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HomeMy WebLinkAbout2019/03/04 - Briefing Packet BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of March 4, 2019 Monday, March 4, 2019 Commission Chambers 9:00 A.M. Auditor— Paddy McGuire 9:15 A.M. Community Services — Dave Windom 9:45 A.M. BREAK 10:00 A.M. Public Works — Jerry Hauth Utilities & Waste Management 10:30 A.M. Support Services — Frank Pinter Commissioner Discussion — as needed Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 02/28/19 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 BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Paddy McGuire, Auditor DEPARTMENT: Auditor— Elections Department EXT: 468 BRIEFING DATE: 3/4/2019 PREVIOUS BRIEFING DATES: 2/19/2019 ITEM: Approval of Election Technician position in the Auditor Elections Department EXECUTIVE SUMMARY: The Elections Department is currently 2 FTE to serve nearly 40,000 voters. This request would restore a position lost to budget cuts. In the next two years, we face implementation of a new voter registration and election management system, procedural changes brought on by recent amendments to state election law, including automatic and same day voter registration, a Presidential election cycle in which interest is expected to be historically large and the likely addition of a fifth election, a Presidential Preference Primary that will have different rules and procedures than all other elections. BUDGET IMPACTS: $47,925 RECOMMENDED OR REQUESTED ACTION: Approve 1 F.T.E. for the Elections Department ATTACHMENTS: 2019 Budget Change Request C:\Users\Jb\Documents\GroupWise\Briefing Summary-Elections.doc 2019 BUDGET CHANGE REQUEST Date: Change Request# PLEASE SUBMIT BUDGET CHANGE REQUESTS TO BUDGET MANAGER - SUPPORT SERVICES Supplemental Appropriation Non-Debatable Emergency Debatable EmergencyBudget Amendement For increased expenditures due to unanticipated For the relief of a stricken community For a Public emergency other than a For increased expenditures to be funded from federal,state,or local funds requiring immediate address;to meet non-debatoble emergency which Current Expense funds mandatory expenditures required by law could not reasonably have been foreseen at the time of making the budget,requiring the expenditure of money not provided for in the budget. REVENUE/SOURCE $ ai EXPENDITURES rn c 0 u From < $ 47,925 > Ending Fund Balance m To + 001.000000.030.034 514.40.5100013.0000.00 $ 28,769 Elections Technician I c To + 001.000000.030.034 514.40.5200010.0000.00 $ 99 Industrial Insurance D d To + 001.000000.030.034 514.40.5200020.0000.00 $ 2,201 Social Security/Medicare To + 001.000000.030.034 514.40.5200030.0000.00 $ 3,653 State Retirement E o To + 001.000000.030.034 514.40.5200040.0000.00 $ 11,339 Med/Dent/Vis/Life Q. III 'o To + 001.000000.030.034 514.40.541501.0000.00 $ 214 Reserve for Technology a� To + 001.000000.030.034 514.40.546096.0000.00 $ 150 Unemployment S` To + 001.000000.030.034 514.40.549030.0000.00 $ 1,500 Training C 0 `u Reason forChange:see attached v N Please indicate with if any of the requested Change To BARS lines are new and need to be added. Authorizing signature for department requesting transfer: f EXT: Title of authorizing signature: Auditor Date: 2/4/2019 0) Action taken by Budget Manager: Change Approved Change Denied c c a m ::2 Budget Manager signature: Date: oN CHANGE COMPLETED IN FINANCIAL SERVICES BY: .5W c y DATE: COPIES TO: 0 c d ii N Auditors Office Budget Amendment Request Submitted by Paddy McGuire, Auditor I am requesting an amendment to the Elections Expenditures to restore a position that was eliminated in the recent round of budget cuts. Although this position is being submitted as Elections, all of the non-finance staff of the Auditor's Office are cross-trained to provide service to our customers in licensing and recording. There are several new requirements in election management that make restoration of this position critical: • Last year the Legislature enacted several new statutes that will increase the workload on Auditors, including same-day voter registration and preregistration of 16 and 17 year olds. Same day registration will allow people to walk into our office until 7:59 p.m. on election day, register, be checked in the registration system to ensure that they have not already voted somewhere else in the state, be issued a ballot, cast it and have it counted. This is a brand new requirement so we have no way to estimate how many people will take advantage of it. • The Secretary of State is currently finishing development of VoteWA, a new statewide voter registration and election management system,that will change many long-standing processes and require retraining of staff. The new system is scheduled to go online on June 1 and we will use it to conduct the August primary election. • As part of the VoteWA project, the Secretary of State will stop hosting the Auditor's Office website, meaning additional work for our staff to maintain the public-facing information available online. The Auditor's Office does not have any outreach or public information staff, despite broad responsibility to inform the public about the electoral process and voting changes. • Last year the Auditor purchased a new election tally system and we are still learning how to do everything necessary to run an election. It is a state-of-the-art system, but operates differently than what staff had used for years. • Next year is a Presidential election year and the public interest in elections will be exceptionally high,putting additional strain on the staff. Given the heightened level of interest in the 2018 midterm election,we expect turnout will exceed the 78.2 percent turnout of 2016. Increased turnout means increased demands on staff and requires, for example, drop boxes to be emptied more frequently. Anytime ballots are handled, security protocols require two people be present. • The State Senate just passed a bill to move the Presidential Preference Primary to early March which will serve to heighten interest and turnout. This will also mean there will be five elections in 2020. The current legislation requires voters to state a party preference to vote in the primary. This will be extremely contentious and explaining it to voters will consume significant staff time. • The new attention to potential cyber-attacks requires constant vigilance over all of our election systems. • The scrutiny of the election and voter registration process has increased dramatically with national allegations of voter fraud and election tampering. It is important that we maintain our current excellent standards because confidence in the election process is integral to confidence in our government. Errors in elections make voters question election results and bring on litigation. Restoring this position will provide me with a small level of redundancy in elections that will help with staffing in recording and licensing also. I am very concerned about the risk to my ability to conduct elections given how thinly my staff is stretched. The current situation simply imposes too much risk to our ability to respond to unforeseen circumstances. I believe that restoring this position is the minimum necessary to ensure our voters that we can manage this critical function. It is worth remembering that eight years ago the Auditor's Office had 16 FTE, we now have 11.5. The total workload in each of the functions has increased over that period. The current staffing level of the elections, licensing and recording functions are such that it is very difficult for employees to schedule leave and the impact of unscheduled sick leave is felt by the remaining employees. I am blessed to have incredibly dedicated employees who will willingly skip lunch to serve customers, but that is simply unreasonable to expect. The Washington State Association of County Auditors' highest legislative priority is"fair share" funding of elections, which would have the state pay for its portion of the cost of elections in even numbered years. The bill has broad, bipartisan support and we are very hopeful it will pass. Had it been law during the last Presidential election year, it would have covered $107,000 of the $155,000 cost of the Primary and General elections. The county currently pays the state's share. Enactment will smooth the current peaks and valleys of election funding in my election budget. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen, Planning Manager DEPARTMENT: DCD EXT: 286 BRIEFING DATE: March 4, 2019 ITEM: News Release for two open seats on the Planning Advisory Commission (PAC). BACKGROUND: The Mason County Planning Advisory Commission is a seven (7) member citizen board appointed to advise the Board of Commissioners on policy related to the county comprehensive plan and on land use issues. The Planning Advisory Commission members help set the long-term direction or vision for the community's future. BUDGET IMPACTS: This proposal will cost has no cost. RECOMMENDED OR REQUESTED ACTION: Approve the attached News Release to attract candidates for the open position. The News Release will be read at the March 12, 2019 meeting of the Mason County Board of Commissioners weekly meeting and placed on the Mason County Planning Advisory Commission's webpage. ATTACHMENTS: News Release, 2019 PAC Membership Roster Briefing Item Summary Form Open Seat 3-2019 NEWS RELEASE March 12,2019 MASON COUNTY COMMISSIONERS 411 NORTH 5T"ST SHELTON,WA 98584 (360)427-9670 EXT.419 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL,THE OLYMPIAN,SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL,THE SUN RE: Planning Advisory Commission Vacancy Mason County is seeking two applicants for the Mason County Planning Advisory Commission.One applicant should be from Commissioner District 1 (Grapeview, Harstine Island,Allyn, Belfair and Tahuya areas) and one at-large applicant from Mason County in either Commissioner District 1,2 or 3. The Planning Advisory Commission is a seven-member citizen board appointed to advise the Board of County Commissioners on policies related to amendments to the Comprehensive Plan,Shoreline Master Program, Resource Ordinance and other development regulations in addition to making recommendations on rezone applications. The Commission typically meets at least once per month on the third Monday at 6:00 p.m., with special meetings scheduled as necessary.Appointed Commissioners normally serve a four-year term. Currently, the District 1 position will be filling a vacancy set to expire in January of 2021 and the at-large position is set to expire in January of 2022. Applications to serve on the board are being accepted until the position is filled, and should be submitted to the Mason County Commissioners,411 N. 5'h St., Shelton,WA 98584. Application forms may be obtained from the Commissioner's Office, (360)427-9670 ext.419 or visit our website at www.co.mason.wa.us. BOARD OF MASON COUNTY COMMISSIONERS Kevin Shutty Sharon Trask Randy Neatherlin Chair Mason County Planning Advisory Commission-2018 Position Comm Name Phone Mailing Address Initial Appointment Term Expires District No. 2 1 Brian Smith 1/16/2018 1/31/2022 2 2 Deborah Soper 4/18/2016 3/31/2020 3 3 Marilyn Vogler 21/2016 1/1/2022 1 4 Morgan Ireland 11/2018 1/31/2022 3 5 Aaron Cleveland '21/2017 3/31/2021 1 6 VACANT 1/31/2021 x 7 VACANT 1/31/2022 Contact: Kell Rowen, Dept. of Community Services, Planning Division @ Ext. 286 Updated 02/27/2019 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Alex Paysse DEPARTMENT: Community Services, EXT: 279 Environmental Health BRIEFING DATE: 3/4/2019 PREVIOUS BRIEFING DATES: NA If this is a follow-up briefing, please provide only new information ITEM: Agreement with Pierce County for Water Quality work within Shellfish Protection Districts. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Pierce County recently received approval of their Near Term Action (NTA) 2.0 with Washington State Department of Health to improve water quality within the south Puget Sound. Mason County is an outlined partner in the NTA workplan to work within the North Bay and Oakland Bay Shellfish Protection Districts. This prompts a need for a contract/ agreement between Pierce and Mason counties. This work includes: Implementation of the North Bay Closure Response Plan, identify and correct sources of bacterial pollution (PIC) in the Oakland Bay and North Bay SPDs, camera inspection of approximately 2,300 lineal feet of sewer system lines in North Bay, Homeowner education efforts, and assist in preparation and editing of a regional Water Quality Report. This is a two-year workplan that will include work with Squaxin Island Tribe in order to complete deliverables. A supplemental agreement between Mason County and Squaxin Island Tribe will follow. BUDGET IMPACTS: This was included within the 2019 budget, therefore no impact. RECOMMENDED OR REQUESTED ACTION: Approval to move to action agenda to adopt the Subrecipient Agreement between Pierce County and Mason County. ATTACHMENTS: Subrecipient Agreement Briefing Summary 2/27/2019 Title: South Sound Shellfish Recovery Near Term Action Implementation Start Date: January 1,2019 End Date: June 30,2020 Contract Amt: $206,350.00 Subrecipient: Mason County Health Department Contact: Alex Paysse Telephone: 360-427-9670 ext. 279 CFDA#: 66.123 Contract#: SC-106521 SUBRECIPIENT AGREEMENT PIERCE COUNTY PLANNING AND PUBLIC WORKS This contractual subrecipient agreement, referred to as this"Agreement', is comprised of these General Terms and Conditions, any attached Exhibits, and subsequent Amendments. The Agreement is a contract between PIERCE COUNTY, subsequently referred to as the"County", and Mason County Health Department, subsequently referred to as the"Subrecipient". The Subrecipient agrees to the terms and conditions set forth in this Agreement, including the following Exhibits: Exhibit A Scope of Work Exhibit B Compensation and Financial Requirements Exhibit C Applicable Definitions 1. GENERAL INFORMATION Subrecipient Name: Mason County Health Department DUNS Number: 069580751 Subrecipient Unique Identifier: 91-6001354 Federal Award Identification Number(FAIN): PC01J18001-0 Pass-through Entity Subaward Number: SC-106521 Federal Award Date: 8/2/2016 Subaward Period of Performance: January 1, 2019 through June 30, 2020 Amount of Federal Funds Obligated by this Action: $206.350.00 Total Amount of Federal Funds Obligated to the Subrecipient: $206.350.00 Total Amount of Federal Funds Committed to the Subrecipient: $206,350.00 Federal Award Project Description: NTA#0011 Name of Federal Awarding Agency: United States Environmental Protection Agency Name of First Pass Through Entity: Washington State Department of Health. AWD-100293 Name of Second Pass Through Entity: Pierce County Contact Information for Pierce County: Tina Basil, Acting Contract and Monitoring Manager, 253-798-2426, tina.basilapiercecountywa.gov CFDA Number: 66.123 SUBRECIPIENT AGREEMENT SC-106521 Page 1 of 24 CFDA Program Title: Puget Sound Action Agenda: Technical Investigations and Implementation Research and Development?: No Indirect Cost Rate: 14.53% 2. PERIOD OF PERFORMANCE The period of performance for this Agreement begins January 1, 2019 and ends June 30, 2020. The County reserves the right to extend this Agreement for additional periods. The decision to extend this Agreement is subject to the availability of funding, the continued priority of need for a specific service, and satisfactory performance by the Subrecipient during the period specified in this Agreement. Notification of intent to contract for additional periods with the Subrecipient will occur prior to the expiration of this Agreement. 3. CONSIDERATION The maximum consideration for this Agreement shall not exceed $206,350.00 unless modified as per Section 6. Amendments. 4. SCOPE OF WORK AND REIMBURSEMENT A. The Subrecipient agrees to provide those services set out in the exhibits. B. The County agrees to pay the Subrecipient for services outlined in Exhibit A, Scope of Work, and in accordance with Exhibit B, Compensation and Financial Requirements. C. Subrecipient is permitted to reallocate budget between tasks, if necessary, as described in the uniform guidance (§200.308)to better reflect spending requirements, subject to the County's written approval, and subject to the federal awarding agency's policy and the uniform guidance that would define requirements for prior written approval (§200.407 before implementation. See Exhibit B 2.D.2.a for additional requirements. D. The County's payment options for Subrecipients includes electronic payments via Automated Clearing House (ACH). The ACH payment is a safe and efficient electronic payment option that credits the Subrecipient's bank account directly and provides for an increase in efficiency for both the Subrecipient and the County. In order to participate in the ACH option, the Subrecipient is required to complete the County's Supplier ACH Payment Enrollment form and W-9. Each form must be completed in their entirety by the Subrecipient and returned to: Pierce County Finance Department,ATTN: Accounts Payable, 950 Fawcett Avenue, Suite 100, Tacoma, WA 98402. Enrollment forms are available upon request by e-mailing PCAccountsPavablea piercecountywa.qov. Once enrolled, the ACH payment process will remain in effect for the Contractor until such time as the County receives written notice of revocation from the Subrecipient. 5. FUTURE NON-ALLOCATION OF FUNDS Notwithstanding any other terms of this Agreement, if sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the County will not be obligated to make payment for services or amounts after the end of the fiscal period through which funds have been appropriated and allocated, unless authorized by county ordinance. No penalty or expense shall accrue to the County in the event this provision applies. 6. AMENDMENTS This agreement may be changed or modified only by written amendment and further signed by the SUBRECIPIENT AGREEMENT SC-106521 Page 2 of 24 parties hereto,subject to the policies and approvals of the County and the federal awarding agency. 7. INSURANCE A. The Subrecipient must provide a commercial general liability insurance policy, including contractual liability, in adequate quantity to protect against legal liability arising out of contract activity but no less than $1,000,000 per occurrence. Additionally, the Subrecipient is responsible for ensuring that any subcontractors provide adequate insurance coverage for the activities arising out of subcontracts. B. In the event that services delivered pursuant to this agreement involve the use of vehicles, either owned or unowned by the Subrecipient, automobile liability insurance shall be required. The minimum limit for automobile liability is $1,000,000 per occurrence, using a combined single limit for bodily injury and property damage. C. The insurance required shall be issued by an insurance company authorized to do business within Washington State. D. Upon request, the Subrecipient shall submit to the County a certificate of insurance which outlines the coverage and limits defined above. If a certificate of insurance is requested, the Subrecipient shall submit renewal certificates as appropriate during the term of the contract. 8. DEFEND, HOLD HARMLESS AND INDEMNIFY Each party agrees to defend, indemnify and hold harmless the other party, its elected and appointed officers, employees, and agents from and against any and all claims, demands, and/or causes of action of any kind or nature, including but not limited to attorney fees and costs, arising from its own action and/or inactions, and those of its elected and appointed officers, employees, and agents in the performance of this Contract. In the event of concurrent negligence of the parties, each party's obligations hereunder shall apply only to the extent of fault attributable to that party, its elected and appointed officers, employees, and agents. It is further provided that no liability shall attach to the County by reason of entering into this Contract except as expressly provided herein. 9. NON-DISCRIMINATION During the performance of this Agreement, the Subrecipient shall comply with federal, state, and local laws including, but not limited to: • Section 703, Titles VI and VII of the Civil Rights Act of 1964 [42 U.S.C. 2000d and e], the Civil Rights Act of 1991 [42 U.S.C. 1981], • The Americans with Disabilities Act of 1990 (ADA) [42 U.S.C. 12101 et seq.], • Sections 503 and 504 of the Rehabilitation Act of 1973 [29 U.S.C. 793 and 794], the Age Discrimination in Employment Act of 1967 [29 U.S.C. 621], • The Age Discrimination Act of 1975 [42 U.S.C. 6102], • The Vietnam Era Veterans Readjustment Assistance Act of 1974 [38 U.S.C. 2011], • Any relevant Executive Order(E.O.) issued by the President of the United SUBRECIPIENT AGREEMENT SC-106521 Page 3 of 24 States, • The Washington State Law Against Discrimination [Chapter 49.60 RCW], and • Any related provisions of the Code of Federal Regulations (CFR),Washington Administrative Code (WAC) and Revised Code of Washington (RCW), or any subsequent amendments to these provisions. 