SE SEE SURVEY 5 acres $10,000 1/233 Little Egypt Rd 32 52024-41-00040 S1/2 N1/2 S1/2 NE SE SEE SURVEY 5 acres $10,000 1/233 Little Egypt Rd 33 52024-41-00050 S1/2 S1/2 NE SE SEE SURVEY 1/233 10 acres $12,500 Little Egypt Rd 34 61936-41-00040 On Cloquallum Road, almost in GH .96 acres $4,095 County Vacant Land Full xxx Bucktail View, Belfair 98528 LP: $170,000 MLS#: 959035 Status: Expired CDOM: 784 OLP: $170,000 (10/01/2018) Area: 180-North Mason County: Mason Commty: Trails End Remarks Nearly 25 acres of mostly level to rolling property that has recently been logged.Currently zoned RR10 and possibly can be subdivided into two parcels. yS Agent/Office Information Agent: Richard Beckman Agent Ph: (360)790-1921 (Cellular) Office: Richard Beckman Realty Group Office Ph: (360)426-5521 Fax: (360)426-1645 Comm: 4 Entered By: General Information Lot Size: 24.930 ac/1,085,950 sf Lt Sz Src: Assesssor Price/Lot$16 SF: Elementary: Buyer To Verify Jr High: Buyer To Verify Snr High: Buyer To Verify School Dist: North Mason #403 list Dt: 07/07/2016 Entry Dt: 07/08/2016 Exp Dt: 09/30/2018 Lot#: TR 3 of NE NE Map Book: Unknown Gd/Map: cc, Owner Nm: Mason County Own Ph: (360)426-9670 TaxID: 222131160030 Agent Rmks: Possibly acquired through tax foreclosure.May be subject to redemption.Title insurance may not be available and title maybe transferred with a bargain and sale deed.Please use Mason County Title order#125043.Buyer shall pay for title insurance. Directions: park at the dead-end and walk through Green Diamond gate. Section Above Price Map Link: Yes Prim Ttl: Yes Show Pub: Yes Internet Ad: Yes Pro Blog: Yes Allow VI: Yes Bank/REO: No 3rd Prty: Other-See Remarks Auction: No Own City/St: Shelton,WA SubD/Prj: Trails End Listing Information Ann Taxes: Tax Year: Sketch: No Form 17: Not Provided First Refusal: No Comm Int Cmty: HOA Dues Incl: Zone Class: Residential Zone Jur: County Possession: Closing Style Cd: 41-Res-Over 1 Acre Terms: Cash Out,Conventional Site Information Lot Top/Veg: Improv: Water: Not Available Electricity: Not Available Sewer: Not Available Gas: Not Available Road Info: See Remarks MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Chief Kevin Hanson DEPARTMENT: Sheriff's Office Corrections Division EXT: 369 BRIEFING DATE: 01/14/2019 PREVIOUS BRIEFING DATES: 08/21/18 If this is a follow-up briefing, please provide only new information ITEM: Adjust Sheriff's Corrections Lieutenant salary to alleviate compression with subordinate personnel. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Corrections Lieutenant is a mid-level manager who supervises the 1t level supervisors (Sergeants who are represented and non-exempt) in the Corrections Division. The Lt. is responsible for the daily operations of the division. The Lieutenant position is exempt and non-represented. On August 21", 2018, the Board of County Commissioners re-aligned the Corrections Lieutenant to the salary grid at a salary range 35, which is $5968-$7087 per month. The Lieutenant position is not eligible for overtime, longevity, education incentive, or holiday pay. The Lt. position is also on the county health insurance which costs $655.00 for comprehensive medical coverage. The Sergeant position is a union position. The salary range for Sergeant is $5501- $5725 per month. The position also receives, holiday pay, overtime, compensatory time, education incentive, specialty incentive pay, and receives their health insurance through the union which is no out of pocket for the comprehensive medical plan. In 2018, the average Corrections Sergeant wage, calculated with all paid incentives, was $7866 per month. The wage for the average Sergeant in 2018 is $779 per month more than a top step Lieutenant; that is not including the non-union expense for comparable medical insurance. When the cost of the comprehensive medical insurance ($655) is added to the Lt. wage, the disparity, at top step Lt. becomes ($1434) per month and the bottom Lt. step is ($2,553) per month. The jail Chief is at a salary range 43, which is $7,253-$8,612. The typical county differential between promotional positions is 5%. BUDGET IMPACTS: No budget impact for 2019. The Lt. Position was budgeted based on the salary of the previous Lt who was 'Y" rated after the August 2018 BOCC salary restructuring. Briefing Summary 1/9/2019 RECOMMENDED OR REQUESTED ACTION: Re-align the Lt. Salary range to range 41 ($6907.84-$8201.82) on the non- represented county salary grid. This would represent a salary 5% below the Chief Deputy's salary schedule. ATTACHMENTS: Sergeant v. Lieutenant wage spreadsheet Briefing Summary 1/9/2019 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Undersheriff Travis Adams DEPARTMENT: Sheriff's Office EXT: 313 BRIEFING DATE: 01/14/2019 PREVIOUS BRIEFING DATES: if this is a follow-up briefing, please provide only new information ITEM: Convert current patrol Community Service Officer (CSO) position to a fully commissioned deputy position in order to meet industry standards in our civil service process. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Until November 2018 the MCSO had a CSO serving civil papers for the office. Although the former CSO, Officer Phil Bergh, did an excellent job, he was not a fully commissioned, armed deputy due to his job classification. Serving civil papers is an inherently dangerous job. The person in this position serves domestic violence protection orders, serves orders which require confiscating property, and must cause to be removed people from their residences. During his tenure, CSO Bergh had been in many threatening situations, and he was even attacked by a subject with a knife. Due to the inherently dangerous nature of the work, we believe that a fully commissioned deputy should serve civil papers for Mason County. Our office checked with other agencies in the region to determine which, if any, used CSOs to serve civil papers. We found that all our regional partners use fully commissioned personnel to serve civil papers due to the inherent dangers associated with the position. BUDGET IMPACTS: The MCSO is currently funded for a Step 7 CSO which is approximately $75,670 annually. A full deputy's position at Step 4 is approximately $103,535 annually. We request a transfer from CE to cover the $27,865 difference so the CSO position can be converted to a deputy position. (**We used a Step 4 deputy salary because we hope to hire lateral applicants who are usually started in the mid-range of the salary scale.) RECOMMENDED OR REQUESTED ACTION: Approve the transfer of $27,865 to wages and benefits in the MCSO budget so that the current CSO position can be converted to a fully commissioned deputy position. ATTACHMENTS: N/A Briefing Summary 1/9/2019 Sergeant Vs Lieutenant Wage disparity-Corrections Monthly average Sgt wages Monthly Lieutenant wage 12mo avg Bottom range Top Range Base $5,576 $5,968 $7,087 Step 35$5968-7087, FLSA Exempt,non represented Longevity $107 $0 $0 Based on 2018 actual sergeant avg. Education $141 $0 $0 Based on 2018 actual sergeant avg. Overtime $650 $0 $0 Based on 2018 actual sergeant avg. Holiday OT $283 $0 $0 Based on 2018 actual sergeant avg. Comp Value 1 109 LO LO Based on 2018 actual sergeant avg. Sub Total $7,866 $5,968 $7,087 Composite Insurance 0L 655 655 Value of comparable County Insurance Total $7,866 $5,313 1 $6,432 Difference $0 ($2,553) ($1,434) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen, Planning Manager DEPARTMENT: Community Services EXT: 286 BRIEFING DATE: January 14, 2019 PREVIOUS BRIEFING DATES: 10/16, 11/19, 11/26, 12/10, 12/17/2018 & 1/7/2019 ITEM: Public Benefit Rating System (PBRS). EXECUTIVE SUMMARY: The Mason County Planning Advisory Commission (PAC) voted (5-0) to recommend approval of the PBRS. The PAC considered the BOCC's remanded version (10-22-2018) and public testimony at their November 19, 2018 meeting and public hearing. The PAC recommends the PBRS version dated 11-20-2018. Commissioner Drexler recommended several amendments to the PBRS during the 12-18-2018 public hearing. This version is dated 12-18-2018. This briefing is to discuss the PBRS final draft prior to the scheduled BOCC public hearing on January 15, 2019 (continued from December 18, 2018). In addition, the BOCC needs to make a final decision on the timing/grandfathering of existing Open Space parcels. BUDGET IMPACTS: The PBRS will change the way property tax reductions are applied under the current Open Space program. However, the overall property tax collected will not change. RECOMMENDED OR REQUESTED ACTION: Discussion. Planning staff is meeting with Assessor Patti McLean on Friday, January 11, 2019 to discuss the PBRS. Staff will update the Commission on the conversation. ATTACHMENTS: None (refer to briefing packet dated 1/7/2019) Briefmg Summary 1/9/2019 PUBLIC WORKS MONDAY,JANUARY 14,2019– BRIEFING ITEMS FROM PUBLIC WORKS (For Commissioners Meeting January 22,2019) Items for this meeting are due to Diane Zoren on Wednej.jj�,January 16,2019 5.0 CORRESPONDENCE AND ORGANIZATIONAL BUSINESS (None) 8.0 APPROVAL OF ACTION ITEM • Cultural Resources Services—Skokomish River Basin Ecosystem Restoration project • Re-advertise Call for Bids for the Asphaltic Materials for 2019 • Re-advertise Call for Bids for Culvert Pipes and Culvert Linings for 2019 • Legislative Capital Budget Request and form submittals for Belfair Sewer Extension • Grinder Pump Service Contract Amendment 1 with Correct Equipment 9.0 OTHER BUSINESS (None) 10.0 PUBLIC HEARINGS AND ITEMS SET FOR A CERTAIN TIME (None) DISCUSSION ITEMS: Attendees: Commissioners: Public Works: Other Dept.: Press: Public: _Randy Neatherlin _Jerry Hauth List below: List below List Below: _Kevin Shutty _Diane Sheesley _Sharon Trask Bart Stepp Loretta Swanson —Others-List below: MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jerry Hauth, PE, Director/Diane Sheesley, PE, County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: January 7, 2019 PREVIOUS BRIEFING DATES: (If this is a follow-up briefing, p/ease provide only new information,) ITEM: Cultural Resources Services — Skokomish River Basin Ecosystem Restoration EXECUTIVE SUMMARY: Public Works requests Board authorization to select a consultant for cultural resources services in an amount not to exceed $20,000. The Army Corps of Engineers will use the work product to complete design of the Skokomish River Basin Ecosystem Restoration projects. BUDGET IMPACTS: Expenditures for this work will be paid for out of Fund 192 (Skokomish Flood Control Zone Fund). The expenditures will count as Work-in-Kind (WIK) under the design agreement between Mason County, the Skokomish Indian Tribe and the Department of the Army. The local sponsors are responsible for'35% of the total design costs and the Federal sponsors contribute 65% under this design agreement. The Mason Conservation District secured grant funding to cover the local sponsor design costs. Fund 192 will be reimbursed by Floodplains by Design administered by Mason Conservation District. A budget amendment for Fund 192 is recommended to account for additional grant revenue and design expenditures for the Skokomish Ecosystem Restoration General Investigation. RECOMMENDED ACTION: Recommend the Board authorize Public Works to select and the County Engineer to sign the agreements for cultural resources services from the County MRSC Consultant Roster. The maximum pay-out is not to exceed $20,000. Public Works will announce the consultant selection during a regular scheduled Commission meeting. Briefing Summary MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Cyndi Ticknor, Road 0&M & ER&R Manager DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: January 14, 2019 PREVIOUS BRIEFING DATES: (If this is a fo/%w-up briefing,please provide only new information,) ITEM: Re-Advertise Call for Bids: Asphaltic Materials for 2019 EXECUTIVE SUMMARY: Annually, Public Works/ER&R solicits for Asphaltic Materials used for road maintenance projects. This year's solicitation was approved by the Board on November 27, 2018 and Public Works/ER&R held a bid opening on December 28, 2018 and receive two (2) responsive bids (Bid tabulation attached). Per RCW 36.32.256, the county may award road maintenance material contracts "to multiple bidders for the same commodity when the bid specifications provide for the factor of hauling distance to be included to in the determination of which vendor is truly the lowest price to the county" and the county may re-advertise for additional bidders if it deems it necessary in the public interest. Public Works/ER&R would like to accept the two bids received and request authorization from the Board to re-advertise for additional bidders. RECOMMENDED OR REQUESTED ACTION: Recommend the Board authorize Public Works/ER&R to accept Granite Construction and Pryamid Materials 2019 Asphaltic Materials bids and re-advertise, set bid opening date/time, award and allow Chair to sign all pertinent documents. Contract award(s) will be announced at a scheduled meeting of the Board of Mason County Commissioners. Attachments: Bid Tabulation BID TABULATION SHEET BID OPENING: December 28, 2018 2019 ASPHALTIC MATERIALS Granite Construction Pryamid Materials Shelton & Silverdale Locations BIDDER NO: 1 BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4 ITEM ITEM UNIT FTOTAL UNIT TOTAL UNIT UNIT NO. DESCRIPTION UNIT FPRICE PRICE PRICE PRICE PRICE PRICE 1 HMA Class 1/2'' PG 64-22 TON $ 62.00 $ 67.27 $ 62.50 $ 67.81 2 HMA Class 3/8" PG 64-22 TON $ 65.00 $ 70.52 $ 68.50 $ 74.32 3 MC 250 Cold Mix TON $ 100.00 $ 108.50 NO BID NO BID 3 EZ Street Cold Mix TON NO BID NO BID NO BID NO BID 4 CSS 1 (undiluted tack coat) TON NO BID NO BID NO BID NO BID Perma-Patch Cold Patch (60 PALLET Ib bas or roved e ual NO BID NO BID NO BID NO BID 5 D MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Cyndi Ticknor, Road 0&M & ER&R Manager DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: January 14, 2019 PREVIOUS BRIEFING DATES: (If this is a follow-up briefing, please provide only new information,) ITEM: Re-Advertise Call for Bids: Culvert Pipes and Culvert Linings for 2019 EXECUTIVE SUMMARY: Annually, Public Works/ER&R solicits for culvert pipes and/or culvert linings used by the Public Works Department. This year's solicitation was approved by the Board on November 27, 2018 and Public Works/ER&R held a bid opening on December 28, 2018 and receive one (1) responsive bid that only provided a bid for snap title HDPE pipes (Bid tabulation attached). Per RCW 36.32.256, the county may award road maintenance material contracts "to multiple bidders for the same commodity when the bid specifications provide for the factor of hauling distance to be included to in the determination of which vendor is truly the lowest price to the county" and the county may re-advertise for additional bidders if it deems it necessary in the public interest. Public Works/ER&R would like to accept the one bid received for Snap title HDPE pipes and request authorization from the Board to re-advertise for additional bidders that can supply aluminum and polyethylene pipes. RECOMMENDED OR REQUESTED ACTION: Recommend the Board authorize Public Works/ER&R to accept ISCO Industries, Inc 2019 Culvert Pipes and culvert Lining bid and re-advertise, set bid opening date/time, award and allow Chair to sign all pertinent documents. Contract award(s) will be announced at a scheduled meeting of the Board of Mason County Commissioners. Attachments: Bid Tabulation BID TABULATIONS 2019 Culvert Pipe & Culvert Linings ISCO Industries Inc BID OPENING:December 28, 2018 BIDDER NO: 1 BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4 ITEM ITEM UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB NO. DESCRIPTION UNIT PRICE Destination PRICE Destination PRICE Destination PRICE Destination Aluminum Culvert Pipe 12"Culvert 1 FT No Bid No Bid 12"Band Couplers 2 EACH No Bid No Bid 12"Beveled End Section 3 EACH No Bid No Bid 18"Culvert 4 FT No Bid No Bid 18"Band Couplers 5 EACH No Bid No Bid 18"Beveled End Section 6 EACH No Bid No Bid 18"Pipe Arch Culvert � FT No Bid No Bid 24"Culvert 8 FT No Bid No Bid 24"Band Couplers g EACH No Bid No Bid 24"Beveled End Section 10 EACH No Bid No Bid 24"Pipe Arch Culvert 11 FT No Bid No Bid 30"Culvert 12 FT No Bid No Bid 30"Band Couplers 13 EACH No Bid No Bid 30"Beveled End Section 14 EACH No Bid No Bid 36"Culvert 15 FT No Bid No Bid 36"Band Couplers 16 EACH No Bid No Bid 36" Beveled End Section 17 EACH No Bid No Bid 42"Culvert 18 FT No Bid No Bid 42"Band Couplers 1g EACH No Bid No Bid 42"Beveled End Section 20 EACH No Bid No Bid 1 BID TABULATIONS 2019 Culvert Pipe & Culvert Linings ISCO Industries Inc BID OPENING:December 28, 2018 BIDDER NO: I BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4 ITEM ITEM UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB NO. DESCRIPTION UNIT PRICE Destination PRICE Destination PRICE Destination PRICE Destination 48"Culvert 21 FT No Bid No Bid 48"Band Couplers 22 EACH No Bid No Bid 48"Beveled End Section 23 EACH No Bid No Bid Polyethylene Pipe 12"Pipe 2q FT No Bid No Bid 12"Couplers 25 EACH No Bid No Bid 12"Beveled End Section 26 EACH No Bid No Bid -TFPipe 27 FT No Bid No Bid 18"Couplers 28 1 EACH I No Bid No Bid 18" Beveled End Section 29 EACH No Bid No Bid 24"Pipe 30 FT No Bid No Bid 24"Couplers 31 1 EACH I No Bid No Bid 24"Beveled End Section 32 EACH No Bid No Bid 30"Pipe 33 FT No Bid No Bid 30"Couplers 34 EACH I No Bid No Bid 30"Beveled End Section 35 EACH No Bid No Bid 36" Pipe 36 EACH No Bid No Bid 36"Couplers 37EACH No Bid No Bid 36"Beveled End Section 38 EACH I No Bid I No Bid 2 BID TABULATIONS 2019 Culvert Pipe & Culvert Linings ISCO Industries Inc BID OPENING: December 28, 2018 BIDDER NO: 1 BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4 ITEM ITEM UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB NO. DESCRIPTION UNIT PRICE Destination PRICE Destination PRICE Destination PRICE Destination 42"Pipe 39 FT No Bid No Bid 42"Couplers 40 EACH No Bid No Bid 42"Beveled End Section 41 EACH No Bid No Bid 48"Pipe 42 FT No Bid No Bid 48"Couplers 43 1 EACH No Bid No Bid 48"Beveled End Section 44 EACH No Bid No Bid Snap Tite HDPE or Approved Equiv PER TRUCK Snap Tite HDPE Pipe or Equiv. 