10. RELIGIOUS ACTIVITIES In accordance with the First Amendment of the United States Constitution and with Article 1, Section 11 of the Washington State Constitution, as a general rule, funds received under this Agreement may not be used for religious activities. The following restrictions and limitations apply to the use of funds provided by Pierce County under this Agreement: A. The Subrecipient may not engage in inherently religious activities, such as worship, religious instruction, or proselytization as part of the services funded under this Agreement; B. The Subrecipient may engage in inherently religious activities, but such activities must be separated in time or place from the services provided to beneficiaries under this Agreement and participation in such activities by individuals to receive services under this Agreement must be voluntary. In performing under this Agreement, the Subrecipient shall not discriminate against an individual beneficiary or a prospective beneficiary of services under this Agreement on the basis of religion or religious belief. 11. DRUG-FREE WORKPLACE In accordance with the Drug-Free Workplace Act the Subrecipient shall maintain a written drug- free workplace policy, notifying employees that the possession or use of a controlled substance is prohibited in the workplace, and specifying the actions which will be taken against employees for any violation of the policy. 12. PAYMENT OF TAXES As a condition of performance of this Agreement, the Subrecipient shall pay all federal, state, and local taxes incurred by the Subrecipient and shall require their payment by any subcontractor or any other person in the performance of this Agreement. Satisfactory performance of this section is a condition precedent to payment by the County under this Agreement. 13. RELATIONSHIP, ASSIGNABILITY,AND SEVERABILITY The Subrecipient, its employees, agents, consultants, or subcontractors performing work under this Agreement are independent contractors and are not employees or agents of the County in any manner whatsoever. The Subrecipient, its employees, agents, consultants, or subcontractors will not hold itself out as, nor claim to be, an officer or employee of the County for any reason, and will not make any claim, demand, or application to or for any right, privilege, or benefit applicable to an officer or employee of the County including, but not limited to Worker's Compensation coverage, Unemployment Insurance, Social Security, retirement membership or credit, health care, or vacation or sick leave benefits. The performance of all or part of this Agreement by the Subrecipient shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of the Subrecipient or any employee of the Subrecipient or any subcontractor or any employee of any SUBRECIPIENT AGREEMENT SC-106521 Page 4 of 24 subcontractor by the County at the present time or in the future. The Subrecipient shall not assign any interest in this Agreement and shall not transfer any interest in the Agreement to any person without prior written approval by the County. If any provision of this Agreement, or portion thereof, is found to be invalid, the remainder of this Agreement shall not be affected, providing the remainder continues to conform to applicable federal, state, and local laws and regulations. 14. AUDITS The Subrecipient shall submit to the County's fiscal representative an independent audit engagement letter and other reports as follows.- A. ollows:A. Subrecipients that are required to have a single audit(formerly known as A-133 audit), must submit a copy of the independent auditor engagement letter to the County once this Agreement has been executed. B. Federal Funds Requirements—Title 2 Code of Federal Regulations (CFR) Chapter 2 Part 200.500 Uniform Administrative Requirements for audits require Non-profit and governmental Sub-recipients expending $750,000 or more in a fiscal year in federal funds from all sources, direct and indirect, are required to have an audit conducted in accordance with Title 2 CFR Subtitle A Chapter 2 Part 200 Subpart F"Audit Requirements". The Subrecipient is to provide the auditor with a schedule of Federal Expenditure for the fiscal year(s) being audited. C. When state funds are also to be paid under this Agreement a Schedule of State Financial Assistance must also be included. D. When the Subrecipient is a state or local government entity, the Office of the State Auditor shall conduct the audit. Audits of non-profit organizations are to be conducted by a certified public accountant selected by the Subrecipient in accordance with Part 200.509 of the 2 CFR Chapter 2 Subpart F"Auditor Selection". E. The Subrecipient shall include the above audit requirements in any subcontracts. F. Inform the County's fiscal representative in advance of the date and time of the independent auditor's exit interview with the Subrecipient so that a County representative can be present if the County so desires. G. Submit the independent Certified Public Accountant(CPA's) auditor's financial statement report, the single audit(formerly known as A-133 audit) reports and the management letter("collectively referred to as"reports")to the County within thirty(30) calendar days following the issuance of such reports. H. Provide comments on any findings and recommendations in the reports, including a plan for corrective action for any findings. I. The working papers of the reports must be available to the County. In the event the Subrecipient's independent auditor does not provide the assurances necessary to satisfy federal and/or state audit requirements, the County retains the right to request a full audit and the Subrecipient will be responsible for any and all costs incurred in order to provide the required audit and assurances. The reports will be submitted to the County's fiscal representative annually if the Subrecipient receives an annual audit due to requirements other than stated in this Agreement. SUBRECIPIENT AGREEMENT SC-106521 Page 5 of 24 For Subrecipients who are not required to obtain a single audit(formerly known as A-133 audit), the County, at its discretion, may require the Subrecipient to obtain an independent review or an independent audit, at the Subrecipient's expense, conducted by an independent CPA. A single audit(formerly known as A-133 audit) requirements may also apply. See Exhibit B, Compensation and Financial Requirements. 15. RECORDS AND REPORTS A. The Subrecipient shall retain all books, records, documents, reports, and other data relevant to this Agreement, for a minimum of six (6) years after expiration or termination of this Agreement, unless longer and otherwise provided or required by law. If any audit, claim, litigation, or other legal action involving the records is started before applicable retention dates expire, the records shall be maintained until completion and resolution of all issues arising therefrom or until the end of applicable retention dates, whichever is later. B. An adequate audit trail shall be maintained. All transactions are to be clearly documented. The documentation is to be readily available for examination. C. The Subrecipient shall clearly separate allowable costs from unallowable costs, in accordance with the regulations and restrictions normally associated with federal programs including OMB 2 CFR Part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (uniform guidance)and other such uniform administrative requirements for grants-in-aid now in effect or which hereafter may be made applicable by local, state, or federal laws or regulations. All of the above are incorporated in this Agreement by reference. D. The Subrecipient shall maintain written policy and procedural manuals for all services, information systems, personnel, and accounting/finance in sufficient detail such that operations can continue should staff changes or absences occur. 1. The Subrecipient must establish and maintain an accounting system which adequately and separately identifies all funding sources and all application of funds associated with providing the required services including, but not limited to, local, state, and federal grants, fees, donations, federal funds, and all other funds, public or private. All costs incurred by the Subrecipient must be accurately identified and recorded even when no revenue is received for services. This accounting system provides the means to gather fiscal data necessary to determine: a)the cost of a unit of service; b)the bid price; and c) if funds were generated in excess of allowable costs. 2. These records shall contain information pertaining to projects, contracts, grants, or sub-grant awards, and all authorizations, obligations, non-obligated balances, assets, outlays, liabilities, expenditures, and revenue. 3. The Subrecipient shall maintain all books, records, documents, reports, and other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in performance of this Agreement. Subrecipients shall maintain their fiscal books, records, documents, and other data in a manner consistent with generally accepted accounting principles. E. All records required to be maintained by this Agreement or by state and federal regulations are public records and shall be maintained and released, when requested, in accordance with applicable laws. SUBRECIPIENT AGREEMENT SC-106521 Page 6 of 24 16. RIGHT TO INSPECTION AND USE OF MATERIALS A. County representatives, the State Auditor, and officials of the federal government shall have the right to review and monitor the financial and service components of this Agreement. The County's review will occur with reasonable notice, and will include, but is not limited to, on-site inspection by County agents or employees, and inspection of all records or other materials which the County deems pertinent to performance, compliance, or quality assurance in conjunction with this Agreement. B. During the term of this Agreement and for one (1)calendar year following termination or expiration of this Agreement, the Subrecipient shall, upon receiving reasonable notice, provide the County with access to its place of business and to its records that are relevant to compliance with this Agreement. C. The County may duplicate, use, and disclose in any manner, for any purpose whatsoever and authorize others to so do, all material created under this Agreement and paid for by the County. 17. DEBARMENT The Subrecipient shall assure that, its officers, agents, subcontractors, and consultants shall not fund, contract with, or engage the services of any consultant, subcontractor, supplier, or other party who is debarred, suspended, or otherwise ineligible to receive funds. The Subrecipient certifies that the Subrecipient is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in the Agreement by any federal department or agency. If requested by the County, the Subrecipient shall complete a Certification Debarment, Suspension, Ineligibility, and Voluntary Exclusion form. 18. RESOLUTION OF DISPUTES A. A Subrecipient with a complaint involving this Agreement is encouraged to first attempt to resolve the matter with the County informally by communicating by telephone or electronic mail with the appropriate County representative or by meeting with that individual in person. The County representative must send written notification to the Subrecipient, specifying the response to the complaint and the date the informal dispute resolution process concluded. If the informal dispute resolution process is unsatisfactory and the Subrecipient elects to register a formal complaint, a Subrecipient shall submit a detailed written description of the issues which form the basis of the complaint to the Contract& Monitoring Manager at Planning and Public Works, 2702 South 42nd St., Suite 201 Tacoma,WA. The Subrecipient's written complaint must be received by the County within thirty (30) calendar days of the date that the informal dispute resolution process concluded. B. Upon receipt of a formal written complaint, the Contract& Monitoring Manager or designee will send a written confirmation to the Subrecipient acknowledging receipt of the complaint within five(5)working days. The Contract& Monitoring Manager or designee shall also contact the Subrecipient to establish a meeting to discuss and seek agreement and resolution of the formal complaint. The meeting shall be held within fifteen (15)working days of receipt of the written complaint. The manager shall issue a written decision regarding the Subrecipient's formal complaint no later than fifteen (15) working days following completion of the meeting. C. If agreement and resolution are not reached and the Subrecipient elects to pursue the complaint further, the Subrecipient may, within five(5)working days after receipt of the Contract& Monitoring Manager's written decision, file a written appeal to the Director of Pierce County Planning and Public Works at the address listed in this Agreement. The SUBRECIPIENT AGREEMENT SC-106521 Page 7 of 24 appeal must state all facts and arguments upon which the appeal is based. The Director or designee will render a written decision within fifteen (15) working days following completion of the meeting. D. The Subrecipient may appeal an adverse decision of the Director of Pierce County Planning and Public Works to the Pierce County Executive, 930 Tacoma Avenue South, Room 737, Tacoma,WA 98402. The appeal must be received in writing by the Pierce County Executive within five (5)working days of the Subrecipient's receipt of the Director's decision. Upon receipt of a formal written appeal, the Pierce County Executive or designee will schedule a meeting with the Subrecipient within fifteen (15)working days of receipt of the appeal. The Pierce County Executive or designee will issue a written decision within fifteen (15)working days following completion of the meeting. E. In the event that any subsequent litigation should arise concerning this Agreement, the venue of such litigation shall be in the courts of Pierce County. This Agreement shall be governed by the laws of the State of Washington. F. All mailings by and to the County required in this section of the Agreement shall be by certified mail with return receipt requested to the Subrecipient's address of record. 19. SUSPENSION, TERMINATION, AND CLOSEOUT A. For Convenience—Either the Subrecipient or the County may terminate this Agreement for convenience or without cause by providing written notice at least sixty (60)calendar days prior to the effective date of the termination. If this Agreement is so terminated, the County and Subrecipient shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. B. For Cause—The County may, upon written notice to the Subrecipient, immediately suspend or terminate this Agreement in whole or in part, or withhold any payment of funds in whole or in part, when the County determines, in its sole discretion,that continuation of the Agreement is detrimental to the County's interest, including, without limitation, the occurrence of any one(1)or more of the following: 1. Expected or actual funding from the state, federal government, or other source(s) is withdrawn, reduced, or limited in any manner after the effective date of this Agreement and prior to its normal completion; or 2. Performance of this Agreement is rendered unfeasible or impossible for any reason; or 3. Subrecipient fails to comply with any of the terms or conditions of this Agreement or when the Subrecipient fails to substantiate Subrecipient's compliance with this Agreement when requested to do so by the County; or 4. Subrecipient uses Agreement funds, improperly, or illegally; or 5. Subrecipient provides materials, information, reports, or documentation which are incomplete, incorrect, or false, either knowingly or negligently; or 6. Subrecipient fails to provide services, information, reports, or documentation required by this Agreement in a timely and reasonable manner; or 7. Subrecipient fails to resolve in a timely fashion audit finding associated with this Agreement which could materially impact performance of this Agreement; or 8. Subrecipient is unable to carry out the terms and conditions of this Agreement in SUBRECIPIENT AGREEMENT SC-106521 Page 8 of 24 compliance with applicable local, state, or federal law; or 9. Any illegal act by the Subrecipient. C. The County's forgiveness of the Subrecipient's nonperformance of any provision of this Agreement in one(1) instance does not constitute a waiver of any provision of this Agreement, nor of future nonperformance of the same provision. D. If the Subrecipient receives a notice of termination from the County for either convenience or cause or issues a notice of termination to the County, the Subrecipient shall: 1. Stop work on the date and to the extent specified; 2. Place no further orders or agreements for goods, services, or facilities to complete the work now terminated; 3. Assign to the County all of the Subrecipient's rights, title, and interest under the orders and agreements placed by the Subrecipient to complete the work now terminated; 4. Deliver or convey title to: a)_ Any property produced by the work terminated; b) Any usable personal property in which the County has a secured interest; C) Any usable property carried on the County's inventory; or d) Any real property in which the County, or any entity named by the County, has a secured interest; and e) Send a final billing for the work now terminated to the County within thirty (30) calendar days of the date of termination. E. If the County receives a notice of termination from the Subrecipient, or if the County issues a notice of termination to the Subrecipient, the County: 1. Will arrange to take delivery of property or the right,title, or interest of real property conveyed by the Subrecipient in conjunction with this Agreement; and 2. Will make final payment upon receipt of final billings for all authorized services, if the Subrecipient has provided documentation that the County's interests are fully protected. F. The rights and remedies provided to the County and the Subrecipient in this section are in addition to any other rights and remedies provided by law or under this Agreement. Termination of this Agreement by the County at any time during the term of the Agreement shall not constitute a breach of contract by the County. The Subrecipient may request a reconsideration of the County's decision to terminate this Agreement in accordance with Resolution of Disputes Section listed above. 20. LOBBYING CERTIFICATION The Subrecipient certifies that, to the best of its knowledge and belief: SUBRECIPIENT AGREEMENT SC-106521 Page 9 of 24 A. No appropriated funds have been paid, or will be paid by, or on behalf of the Subrecipient, or officers or employees, to any person for influencing, or attempting to influence an officer or employee of any governmental agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any contract, the making of any grant,the making of any loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any contract, grant, loan or cooperative agreement. B. If federal appropriated funds have been paid, or will be paid, to any person for influencing, or attempting to influence, an officer or employee of any governmental agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federally funded agreement, the Subrecipient shall complete and submit to the County, a federal Standard Form-LLL, "Disclosure Form To Report Lobbying" in accordance with its directions. The form is available from the County on request. C. The Subrecipient shall require that the language of this certification be included in all agreements issued to their subcontractors, and that all recipients certify and disclose accordingly. D. For federally funded Agreements, this certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, and U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 21. SURVIVABILITY The terms and conditions contained in the Agreement that by their sense and context are intended to survive the expiration of this Agreement shall so survive. Surviving terms include, but are not limited to: Resolution of Disputes, Defend, Hold Harmless and Indemnification, Right to Inspection, Records and Reports, and Treatment of Assets. 22. PROPRIETARY SOFTWARE APPLICATIONS In the event that the Subrecipient accesses the County's proprietary software applications to perform any work under this Agreement, the Subrecipient shall read and agree to the terms and conditions of the software license agreement, and shall not violate the terms and conditions of the software license agreement including, but not limited to: A. The use of the software application shall be restricted to employees or subcontractors; B. The Subrecipient shall not"pirate"or reverse engineer the software application; and/or C. Otherwise use the application in any way that may harm the County. 23. LICENSING AND ACCREDITATION STANDARDS The Subrecipient agrees to comply with all applicable local, state, and federal licensing standards, all applicable accrediting or certification standards, and any other standards or criteria established by the County to ensure quality of services, and to supply proof of said compliance upon demand. 