10.75" 45 21'stick EACH $ 362.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv. 12.75" 46 21'stick EACH $ 493.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv. 14" 47 21'stick EACH $ 557.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv. 16" 48 21'stick EACH $ 698.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv. 18" 49 21'stick EACH $ 817.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv.20" 50 24'stick EACH $ 1,170.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv.24" 51 24'stick EACH $ 1,581.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv.28" 52 24'stick EACH $ 2,079.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv.30" 53 24'stick EACH $ 2,431.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv.32" 54 24'stick EACH $ 2,801.00 $ 4,000.00 E56 Snap Tite HDPE Pipe or Equiv.36" 24'stick EACH $ 3,441.00 $ 4,000.00 Snap Tite HDPE Pipe or Equiv.42" 24'stick EACH 1 $ 4,538.00 $ 4,000.00 3 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: January 14, 2019 PREVIOUS BRIEFING DATE: ITEM: Legislative Capital Budget Request for Belfair Sewer Extension EXECUTIVE SUMMARY: In the 2018 State Capital Budget the County was awarded $515,000 towards the planning and design of a sewer collection system expansion from the Belfair Water Reclamation Facility (WRF) to the Puget Sound Industrial Center area in Bremerton. In addition the City of Bremerton signed an interlocal agreement with the County and committed another $1,000,000 towards completing the design of that project. The two attached budget request forms are funding requests to complete the construction of a sewer collection system expansion from the Belfair WRF to the northern terminus of the SR 3 Freight Corridor Project, which will pass by close to the Belfair WRF. Construction would occur at the same time as construction of the SR 3 Freight Corridor Project. Completion of the project once constructed would allow for easy sewer connections for commercial and industrial development in the north part of the Belfair UGA along the freight corridor path. Sewer service is needed for those properties to develop to urban densities. Extension of the sewer collection system beyond the northern terminus to serve the Port of Bremerton and/or the Puget Sound Industrial Center would occur later. The timing and location of additional sewer expansions would be dependent on development and funding from the City of Bremerton and/or private developers. Cost Impact to the Countv The $11,000,000 budget request would be sufficient funds to complete construction without additional matching funds from the County. The County would be responsible for paying the salaries and benefits of staff who manage and inspect the project during construction. This cost would come out of the Belfair Sewer Fund #413. RECOMMENDATION: Approve the legislative requests and authorize the Public Works Director to submit these forms to the appropriate legislators. Attachment 1. House Legislative Request Form 2. Senate Legislative Request Form Briefing Summary i 2019 Legislative Session Member Requested Local Community Project Information Form Request must be submitted by March 1, 2019. Important Notes: This is not a formal grant program. This form provides information for House members to request a separate appropriation in the capital budget for this project. Funding any project is at the discretion of the Legislature. Funds are available on a reimbursement basis only and cannot be advanced. Projects may be subject to state prevailing wage law(Chapter 39.12 RCW). Requesting organization are encouraged to consult the Industrial Statistician (David Soma:360-902-5330 or somd235@lni.wa.gov)at the Washington State Department of Labor Industries to determine whether prevailing wages must be paid. High-performance building requirements(Chapter 39.35D RCW)and Executive Order 13-03 regarding life cycle and operating costs in public works projects may also apply. Project Name: Belfair Sewer Extension to Puget Sound Industrial Center Project Legislative Sponsor(s): Rep. Drew MacEwen, Senator Tim Sheldon Funding Requested: $ 11,000,000 Do not directly enter the Funding Requested amount. Instead,enter the relevant amounts under"Requested Dollar Amount"on page 2. Then right click the highlighted number above and select update field. Where is the project physically located? Address of Project Site: 25200 NE State Route 3, Belfair, WA 98584 District: 35 City: Belfair County: Mason Use http://www.mapcoordinates.net/en Latitude: 47.444 Longitude: -122.823 to determine coordinates of the site. Project Contact Name(s): Jerry W. Hauth, PE Title: Director Public Works and Utilities Organization: Mason County Organization Website: www.co.mason.wa.us Phone: (360)427-9670 x450 E-mail: jhauth@co.mason.wa.us Mailing Address: 100 W. Public Works Drive, Shelton, WA 98584 NOTE:This form is prepared for the use of the Capital Budget Chair, Representative Tharinger. He may elect to submit this form for filing in the Capital Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form or information from the form may be filed with the state agency that distributes funding for the project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW. Revised October 30,2018 10819 Belfair PSIC Sewer House Request Form.docx Page 1 of 5 • Organization Information Yes/No Is the requesting organization registered with the state as a non-profit organization? No Is there a current or pending 501(c)(3) IRS registration? No If answered no to either of the above, is applicant a local government? Yes Project Information: (1)As concisely as possible, describe the entire project and the scope of the project for which the funds are requested: Project would complete the right of way (or easement) acquistion and the construction of a sewer collection system along the new SR3 Freight Corridor Project alignment to the Belfair Wastewater Reclamation Facility. Mason County was previously awarded $515,000 in the 2018 capital budget towards the design of this project. In addition the City of Bremerton has committed to providing up to$1,000,000 in funds over the next three years to assist in the planning and design for this project. Initially the sewer system would be constructed from the northern terminus of the SR 3 Freight Corridor project to the Belfair Belfair Water Reclamation Facility(WRF). It would be designed so that future industrial development in the Puget Sound Industrial Center(PSIC) could connect with the Belfair WRF. This project would also include installing a reclaimed water line from the Belfair WRF along the SR 3 Freight Corridor to the northerly terminus for extension to the PSIC area. The ability to provide reclaimed water to PSIC customers could be beneficial to potential large industrial water users. By constructing this as a Bid Additive to WSDOT's SR 3 Freight Corridor Project, the County should see substantial savings in construction costs from economies of scale related to clearing, grading, and project management. Constructing this at the same time as the SR 3 Freight Corridor Project will be an efficient use of taxpayerfunds. (2) If the entire project will not be completed after the requested state funding and matching funds are used, describe: (a) what phase of the project will be completed with the portion funded by this request and how it will benefit the public; and The funding requested in this ask will complete the right of way and construction for this first segment of the project. The County was previously awarded legislative funds to complete