24. TREATMENT OF SUBRECIPIENT ASSETS A. Title to all property furnished by the regulating authority shall remain with the regulating SUBRECIPIENT AGREEMENT SC-106521 Page 10 of 24 authority; and title to all property furnished by the County shall remain with the County. B. The Subrecipient shall obtain prior written approval by the County when purchasing non- expendable personal property if the cost of the personal property is to be reimbursed as a direct item of cost under this Agreement. This approval may be accomplished by inclusion in the Agreement Budget. C. Title of all non-expendable personal property purchased by the Subrecipient, the cost of which the Subrecipient is reimbursed as a direct item of cost under this Agreement, shall vest in the Subrecipient. D. Any non-expendable personal property furnished to, or purchased by, the Subrecipient, unless otherwise provided herein or approved by the County, be used only for the performance of this Agreement. E. As a precedent to reimbursement for the purchase of non-expendable personal property, title to which shall be vested in the County, the Subrecipient agrees to provide all necessary information and documents in order for the County to execute such security agreements and other documents as shall be necessary for the County to protect its interest in such property in accordance with the Uniform Commercial Code as codified in Article 9 of Title 62A RCW. F. The Subrecipient shall be responsible for any loss or damage to property of the County, including all expenses resulting from such loss or damage, which results from negligence, willful misconduct, or lack of good faith on the part of the Subrecipient, or which results from the failure on the part of the Subrecipient to maintain and administer the property in accordance with sound management practices. Furthermore, the Subrecipient shall ensure that all County property in its possession, when returned to the County, shall be in a like condition to that in which it was when furnished to the Subrecipient or the condition in which the property was when acquired by the Subrecipient through purchase, except that in all cases, reasonable wear and tear shall be allowed. G. Within three (3) calendar days of discovery of loss or destruction of or damage to County property, the Subrecipient shall notify the County in writing and include appropriate documentation (i.e., police, fire, or accident reports). The Subrecipient shall take all reasonable steps to protect that property from further damage. H. Within five (5)working days after termination, or completion of this Agreement, unless otherwise mutually agreed in writing between the Subrecipient and the County, the Subrecipient shall surrender to the County all property of the County. I. The County may, at its discretion, abandon in place any property in which title is vested in the County under the terms of this Agreement insofar as permitted by law, rule, or regulation. J. Non-expendable personal property acquired by the Subrecipient, the cost of which is reimbursed by the County or the Subrecipient with funds provided through this Agreement, shall be subject to the same constraints, procedures, treatment, handling, disposition, and other matters as specified above. The Subrecipient shall take all steps necessary to ensure that the interest of the County in such property shall be protected and safeguarded. K. The Subrecipient will maintain property record cards and property identification tabs as may be directed by the County. This applies only to property purchased with federal, state, and/or County funds specifically designated for such purchase. SUBRECIPIENT AGREEMENT SC-106521 Page 11 of 24 PIERCE COUNTY Subrecipient Agreement Signature Page Agreement#SC-106521 IN WITNESS WHERE OF, the parties have executed this Agreement on the days indicated below: SUBRECIPIENT: PIERCE COUNTY: Approved as to form: Approved as to form: Chief Deputy Prosecuting Attorney Date Deputy Prosecuting Attorney Date Tim Whitehead Approved: Approved: Chair, Board of County Commissioners Date Department Director Date Kevin Shutty Director, Mason County Public Health Date Finance Director Date David Windom Contact Name: Alex Paysse, EH Manager Contact Phone Number: 360-427-9670, ext. 279 Contact Email: alexp c(D.co.mason.wa.us Mailing Address: 415 N. 61"St. Shelton, WA 98584 UBI No.: DUNS: Federal Tax Id No.: Federal Filing Status: ❑ Corporation ❑ Partnership ❑ Sole Proprietor SUBRECIPIENT AGREEMENT SC-106521 Page 12 of 24 Exhibit A Scope of Work This Agreement is between the County and the Subrecipient for the project identified as South Sound Shellfish Recovery Near Term Action Implementation which is a federally funded project through the Puget Sound Action Agenda: Technical Investigations and Implementation Assistance Program PC01J18001-0, dated August 2, 2016, from the U.S. Environmental Protection Agency (EPA), CFDA number 66.123. The award is non-Research and Development. This is a partial pass-through of award #GVL22510 from Washington State Department of Health. Task and subtask numbers in this Scope refer to specific deliverables within the County's agreement with the Washington State Department of Health and may not be sequential. The funds are to be used to support efforts that will improve water quality by implementing Shellfish Protection District (SPD) Closure Response Plans (CRP) for the Oakland Bay and North Bay drainage areas. Work in the South Sound outside of SPDs may be allowed with pre-authorization from DOH. Period of Performance: January 1, 2019 through June 30, 2020 1. Task 0: Prepare Quality Assurance Project Plan (QAPP) Objective: The Subrecipient will prepare a QAPP for investigative water quality sampling in Oakland Bay and North Bay SPDs. Subtask 0.2.3 Prepare and submit a QAPP to the Washington State Department of Ecology using EPA's NEP guidance for QAPPs. Work with Ecology's Quality Assurance Officer to develop the QAPP and gain approval.Work related to collecting the environmental data may not begin until the QAPP is completed and approved. The QAPP will include procedures for recognizing and responding to samples that result in high bacteria counts. Deliverables: Deliverable Due Date Approved QAPP March 1, 2019 2. Task 1: Project Management& Reporting Objective: The Subrecipient will perform project related administrative tasks and reporting. Subtask 1.0 Prepare and execute agreements with project partners as needed to complete deliverables. It is currently expected that the Subrecipient will enter into an agreement with Squaxin Island Tribe to complete elements of this Scope of Work. The Subrecipient may also subcontract for work performed under Task 5 such as the sewer line camera inspection. Subtask 1.2.1 Project reporting, both progress and final, will occur quarterly using templates provided by Pierce County. Reports should include activities related to this project which have been completed by Mason County or their subrecipients within the previous six months. The completion of deliverables listed under all tasks in this Scope of Work should be included in all reporting documents. Where possible, photo documentation should be submitted along with reports and deliverables. Subtask 1.2.2 Pierce County will provide a template based on the Financial and Ecosystem Accounting Tracking System (FEATS) report consistent with federal grant requirements The FEATS based template must be used for progress supports submitted in March and September but may also be used for January and July reports SUBRECIPIENT AGREEMENT SC-106521 Page 13 of 24 if the subrecipient chooses. The final FEATS reporting form and/or written report(template to be provided by Pierce County) describing all actions and deliverables completed during the entire project period of performance will serve as the final report. The final report will describe the methods, results, lessons learned, and recommendations for future work. It will also evaluate the success of achieving the performance measures. Subtask 1.2.4 Submit data collected through this project and in compliance with its approved QAPP (see Task 0)to EPA's electronic data system for water quality monitoring data, often referred to as STORET. Data should be submitted annually and at the end of the project period. To assist in tracking in STORET, use the project name: NEP 2016_SouthSound Shellfish. The STORET ID must be included on the quarterly progress reports. Deliverables: Deliverable Due Date Complete Partner Agreements March 2019 Semi-Annual Progress Report Submitted to County January 10, July 10 Semi-Annual FEATS Report Submitted to County March 25, September 25 Final Report June 15, 2020 STORET Data Submitted December 31, 2019 June 15, 2020 3. Task 2: Pollution Correction Facilitation and Enforcement Objective: Identify, prioritize, and correct sources of bacterial pollution in the Oakland Bay and North Bay SPDs. Subtask 2.2.3 Implement a strategy for systematically identifying potential pollution sources. Methods may include windshield surveys, reviewing septic records, site investigations, and water quality sampling.Water quality sampling will be relied upon to identify and confirm pollution sources and will be conducted in compliance with a QAPP approved by Ecology as stated in Task 0. Activities under this task will include the following: a) Collect 350 fecal coliform water samples in Mason County b) Report the number of sites requiring resampling Subtask 2.2.7 Once surveys are completed, research performed, and data collected. The Subrecipient will identify approximately 5 hot spots for follow up. The Subrecipient will develop and share criteria used to define hot spots. Subtask 2.2.11 Using information collected during the water quality sampling, site investigation, and/or hot spot identification tasks associated with this project, the Subrecipient will follow up on potential on-site system failures, where appropriate, by completing dye tests of suspect systems. All activities associated with the dye testing process, such as making owner contacts,writing letters, and reviewing records will apply to this subtask. The Subrecipient will aim to complete 11 dye tests. Subtask 2.2.14 Once a failing septic system is identified, the Subrecipient will seek to eliminate or mitigate the source. A variety of methods including compliance, technical assistance, and education may all be used to secure improvements. Funding for this task does not include direct financing of repairs but may refer property SUBRECIPIENT AGREEMENT SC-106521 Page 14 of 24 owners to other potential funding sources. The Subrecipient will aim to correct 6 failing septic systems. Subtask 2.4.3 The Subrecipient will report on issues identified and corrected as a result of this project. Reports will include the number, location, and actions taken to correct pollution from failing septic systems, stormwater, and poor animal keeping practices. Deliverables. Deliverable Due Date Collect 350 water samples 175 samples by September 1, 2019 175 additional samples by June 1, 2020 Identify 5 hotspots March 31, 2019 Complete 11 dye tests June 1, 2020 Correct approximately 6 failing systems June 30, 2020 Report number& location of sites referred, and actions taken to address pollution from animals and June 15, 2020 failing OSS 4. Task 4: Education &Outreach Objective: Correct and prevent pollution from bacterial sources by educating local residents about water quality in Oakland and North Bays. Subtask 4.2.1 Assist in the preparation and editing of one Water Quality Report to be published in a locally distributed newspaper. (Pierce County will manage the report preparation and printing contracting processes.) Provide water quality sampling results for inclusion in the Report. Deliverables- Deliverable eliverablesDeliverable Due Date Mason County Water Quality Report June 1, 2020 5. Task 5: Implementation of North Bay Closure Response Plan Objective: Coordinate implementation of the recently adopted North Bay Closure Response Plan. Subtask 5.1 Inventory location and risk level of on-site sewage systems in the North Bay Shellfish Protection District, notify residents of overdue operation and maintenance of their systems, and follow up on unsatisfactory O&M reports (Objective 3 of the North Bay Shellfish Protection District Plan). Mason County Public Health will provide a memo summarizing the results of the inventory and notification process. Subtask 5.2 Evaluate dock/boating usage and risk mitigation (Objective 5 of the North Bay Shellfish Protection District Plan). The subrecipient will provide a memo summarizing the results of inventory and proposed mitigation measures. Subtask 5.3.1 The subrecipient will offer at least one (1) septic system homeowner workshop sharing information about septic system maintenance and other water quality improvement activities and resources. The subrecipient will provide copies of a sign-in sheet for attendees. SUBRECIPIENT AGREEMENT SC-106521 Page 15 of 24 Subtask 5.3.2 Develop and distribute pet waste educational materials (Objective 6 of the North Bay Shellfish Protection Plan). The Subrecipient will provide copies of sign in sheets from the workshop and copies of any pet waste educational materials utilized. Draft education materials will be submitted to DOH for review at least one week prior to use. Subtask 5.4.1 The subrecipient will camera inspect approximately 2,300 lineal feet of gravity sewage system lines for leaks, cross connections, and unconnected structures. The subrecipient will provide a memo summarizing the results of the inspection. Subtask 5.4.2 The subrecipient will develop a strategy for responding to problems identified through the camera inspection process. The subrecipient will submit a memo prioritizing repairs and describing how repairs will be addressed. Subtask 5.4.3 At the end of the project period, the subrecipient will provide a memo summarizing the results of the inspection and correction efforts. (Objective 5 of the North Bay Shellfish Protection District Plan). Deliverables- Deliverable Due Date Onsite septic sstem inventory memo March 31, 2019 Boat usage inventory memo October 31, 2019 Homeowner workshop sign-in sheets December 31, 2019 Copies of pet waste educational materials December 31, 2019 Memo summarizing camera inspection and problem correction effort June 15, 2020 Assumptions: 1. These activities may be used to provide match for other grants obtained by the MCHD. MCHD is responsible for confirming that monies received through the National Estuary Program can be used as allowable match for other grant programs. 2. The reporting required in Task 1 will report on the progress and completion of all deliverables in all tasks within this agreement. 3. Subrecipient is expected to subcontract with the Squaxin Island Tribe(SIT)to complete tasks in this Scope of Work. 4. If the Subrecipient uses these funds to procure construction, equipment, services, or supplies; they will assist Pierce County in completing federally required MBW/WBE reporting forms. 6. PROJECT IMPLEMENTATION AND PROGRESS Failure to lawfully plan, administer, and implement the project or to demonstrate substantial progress within ninety(90) days of the effective date of this Agreement, shall cause the County to re-evaluate the need for and methods of the project. The result of such re-evaluation may necessitate restructuring of the scope, redefinition of milestones and/or units of service or termination of the Agreement for lack of need, ineffective or improper use of funds, and/or failure to implement the project in a timely and reasonable manner. 7. RECORDKEEPING AND REPORTING A. The Subrecipient shall submit Quarterly Progress Reports by the tenth (10'") of the month SUBRECIPIENT AGREEMENT SC-106521 Page 16 of 24 following the end of each quarter, or thirty(30) days after the fully signed agreement has been emailed to the Subrecipient, whichever is later throughout the term of the Agreement, and maintain these records for six (6) years after the term of the Agreement. B. The Subrecipient shall complete reports and provide information as required by the County to demonstrate compliance with regulations, goals, and objectives. 8. RECORDS The Subrecipient shall maintain all project records required by applicable federal, state and county regulations, which are incorporated herein by reference. The public, County representatives,the State Auditor, and officials of the federal government shall be granted reasonable access to all"public records"associated with this Agreement for up to six(6)years following the termination or expiration of this Agreement in accordance with, and subject to any limitations or exemptions under the Public Records act. Ch. 42.56 RCW, or any other applicable state or federal law. The Subrecipient shall maintain records and files for this project containing the following items: A. Motions, resolutions, or minutes documenting Board or Council actions. B. A copy of this Scope and the County's notice to proceed on this project. C. Correspondence regarding budget revision requests. D. Copies of all invoices and reports submitted to the County for this project. E. Copies of approved invoices and warrants. F. Records documenting that costs reimbursed with funding provided under this Scope are allowable in accordance with 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. (Formerly OMB Circular A-21 for educational institutions, Circular A-87 for local governments and A-122 for nonprofit organizations.) Such records include, but are not limited to: 1. Personnel costs, payroll time sheets for actual salary and fringe benefit costs. Time sheets must be approved by a supervisor and must document percent of time charged against this project. Direct salaries and wages of employees chargeable to more than one grant program or other cost objective(s) must be supported by time distribution records. 2. Staff travel, documentation of mileage charges for private auto use must include: a) destination and starting location, and b) purpose of trip. 3. Copy machine use, postage,telephone use, and office supplies when these costs are shared with other programs and no invoice is available, log sheets or annotated invoices. G. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts when such process is required. H. Documentation required by this Agreement if any funds provided under this Agreement are used to acquire equipment. SUBRECIPIENT AGREEMENT SC-106521 Page 17 of 24 9. PROCUREMENT AND SUBCONTRACTS The Subrecipient may, upon the County's prior review and specific written approval of the contract instrument, enter into any contract or procurement action authorized or necessary for the successful completion of this Agreement(other than contracts for incidental procurements not directly related to the accomplishment of the project which do not require County approval). All procurement actions and contracts other than incidental procurements shall be structured in accordance with applicable state and federal law relating to contracting by public agencies. 10. CONFLICT OF INTEREST AND CODE OF CONDUCT The County may, in its sole discretion, by written notice to the Subrecipient, terminate this contract if it is found, after due notice and examination by the County or it's agent that there is a violation of chapter 42.23 RCW, or any similar statute involving the Subrecipient in the procurement of, or performance of this agreement. In the event this agreement is terminated as provided above, the County shall be entitled to pursue the same remedies against the Subrecipient as it could pursue in the event of a breach of contract by the Subrecipient. The rights and remedies of the County provided for in this section shall not be exclusive and are in addition to any other rights and remedies provided by law. The existence of facts upon which the County makes a determination under this section shall be an issue and may be reviewed as provided in the"resolution of disputes" section of this agreement. 11. PROPERTY, MATERIALS AND OPERATING SUPPLIES A. Non-expendable equipment, materials, operating supplies and other assets other than real property, purchased in whole or in part with Agreement funds, whose per unit fair market value(or total value for supplies) at the time of completion of use is in excess of $5,000 and are to be utilized, maintained, inventoried, controlled and disposed of pursuant to applicable federal regulations. B. Any equipment, materials, operating supplies and other assets withep r unit fair market value(or total value for supplies) at the time of completion of use of less than $5,000, may be retained or disposed of by the Subrecipient. The County retains no financial interest in these items. Note:Any assets whose fair market value is in question should be referred to the County for decision before any disposition action is taken by the Subrecipient. 