the design and permitting of the project. This project will benefit the public by providing infrastructure for commercial and residential development in the Belfair UGA and future development in the Puget Sound Industrial Center area. It will also provide additional sewer connections to the Belfair Sewer System, which currently has an underutilized treatment system. This, in turn, would improve the financial viability of the Belfair Sewer System, a system which the state provided millions of dollars in loans and grants to construct. NOTE:This form is prepared for the use of the Capital Budget Chair, Representative Tharinger. He may elect to submit this form for filing in the Capital Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form or information from the form may be filed with the state agency that distributes funding for the project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW. Revised October 30,2018 10819 Belfair PSIC Sewer House Request Form.docx Page 2 of 5 (b)the phases and schedule for completion of the project. Design—December 2019—January 2021 Right of Way and Permitting—August 2020—July 2021 Construction—Fall 2022—Winter 2024 (3) Start and Completion Dates: 12/2019 to 12/2024 (4) Eligible Project Type or Phase (Check all that apply to this funding request and insert requested amount. Enter whole numbers(no$sign) under Requested Dollar Amount. To calculate the fee and Total, right click on the highlighted number and select update field. Requested Dollar Amount ® Land Acquisition $ 250000 ❑ Demolition and Site Preparation $ 0 ❑ Design $ 0 ® New Construction $ 9500000 ❑ Renovation $ 0 ❑X Other(describe) Construction Administration $ 1200000 Total Funding Requested: (right click highlighted number and select update field) $ 11,000,000 NOTE:Total Funding includes a mandatory Commerce Administrative Fee of 3% (up to$50,000) ❑ Attachments: (Please enclose any materials that further describe the project and its financing.) Yes/ No (5) Is this a joint project? Yes If yes, has a joint operating agreement been signed? No If yes, list the partners for the project. City of Bremerton. The Port of Bremerton is also supportive of this project. (6) Is the site owned, optioned for purchase, or under a lease? Future WSDOT ROW (7) Does the applicant understand and agree that any and all real property owned, optioned for purchase, or under a lease, that is acquired, constructed, or otherwise improved using state funds approved by the Legislature must be held and used for the purposes stated in this application for at least ten years from the date of the final payment made for the project? Yes (8) Has the applicant initiated a capital fundraising campaign? No If yes, what percent of matching funds have been secured? (Enter a number]% NOTE:This form is prepared for the use of the Capital Budget Chair, Representative Tharinger. He may elect to submit this form for filing in the Capital Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form or information from the form maybe filed with the state agency that distributes funding for the project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW. Revised October 30,2018 10819 Belfair PSIC Sewer House Request Form.docx Page 3 of 5 (9) What other sources of matching funds are being pursued? Please list all sources and amounts. The City of Bremerton has agreed to provide up to$1,000,000 over the next three years to assist with the planning and design for this project. (10) Please list all past and current efforts to obtain state funding for this project, including year, state agency, specific fund source, and whether or not funding was obtained. 2018 Capital Budget—Mason County requested $1,133,000 from the legislature for design and received $515,000. (11)What source(s) of non-state funds exist for completion of the project?Once completed, how will the project fund its ongoing maintenance and operation? The City of Bremerton has committed to providing$1,000,000 over the next three years to this project from their capital program. Residential and commercial sewer fees to the Belfair Sewer System owned by Mason County will fund the ongoing maintenance and operation of the system when it is completed. (12) Public benefits of the project: Completion of the project will enable Mason County to provide sewer service to the northeast part of the Belfair Urban Growth Area. It will also provide the backbone of a collection system the City of Bremerton and the Port of Bremerton could use in the future to provide sewer service to developments in the Puget Sound Industrial Center(PSIC). The project will also include the Installation of a reclaimed water line from the Belfair WRF; which will allow development in the PSIC area to tap into reclaimed water for industrial use. (13) Will this project have a revenue-generating component that would have community and state economic benefit? Please describe and quantify. The sewer revenues generated from providing sewer service would go towards paying for the operation and maintenance of the Belfair Sewer System but would not generate a profit for the County. The Belfair Sewer System currently has a very high debt load and additional customers would improve the financial viability of the sewer system. (14) Please quantify any short-and long-term job creation that will result from this project. Completion of the sewer system would provide infrastructure needed for commercial and industrial development in the Belfair UGA and Puget Sound Industrial Center. This type of infrastructure development has the potential to enable business to develop in the Belfair Area, creating long-term job opportunities. During construction the project would employ 5-10 employees for two years. NOTE:This form is prepared for the use of the Capital Budget Chair, Representative Tharinger. He may elect to submit this form for filing in the Capital Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form or information from the form may be filed with the state agency that distributes funding for the project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW. Reed October 30,2018 10819 Belfair PSIC Sewer House Request Form.docx Page 4 of 5 (15)Are there any community concerns about this project (i.e. conflict with land use, neighborhood concerns, other) that would prevent it from moving forward? The project would be constructed along the path of the WSDOT SR 3 Belfair Freight Corridor Project. That project has support from the Belfair Community and Mason County. For Office Use Only Legislative Sponsor Click or tap here to (Signature) Click here to paste signature. Date enter text. Tips: Successful past projects generally are ones in which the requested state funds:(1)are used for a facility providing an important public benefit;(2)are a small portion of the total project funding(25%or less);(3)result in a completed project or phase usable by the public for the intended purpose when the state funds are expended;and(4)are for a project that is ready for construction or renovation and will be completed within the biennium. NOTE:This form is prepared for the use of the Capital Budget Chair, Representative Tharinger. He may elect to submit this form for filing in the Capital Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form or information from the form may be filed with the state agency that distributes funding for the project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW. Revised October 30,2018 10819 Belfair PSIC Sewer House Request Form.docx Page 5 of 5 a SENATE Date Received DEMOCRATS FAIRNESS.OPPORTUNITY Senator Frockt 2019 Senate Democratic Caucus Budget Staff Member Requested Local Community Project Information Form This request must be submitted to Senator David Frockt by February 15th 2019. Project Name: Belfair Sewer Extension to Puget Sound Industrial Center Project Legislative Sponsor: Physical Location of Project Senator Sheldon Address of Project Site: Representative MacEwen J 25200 NE State Route 3, Belfair, WA 98584 District: 35 Amount Requested: $ 11,000,000.00 I. Project Contact Information Name(s): Jerry W. Hauth, PE Title: Director Public Works and Utilities Organization: Imason County Organization's Website:1www.co.mason.wa.us Phone: (360) 427-9670 E-Mail: jhauth@co.mason.wa.us Mailing Address: 100 W. Public Works Drive Shelton, WA 98584 II. Organization Information (1) Is this organization registered with the state as a non-profit organization? OY (�)N (2) Is there a current or pending 501(c)(3) IRS registration? OY (�)N (3) If answered NO to either of the above, is applicant a local government? (j)Y