12. COMPLIANCE WITH LOCAL AND FEDERAL REGULATIONS The Subrecipient, its consultants, and contractors shall comply with all applicable local, state and federal laws and regulations,whenever and wherever they are applicable, including those listed below. The Subrecipient, its consultants, and contractors shall timely obtain all permits and approvals necessary to lawfully implement the project. The Subrecipient, its consultants, and contractors shall include in all contracts, subcontracts and purchase orders for this project the following list of laws and regulations and shall require compliance with such laws and requirements: A. Title VI of the Civil Rights Act of 1964 (P.L. 88-352) relating to non-discrimination in performance of the project and to the benefits deriving from. B. Executive Order 11246 dealing with non-discrimination in employment based on sex, sexual orientation, gender identity, or national origin, as amended by Executive Orders 11375, 11478, 12086, and 13672. SUBRECIPIENT AGREEMENT SC-106521 Page 18 of 24 C. The relocation, acquisition and displacement requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. D. - The regulations, policies, guidelines and uniform administrative requirements of 2 CFR 200 (formerly OMB Circulars A-21, A-87,A-110, A-122 and A-128) as they relate to the acceptance and use of Federal funds. E. The National Environmental Policy Act of 1969 and other statutory environmental requirements. F. Executive Orders 11625, 12138 and 12432, and Public Law 98-507, dealing with the use of minority and women owned business enterprises. G. The provisions of the Hatch Act limiting political activities of government employees. H. The Federal Funding Accountability and Transparency Act of 2006 (Public Law 109-282). I. The Drug-Free Workplace Act of 1988 (42 U.S.C. 701). J. Current EPA general terms and conditions available at: https://www.er)a.gov/grants/grant- terms and-conditions K. Current EPA Cybersecurity Condition available at: https://www.epa.gov/grants/cybersecurity-grant-condition-other-recipients-including- intertribal-consortia Note: A listing of these applicable laws and regulations are to be incorporated in each contract, subcontract and consultant agreement issued by the Subrecipient or its contractors. 13. COUNTY MONITORING/ASSESSMENT PROCEDURES A. The County will conduct monitoring and performance assessments of all services provided under this Agreement, in the manner and at reasonable times, with reasonable notice, as the County considers appropriate. B. Monitoring and assessment activities include, but are not limited to, review of service and financial reports, including all books, records, documents, and other data, facilities, activities, and on-site visits by County staff or their designee, state, or federal representatives. C. Unless the County elects to terminate this Agreement for cause, when findings from monitoring efforts or audits show that there are apparent violations of the terms or conditions of this Agreement, the Subrecipient and the County shall negotiate a mutually agreeable plan of action to address the identified problem. If the parties are unable to come to agreement, the Subrecipient may file a complaint, as specified in this Agreement. SUBRECIPIENT AGREEMENT SC-106521 Page 19 of 24 Exhibit B Compensation and Financial Requirements 1. COMPENSATION In consideration of the mutual promises given and the benefit to be derived from this Agreement, the County agrees to provide funds in the amount of$206,350.00 to accomplish the scope of services described in Exhibit A—Scope of Work. The project budget and financial requirements are provided below. Budget Summary Task Budget Task 0—QAPP Development $3,000 Task 1 —Project Administration& Reporting $11,500 Task 2—Pollution Identification& Correction $82,175 Task 4—Education &Outreach $2,000 Task 5—North Bay SPD Implementation $107,675 $206,350.00 Project Total: $206,350.00 2. FINANCIAL REQUIREMENTS A. Applicable Regulations and Restrictions It is understood that where applicable, funds provided by this Agreement are federal funds administered by the County and are subject to those regulations and restrictions normally associated with federal programs including: 2 CFR 200, Uniform Administrative Requirements, Costs Principles, and Audit Requirements for Federal Awards (formerly OMB Circular A-21, A-87, A-102, A-110, A-122 and A-133), and other such uniform administrative requirements for grants-in-aid now in effect or which hereafter may be made applicable by local, state or federal laws or regulations.All of the above are incorporated in this Agreement by reference. B. Audit requirements of the main contract identified as Section 14 Audits must be adhered to by Subrecipients. Subrecipients who are required to obtain a single or program- specific audit(formerly an A-133 audit) must meet the requirements of 2 CFR 200.500- 507. Audits and/or reviewed financial statement must be submitted to the County within thirty(30) calendar days of issuance. The review must be conducted in accordance with the Statements and Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants for non-profits or the Government Auditing Standards issued by the Comptroller General of the United States for government entities. C. Approved Uses, Grant Funds It is expressly understood that funds may only be used for costs included in the attached approved project budget and may not be used for the general administration or operation of the Subrecipient and may not replace non-federal funds in any jointly funded project. D. Changes and Modifications 1. Either party may amend this agreement per the requirements of Section 6. SUBRECIPIENT AGREEMENT SC-106521 Page 20 of 24 Amendments of this Agreement. A formal written and approved contract amendment for major changes is required. Major changes are those: that impact the scope of work beyond minor budget and/or service adjustments that: increase or decrease the contract amount, add new line items to the approved Budget Summary, extend the time of performance, or make other regulatory changes. Proposed amendments must be submitted in writing (letter or email) by the Subrecipient, including an explanation for the requested change. If approved, an amendment will be processed for signature by both parties. Once the Subrecipient receives the fully executed amendment, billings may be submitted using the amended Budget Summary. 2. Minor budget and/or service adjustments include: a) A transfer from one (1) or more line item(s) not exceeding ten percent (10%) of the existing line item in Budget Summary(Exhibit B), is allowed with a corresponding decrease in another line item(s). Such a transfer may not increase the total contract amount. The request and approval of such transfers may be communicated via email. a) A written letter of agreement may be used to communicate minor changes that exceed ten percent(10%). Minor changes include line item adjustments to the contract budget or modifications to the day to day operating structure for services provided that do not impact the total contract amount. The letter of agreement must be signed by County Staff and the authorized signer of the agreement. E. Inappropriate Funds Obligation 1. Funds shall not be obligated for: a) Any action subsequent to written notification from the county suspending or terminating the Agreement, except as authorized by the County. 2. The Subrecipient shall refund to the County any payment or partial payment expended by the Subrecipient, its Contractors or Consultants which is subsequently found to be ineligible, inappropriate or illegal. F. Request for Payment 1. Reimbursement requests will not be approved unless Subrecipient submits timely performance reports and all information necessary to demonstrate compliance with regulations, eligibility, goals and objectives. 2. Request for payment by the Subrecipient shall include only the request for payment or reimbursement of cost actually incurred per the approved budget and supported by documentation. All reimbursement requests must be accompanied by copies of substantiating receipts, pay stubs, invoices or other proof of incurred costs and must be signed by a signature authority designee(s). A signature authority designee(s)form must be on file prior to the first contract payment request submission of the contract period. All backup documentation and a signed copy of the contract payment request are to be submitted electronically to pcpwcontractservices(&Piercecountywa.gov with organization name and service period in the subject line of the Email. Instructions and forms for electronic submissions will be forwarded to the Subrecipient upon execution of this agreement. SUBRECIPIENT AGREEMENT SC-106521 Page 21 of 24 3. The Subrecipient is prohibited from submitting request for payment in excess of actual requirements for carrying out the project. 4. Subject to the terms and conditions of this Agreement, the Subrecipient shall submit a Contract Payment Request Form on a quarterly basis within twenty-five (25)working days following the quarter in which the Subrecipient has incurred expenditures for services and costs as outlined in this Agreement. The amount requested must be supported by actual costs incurred and paid for by the Subrecipient/vendor. The County shall issue payment no later than thirty(30) working days after the receipt of complete and accurate billing information as determined by the County. The submission of incomplete or inaccurate billing information may delay the reimbursement process and shall not be considered a breach of contract. 5. Exceptions to these procedures must be requested in writing and agreed upon between the parties. 6. Payment for Subrecipient's services provided and expenses incurred from January 1, 2018 to the effective date of this agreement shall be made promptly after the execution of this Agreement and receipt of a complete invoice. G. Multiple Agency Funding Projects funded by multiple agencies or sources shall indicate in the project budget the agency or source from which the funds derive and how the funds will be utilized. SUBRECIPIENT AGREEMENT SC-106521 Page 22 of 24 Exhibit C Applicable Definitions The following terms shall have the following definitions: "Acquisition Cost"shall mean that amount expended for property, excluding interest, plus, in the case of property acquired with a trade-in, the book value (acquisition cost less amount depreciated through the date of trade-in) of the property traded in. Non-expendable personal property, the value of which was expended when acquired, has a book value of zero (0)when traded in. "Agreement"shall mean this Agreement and Exhibits that are attached to and incorporated by reference. "BARS" shall mean Budget, Accounting, and Reporting System for counties, cities, and other local governments. "Business Entity"shall mean any person, or group of persons performing or engaging in any activity, enterprise, profession, or occupation for gain, benefit, advantage, or livelihood, whether for profit or not for profit with the County. The term business entity shall include, but not be limited to partnerships, corporations, Subrecipients, and subcontractors doing business with the County. "CFR" shall mean Code of Federal Regulations. All references in this Agreement to CFR chapters or sections shall include any successor, amended, or replacement regulation. The CFR may be accessed at http://www.ecfr.gov "Contract"shall mean this Agreement and Exhibits that are attached to and incorporated by reference. "Contract Budget"shall mean the budget incorporated in this Agreement, identifying a plan for the expenditure of contracted funds. "Cost Reimbursement"shall mean that payment to the Subrecipient is based upon the actual reimbursable costs incurred under this Agreement. "Debarment"shall mean an action taken by a federal official to exclude a person or business entity from participating in transactions involving certain federal funds. "Fee for Service"shall mean paying the Subrecipient a negotiated fixed rate, based upon performance of a defined unit of service. "Financial Statement"shall mean a combined report, or separate reports, of financial information prepared by the Subrecipient's accountant that identifies the Subrecipient's financial position, operating results, and other pertinent information. The reporting period of the document(s) shall correspond with the Subrecipient's calendar or fiscal year. "Independent Auditor" shall mean either a certified public accounting firm or a certified public accountant. "Information Technology (IT) Purchases" include, but are not limited to, computers, software, desk telephones, and cellular telephones, but do not include keyboards and mouse. "Non-expendable Personal Property"shall mean tangible personal property having a useful life of more than one (1)year and an acquisition cost of$5,000.00 or more per unit, unless a greater amount is specified in an Appendix or Work Order. "PCC"shall mean Pierce County Code. "Personal Property"shall mean property of any kind, including small and attractive items and IT SUBRECIPIENT AGREEMENT SC-106521 Page 23 of 24 equipment, except real property. "Price Related" shall mean a price-analyzed payment structure in which payments are either made as a lump sum or made at a rate-per-unit basis, and without consideration of the Subrecipient's actual or anticipated costs. "RCW"shall mean the Revised Code of Washington. All references in this Agreement to RCW chapters or sections shall include any successor, amended, or replacement statute. The RCW can be accessed at hftp://apps.leg.wa.gov/RCW/ "Real Property" shall mean any interest in land. "Regulating Authority" shall mean any federal, state county or local entity which has the ability to enforce laws regulations or requirements upon the Subrecipient. "Small and Attractive Items" shall mean those items with a value of$300.00 or more that are particularly vulnerable to loss. Examples of these items include, but are not limited to, communication equipment, cameras, IT accessory equipment such as scanners, office equipment, televisions, cellular telephones, and VCRs. "Subcontract"shall mean any agreement between the Subrecipient and a Subcontractor or between a Subcontractor and another Subcontractor that is related to this Agreement, provided that the Subcontract does not include the purchase of supplies or support services that do not directly affect the funded services. The terms Subcontract and Subcontracts shall mean Subcontract(s) in any tier. "Subcontractor" shall mean any person, partnership, corporation, association, or organization, not in the employment of the Subrecipient, who is performing part of the contract or Subcontract from a Subcontractor. The terms Subcontractor and Subcontractors shall mean Subcontractor(s) in any tier. "Subrecipient"shall mean a non-federal entity that expends federal awards received from a pass-through entity to carry out a federal program but does not include an individual that is a beneficiary of such a program. A Subrecipient may also be a recipient of other federal awards directly from a federal awarding agency. "Useful Life"of non-expendable personal property shall mean that useful service life as based upon the United States Department of Treasury, Internal Revenue Service, policies on depreciation for tax purposes, unless the Subrecipient or Subcontractor documents in writing some different period that the County agrees to in writing. "Unit Cost Rate"shall mean a payment mechanism where reimbursable costs incurred in a prior period, divided by the units of service delivered in the prior period and multiplied by the units identified in the current period, determines the total amount paid. "Vendor"shall mean a dealer, distributor, merchant, or other seller providing goods or services that are required for the conduct of a federal program. These goods or services may be for an organization's own use or for the use of beneficiaries of the federal program. "WAC"shall mean the Washington Administrative Code. All references in this Agreement to WAC chapters or sections shall include any successor, amended, or replacement regulation. The WAC can be accessed at http://apps.leg.wa.gov/wac/ "Work Order"shall mean a document attached to and incorporated by reference to the Basic Agreement which states the goods, services, and/or benefits to be delivered, and any other terms and conditions that apply to the work. SUBRECIPIENT AGREEMENT SC-106521 Page 24 of 24 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Michael MacSems DEPARTMENT: DCD EXT: 571 BRIEFING DATE: March 4, 2019 No previous briefing on this item ITEM: Approval of three 2019 Heritage Grant applications totaling $11,521 on the March 12th BOCC Action Agenda. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions At their February 2019 monthly meeting the MCHPC voted to forward the following Heritage Grants to the BOCC for approval: Pickering Community Club: $4,746 towards the cost of a roof replacement for the Grant School House. Great Bend Center for Music: $4,000 towards the cost of commissioning a new piece of music incorporating Salish and settler musical themes which will premiere at Carnegie Hall in 2019. The music will also be performed locally and will be available for future performances. Mason County Historical Society: $2,775 to buyer a 36" scanner for historic maps. BUDGET IMPACTS: The Historic Preservation Commission budgeted $12,000 for fiscal year 2019, If approved by the BOCC, this grant cycle will cost the Historic Preservation fund $11,521 and there will only be one Heritage Grant cycle this year. The MCHPC feels that in the face of a declining budget, one grant cycle per year is more efficient. RECOMMENDED OR REQUESTED ACTION: Approval three 2019 Mason County Heritage Grants, as discussed above, for a total amount of $11,521 on the March 12th Action Agenda. ATTACHMENTS: Copies of the grant proposals from applicant, Mason County Heritage Grant Program Guidelines, Comments about Contract from Tim Whitehead, Draft Contracts. 2019 Heritage Grant Briefing Page 1 of 1 Michael MacSems - Re: 2019 Mason County Heritage Grants Contract Review From: Tim Whitehead To: Michael MacSems Date: 2/20/2019 10:15 AM Subject: Re:2019 Mason County Heritage Grants Contract Review Michael, I've reviewed the documents and they look fine. Please let me know if there is anything else you need. Tim >>> Michael MacSems 2/16/2019 2:49 PM >>> Hello Tim, Please find attached draft copies of three Heritage Grant contracts that I want to brief the BOCC on, on 3/4/19. The contacts are identical except for the particulars of each grant. Section "d" is a new item that came about after we found out that an applicant didn't get a required building permit for a re-roof job.I'm hoping to have my briefing packet complete by 2/26. Thank you, Michael file:///C:/Users/mms/AppData/Local/Temp/XPgrpwise/5C6D28CEMasonmail l 001613462... 2/22/2019 rF Ala' �� 4 Mason County Heritage Grant Program Guidelines Mission: The Mason County Heritage Grant Program provides resources to assist in the collection,preservation,and interpretation of Mason County's heritage. About the Program: On behalf of the Board of County Commissioners,the Mason County Historic Preservation Commission(MCHPC)administers the Mason County Heritage Grant Program(HGP)to assist projects that promote the public's access to County history. The program is funded with a portion of document recording fees collected by the Mason County Auditor.The allocation of these fees for projects that"promote historical preservation or historical programs,which may include preservation of historic documents" is authorized under RCW 36.22.170.The revenues accrue to a dedicated fund and may not be used for any purposes other than those stipulated in the statute. The program is operated in such a way that revenues accruing to the fund in one year are allocated in the following year,ensuring that project awards will be available regardless of prevailing economic conditions. Eligibility: 1. Who can apply:Non-profit organizations currently registered with the Washington Secretary of State or 501(c)(3), government entities, including tribes, are eligible for consideration as long as they have a clear focus on heritage within Mason County. Projects sponsored by individuals are not eligible. 2. Project Categories: To qualify for assistance,projects must fall into one of the following categories: • Professional Development • Public Education • Small Capital Projects • Collections Management • Heritage Investigations • Historic Preservation 3.Project Ranking Criteria: The evaluation of the grant proposals will be based on the following criteria. (Points in parentheses): • Promotes heritage,preservation and history in Mason County(25 pts.maximum) • Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history(20 pts.maximum) • Applicant has the capacity to complete the project using professional standards(15 pts.maximum) • Immediate need or opportunity and relates to applicants mission and/or goals(15 pts.maximum) • Measurable outcomes(10 pts.maximum) • Well defined budget as well as effectively leveraged funding and support from other sources(total project costs, i.e. grant amount plus hard and soft match; enhancing historic visibility)(10 pts.maximum) • Economic benefit to Mason County(5 pts.maximum) Mason County Heritage Grant Program Guidelines March 9,2018 Page 1 Note-Ongoing operational costs(staff,utilities,rent, etc.)are not eligible for HGP funding. Available Funds: Grant proposals may be requested up to$5,000.Total funding level for the Mason County Heritage Grant Program will be determined by the number and quality of the proposals. Proposal Process: The program operates on a calendar year budget with two proposal cycles during the calendar year.The proposal deadlines for each calendar year are the second Friday in January for the Winter Cycle and the second Friday in July for the Summer Cycle. Projects for both cycles are to be completed within 6 months of grant award. Grant recipients can request a one time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 4:30 p.m. four months from date of award. Applicants are allowed to submit one proposal per granting period. If a six-month time extension has been granted for a previously approved grant,the grant recipient will not be eligible to request grant funding until completion of the participants current grant. Grant recipients not completing projects within the initial six month cycle and do not have an approved time extension will not be eligible for grant funding for one year from the date of the completed grant.Only an authorized official for the organization is allowed to sign the proposal (i.e. city official,organization president,etc.).The application must also be signed by the organization's financial officer. 1. Submittal/Review: • Develop grant proposals addressing each element in the order identified under Project Ranking Criteria. • Complete the grant proposal and submit one original signed proposal,one set of support materials(optional), and five additional copies of all materials to the Mason County Historical Preservation Commission,Mason County DCD,615 W Alder Street, Shelton, WA 98584.Proposals which are mailed to the above address must be postmarked by the deadline dates established for each period.Hand delivered proposals must be received no later than by 4:30 p.m. for the deadline dates established for each cycle. If proposal deadline dates fall on a non-county business day, proposals are due by 4:30 p.m.the next business day. Late or incomplete proposals will not be accepted. • Proposals will be reviewed for completeness by staff.After the proposal deadline closes, staff will forward completed proposals to the MCHPC Subcommittee for review and ranking using the MCHPC approved ranking criteria.The Subcommittee will forward a ranking report to the MCHPC for endorsement by a majority of the MCHPC.A recommendation will then be forwarded to the Board of County Commissioners (BOCC).The BOCC will make all final funding and approval decisions. 2.Contract/Scope of Work: Approved grant proposals recipients will sign a contract with Mason County, and will provide a scope of work. The scope of work will be an attachment to the contract. Mason County Heritage Grant Program Guidelines March 9, 2018 Page 2 3.Reimbursement: The HGP is a reimbursement program.The grantee will complete their projects and invoice the County for reimbursement of the approved expenditures. Grantees will allow at least 30 days for reimbursement after the invoice has been received by the County.A progress report and documentation of expenditures will be required for the advance of funds before the completion of a project. 4.Final Report: Upon completion of the granted project, a final report shall be submitted by the grantee to the MCHPC.The final report should briefly report the completion and the outcome of the granted project and shall be submitted to the Mason County Historical Preservation Commission,Mason County DCD, 615 W Alder Street, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date. 5. Special Notice: Properties listed on the Mason County Register of Historic Places must have a Certificate of Appropriateness submitted with the application package if the project meets the review requirements of the Mason County Historic Preservation Ordinance Chapter 17.40.150. Mason County Heritage Grants will not be approved for projects that would result in the disqualification of properties on federal, state or county historic registers. ADDITIONAL INFORMATION: Project Categories• The following are examples of activities which are meant to illustrate the types of potentially eligible projects.The examples listed below are not meant to bg exclusive.Applicants unsure of a potential project's eligibility should contact the Mason County Historical Preservation Commission, at Mason County DCD, 615 W Alder Street, Shelton, WA 98584, 360-427-9670 for a determination.Projects may fall under more than one category. • Professional Development: This category provides support for activities,which enhance the capabilities of the board, staff and volunteers of non-profit organizations to collect,preserve and interpret history in Mason County.Examples: o Development or sponsorship of programs for the professional training of nonprofit staff and volunteers related to historical preservation. o Provide capacity-building training for the boards and staff of non- profit heritage organizations. • Public Education: This category provides support for activities that incorporate Mason County history into the educational infrastructure and the general public discourse.Examples: o Research,design,production, installation and promotion of permanent and semi-permanent exhibits,both on-site and off-site. o Research, design, production and management of traveling exhibits for schools. o Original research that will result in publication, exhibit,public event,or some other product that places the outcome of the research before the public on a not for profit basis. o Production and distribution costs for books, articles, videos, oral history tapes, DVDs, etc., on a not for profit basis which address some aspect of Mason County history. Mason County Heritage Grant Program Guidelines March 9,2018 Page 3 • Small Capital Projects: This category provides support for historical preservation projects that assist an organization in meeting health, safety and welfare needs that preserve its facility assets and enhance service to the public. If a small capital project is located within a local historic preservation jurisdiction, evidence of review and approval by the local jurisdiction that the project meets the U.S. Secretary of the Interior Standards is required. o Design and installation of modifications to meet ADA requirements. o Exterior maintenance(roofing,painting, relevant landscaping,etc.) of substantive value/nature, i.e.,more than routine and periodic maintenance expected of a prudent owner or tenant if such maintenance is necessary to protect historic archival exhibits. o Substantial interior projects that preserve the structural and/or signature design integrity of heritage facilities. o Acquisition of technology hardware with a projected useful life of three or more years that is used in direct support of the applicant's project. • Collections Management: This category provides support for projects that assist nonprofit organizations to effectively execute their stewardship obligations for their collections. Examples: o Acquisition of significant additions to the collections of non-profit heritage or historical organizations. o Professional services related to conservation.of key items in the collections of nonprofit heritage agencies. o Acquisition of software to computerize collections management(For technology hardware, refer to Small Capital Projects). o Provision of a portion of the local share of the cost for an operational assessment by a qualified professional or an accredited institutional program (e.g.,the Museum Assessment Program). • Heritage Investigations: This category provides support for activities that involve recovery,recording and reporting/presentations of Mason County heritage materials. Examples: o Archaeological surveys, excavations and reporting of heritage sites and artifacts, in consultation with local Indian Tribes,within Mason County. o Archival investigations and reporting of documents involving the heritage of Mason County. o Recording and reporting ancient and historic artifact collections in public and private ownership from Mason County.Artifacts in this category can vary in scale, e.g., from bams/buildings down to projectile points and oxen shoes. • Historic Preservation: This category provides support for activities that directly result in the identification,evaluation and and protection of significant heritage resources. Examples: o Survey efforts. o Historic designation. o Site condition analysis or evaluation. o Research/documentation efforts. o Completion of preservation planning documents. Mason County Heritage Grant Program Guidelines March 9, 2018 Page 4 o Other efforts that result in the protection of Mason County heritage. Enabling Legislation for this Program: RCW 36.22.170: The Revised Code of Washington can be viewed online at: https://app.Iee.wa.eov/rcw/default.aspx?cite=36.22.170. Professional Standards Guidelines for Agnlic If the core of the grant project is historic preservation, it shall be carried out in compliance with the U.S. Secretary of the Interior Standards for such projects and other applicable codes and regulations at the federal, state and local levels. Please see link below. American Alliance of Museums (AAM)Best Practices: http://www.aam-us.ore/resources/ethics-standards-a nd-best-P ra cti ces. American Alliance of Museums(AAM)Code of Ethics: http•//www aam-us.org/resources/ethics-standards-and-best-practices/ethics. Secretary of the Interior Standards for Rehabilitating, Restoring, and Reconstructing Historic Buildings: httr)s://www.n ps.sov/tps/standards/treatment-eu idelines-2017.[)df. Oral History Standards: http://www.o ra l h i st o ry.o ra/web-s u i d e s-to-d o i n a-o ra I-h i st o ry/. http://www.ora I h istory.org/oral-histo ry-in-the-digital-age/. Americans with Disabilities Act Guidelines: http://www.ada.gov/ Digital Project Standards Resources: http://content.lib.washington.edu/cmpweb/project/proj-resources.html Mason County Historical Preservation Commission: http://www.co.mason.wa.us/historic/index.php Mason County Heritage Grant Program Guidelines March 9, 2018 Page 5 Draft HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 12,2019 by and between Mason County(the"County"),and the Pickering Community Club(the"Grantee"). Pickering Community Club Mason County c/o Jonelle Adams c/o Mason County Historic Preservation Commission 2736 Gravelly Beach Loop NW 615 W Alder Street Olympia,WA 98502 Shelton,WA 98584 (206)-235-7830 Attn:Michael MacSems (360)427-9670 ext.571 RECITALS 1.The Grantee has applied for a grant up to the amount of$4,746 to cover the cost of roof repairs in order to stabilize and preserve the historic Grant School House. 2.The County is granting up to the$4,746 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration ofthe foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Engagement (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of the restoration of the historic shed as described in the scope-of-work (Exhibit "A"),which shall be performed by independent contractor(s). (b) The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 12,2019 to September 10,2019 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later then 5:00 p.m. four months from the date of the award(July 9,2019). 16A 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit A. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award. At a minimum the invoice shall include the organization's name, remittance address, date, details of expenses (paid receipts), invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c)Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission.The final report shall summarize the project, its completion and outcome. The fmal report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date. (d) Grant recipients are required to comply will all local, state, and federal permit requirements,ordinances and laws..Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 16A Exhibit A: Pickering Community Club: Scope of Work and Deliverable Receipts and photographs documenting that the installation of a new roof has been completed and paid for on the historic Grant School House and historic shed. RECEIVED Mason County Heritage Grant Application JAN 1-► 1)019 A15 W p'dersr Applicant: _ Pi G kP r n I 4 COM m un , �/ (4 Date: /6 oaf Mailing Address:—.,-)Z3(o Email:t �1�a rn S t 3 ld17 Phone: Project Description Attached on Separate Page: Yes X No_ Total Project Cost: Z 17 4(G ((p Grant Request Amount:$t,7 L/ Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: YesNo How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes No Public Education: Yes No Small Capital Projects: YesXNo Collections Management: Yes No Heritage Investigations: Yes No Historic Preservation: Yes No Does your organization have a current incomplete Heritage Grant project pending? Yes No__X_ Does your organization have a previously approved six month time extension for an incomplete approved project? Yes_No_X Rev. 02/01/2018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes_ No-K Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i.e. city official, organizational president, etc.): 1 . i -- Date: Signature of your organization's financial officer: Date: Rev. 02/01/2018 Mason County Heritage Grant Date of Grant Application: Jan.16, 2019 Organization: Pickering Homemakers Club Inc. dba—Pickering Community Club www.thegrantschool.org Address: 151 E. Community Club Road–Shelton, WA 98584 President: Roxanne Silverthorn Contact person and Mailing Address: Jonelle Adams,Treasurer–2736 Gravelly Beach Lp. NW, Olympia,WA 98502-Cell Phone: 206-235-7830 Email:jadams13444@live.com Mason County Heritage Grant Application for 2019 Applicant: Pickering Homemakers Club Inc dba- Pickering Community Club Category: Small Capital Project Project Description: Pickering Community Club is seeking funds to replace the roof of the Grant School. Improving and protecting the Grant School property is our membership's top concern. During this winter's heavy rain and wind storm, we had a small section of the roof that was damaged. We were lucky to catch it quickly and have professional roofers repair the leak immediately. Fortunately,we had no damage to the interior ceiling which is the original beadboard. Pickering Community Club has been anticipating the replacement of the roof and established a specific Roof Fund and has been raising money for this capital improvement. Our goal was to replace the roof in 2021. Our current roof was installed in 1994. We have been very diligent about cleaning the roof annually and helping to maintain its current condition— while we raise the funds. However, due to this winter's storms–we have been advised by two roofing companies and one independent contractor to replace the roof within six to nine months. Due to the urgency of this roof replacement, we are submitting a grant to help replace the roof earlier than we had previously planned. Our Capital Improvement Committee requested two roofing bids and one contractor's opinion about the roofs condition. After reviewing all the bids,The Board of Directors has selected the bid from Ascend Roofing Company, Shelton. Pictures of the current roof conditions: 1 Roof Condition of Grant School j i � e `------yam.. f ,P i �- r , 2 t ,C ' j `d Damage in the winter storm and more sagging has appeared. 3 Roof leak was here but we have repaired the leak and ceiling was not damaged. Preserving the original beadboard is a priority. What will the work entail? The Ascend bid includes a reroofing job to include both the main school and shed: • Removal of old asphalt roofing shingles down to the solid roof substrate • Inspect substrate to ensure it is free of any dry-rot or broken framing and repair where necessary at the extra cost of$58.00 per sheet for removal and installation of new plywood • Install over the entire roof surface, one layer of an asphalt saturated underlayment with one continuous sheet over the entire deck of the school. • Install starter metal on the eaves and a drip edge metal on the gable ends • Install asphalt laminate roofing shingles in the pattern set by the International Building Codes for maximum shedding of water off the roof • Install new vent pipe flashing on all plumbing vent pipes • Install all new step flashing up all side walls • Install new roof to wall flashing on all headwalls • Install new attic vents to meet current ventilation codes • Install new hip and ridge shingles on top of the edge line 4 • Remove all debris, complete clean up and dispose of waste properly • All work will be done according to Western States Roofing Contractors Association steep slope details and recommendations and 2019 International Residential Code and manufactures recommendation. What materials will be used? Laminate asphalt roofing shingles with product: Premier (Algae Resistant Shingle) from Pabco Roofing Warranty: 30 year lifetime shingle warranty Rating: Wind rating: 110 M.P.H. and Classification: H Fasteners: Asphalt roofing shingle fastener/ 1 and % inch barbed shank roofing nail and painted hex- head screw with neoprene gasket attached to the head of the screw Labor: Written labor guarantee: 10 years against any installation errors Overall Total Project Budget: Request for Grant: $4,746.00 Project Budget: Total Bid from Ascend Roofing: $12,645+ 101.16 Tax=$12,746.16 Total funds provided from Pickering Roof Fund =$8,000.16 How does this project promote heritage, preservation and history of Mason County? In 1946,the Pickering Homemakers Club, alumni and residents of the neighborhood were concerned about the future of an old one room school house called the "Grant School" established in 1914 and closed in 1942. The Pickering Homemakers Club had just incorporated in 1946 which gave it a solid community presence and they agreed to take over the stewardship of the old school with full responsibility for its upkeep and continued preservation. Subsequently,the property was then deeded to the Pickering Homemakers Club and their meetings and activities were located at the school. Sometime later,the masculine gender joined the membership as the "homemakers" responsibilities began to include building repairs, roof replacement and social events.The school also had the honor of being used as a precinct polling site. In 2002, the Pickering Homemakers Club filed for non-profit status (5016) and several years later changed their name to Pickering Community Club as filed with the Washington State Secretary. 5 As caretakers of The Grant School,the Pickering Community Club has the following goals: • To preserve the 1914 Grant School historic flavor for the Pickering neighborhood's use and enjoyment. • To invite neighbors and friends to share in the experience of The Grant School and to be a part of our potlucks and events. • To create a living classroom museum available to children for educational school field trips. • Support other neighborhood charitable organizations who contribute to our area. Through the interest, participation and monetary support of friends and neighbors in the Pickering area, Mason County Heritage Grant program, and the Green Diamond Grant program,the school's history and structures are being preserved. Fund-raising for the repair or improvement of The Grant School is an ongoing project. We wish to acknowledge past support from the Board of County Commissioners, Mason County Historic Preservation Commission and the Green Diamond Corporation for funding past improvements which included the preservations of our wood floors, a updating a bathroom, return of the original school bell to the roof-top, repair of 1916-era maps and map case, meeting room ceiling replacement, a new flagpole and most recently the rebuilding of three porch railings and outside shed. How does this project benefit the public and increase public understanding,exposure,and experience of Mason County history? The Pickering Community Club is responsible for the preservation of the Grant School and is very proud to promote the legacy and history of the Pickering Community. Through community projects and community volunteerism,the Grant School property is known as a local hub for community gatherings and fundraising events for its' historic preservation-examples: annual plant sale, annual garage and bake sale and special auctions. The Grant School also serves our community by providing Yoga Classes, various monthly meetings, and a venue for memorials, community classes and family/social events. The Pickering Community Club has also partnered with Pioneer School District to engage students in a STEM project to help replant native plants on the old playground area. Students learned to apply plant identification skills, soil conservation and erosion prevention techniques and the importance of preserving beaches along the Puget Sound.This project was funded by a Green Diamond Grant in 2017. Pickering Community Club also continues to promote Mason County history by offering field trips for surrounding school districts. Grade school students visit Grant School and learn how students were educated back in 1914. Students learn the history of the area by participating in a hand-on-experience, while pretending to be a student at Grant School. Volunteer members conduct the educational field trip and help students experience "a day in the life of Mason County history in 1914." We have also hosted special field trips for the Shelton Senior Center. 