C)N III. Project Description Please include the phase of the overall project for which funds are requested. Project would complete the right of way(or easement)acquistion and the construction of a sewer collection system along the new SR3 Freight Corridor Project alignment to the Belfair Wastewater Reclamation Facility. Mason County was previously awarded $515,000 in the 2018 capital budget towards the design of this project. In addition the City of Bremerton has committed to providing up to$1,000,000 in funds over the next three years to assist in the planning and design for this project. Initially the sewer system would be constructed from the northern terminus of the SR 3 Freight Corridor project to the Belfair Belfair Water Reclamation Facility(WRF). This project would also include installing a reclaimed water line from the Belfair WRF along the SR 3 Freight Corridor to the northerly terminus. By constructing this as a Bid Additive to WSDOT's SR 3 Freight Corridor Project, the County would see substantial savings in construction costs from economies of scale related to clearing, grading, and project management. Constructing this at the same time as the SR 3 Freight Corridor Project will be an efficient use of taxpayer funds. NOTE. This form is prepared for the use of the Capital Budget Chair, Senator Frockt. He may elect to submit this form for filing in the Capi- tal Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form may be filed with the state agency that distributes funding for the project. If so filed, this form will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW l �! Member Requested Local Community Project Information Form (continued) IV. Project Details 1) What is the Primary Project Objective? (Please check only one.) OEconomic Development O Health Care O Environment QSocial Services Q Historic Facilities O Housing OEducation 0Parks & Recreation 0Other(describe) OInfrastructure OArts and Culture Start Date 12/1/19 Completion Date 12/1/24 2) Eligible Project Type or Phase. (Please check all that apply to this request and insert requested amount.) ❑✓ Land Acquisition $ 250,000.00 ❑ Demolition and Site Preparation $ 0.00 ❑ Design $ 0.00 ❑✓ New Construction $ 9,500,000.00 ❑ Renovation 0✓ other(describe) lConstruction Administration $ 1,250,000.00 Total Request $ 11,000,000.00 3) Is this a joint project? �i Y()N If yes, please list the partners: The City of Bremerton has committed $1,000,000 to assist in the design of the collection system. The collection system could be used in the future to provide sewer service to the Puget Sound Industrial Center properties located within the City of Bremerton UGA. 4) Is the site owned? OY N 5) Is it optioned for purchase? OY N 6) Is it under a lease of 5 years or more with renewal options that total at least 10 years?C)Y N 7) Has project applied (or will apply) for other sources of state funding? (�)Y 0 N If yes, please provide program and details: In 2018 Mason County was awarded $515,000 in the state Capital Budget for the planning and design of the sewer collection system. This funding request is for the land acquisition and construction of the sewer collection system. NOTE. This form is prepared for the use of the Capital Budget Chair, Senator Frockt. He may elect to submit this form for filing in the Capi- tal Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form may be filed with the state agency that distributes funding for the project. If so filed, this form will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW Member Requested Local Community Project Information Form (continued) 8) Has the applicant initiated a fundraising campaign? O Y 0 N If yes, what percentage of matching funds have been secured? What other sources of matching funds are available? Mason County has pledged to pay for the salaries and expenses associated with managing the design and construction of this project, including project funding management. What source(s) of non-state funds exist for completion of the project and its ongoing maintenance and operation? The sewer revenues generated from providing sewer service to properties would go towards paying for the operation and maintenance of the Belfair Sewer System but would not generate a profit for the County. The Belfair Sewer System currently has a very high debt load and additional customers would improve the financial viability of the sewer system. V. Public Benefit (1) Please describe public benefit of the project. Completion of the project will enable Mason County to provide sewer service to the northeast part of the Belfair Urban Growth Area. It will also provide the backbone of a collection system the City of Bremerton and the Port of Bremerton could use in the future to provide sewer service to developments in the Puget Sound Industrial Center (PSIC). The project will also include the Installation of a reclaimed water line from the Belfair WRF; which will allow development in the PSIC area to tap into reclaimed water for industrial use. (2) Please list the measurable objectives of this benefit: This project would enable commercial and industrial development in the northern part of the Belfair UGA and in the future allow for development within the PSIC area. This development would provide jobs and financial benefits to the County and Sewer System. Construction of the system will provide prevailing wage construction jobs for 5-10 people for approximately 2 years. (3) Please describe the measurement process: Public benefit would be measured by how many sewer customers receive sewer service from the sewer collection system. More customers means more commercial and industrial development for Belfair and the PSIC area. NOTE. This form is prepared for the use of the Capital Budget Chair, Senator Frockt. He may elect to submit this form for filing in the Capi- tal Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form may be filed with the state agency that distributes funding for the project. If so filed, this form will become a legislative record subject to public disclosure and will be archived consistent with Chapter 40.14 RCW 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: January 14, 2019 PREVIOUS BRIEFING DATE: October 5, 2018; November 19, 2018 ITEM: Grinder Pump Contract Amendment 1 with Correct Equipment EXECUTIVE SUMMARY: Mason County entered into a service maintenance agreement with Correct Equipment in December of 2018 to provide service for the grinder pumps for the North Bay and Belfair Sewer Systems for 2019 and 2020 under sole source resolution 79-18. The agreement included a price list for servicing the existing pumps on the system or replacing them as needed. When new connections to our sewer systems require grinder pumps, the property owner pays the County a grinder pump fee and the County provides the owner with a grinder pump station consisting of a tank, electrical control panel, and pump. County staff installs the pump once the owner has installed the tank and control panel and service line. The contract we signed inadvertently left out the costs for these new grinder pump stations. This amendment would add the attached price list that includes the cost of these stations to the contract list. Cost Impact to the Countv The County expects to purchase less than 20 stations a year. Since property owners pay grinder pump fees, $4,384.05 per connection in 2019, that pay for 97% of the cost of the stations, there is minimal impact on the overall budget of the utility funds. This will be paid for by the North Bay Fund #403 as part of its budget. The Belfair sewer system also has grinder pumps, but in the last 2.5 years the only new grinder pump connections have been on the North Bay Sewer System. RECOMMENDATION: Approve Amendment 1 of the Grinder Pump Service Contract with Correct Equipment and authorize the Deputy Director/Utilities & Waste Management to sign the amendment for the County. Attachment 1. Resolution 79-18 2. 