6 Does the applicant have the capacity to complete the project using professional standards? The Pickering Community Club has received previous grants and has proven capacity to complete past projects using professional standards. Past grants were received in 2011 2013, 2017 and 2018. What is the immediate need and relationship to our mission? Pickering Community Club is dedicated to the preservation of Grant School and has been conducting continuous fundraising events to accomplish this goal. However, due to severe winter storms we are forced to replace our roof sooner that we had planned. We had planned on installing a new roof during the summer of 2021. Per our Grant School Five Year Capital Improvement Plan,this past year we expensed funds for a new efficient heating/cooling system, new attic insultation and venting, and updated our kitchen with energy efficient appliances and brought the electrical panel up to code. These planned improvements from our capital improvement budget unfortunately have left our budget in a short fall to cover the emergency need to install a new roof this summer. We hope to secure partial funding from Mason County Heritage Grant program to help complete a new roof for Grant School. We are a small volunteer group with limited fundraising opportunities, but we are a dedicated group of volunteers with a proven track record for preservation. We have set some ambitious goals and hope this commitment to the long-term investment in the Grant School is worthy of your support. What are the measurable outcomes? Pickering Community Club is committed to assure that the work is completed with quality materials and maintains the historic architecture. We will measure this by establishing a Roof committee to oversee the roofing work and ensure that historic integrity is adhered to.The committee will establish a project timeline/action plan and report to the Pickering Community Club Board of Directors. Photos will be taken to capture the work being completed (before, during and after) and incorporated into the final report provided to Mason County Historic Preservation Commission upon completion of project. What is the economic benefit to Mason County? The overall economic benefit to Mason County is the preserving and enhancing the Grant School as a community facility for continued community use. We are also employing local Shelton business owners to complete the new roof. 7 solIt INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. 0. BOX 2508 CINCINNATI, OH 45201 APR 16 2042 Employer Identification Number: Date. 91-1275293 DLN: 17053355012021 PICKERING HOMEMAKERS CLUB INC Contact Person: C/O JANICE E EDWARDS REBECCA S BOWDEN ID# 31183 4240 E PICKERING RD Contact Telephone Number: SHELTON, WA 98584 (877) 829-5500 Accounting Period Ending: December 31 Form 990 Required: Yes Addendum Applies: Yes Dear Applicant: Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an orqanization described in section 501(c) (3) . We have further determined that you are not a private foundation within the meaning of section 509(a) of the Code, because you are an organization described in sections 509(a) (1) and 170 (b) (1) (A) (vi) . If your sources of support, or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. In the case of an amend- ment to your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, you should inform us of all changes in your name or address. As of January 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA) . Since you are not a private foundation, you are not subject to the excise taxes under Chapter 42 of the Code. However, if you are involved in an excess benefit transaction, that transaction might be subject to the excise taxes of section 4958. Additionally, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please contact your key district office. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a) (1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material chancre on the Letter 947 (DO/CG) -2- ' PICKERING HOM 94AKERS CLUB INC part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a) (1) organization. Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of Code sections 2055, 2106, and 2522 . Contribution deductions are allowable to donors only to the extent that their contributions are gifts, with no consideration received. Ticket pur- chases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circum- stances. See Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, which sets forth guidelines regarding the deductibility, as chari- table contributions, of payments made by taxpayers for admission to or other participation in fundraising activities for charity. In the heading of this letter we have indicated whether you must file Form 990, Return of Organization Exempt From Income Tax. If Yes is indicated, you are required to file Form 990 only if your gross receipts each year are normally more than $25,000. However, if you receive a Form 990 package in the mail, please file the return even if you do not exceed the gross receipts test. If you are not required to file, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50, 000. This penalty may also be charged if a return is not complete, so be sure your return is complete before you file it. You are required to make your annual information return, Form 990 or Form 990-EZ, available for public inspection for three years after the later of the due date of the return or the date the return is filed. You are also required to make available for public inspection your exemption application, any supporting documents, and your exemption letter. Copies of these documents are also required to be provided to any individual upon written or in person request without charge other than reasonable fees for copying and postage. You may fulfill this requirement by placing these documents on the Internet. Penalties may be imposed for failure to comply with these requirements. Additional information is available in Publication 557, Tax-Exempt Status for Your Organization, or you may call our toll free number shown above. Letter 947 (DO/CG) r -3- PICKERING HOMEMAKERS CLUB INC You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. If we have indicated in the heading of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. Because this letter could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, Steven T. Miller Director, Exempt Organizations Letter 947 (DO/CG) Draft HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 12,2019 by and between Mason County(the"County"),and the Great Bend Center for Music(the"Grantee"). Great bend Center for Music Mason County c/o Matthew Melendez c/o Mason County Historic Preservation Commission P.O.Box 501 615 W Alder Street Union,WA 98592 Shelton,WA 98584 (206)-931-4338 Attn:Michael MacSems (360)427-9670 ext.571 RECITALS 1.The Grantee has applied for a grant up to the amount of$4,000 towards the cost of commissioning a new unique piece of music drawing on Salish and settler musical themes.The new music will premiere at Carnegie Hall in New York,but will also be available to local choirs for local performances in the future. 2.The County is granting up to the$4,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work'associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Engagement (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of the restoration of the historic shed as described in the scope-of-work (Exhibit "A"),which shall be performed by independent contractor(s). (b) The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties,shall continue until six months from that date. March 12,2019 to September 10,2019 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later then 5:00 p.m. four months from the date of the award(July 9,2019). 16B 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit A. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award. At a minimum the invoice shall include the organization's name, remittance address, date, details of expenses (paid receipts), invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c)Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission.The final report shall summarize the project, its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date. (d) Grant recipients are required to comply will all local, state, and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 16B Exhibit A: Great Bend Center for Music Scope of Work and Deliverable -A signed contract marked as paid by the composer(John Muehleisen) -A hard copy of the finished score -A recording of a performance of the work and a copy of the program from that performance RECEIVED Mason County Heritage Grant Applicatil M 18 2019 615 W.Alder Street Applicant: Great Bend Center for Music Date: Jan 18, 2019 Mailing Address: PO Box 501, Union, WA 98592 Email. matthew@greatbendmusic.org Phone:206-931-4338 Project Description Attached on Separate Page: Yeses No Total Project Cost: $35,160 Grant Request Amount: $5,000 Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes X No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes_ No_ Public Education: Yeses No Small Capital Projects: Yes No Collections Management: Yes—No— Heritage esNoHeritage Investigations: Yes No Historic Preservation: Yes No Does your organization have a current incomplete Heritage Grant project pending? Yes No X Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No X Rev. 02/01/2018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes_ No X Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i.e. city official, organizational president, etc.): 4 'J D, Date: Signature of your organization' fi ncial officer: Date: III C� Rev. 02/01/2018 January 17, 2019 Mason County Historic Preservation Commission Mason County DCD 615 W Alder Street Shelton, WA 98584 To Whom It May Concern: We're writing today to apply for a Mason County Heritage Grant in the Public Education category in celebration of an important element of Mason County's history. When Captain Vancouver's ship first explored the area, his sailors wrote letters detailing their first contact experiences with the local tribes. In encounter after encounter, the local Native Americans sang to the newcomers, and then encouraged them to sing something back which, from those letters, we know to be English, Irish and Welsh folk songs, many of which we'd still recognize today. In celebration of the fact that these two anchor constituencies in our community (the First Peoples and Europeans) first came together in song, the Great Bend Center for Music (greatbendmusic.org) has commissioned a work from award-winning composer John Muehleisen Oohnmuehleisen.com)to showcase this and the fundamentally welcoming nature of our community. The 25-minute work will premiere at Carnegie Hall in New York City on May 24, 2019 in a performance by the 40 Mason County singers ranging in age from 8 to 82 who comprise the Great Bend Chorale and Youth Chorale. The work is built around the pentatonic melody of a Salish song of welcome to which is married folk songs from around the world to highlight the diverse segments of our Olympic Peninsula community. We'll perform the West Coast premiere of the work with members of the Pacific Northwest Ballet orchestra at St. Edward Catholic Church in Shelton on June 1, 2019. We are requesting $5,000 of support from the Mason County Historic Preservation Commission to supplement community efforts(already in progress) mobilizing a collection of small and large donors, and local businesses to underwrite the$15,000 commissioning fee for the work. However, the final product will not only be the work itself as premiered in New York City and Shelton. We also want to point out that each of the work's five movements (or sections) are being crafted to work as standalone pieces appropriate for high school or community choir performance. Following the work's premiere, additional time and effort will be invested to develop a complementary suite of curriculum materials appropriate for all primary and secondary classrooms to explore: the cultural and historical significance events referenced in the work, the poetry and poets incorporated (including A New Colossus, the poem inscribed at the base of the Statue of Liberty), how the arrival of Europeans affected those already in residence on the Olympic Peninsula, and how this is tied to America's legacy as welcoming place for those seeking a better life. We feel the work is particularly important as it provides an opportunity to showcase the rich musical lives of the local tribal communities prior to the arrival of Westerners. Because the First Peoples had no way of recording or writing their music, the fact that our local tribal communities had some of the most advanced musical practices in North America(including the continent's first harmony and polyphony) is often underrepresented. It is our hope that our musical efforts, the resulting work, the concerts on both coasts, and the subsequent curricular materials, will cast a spotlight on this rich tradition and illuminate how musical connections between different members of our community are still important today. A final note: If we are successful in procuring support from this grant opportunity, we would be able to include the Mason County Historic Preservation Commission (alongside Sierra Pacific Industries) as one of the work's underwriters. This commissioning statement would appear on the title page on every printed copy of the work, in perpetuity, in testament to the work that the Commission does. This project speaks to the Project Ranking Criteria in the following ways. • Promotes heritage, preservation and history in Mason County As described above, the central element of this project is the commission and performance of a piece that celebrates the artistry of our local tribes, the history of the Hood Canal region, and the welcoming spirit that still lives and thrives in Mason County. The follow up curriculum materials will invite students of all ages to explore different elements in the music that relate to the history of the Olympic Peninsula, how that history specifically played out in Mason County, and how Native American and Western cultures were changed by their encounter and the creation of our current community. • Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history The rich musical heritage of the Salish peoples who originally populated this area is underrepresented in nearly all ways. Those musical traditions, and songs in particular, were an enormous part of their vibrant culture. Through this work we hope to shine a spotlight on this often-missed aspect of the rich Salish culture, while also showcasing Mason County's more recent arts history as the home of Washington's first artist colony and a rich classical music festival for much of the 20t" century. • Applicant has the capacity to complete the project using professional standards We believe our existing body of work, and the invitation to premiere the work at Carnegie Hall, joining the ranks of Antonin Dvorak (who premiered his "New World Symphony" there) and George Gershwin (who premiered "An American in Paris"there) speaks to this criteria. • Immediate need or opportunity and relates to applicant's mission and/or goals We ourselves are responding to the timelines dictated by the invitation to perform at Carnegie Hall by the concert's organizer, Distinguished Concerts International of New York. For this reason, the need is immediate as the work is already in progress and rehearsals begin February 12, 2019. This project is a direct extension of our mission of building community through music. Great Bend achieves this by delivering research-based, participatory community music programs designed to build the specific forms of bridging social capital that increase civic engagement, build community pride and enrich the local economy. • Measurable outcomes We have several ways of measuring the outcomes associated with this project. These include the number of Mason County singers participating in the project, the number of community stakeholders and volunteers involved to support this project, the number of audience members (on both coasts) in attendance at the premieres, and the finalization of the work itself and the associated curricular materials, and any and all related stories, articles, radio interviews and more that all bring attention to this rich aspect of Mason County history. • Well defined budget as well as effectively leveraged funding and support from other sources(total project costs, i.e. grant amount plus hard and soft match; enhancing historic visibility) A copy of the entire project (our*term*) budget accompanies this proposal showing the overall mix of support from Admissions, Participant Fees, Sponsorships, Major Gifts and Recurring Gifts(memberships)that are in place to support the project. • Economic benefit to Mason County We have a positive economic effect in two ways. Directly through our own activities within the community as an organization hiring contractors, renting venues and purchasing a fair amount of printing. But our more significant contribution economically is in the add-on multiplier effects resulting from our programs. Those who attend our rehearsals, special events and concerts also frequent the local dining, retail and lodging establishments and multiply the effect of their ticket price (or class registration, etc.) many times. More, as the majority of Great Bend's cultural tourism activities happen during what is traditionally Mason County's off-season, we know that the spill-over business that our programs drive through weekly pre- and post-rehearsal gatherings, pre-concert dinners, and post- performance cocktails, are often very welcome during the dark months of the year. This feedback is in line with both regional and national studies detailing the powerful effects of the performing arts on the neighboring retail, lodging and dining businesses. This is also validated by a recent study completed by the University of Washington School of Public Administration examining the economic community impacts of Great Bend's programs and long-term vision for Mason County in terms of both direct and indirect economic impacts. The study specifically examined the job creation, community infrastructure, cultural tourism and social cohesion effects of Great Bend's activities both current and planned and concluded: "We believe this project will be widely beneficial to the community because of its holistic approach to Union's challenges and the provision of a quadruple bottom line approach to improving Union and thereby Mason County." Edges, Borders, Horizons Revenues BUDGETED ACTUAL % of REVENUES Concert Admissions 9,800 26% Participant Registration Fees 12,500 34% Sponsorships, Gifts& Membership Support 15,000 40% TOTAL INCOME 37,300 0 100% Expenses BUDGETED ACTUAL %of EXPENSES Production Venue Expense 700 2% Scores & Commission Fees 15,000 40% Printed Program 600 2% Printed Tickets 80 0% Audio/Video Recording 500 1% Production/Equipment Rental 500 1% Postage/Other Costs 200 1% 17,580 0 47% Program Staff Conductor/Director 4,000 11% Producer/FOH 1,500 4% Rehearsal Accompaniment 1,500 4% Performance Accompaniment 7,080 19% Teaching Artists/Soloists 0 0% Cartage & Orchestra/Soloist Travel Stipends 300 1% 14,380 39% Program Marketing Advertising 2,400 6% Program Collateral(Handbills, Posters, etc.) 300 1% Social Media Marketing 500 1% Other Costs 0 0% 3,200 0 9% TOTAL EXPENSES 35,160 0 94% PROGRAM REVENUE/COST 2,140 0 6% �! v SrFATE� of A11T of1't� ASS STATInc iotateg C� V 13 'roe,��•�Av n� Secretary ,of s I, KIM WYMAN, Secretary of State of the State of Washington and custodian of its seal, hereby issue this CERTIFICATE OF INCORPORATION to GREAT BEND CEN'S'ER FORM USIC a/an WA Non-Profit Corporation. Charter do( ments are effective on the date indicated below. Date: 6/2/2017 UBI Number: 604-131-056 STATS Given under my hand and the Seal of the State OCA, ' , of Washington at Olympia, the State Capital w � x Kim Wyman,Secretary of State 4 `� is 9 �°y s Date Issued: 6/5/2017 Page 1 of 2 Michael MacSems -Re: Re: Heritage Grants 4 of 4 From: "Miller, Kris" <kmiller@skokomish.org> To: Michael MacSems <mms@co.mason.wa.us> Date: 2/6/2019 11:33 AM Subject: Re: Re: Heritage Grants 4 of 4 Michael, We met with Matthew today and the Skokomish Culture Committee is fine with what Mr. Melendez is presenting. Thank you for making sure the tribe is well informed. It may have even created a new partnership with the tribe. Sincerely, Kris Miller On Tue, Jan 22, 2019 at 2:45 PM Miller, Kris <kmillergskokomish.org>wrote: Thank you. On Tue, Jan 22, 2019 at 2:44 PM Michael MacSems<mmsco.mason.wa.us>wrote: Kris, Yes, this is all I have. I will forward your message to him(Mathew) and ask him to respond directly to you. We are reviewing these on 2/14, so hopefully if there are any issues, we can know what they are by then. Thanks, Michael >>> "Miller, Kris" <kmiller@skokomish.org> 1/22/2019 1:08 PM>>> Michael, Is this the only information that was submitted? I would be interested in speaking with whomever is in charge of this project, is there a way you could forward him my contact information? shlanayl@skokomish.org or phone 360-426-4232 x2015. I would like to speak to him about what tribes they have worked with or are working with and what salish song they are using. Thank you Kris Miller On Tue, Jan 22, 2019 at 10:14 AM Michael MacSems <mmsgco.mason.wa.us>wrote: Hello Kris, file:///C:/Users/mms/AppData/Local/Temp/XPgrpwise/5 C5 AC614Masonmai11001613 4621... 