12/13/18 Signed Grinder Pump Contract 3. Grinder Pump Station Price List 4. Proposed Amendment 1 to Grinder Pump Contract Briefmg Summary RESOLUTION NO. 19-1 A RESOLUTION WAIVING PUBLIC BIDDING REQUIREMENTS AND APPROVING' A SOLE SOURCE PROCURMENT FOR MAINTENANCE SERVICES FOR INDIVIDUAL SEWER GRINDER PUMPS WHEREAS, Mason County is responsible for the maintenance and operation of approximately 450 grinder pump systems for single-family residential properties that have been designated as low pressure sewer areas that connect to either the North Bay Sewer System or the Belfair Sewer System; and WHEREAS, many of the pumps used at the North Bay Sewer System are close to their maximum operational lifespan and need repaired, tested or replaced and upgraded to a new extreme E-One pump. WHEREAS, the County currently uses EOne Pumps for these sewer systems since they are the only pumps that fit the size of the existing grinder pump tanks; and WHEREAS, Correct Equipment is the only licensed supplier of the E-One Pumps in Washington State to provide the replacement parts and accessories that meet our specifications. WHEREAS, RCW 39.04.280(1) (a) specifies exemption to competitive bidding if the purchase is clearly and legitimately limited to a single source supplier; NOW,THEREFORE, BE IT RESOLVED, by the Board of Mason County Commissioners as follows: 1. Correction Equipment is a sole source supplier of the manufactured parts for the grinder pump equipment used at the North Bay Sewer System and Belfair Sewer System, 2.That the County is authorized to purchase maintenance services without proceeding to secure competitive bids, estimated at$200,000. ADOPTED this day of a(/. 2018 BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Randy Neatherlin Chair Terri Drexler,Vi it ATTEST: M lis rry, Clerl f the Board Kevin Shutty, om ssioner APPROVED AS TO FORM: Tim Wh eel —.'SPA Z- AGREEMENT BETWEEN MASON COUNTY DEPARTMENT OF PUBLIC WORKS AND CORRECT EQUIPMENT,INC. FOR GRINDER PUMP SYSTEM MAINTENANCE AGREEMENT INTRODUCTION This Agreement regarding servicingthe GRINDER PUMP SYSTEM MAINTENANCE program is entered into this day of December,2028,between Mason County("County"),a political subdivision of the State of Washingtori,and Correct Equipment,.Mc: (''Contractor"), doing business in the State of Washington. AUTHORITY TO MAKE CONTRACT This Agreementis in furtherance of the County's authority to provide for'pu.but health,safety and welfare,and is:consistent with the Washington State Constitution Article-XII Section 11;. PROCESS: The Caunty declared'a sole source procurement under RCW 39:04.280(1)to select Correct.Equipment, Inc.to service grinder pumps in}Mason:County wastewater systems: In 2016 the County had gone out to bid for this work and Correct Equipment,Inc.was the only one who,bid on the project as they are the sole supplier of the:pumpg"in the State of Washington. Because of that the County determined that a sole source procurement.was the most advantageous for the County In awarding thfs Agreement;that the Contractor is qualified to provide the services sought bythe County;and that the Contractor has. offered to provide those services in a manner and at rates that the County finds to be in the best interests of the.ratepayer living within the.County and using the services,and in,a manner that the County finds to be financially sound and advantageous compared.to other methods. It is the intent of this.Agreement to provide a two-year term relationship between the County and Contractor for repair and maintenance of:wastewater grinder pumps. COSTS Costs are-the prices set out by the Contractor and accepted by the Gaufitty; Said costs will gn into effect on January 1;2019The cost ofservice shall be computed on a monthly basis according to the service provided and costs established by this Agreemerit. DESIGNATED AGREEMENT ADMINISTRATION if atany time the Contractor is required to have County approval that approval shall come from the Public Works Director artheir designee, The Director or their designee will work closely with tie Contracto.rto confirm any approva.lts).required by this Agree.rnent. Page Iof9 113018 Grinder Pump Maintenance Contract.docx z SERVICE AG REEM ENT The,Se:rvice Agreement includes this Agreement,and 1. Sold Source Procurement Resolution 79-18; 2.. E-one parts price list submitted:10/5/18;: 3. Grinder Pump prices and service rates:provided.ort 10/5/18;and 4. Any and ail appendices,amendments extensions to or extensions.of the foregoing documents which the parties have agreed.to in the manner prescribed by this Agreement. In the event of conflict(s)among service Agreement documents,then information from the latest documents (as.determined bythe date issued)shall supersede any earlier conflicting,information. SCORE OF WORK The Agreement calls for performance of work for a period of:(2)two years beginning on January.1,2019; and'ending on December 31;2020. The Agreement may be renegotiated;at the.County's discretion,for an additional period of time. Subsequent,Agreements,will not be for less than one-year increments and may include price changes. The Contractor must provide sufficient personnel;equipment,supplies and maintenance to.perform all operations and all incidental work in accordance with..these Agreement documents and all applicable laws and regulations pertaining hereto. In general the Contractor will provide grinder pump maintenance services for Mason County Wastewater Systems per their attached prices. RECOR.IJ KEEPING The Contractor shall at all times maintain,an accounting system that uses generally accepted accounting; principles forall.services rendered in connection with this Agreement, The Contractor accounts and records covering these charges and all invoices and payments:onaccount.of'thitAgree.ment shall,be open to inspection for any rcasonrabl.e purpose by the County,their authorized representative and. officers or employees at all times during the terth of`this Agreement and for six.months thereafter. The County shall have the right to inspect and copy all documents,to Interview any persons,and to review any evidence in the Contractor's possession.or control,which mayassist the County in determining What: amounts are owed to the Contractor or County. COMPLIANCE WITH REGULATIONS The Contractor shallcomply with all Federal,State and Local regulations,including Mason County's Sanitary Sewer Regulations All activities will be conducted in accordance with applicable codes, PERMIT COMPLIANCE AND INDEMNIFICATION The Contractor will be requlred.to perform all operations in Complete compliance with all permits issued by the regulatory agencies, Any penalties levied by regulatory agencies for permit non-compliance due to actions of the Contractor will be paid bythe.Contractor at no cost.to the County,or maybe withheld from payment to tiie.Contractor.The Contractor expressly agrees to indemnify and hold the County .harmless for any penalties,,interest:and/or feed assessed or levied against it or the County due to non- compliance with any permits issued by a regulatory agency of the Federal,State,or County Government In connection with the services to be provided by the Contractor pursuant to this Agreement. Page 2 of 9 113018 Grinder Pump Maintenance Contract.docx i l I SEVERABILITY If any term or provisionof this Agree ment,or the application thereof,to any person or circumstances, shall:to any extent be invalid or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable shall not be affected thereby,and each term and provision.of this Agreementshall be valid and enforceable to the;fullest extent allowed bylaw. .Further,the partiesshall negotiate in goodfaiih regarding amendments to this Agreement that would, to the maximum extent possible,effectuate the intent of any provision determined to lie;invalid or unenforceable.. MOST LIZATI ON The Contractor shall be responsible for mobilization of all personnel and equipment. NO THIRD PARTY BENEFICIARY.. The rights and obligations createdby this Agreement are for the sole benefit of the parties;and neither person nor party shall be a.beneficiary,intended or otherwise,of any such rights or be entitled to. enforce any of the obligations created by this Agreement. ADDITIONAL WORK. The County may from time to time request the Contractor to provide improvements or do additional Work beyond the scope of this Agreement. Upon request by the:County,the Contractor agrees to good faith consideration to negotiate accompllshmert of the work desired by the County. :If the Contractor agrees to.negotiate,the parties shall determine the work.to.be done and the compensation to be paid. The County shall not be precluded from awarding,Contracts to any person.ofher than the Contractor for the accomplishment of any desired irbprovements<if the County in its sole discretion.deems such Contracts most beneficial to the County. In such case,the Contractor will cooperate and coordinate wi S I periods of sickness and vacation,additional personnel must be available for the continued and uninterrupted operation of this maintenance program in the usual manner. SERVICESCHEDULE The Contractor shall provide working grinder pumps and pickup grinder pumps needing repairs in accordance.with an agreed upon schedule. The Contractor shall provide on-call provisions for grinder pumps in emergency situations when the County does not have a working pump available, ACCIDENT REPORTS The Contractor shallpromptly_ report In Writing to the Public Works Director,or their designee,all accidents whatsoever arising out cif,or in connection with the performance of the work.whether on,or adjacent to,grinder pump sites;giving full.detafls and statements of witnesses. In addition,should. death;.serious injuries,or serious damage occur,the accident shall be reported by the Contractor immediately by telephone or messenger to the Public Works Director or their designee. INDEMNITY Tathe fullest extent permitted bylaw,the Contractorshall indemnify,defend and,hold harmless Mason County,agenctes of the county and all officials,agents and employees of the county,from:and against all claims to the extent arising out,of or resulting from the.Contractor's performance of the Contrast. "Claim"as used in:this Agreement means:anyfihancial loss,claim,suit,action damage,or expense including but not limited to reasonable attorney's fees,attributable for bodily injury,sickness,disease or death,ot.injury to or destruction of tangible property including loss of:use resulting there from.The Contractors pliligatiori to indemnify,.defend and hold harmless includes.any Balm by the:Contractor's agents,employees,.representatives orany subcontractororits employees. Thettintractor expressly agrees-.to indemnify,defend and hold harmless Mason County for any claim arlsingout of or incident to the Cootractoi's or any Subcontractor's performance or failure to perform: the Contract. The Contractor's obligation to Indemnify,defend and hold harmless Mason County shall be reduced to th:e extent of any actual or.alleged concurrent negligence.of Mason County or its_agents; agencies,employees and:officials.. INSURANCE At a minimum,the Contractor shall.provide insurance that meets or exceeds the:requirements detailed in'Exh bit.A Insurance Requirements." CONTRACT ADMINISTRATION This Agreement shall be administeredon behalf:of the.Coplity.bythe Public Works Director or their designee. All communications to the Contractor by the Public Works birectorshall be recognized as made.on behalf of the County:. AH issues concerning Agreement provisions and requirements shall be directed to the Public:Works Director, The following addresses shall be used for communication between parties .MASON COUNTY PUBLIC WORKS CORRECT EQUIPMENT,INC. Jerry liauth Bob Thurston Public Works Director 14576 NE 95t'St: 100 W Public Works Drive Redmond;WA 98052 .Shelton,WA. 98584 Page.4 of 9 1.1301$Grinder Pump Maintenance Contract.docx i PROGRESS MEETINGS Periodically,:progress meeting will be held between the parties.The meetings will be used to review and discuss activities and/or complaints accumulated'during the.contract.period. It.is the responsibility of the Contractor to prepare for and.respond to matters brought,to their attention prior to each meeting. The Contractor .will also be:required to present a brief report summarizing the program activity since the previous meeting. CONFUCT OF INTEREST If at any time prior to commencementof,orduring.the term of this Agreement,the Contractbr oranyof, its employees involved in the performance of`this-Agreement shall have ordevelop,an interest in.the subject matter of this Agreement that is potentially in conflict with the County's interest,then Contractor shall immediately notify County of the same. The:notification of County shall be made with sufficient specificity to enable County to make an informed judgment as to whether or not County's interest maybe compromised in any manner by the existence of the conflict,actual or potential. Thereafter,County may require Contractor to take reasonable steps to remove the conflict of interest,. County may also terminate this Agreement.according to the provisions.herein for termination.. TERMINATION Either partyhereto mayAOth or without causetera inate this Agreement by giving written notice of their intention to terminate to the other partyby Certified mail an.d return retept requested. Such termination shall,thereafter,be effective.six months following the date of Written notice,during which period:of time the.terms anti:conditions of the Agreement shall remain in full.force and.effect. The County may terminate with cause lf.the Contractor does Clot Comply With theterms of this. Agreement. Such termination would occur after-written notice to the Contractor and their failure to corre t.defidencieswithi;n 30 days of-the notice. COSTS ASSOCIATED WITH THIS AGREEMENT Mason.County will be assessed the amounts shown below for services per the Contractor's Proposal during the course of the agreement:. Prices may be renegotiated for any contract:extensions: Field Service Rate: $13TS0 per hoUt. Shop Service Rate: $125.00 per hour Diagnosis&Reassefnbly: $100= Rebuilt certified core fee $1,100.170' New brywell Pump Part#D200 $2;1810 New Wetwell Pump Part#U200 $1,823.00 The Contractor reserves the right,to deem it inadvisable to repair a core,due to corrosion,wear,or breakage of critical parts,which would make the pump unreliable after the required repairs.to such cases a$100.00 diagnosis and'disposal fee will be charged, f Attached to this agreement is the E-666 parts price last which will be used to determine the costs for all parts not listed in the.above paragra-.phs. i Page 5 of 9 11301S.Grinder Pump.Maintenance Contract.docx METHOD OF PAYMENT Mason County wffl pay the Contractor on a monthly basis for all.work per 'ding formed,providing Contractorsubmits,to Mason County a-stoternent,which,indicates services providedand costs of said -services,by the 10�of each month. Payment will be made to Con'tractor Within thirty(.30)days pf-the receipt Of a complete and accurate statement. Signed ffitils: _L3 day of December,2018. CONTRACTOR: BOARD OF*COUNTY COMMISSIONERS: CORRECT EQUIPMENT, INC MASON COUNTY,WASHINGTON Signature Signature, hair Vt' Printed Name PrinttcNa. e Company Attest., Approved As To form:. Ch. f Boar Deputy Prosed ey Page 6 of 4 1;1A019 Grinder Pump Maintenance Contract.docx r EXHIBIT A INSURANCE REQUIREMENTS For the duration of this Agreement the Contractor shall maintain in effect all insurance as required herein and comply with all limits,terms and conditions stated therein. Work under this Agreement shall not cornimence until evidence of all required insurance.and bonding.is provided to.the County. Evidence of such insurance shall consist of a completed eopynf the Certificate of Insurance signed by the insurance agent forthe Contractor and returned to the Mason County Deputy Director of Utilities/Waste:Management. If for any reason,any,material.change in the coverage .occurs during the course of this Agreement;such change will not-become effective until 43 days after Mason.County receives written notice of such change... The policy shall be.endorsed and the certificate shall reffect that Mason County is an additional insured on the Contractor's general liability policy with respect to. activities under this Agreement. The policy shall provide and the certificate reflect that the insurance afforded applies separately to each.insured against whom.a claim is made or suit is brought except with respect to emits of thecompany's liability. It is the:responsibility of the:Contractor to.provide fire insurance for."any equipr1not used by the Contractor. This fire insurance shall cover the entire replacement value of the equipment insured. A. MINIMUM Insurance Requirements: L Commercial General Liability Insurance using Insurance Services Office"Commercial General.Liability" policy form CG 00:01;with an edition date priorto.2004,or the exact equivalent.Coverage for an additional insured shall not be limited.to its vicariou's iiabiiity.Defense costs mustbe paid in addition to limits.Limits shall be no less than$1:,000,000 per occurrence for all covered losses and no less than $2,000,000general aggregate,for bodily injury,personal injury,and property damage,including without limitation,blanket contractual liability. 2.Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's.liabilitylimits.for the Contractors,with two(2)or more employees and/or volunteers;no less.than$1,000,000 .per accident#or all covered losses. 