2/6/2019 Draft HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract')is entered into as of March 12,2019 by and between Mason County(the"County"),and the Mason County Historical Society(the"Grantee"). Mason County Historical Society Mason County Attn:Liz Arbaugh c/o Mason County Historic Preservation Commission P.O.Box 1366 615 W Alder Street Shelton,WA 98584 Shelton,WA 98584 (360)-426-1020 Attn:Michael MacSems (360)427-9670 ext.571 RECITALS 1.The Grantee has applied for a grant up to the amount of$2,775 to purchase a large format scanner that will be used to scan large format historic maps(and other documents)allow these images to be shared online and protecting the original documents from additional handling. 2.The County is granting up to the$2,775 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money'for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Engagement (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of the restoration of the historic shed as described in the scope-of-work (Exhibit "A"),which shall be performed by independent contractor(s). (b) The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 12,2019 to September 10,2019 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later then 5:00 p.m. four months from the date of the award(July 9,2019). 16C 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit A. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award. At a minimum the invoice shall include the organization's name, remittance address, date, details of expenses (paid receipts), invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c)Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission.The final report shall summarize the project, its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date. (d) Grant recipients are required to comply will all local, state, and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 16C Exhibit A: Mason County Historical Society Scope of Work and Deliverable Paid receipt for and photograph of an operational Colortrac Smart LF 36-inch wide color scanner. RECEIVED JAN 10 2019 Mason County Heritage Grant Applicld'W Aider Street Applicant: Mason County Historical Society Date: 1/8/19 Mailing Address: Pn Rnx 1366 Shelton WA 98584 Email: mrhsdirectar9015nnmail cnm Phone: (36n)496-1ogn Project Description Attached on Separate Page: Yes x No Total Project Cost: $5,099.47 Grant Request Amount: $5,0o0 Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes x No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes No_ Public Education: Yes__x_ No Small Capital Projects: Yes No Collections Management: Yes x No Heritage Investigations: Yes No Historic Preservation: Yes x No Does your organization have a current incomplete Heritage Grant project pending? Yes No x Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No x Rev.02/01/2018 i If your organization had a previously approved six month time extension,has one year elapsed since the completion of the project? Yes_ No_ N/A Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes x No Signature f official for your organization(i.e. city official, organizational president, etc.): Ebr. Date: Signature of your organization's financial officer: Date: Rev. 02/01/2018 Project Summary: The Mason County Historical Society is applying for a grant in order scan and archive our map collection. Our flat storage is heavily used, which is hastening its deterioration. The grant funds would allow the museum to purchase a large format scanner that will be used to scan in our map collection. This will allow us to host the collection online at Archiveinabox.com which will increase accessibility for the public. After the scans are completed,the maps will be stored in flat storage in archival sleeves and folders, and archival tubes, and organized by accession number. Proiect Criteria: • Promotes heritage, preservation and history in Mason County The museum hosts a large collection of local city of Shelton, Mason County, and surrounding area maps dating from the late 1800's to current day. The maps of this area tell the story of how Mason County has grown and changed throughout time. The map collection contains property owner,topographic, natural resource, and business information. Scanning the maps and making them available online will provide this information to the public in perpetuity, while preserving the original documents. • Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history. In order to view many of the historical local maps, an individual must currently come into the museum and search through our flat storage and archives to try and find the correct piece of information. The information that will be posted online will be organized by year and area making this task much easier while protecting the original documents. • Applicant has the capacity to complete the project using professional standards. Mason County Historical Society will order archival supplies from Gaylord Archival Company which the most widely used archival supply company for museums nationwide. Staff and volunteers will scan the maps using a portable large format scanner,and transfer the documents to their new archival sleeves and storage tubes, according to museum standard practices. • Immediate need or opportunity and relates to applicants mission and/or goals. Every time the map collection is utilized by the public,and museum staff, and volunteers the original documents become more deteriorated. It is the mission of the Mason County Historical Society to collect, preserve, and publish the history of Mason County. Many of the maps in the flat storage are sustaining tears and are handled unnecessarily to find the necessary information. Publicly accessible digital photo archives will allow for viewing without destroying the original documents. • Measurable Outcomes At the end of the project all 10 drawers of flat map storage and maps stored in rolled tubes in archives will be scanned and hosted online. • Well defined budget as well as effectively leveraged funding and support from other sources (total project costs, i.e. grant amount plus hard and soft match;enhancing historic visibility) PRODUCT Quantity Price Tax Subtotal Colortrac SmartLF 36-inch wide color scanner with 4 year protection plan ($57.57) 1 $2,552.49 $222.07 $2,774.56 Gaylord Archival® 4 mil Archival Polyester Map & Poster Envelopes (5-Pack) 2 $78.15 $0.00 $156.30 Gaylord Archival® 4 mil Archival Polyester Map & Poster Envelopes (5-Pack) 2 $91.05 $0.00 $182.10 Gaylord Archival® Barrier Board Telescoping Roll Storage Box 15 $45.25 $0.00 $678.75 Gaylord Archival® Barrier Board Telescoping Roll Storage Box 15 $42.85 $0.00 $642.75 Gaylord Archival® Unbuffered 10 pt. Map & Print Folders (10-Pack) 3 $32.15 $0.00 $96.45 Gaylord Archival® Unbuffered 10 pt. Map & Print Folders (10-Pack) 3 $56.08 $0.00 $168.24 Shipping and processing 1 $400.32 $0.00 $400.32 $5,099.47 All cost above$5,000 will be covered by the Mason County Historical Society. • Economic benefit to Mason County Some of the maps stored at the museum are not available anywhere else and losing them would be a great economic and historical loss to the community. Adhering to current museum standards is important to the growth the museum. As the museum grows and improves, the number of patrons rises, bringing economic stimulation to the downtown area. 1/8/2019 Your Shopping Cart I Gaylord Archival ' (NARCHIVAL Preserve Today-Snare romorrow.' - �= � -------- Preservation F Preserva ion is (/De,#-80 Discover our curaedcot"""' Shopping Cart Ems Product quantity has been updated. PRODUCT QUANTITY PRICE SURTO (;gylord Archival?Unbuffered 10 pt.Map 8 Print Folders j10-Pack) :.:_:-.... ZZ-UBM2436 " Overall Size:24W x 36"H � 2 $78.15 $156.3C Re hove Update ylord Archival?)Unbuffered 1Opt,Mac int &PrFolders j10 Pack) TM- ZZ-UBM2440 Overall Size:24W x 40"H 2 $91.05 $182.1C wRemove 5lodate agylord ArchlvaIV Barrier Board Telescoping Roll Storage Box ZZ-TEL55BB Interior Size:5W x 40-80L x 5"H 15 $45.25 $678.7E Remove Update �3ylord Archival. Barrier Board Telescoping Roll Storage Box ZZ-TEL44BB Interior Size:4W x 40-80L x 4"H 15 $42.85 $642.7; !Remove Uodate f2Aylord Archival)4 mil Archival Polyaster Mac 8 Poster Envelopes(5-Pack) ZZ-ESNP1117 _; Fits up to:11 W x 17"H 3 $32.15 $96.45 .................................. 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Supporting:PAasara rComly Histori cal Sociely EN Hello,Kristin 2 Olympia 98501 Buy Again Browsing History" •I Account&Lists r Orders Prime C All Electronics Deals Best Sellers N&Video Audio&I I.:ne Theater Computers Camera&Photo Wearable Technology Car Electronics&GPS WRIT '!' t SiC � �� � JUST S7."Imo Office Products>Office Electronics Scanners&Accessories Scanners+Document Scanners r Colortrae SmartLF 36- Share .; inch wide color scanner by Colortrack $2,495.00 9 customer reviews 29 answered questions FREE Delivery by Friday Price: $2,495.00 if you order within 19 hrs 11 mins, or Get$60 off instantly:Pay$2,435.00 Get it Thursday if you order within upon approval for the Amazon.com Store 19 Ctrs 11 rains and choose paid Card. shipping at checkout.Details Note:Signature required upon delivery Only 2 left in stock-order due to high value of this item.Details soon. Eligible for 8t11A10p =;i=."r donation. Sold by SignSupplies4Less and • Small Fulfilled by Arnazon.Gift-wrap • Light available. o Easy to use • Portable Qty: 1 Seld-contained Compare with similar items Add a Protection Plan: Used&new(9)from$2,195.00+$23.99 = 4-Year Protection for$56.44 shipping i 3-Year Protection for$27.83 Report incorrect product information, --__......._.....___..__..______.__........_.._____.._..__ r^ Add to Cart l: Our New Year,New You Ambassadors ......Buy Now Roll.over image to zoom in .:�Y' — 111 .. Deliver to Kristin- Olympia 98501 Add to List Adriana Lima James Harden Add to Wedding Registry i Add to Baby Registry I Sponsored products related to this item Pae 1 of 23 Page Add to your Dash Buttons Other Sellers on Amazon $2,495.00 Add to Cart Sold by:CES Imaging $2,495.00 Add to Cart +Free Shipping Sold by:AZ Overland Blueprint Used&new(9)from$2,195.00+ $23.99 shipping https://smile.amazon.com/gpiproduct/BO16QRH95E/ref=ox_sc_act_title_2?smid=A3 H DRXCI D05EVZ&psc=1 1t7 Project Summary: The Mason County Historical Society is applying for a grant in order scan and archive our map collection. Our flat storage is heavily used, which is hastening its deterioration. The grant funds would allow the museum to purchase a large format scanner that will be used to scan in our map collection. This will allow us to host the collection online at Archiveinabox.com which will increase accessibility for the public. After the scans are completed, the maps will be stored in flat storage in archival sleeves and folders, and archival tubes, and organized by accession number. Project Criteria: • Promotes heritage, preservation and history in Mason County The museum hosts a large collection of local city of Shelton, Mason County, and surrounding area maps dating from the late 1800's to current day. The maps of this area tell the story of how Mason County has grown and changed throughout time. The map collection contains property owner, topographic, natural resource, and business information. Scanning the maps and making them available online will provide this information to the public in perpetuity, while preserving the original documents. • Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history. In order to view many of the historical local maps,an individual must currently come into the museum and search through our flat storage and archives to try and find the correct piece of information. The information that will be posted online will be organized by year and area making this task much easier while protecting the original documents. • Applicant has the capacity to complete the project using professional standards. Mason County Historical Society will order archival supplies from Gaylord Archival Company which the most widely used archival supply company for museums nationwide. Staff and volunteers will scan the maps using a portable large format scanner, and transfer the documents to their new archival sleeves and storage tubes,according to museum standard practices. • Immediate need or opportunity and relates to applicants mission and/or goals. Every time the map collection is utilized by the public, and museum staff, and volunteers the original documents become more deteriorated. It is the mission of the Mason County Historical Society to collect, preserve, and publish the history of Mason County. Many of the maps in the flat storage are sustaining tears and are handled unnecessarily to find the necessary information. Publicly accessible digital photo archives will allow for viewing without destroying the original documents. 0 Measurable Outcomes At the end of the project all 10 drawers of flat map storage and maps stored in rolled tubes in archives will be scanned and hosted online. • Well defined budget as well as effectively leveraged funding and support from other sources (total project costs, i.e. grant amount plus hard and soft match; enhancing historic visibility) PRODUCT Quantity Price Tax Subtotal Colortrac Smartl-F 36-inch wide color scanner with 4 year protection plan ($57.57) 1 $2,552.49 $222.07 $2,774.56 Gaylord Archival® 4 mil Archival Polyester Map & Poster Envelopes (5-Pack) 2 $78.15 $0.00 $156.30 Gaylord Archival® 4 mil Archival Polyester Map & Poster Envelopes (5-Pack) 2 $91.05 $0.00 $182.10 Gaylord Archival® Barrier Board Telescoping Roll Storage Box 15 $45.25 $0.00 $678.75 Gaylord Archival® Barrier Board Telescoping Roll Storage Box 15 $42.85 $0.00 $642.75 Gaylord Archival® Unbuffered 10 pt. Map & Print Folders (10-Pack) 3 $32.15 $0.00 $96.45 Gaylord Archival® Unbuffered 10 pt. Map & (10-Pack) —3 $56:0$— $f}00 15B. 4 Shipping and processing 1 $400.32 $0.00 $400.32 $5,099.47 All cost above$5,000 will be covered by the Mason County Historical Society. • Economic benefit to Mason County Some of the maps stored at the museum are not available anywhere else and losing them would be a great economic and historical loss to the community. Adhering to current museum standards is important to the growth the museum. As the museum grows and improves, the number of patrons rises, bringing economic stimulation to the downtown area. 1/8/2019' Your Shopping Cart I Gaylord Archival GAYLORD (& ARCHIVAL Preserve Tadap.Share Tomorrow.' Preservation IS I e sOWZ Discover our curated collection of products for Family Archivists& Collect Shopping Cart Erna Product quantity has been updated. 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Order Total $1, CHECKOUT https://www.gaylord.com/cart 212 '1/8/Z1i19• AmazonSmile:Colortrac SmartLF 36-inch wide color scanner: Electronics F-1 Electromc> • svpportiny: t.;rr EN Helkt.Kristin Olympia 98501. Buy Again 3 owsng Hisory Account&L, is- urJEr:> Pt.fnr All Electronics Deals Best Sellers TV&Video Audio&Home Theater Computers Camera&Photo Wearable Technology Car Electronics&GPS t c�s-.�:a� �-x -�ug-�- anazonmusic �. 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Easy to use Portable Qty: 1 Seld-contained Compare with similar items Add a Protection Plan: Used&new(9)from$2,195.00+$23.99 J 4-Year Protection for$56.44 shipping J 3-Year Protection for$27.83 Report incorrect product information. ------ ....._....._............._............._.._...__._....._.. Add to Cart �- -- Our New Year,New You Ambassadors Buy Now Roll over image to zoom in _..._._._....__............_..__._._..._.___....____._........... Deliver to Kristin- Olympia 98501 Add to List Adriana Lima James Harden i Add to Wedding Registry ...... Add to Baby Registry Sponsored products related to this item Page 1 of 23 Add to your Dash Buttons Other Sellers on Amazon $2,495.00 Add to cart Sold by:CES Imaging $2,495.00 Add to cart +Free Shipping Sold by:AZ Overland Blueprint Used&new(9)from$2,195.00+ $23.99 shipping https://smile.amazon.com/gp/product/BO16QRH95E/ref=ox_sc_act_title_2?smid=A3 H D RXCI D05EVZ&psc=1 117 ,,,ternal Revenue Service Department cf the Treasury 1100 Commerce Street 'Dallas, TX 75242 Date', January 30, 2003 Person to Contact Ford Allen Badge Number: 52-03832 Mason County Historical Society Contact Telephone Number. P.O. Box 1366 (410) 962-2976 Shelton, WA 98584 it Contact-Address: 31 Hopkins Plat EINE 91-6176074 Room 1432 Battimore, MD 21201 -CES rlFi'ED-MAIL LAST-DATE FOR HUNG A PETITION WITH THE TAX COURT. April 30, 2003 Dear Sr or Madam: This is a final determination regarding your private foundation classification. This letta- modifies our leder dated, December 1, 1974, in which, we deter fined that you were an organization described.in section 509(a)(2) of the DtBrnal Revenue Code (Code). We have modified your foundation status to that of a public charty described in sermons 509(a)(1) and 170(b)(1)(A)(vi) of the Code, effective for tax years beginning January 1, - 2000. is not Your tax exempt status under section 501(c)(3) of the Cod Internals e Service-^ ------ and contributors-may rely on this determination unless the uestions publishes a notice to the contrary,. Because this lettEr could help resolve any.q lease k ep it co with.your permanent records. about your private foundation stats, p ode to contest this determination in court, you must file a et Coution rt Federal If you de the United Sts declaratflrY Judgment in ttie United States Tax Court, or the United States District Court of the-District of Columbia must be filed Qairrs, after the istT tl�is determinaation was mailed to you. Please contact before tie 91 day s arding.filing petitions for declaratory the dent of the apprDPriate court for rule- reg ®tom_-39.2. f - - ----- to the enclosed Publ n or _ The last day filing a p on Judgments and_refer __ _ =� z� .'v'.+ 71 .jj - :.�1': T;_ >>••�, �_-is .. - _ —. . . .I• - - :,J. .r•, :p i Of other orovia ion ttiesa - - �, r r N.J(YIGS I�� NUAUER r rr STATE OF IPASI DEPARTNENT OF STATE I, A. LUDLOW KRAMER, Secretary of State of the•State of Washington and custodian of its seal, hereby certify that i A]�TtCl ;1 :=t..,.)RP0FLATi1 )N of MASON CDUIM HISTORICAL SOCIETY a domestic corporation of Selfaii, Washington,, (Amending. Articles III and VI and adding new Article YII) was' filed for record in this ace on this date, and I'further. certify that such Articles remain ' on file "in- this office. In witness whereof I have signed and have d the seal of the State of Wash ington to afliXe this certificate-at Olympia, the State Capitol,. t . r # ^;x -lune L'_ 1974 3ECRE7ARY OF ST ATE .r7�.(7/-�I_ _ :. . ... �-r4.°lIJI$OYPF Ri�►MEF#1?7'r•�:�:. . .. ....,z. _ ART IC �" .;LIN 1 - op..AMEND T OF- AL wacw xcarr& V�AMEF .'"SON COUNTY HISTORICAL, SCCIEr Me underai ned ' 8 for the purpove ' or. emendinlr the llrticlea of Incorpore tion of the mason County Eia toricel Soc 1!t c leahingtoo File No . 235213 dated Jenuer� 1; 7' `tEte o ;be state to h corpora tion unAer the non _profyt 11ws4'RCI�24 .03 ;be Stetc of 1ti`eahington, sten : , of THR ARTICUS OF INCORPORATION. . of the k' 8.9 Cr7un oc ie.tf a hall be a by :jis torical mended as follows ; , :LITION T0. ARTICLE III: Sa :C -J-on- is organ ized ezc'1us i�{� IT .for oduc�t conal d liter ai'T• P?u'poses; including, Por such Ptu'paaca.* .the meikiag. di-stribution s 'to 0rganlzetions tbat'gvallfT as eaem t .or p gsni" ons uadcr. sect10o_ O1(c.)(3). of the. Internal Revenue Code 'ot 54 . (qr the correspoodinB prov-iaioa- of asp Pasture IIaited stetea :arusl Revenue .law ( ZTE AR-TiclE VI and add the fcrIlowing new,ARI'IOI+E AMI ARTICLE..V.1 No part of-the pet earnings' cr the corpore'ti•ou aha 11 i.nvre the beaofit ot, or: be d'iatributabie to, its mzmbcre, trnatcee , . icers,- or other private persona , .ozcept that the aorporstlon Ll be authorized and empowered to- pay rcasonable compenaatien services rendered and to make paymahts and distributions in -hcrance of the nurwaes s-et forth in Article Third hereof. ubstantial pert of tbe 'activities of .the eorporetion ahell he earrTing on of propaganda , or otherwise ntternpting to .3coee le.Lislstion, end the eorporotion shall not participate )r intervene' .io .(,including the pubTishing or distribut!Loo of - •1ve-nt3 any- political Ce•, pet€n on behalf of aoT candiebtc for .e of f icc.: N.0 tW:ttha.tand.ioE anT other provia ion•� of the=se _ nttngton . Motion carried =113imouSI7 . A. quorum waa preaont . President vlJ3 o0 !� 'e7 Zrcne B. Levia TATE CF Wlz.HING T ON 1 j COUNTY OF MAS ON T=. ISS- TO CIOTiFY Tom' ont3ze /!71'f? dad of J�.tne,. I97 = . :bare ePpnared, persoaelly before me Ire I�iv n�9toia and 2r�ac B_ lcvis , -torme- known- to be the- per.sans ces.crihct in e� mho : cUtcd tba ro?'o�o�� A-rticles.• of Ameod,en-t} and t.bc did f cknawlcdge end de.clEre to atc tb&t tbe'yeaccv.tec.-, the. same as- ;heir fr.c'e a-nd voluate� act, for the -uses snd v tentioaet�; parpvscs t-2rerciti...._.. ;,. " SH "�lT'rH�sSS p m=bF, = ha.