3.Business Auto Coverage on ISO.Business:Auto Coverage form CA 00 01 includ.ing owned,non-owned and hired autos,or the exact equivalent.Limitsshall be no less than$2,000,000 peraccident,combined single.limit.If Contractor owns no vehicles,this requirement may be satisfied by a non-,owned auto. endorsement to the general liabllity policy described above.if Contractor or the Contractor's employees will use personal autos in anyway on this project;Contractorsh..all obtain evidence of personal auto liability,coverage for each such person. B Certificate of Insurance: Acutifitate of Insurance naming County as the CeMf Cate Holder.must be provided to County within five(5)days of Contra:ct.execution. C.,Basic Stipulations; 1.Contractor agrees to endorse third party trability coverage required herein to include as additional insureds County,its officials,employees and agents,using l$0 endorsement C820 10 with an edition .date.prior to 2004.Contractoralso agrees to require all Contractors.;subcontractors,and anyone else Page 7of9 113018 Grinder Pump Maintenance Contract.docx . i l t i 1 i 3 i involved in this:Contractor on behalf ofthe Contractor(hereinafter' ndemnifying parties.")to comply with these provisions. l i l 2.Contractor agrees to waive rights of recovery against County regardless of the applicability of any i insurance proceeds,and to.require all indemnifyingparties to do likewise. 3.All insurance coverage maintained or procured by Contractor or required of others by Contractor .pursuant to this Contract shall be endorsed to delete the subrogatl.on,condition as to County,or must specifically allow the named insured to waive subrogation prior to a loss. i 4.All coverage types and limits required are subject to approval, modification and additional requirements by County.Contractor shall not make any reductions in scope or limits of coverage that l may affect County's protection without County's prior written consent S:Contractor agrees to.provide evidence of the insurance required.herein,satisfactory to County, consisting of:a)certificate(s)of insurance evidencing all of the.coverages required and,b)an additional insured endorsement to Contractor's general liability policy using Insurance Services Office form CO 10 10 with an edition date priorto 2004.Contractor agrees, upon request by County to provide complete, certified copies of any policies required within 10 days of.such request;County Lias the right but not.the duty,to obtain any insurance it deems necessary to protect its interests.Any premium so paid by County shallbe charged to and promptly.paid by Contractor or deducted from sums due Contractor.Any actual or alleged failure on thepart of County or any other additional insured under these-requirements to obtain proof of insurance required under this Contract in no way waives Any right.or remedy of County or any additional insured, in this or in any other.regard, 6.If is acknowledged by the parties of this Contract that all insurance coverage required to be provided by Contractor or indemnifying party,is intended to apply first and on.a primary non-contributing basis in relation to any other insurance or self-insurance available to County. 7.Contractor agreesnot to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying partyto self-insure its obligations to County.If Contractor's existing coverage includes a self-insured retention,the self 'Insure.d retention must be declared to the County.The County may.review options with Contractor, l which may include redUction of elimination of the self-insured'retention;substitution of other coverage, or other solutions. 8.Contractor will renew the required coverage annually as:Jung as County,or its employees. or agents face an exposure fromh operations of any type pursuant tothis Contract.This obligation applies whether or not the Contract is canceled or terminated for any reason.Termination of this obligation is.not effective until County executes a written statement to.tfiat effect. 9 The limits of insurance as described above shall be considered as minimum requirements Should any coverage carried by Coritractor or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above,those:higher limits i and broader coverage shall be deemed to apply for the benefit of any person or organization included as ' an additional.Insured and those limits shall become the required minimum limits of insurance in.all Paragraphs and Sectionsof:this Contract. j3 Page S of 9 113018 Grinder Pump Maintenance Contract.docx i { l i } i I z i i 10. None of the policies required herein shall be in compliance with these requirements if they'include any limiting endorsement that has not been first submitted to County and approved of in writing.. t 11t The requirements in this Exhibit'supersede.all other sections and provisions of this Contract.to the extent that-anyothe(section or provision conflicts with or impairs the provisions of this Exhibit. 12.Unless otherwise approved by County,insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best;rating of A-;VII. 13.All Insurance coverageand limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent.of the policies.. Nothing contained in this Contract limits the application of such insurance coverage. 14.Contractor agrees to require insurers to provide_notice to County prior to cancellation of such liability coverage in accordance with the notice provisions of the applicable policies.Contractor shall assure That this provision,also applies to any subcontractors,joint ventures or any other party engaged. by.or.on behalf of contractor in relation to this agreement.Certificate(s)are to reflect that the issuer will. provide notice to County of any cancellation of coverage in accordance with the notice provisions.of the applicable policies. 15.County reserves the right at any time during the term of the Contract to change the amounts:and. types of insurance required by giving the Contractor ninety(90)days advance written notice of such change.If such.change results insubstantial additional cost to the.Contractor rhe County and Contractor may renegotiate Contractor's compensation. 16.Requirements ofspecific coverage features are not'intended as limitation on other requirements.or as waiver of any coverage normally provided by any given policy:Specific reference to a coverage feature is for purposes of clarification onlyas it pertains to a given issue and is not'intended by any party or insured to be all-inclusive. 17.Contractor,agrees'to.provide immediate notice to.County of any claim or loss against Contractor arising out of the work performed under this agreement.County assumes no obligation orhability.by such notice;but has the right(but not the duty)to monitor the handling of any such claim or claims if they are likely to Involve County, E i Page.9 of 9 113018 Grinder Pump Maintenance Contract.docx Appendix 1,2018 E-One Grinder Station Price List CE PART NUMBER EONE PART INVERT I DISCHARGE WEIGHT I LIST PRICE NUMBER DEPTH ELEVATION DH071 SERIES PRICING INCLUDES D200 CORE, TANK & SIMPLEX PANEL W/DEADFRONT DH071-61 D2001309131013F 24 15 238 $4,471.00 DH071-74 D200BllBlOBF 36 27 254 $4,538.00 DH071-93 D2001314131013F 55 46 270 $4,625.00 INDIVIDUAL CORES D200 CORE D200AOIA01AA 108 $2,530.00 UPGRADE D200 D200AO1A0lAA 108 $2,181.00 U200 CORE U200AlOADF 108 $1,823.00 W200 CORE W200P10AAF 108 $2,602.00 UPGRADE W200 W200PIOAAF 108 $2,181.00 DH152 SERIES PRICING INCLUDES QTY: 2 D200 CORE, TANK & DUPLEX PANEL DH152-93 D200L14B11BF 1 57 1 46 570 F $9,601.00 SIMPLEX PANEL OPTIONS SIMPLEX PROTECT PANEL W/ SD1AO1OC3AA 7 $500.00 DRADPRONT SIMPLEX PROTECT PANEL W/Auto Gen SD1FO10C3AA 7 $784.00 SIMPLEX PROTECT SE1A210C2AA 7 $590.00 DUPLEX PANEL OPTION SENTRY DUPLEX SJ1A210C2AA 10 $1,382.00 PROTECT PLUS WH231 SERIES PRICING INCLUDES TANK PUMP & SIMPLEX PANEL W/DEADFRONT WH231-73 =W001N42C09T 40 30.8 430 $5,141.00 WH231-92 WOO1N43C09T 59 49 440 $5,219.00 CABLE OPTIONS 32' CABLE ND0036G06 $152.00 50' CABLE ND0036G07 $186.00 75' CABLE ND0036G08 $238.00 100' CABLE ND0036G09 $287.00 COVERS AND EXT 6IN RISER ND0082G01 $218.00 2 FT EXT NC0047G01 $524.00 4FT EXT NC0047G03 $589.00 ROCK COVER NA0335PO* $165.00 INDOOR UNIT 1H091-IDU I200M02D38BM $3,446.00 INSTALL KIT DISCHARGE WHIP PA1836P0l $87.00 CURB STOP NB0184P0l $126.00 COMPRESSION FTGS PA1365P0l $14.00 The main stations used by Mason County are higlighted in yellow. AMENDMENT #1 FOR GRINDER PUMP SYSTEM MAINTENANCE AGREEMENT WITH CORRECT EQUIPMENT, INC. The CONTRACT between COUNTY and CONTRACTOR is amended as follows: 1. Appendix 1, E-One grinder station price list, is added to the contract as a list of eligible charges to the contract. Amendment dated this day of , 2019. CORRECT EQUIPMENT: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Howard Taub, Partner Kevin Shutty, Chair APPROVED AS TO FORM: Tim Whitehead, Chief DPA