�Q. hereunto 5a . MY cel this dei- and �-�ar. first above. written. band and oY1'icial I - - Note' z'T Public is and f o t b tate of �H.e bin g t c residing in Ball's it , VPe ,ht �t op , a i I Zr t � Corporations and Charities Division Q)Secretary of State PO Box 40234 Olympia,WA 98504 Tel 360.725.0378 12/04/2018 MASON COUNTY HISTORICAL SOCIETY PO BOX 1366 SHELTON WA 98584 Registration Number: 1126122 Organization Name:MASON COUNTY HISTORICAL SOCIETY Dear MASON COUNTY HISTORICAL SOCIETY, Thank you for your recent submission.This letter is to confirm that the following documents have been received and successfully filed: CHARITABLE ORGANIZATION RENEWAL You can view and download your filed document(s)for no charge at our website,www.sos.wa.gov/ecfs. If you haven't already,please sign up for a user account on our website,www.sos.wa.gov/ecfs,to file online,conduct searches,and receive status updates. Additional information: Report any changes to your information online at www.sos.wa.gov.cefs. Make sure all solicitations include the required disclosure information as described in the Charitable Solicitations Act,RCW 19.09.100. Submit each commercial fundraiser contract,also available online at www.sos.wa.;,oti ecfs before fundraising begins. Determine if the organization is a"trustee"as defined under the Charitable Trust Act,RCW 11.110.020.If so,it may be subject to the Act and required to register as a"charitable trust." Visit the Combined Fund Drive(CFD)www.cfd.wa.gov to complete the registration process if the organization wishes to take part in the CFD. Please contact our office at charities(ksos.wa.gov or(360)725-0378 if you have any questions. Sincerely, Corporations and Charities Division Office of the Secretary of State www.sos.wa.gov.i corps Mason County Support Services Department Budget Management ,-�,��. 5th Commissioner Administration 1 411 North Street ,siser Emergency Management_ Shelton, WA 98584 Facilities, Parks&Trails H 360.427.9670 ext. 419 Human Resources Information Services �. Labor Relations .• •1 - Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES March 4, 2019 • Specific Items for Review o Approval to create, post, and fill one full time equivalency (FTE) in the Auditor's Election's Office, one FTE in the Clerk's Office, and one FTE in the Public Works, Utilities &Waste, Combined Sewer and Water Department is on March 5 Action Agenda- Frank/Jennifer o Memorandum of Understanding between Mason County, Mason County Sheriff's Office and the Woodworkers Local W 38, I.A.M., Corrections and Support Staff. Converting one Community Service Officer (CSO)to one Commissioned Deputy Sheriff position. There is no increase in full time equivalency (FTE)for the Sheriff's Office. This is on March 5 Action Agenda— Frank/Jennifer • Commissioner Discussion o Memorandum of Understanding with Peninsula Community Federal Credit Union —Cmmr. Shutty J:ADLZ\Briefing Items\2019\2019-03-04.docx MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: 530 BRIEFING DATE: March 4, 2019 PREVIOUS BRIEFING DATES: ITEM: Approval to create, post, and fill one full time equivalency (FTE) in the Auditor's Election's Office, one FTE in the Clerk's Office, and one FTE in the Public Works, Utilities & Waste, Combined Sewer and Water Department. EXECUTIVE SUMMARY: The Mason County Auditor, Clerk and the Public Works Director each requested one additional FTE due to expanded workloads and to meet minimum requirements of compliance within each of their departments. BUDGET IMPACTS: RECOMMENDED OR REQUESTED ACTION: Approval to place on the March 5 Action Agenda to create, post, and fill one Election Technician position in the Auditor's Office, one Judicial Support Specialist I in the Clerk's Office, and one Combined Sewer&Water Operator in the Public Works—Utilities & Waste Department. ATTACHMENTS: c:\users\dlz-1.mas\appdata\local\temp\xpgrpwise\briefing cvr-pw-auditor-clerk create-post-fill positions.doc MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: 530 BRIEFING DATE: 03/4/19 PREVIOUS BRIEFING DATES: ITEM: Approval to place MOU on the March 5, Action Agenda Memorandum of Understanding between Mason County, Mason County Sheriff's Office and the Woodworkers Local W 38, I.A.M., Corrections and Support Staff. Converting one Community Service Officer (CSO) to one Commissioned Deputy Sheriff position. There is no increase in full time equivalency (FTE) for the Sheriff's Office. EXECUTIVE SUMMARY: Both the Sheriff and the Woodworkers Local @ 38, I.A.M., Corrections and Support Staff recognize the duties of service of civil process subpoenas shall be done by that of a fully Commissioned Deputy Sheriff and not by CSO. The civil process subpoena duty is a duty currently listed in the position description of a Commissioned Deputy Sheriff; therefore, no changes will be made to it. The change is based on safety of the employee serving subpoena's, court orders, writs, and other orders of the court to individuals in the community, and based on the aggressive, confrontational, assaultive, and dangerousness of some of the those individuals being served, and based on the fact that a fully Commissioned Deputy Sheriff has the training, experience, and equipment to appropriately deal with dangerous situations, the Sheriff requests the transfer of a Community Service Officer to a Commissioned Deputy Sheriff. BUDGET IMPACTS: The Budget Manager will present budget impacts. RECOMMENDED OR REQUESTED ACTION: Approval to place MOU on the March 5, Action Agenda Memorandum of Understanding between Mason County, Mason County Sheriff's Office and the Woodworkers Local W 38, I.A.M., Corrections and Support Staff. Converting one Community Service Officer (CSO) to one Commissioned Deputy Sheriff position. There is no increase in full time equivalency (FTE) for the Sheriff's Office. ATTACHMENTS: Memorandum of Understanding MEMORANDUM OF UNDERSTAND Between Mason County/Mason County Sheriff Woodworkers Local Lodge W38 I.A.M. Corrections/Support Staff Mason County Sheriffs Office Employees Guild—Deputy Sheriffs WHERAS,Mason County,Mason County Sheriff,Woodworkers Local Lodge W38 I.A.M. Corrections/Support Staff,and Mason County Sheriff's Office Employees Guild—Deputy Sheriffs agree that the service of civil process subpoenas shall be transferred to that of a fully Commissioned Deputy Sheriff from that of a Community Service Officer. WHEREAS, based on the safety of the employee serving subpoena's,court orders,writs,and other orders of the court to individuals in the community,and based on the aggressive, confrontational,assaultive,and dangerousness of some of those individuals being served,and based on the fact that an fully Commissioned Deputy Sheriff has the training,experience,and equipment to appropriately deal with dangerous situations,the Sheriff requests the transfer of a Community Service Officer to a Commissioned Deputy Sheriff. WHEREAS,this Memorandum of Understanding shall resolve any and all grievances between Mason County,Mason County Sheriff,Woodworkers Local Lodge W38 I.A.M. Corrections/Support Staff,and Mason County Sheriff's Office Employees Guild—Deputy Sheriffs As agreed,on this day of February 2019 As to form Chief Deputy Prosecutor Date Commissioner,Chair Date Mason County Sheriff Date Woodworkers Local Lodge W38 I.A.M. Date Mason County Deputy Sheriffs Guild Date �5or� coU•�T Pe a C R E D I O N 1851 MEMORANDUM of UNDERSTANDING Peninsula Community Federal Credit Union Mason County Commission 521 W. Railroad Ave. 411 N 5d` St Shelton, WA 98584 Shelton, WA 98584 ALLIANCE The mission of the Mason County Commission(Partner) is to provide essential and mandated services which will preserve and benefit the health, safety, and welfare of the general public in a professional and courteous manner through the effective and equitable management of available public resources. Partner recognizes that its employees and volunteers are the foundation upon which these services are provided. Originally created in 1935,Peninsula Community Federal Credit Union(Credit Union)is one of the nation's first community chartered, member-owned credit unions. Serving more than 19,000 members, Credit Union is committed to community development and involvement through various outreach programs. Credit Union is applying for a US Treasury Community Development Financial Institution (CDFI) Financial Assistance (FA) Grant and is seeking to bring up to one million dollars into the community. COMMUNITY CHALLENGES AND NEEDS More housing inventory needs to be built in order to increase workforce housing availability and affordability. First mortgage financing is bleak in Mason County. This compounds the need for the development of additional housing stock which is constricting the financing of first mortgages by mainstream lenders, shutting people of modest means out of the market. There was a 56%reduction in loans funded between 2016 and 2017 (Callahan Mortgage Analyzer, 2018). The volume of funded first mortgages in 2016 was 1,954 which reduced to 1,100 in 2017. Of the 176 financers, 129 produced no mortgages or had negative loan growth in Mason County,45 of which had negative growth. Mason County's median home value and homeownership cost increased by 88%in the past 20 years (Zillow 2018). In the five years from 2012 to 2017, rents increased by nearly 20%(Zillow). Hourly wages in Mason County increased 7%over the same five years (Employment Security Department, State of Washington 2018). There is a critical need for primary and secondary housing stock. Affordable housing inventory drives the crisis. Mason County's housing underproduction has seen a significant decline. From 2000-2016, 1.20 housing units were built for each new household formed, compared to 0.54 units built for each new household between 2010- 2016 (Washington Office of Financial Management Data on Housing Units and Population 2010 and 2016). A byproduct of this reduction is the 60%reduction in purchase inventory occurred between Q1 2010 to Q2 2018 (Tableau NWCUF). The towns of Allyn, Grapeview, Hoodsport, Skokomish and Union have zero affordable housing rentals, zero rent assisted properties and zero low income apartments. In Hoodsport 100%of renters are housing burdened and 28%of residents rent(HUD 2018). A Credit Union will be seeking to expand their work addressing the affordable housing crisis in Mason County with the Affordable Workforce Housing Program. Partner will support Credit Union by acting for the advancement of permitting and zoning beneficial to affordable workforce housing in Mason County. Credit Union will provide financial education and Affordable Workforce Housing products and services Credit Union and Partner will plan on meeting regularly regarding their partnership, facilitated by Credit Union. PARTNER RELATIONSHIP Credit Union will be seeking to expand their work addressing the affordable housing crisis in Mason County with the Affordable Workforce Housing Program. Partner will support Credit Union by acting for the advancement of permitting and zoning beneficial to affordable workforce housing in Mason County. Credit Union will provide financial education and Affordable Workforce Housing products and services Credit Union and Partner will plan on meeting regularly regarding their partnership, facilitated by Credit Union. TERMS: 1. This MOU does not create any right or benefit, nor does it create any employment relationship between the parties. 2. Both parties are responsible for their own expenses related to this MOU. 3. No liability will arise or be assumed between the parties as a result of this MOU. 4. This MOU is not a legally binding contract. It is an agreement on the potential scope of work based on the success of Credit Union's US Treasury Department CDFI Fund FA Award Application. 5. This MOU is effective from date signed and valid for the life of shared activities. Peninsula Community Federal Credit Union Mason County Commission By: By: James M. Morrell, President&CEO Name/Title: PUBLIC WORKS MONDAY,MARCH 4,2018— BRIEFING ITEMS FROM PUBLIC WORKS (For Commissioners Meeting March 12,2019) Items for this meeting are due to Diane Zoren on Wednesday, March 6, 2019 5.0 CORRESPONDENCE AND ORGANIZATIONAL BUSINESS (None) 8.0 APPROVAL OF ACTION ITEM • Updating the Right of Way Acquisition Procedure for Public Works projects • Purchase partition panels and office furniture from Washington State Correctional Industries for additional office space needs. 9.0 OTHER BUSINESS (None) 10.0 PUBLIC HEARINGS AND ITEMS SET FOR A CERTAIN TIME (None) DISCUSSION ITEMS: • Introduce GIS Analyst Richard Diaz • Exempt Employee Recognition • Future update on the Sandhill Road ball fields road crossing • Public Works Property listing Agreement for 42002-10-00020 • Transition plan for O&M Supervisor's retirement and replacement • Municipal Solid Waste Long Haul Transportation Contract Extension Attendees: Commissioners: Public Works: Other Dept. Staff.: Public: _Randy Neatherlin _Jerry Hauth _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 W. Hauth, PE, Director/Diane Sheesley, PE, County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 4, 2019 PREVIOUS BRIEFING DATES: ITEM: Right of Way Acquisition Procedures for Public Works Projects EXECUTIVE SUMMARY: Mason County is required by the Washington State Department of Transportation (WSDOT) to adopt written procedures that pledge the County to acquire real property and rights of way in accordance with the State Uniform Relocation Assistance and Real Property Acquisition Act (RCW 8.26), state regulations (WAC 468-100) and applicable federal regulations. Mason County Board of County Commissioners adopted the current Right of Way Acquisition Procedures for Public Works Projects October 9, 2018 (Resolution 66-18). Public Works wishes to update the procedures reflecting changes in personnel. The updates have been reviewed by WSDOT and consist of the following documents: ■ ROW Acquisition Procedures (LPA001) ■ Appraisal Waiver Procedures (LPA003) ■ Administrative Settlement Policy ■ ROW Qualifications RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners approve the resolution adopting the updated Real Property and Right of Way Acquisition Procedure for Public Works Projects; replacing those found in Resolution 66-18. Attachments: Resolution Updated Right of Way Procedures v RESOLUTION NO. REPLACING RESOLUTION 66-18 UPDATING THE REAL PROPERTY ACQUISITION PROCEDURES FOR PUBLIC WORKS PROJECTS WHEREAS, The Mason County Department of Public Works engages in projects designed to improve the County's transportation infrastructure; and WHEREAS, said projects frequently require the acquisition of additional right of way from abutting property owners; and WHEREAS, certain federal and state laws and regulations set forth procedures for the acquisition of real property, including rights of way; and WHEREAS, the Board of County Commissioners finds that adherence to said laws and regulations in all real property and right of way acquisition activities of County staff is appropriate and required; and WHEREAS, Resolution 66-18, approved October 9, 2018 adopted the County Real Property and Right of Way Acquisition Procedures; and WHEREAS, Public Works is prompting the Board of Commissioners to update these procedures to reflect changes to personnel. NOW, THEREFORE, BE IT RESOLVED by the Mason County Board of Commissioners that Real Property Acquisition Procedures for Public Works Projects found in Exhibit A, attached hereto, are hereby adopted and mandated for use by Public Works staff in connection with all transportation improvement projects and other activities in pursuit of the Public Works mission; and NOW THEREFORE, BE IT FURTHER RESOLVED that the Real Property and Right of Way Acquisition procedures found in Mason County Resolution 66-18 are hereby replaced. DATED this day of 12019. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Kevin Shutty, Chair APPROVED AS TO FORM: Sharon Trask, Vice Chair Tim Whitehead, Chief DPA Randy Neatherlin, Commissioner Exhibit A - Right of Way Procedures for Public Works Projects The County of Mason, hereinafter referred to as "AGENCY", desiring to acquire real property (obtain an interest in, and possession of, real property) in accordance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act and applicable federal regulations (49 CFR Part 24) and state law (Ch. 8.26 RCW), and state regulations (Ch. 468-100 WAC) hereby adopts the following procedures to implement the above statutes and Washington Administrative Code. The AGENCY is responsible for the real property acquisition and relocation activities on projects administered by the AGENCY. To fulfill the above requirements the AGENCY will acquire right-of-way (ROW) in accordance with the policies set forth in the Right of Way Manual M 26-01 and Local Agency Guidelines. The AGENCY has the following expertise and personnel capabilities to accomplish these functions: 1. The following relate to the AGENCY's request. a. Below is a list of responsible AGENCY individual names and positions, for which the AGENCY has qualified staff to perform the specific right-of-way function(s). Attached are resumes for each individual AGENCY staff listed to perform those functions below, and a brief summary of their qualifications pertaining to the specific ROW function(s) for which they are listed.The procedures shall be updated whenever staffing changes occur. The AGENCY will be approved to acquire based upon staff qualifications. i. PROGRAM ADMINISTRATION : Oversee delivery of the R/W Program on federal aid projects for the agency. Ensures R/W functions are carried out in compliance with federal and state laws, regulations, policies and procedures. Responsibilities/Expectations: • Ensures agency's approved R/W Procedures are current, including staff qualifications, and provides copies to consultants and agency staff, • Oversight of ROW consultants; o use of consultant contract approved by WSDOT o management of ROW contracts o management of ROW files o reviews and approves actions and decisions recommended by consultants o Overall responsibility for decisions that are outside the purview of consultant functions • Sets Just Compensation prior to offers being made; • Approves administrative offer summaries per policy; • Ensure agency has a relocation appeal process in place prior to starting relocation activities; • Oversight of Administrative Settlements; • Obligation authority for their agency; • Obtain permits (Non-Uniform Relocation Act(URA)); • Ensures there is a separation of functions to avoid conflicts of interest. • Verifies whether or not ROW is needed, and that the property rights and/or interests needed are sufficient to construct,operate and maintain the proposed projects (see Appendix 25.176). LPA-001 Right of Way Procedures Page 1 of 4 Revised 12/2017 Diane M. Sheesley, PE,County Engineer,Sarah Grice, PE, Engineering and Construction Manager,and Loretta Swanson Interim Deputy Director ii. APPRAISAL Prepare and deliver appraisals on federal aid projects for the agency. Ensures that appraisals are consistent and in compliance with state and federal laws, regulations, policies and procedures. Responsibilities/Expectations: • Use only qualified agency staff approved by WSDOT to perform appraisal work; • Use appraiser from WSDOT's Approved Appraiser List if agency does not have qualified staff, • Prepare Project Funding Estimates(PFE)or,when applicable,True Cost Estimates(TCE); • Prepare Administrative Offer Summaries (AOS or Appraisal Waiver); • Obtain specialist reports; • Coordinate with engineering, program administration, acquisition, relocation, and/or property management as necessary. No qualified staff iii. APPRAISAL REVIEW: Review appraisals on federal aid projects for the agency to make sure they are adequate, reliable, and have reasonable supporting data, and approve appraisal reports. Ensures appraisals are adequately supported and represent fair market value and applicable costs to cure and are completed in compliance with state and federal laws, regulations, policies and procedures. Responsibilities/Expectations: • Use only qualified agency staff approved by WSDOT to perform appraisal review work; • Use review appraiser from WSDOT's Approved Appraiser List if agency does not have qualified staff; • Ensures project wide consistency in approaches to value, use of market data and costs to cure; • Coordinate with engineering, program administration,acquisition, relocation,and/or property management as necessary. No qualified staff iv. ACQUISITION: Acquire,through negotiation with property owners, real property or real property interests (rights) on federal aid projects for the agency. Ensures acquisitions are completed in compliance with federal and state laws, regulations, and policies and procedures. Responsibilities/Expectations: • Use only qualified staff to perform acquisition activities for real property or real property interests, including donations; LPA-001 Right of Way Procedures Page 2 of 4 Revised 1212017 f • Prepare administrative settlement justification and obtain approval; • Prepare Project Funding Estimates(PFE) or,when applicable,True Cost Estimates(TCE); • Prepare Administrative Offer Summaries (AOS or Appraisal Waiver); • Review title,and recommend and obtain approval for acceptance of encumbrances; • Ensure acquisition documents are consistent with ROW plans,valuation,and title reports; • Provide a negotiator disclaimer; • Coordinate with engineering, program administration, appraisal, relocation, and/or property management as necessary; • Maintain a complete,well organized parcel file for each acquisition. Phil Franklin,ROW Agent V. RELOCATION: Provide relocation assistance to occupants of property considered displaced by a federally funded projects for the agency. Ensures relocations are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities/Expectations: • Prepare and obtain approval of relocation plan prior to starting relocation activities; • Confirm relocation appeal procedure is in place; • Provide required notices and advisory services; • Make calculations and provide recommendations for agency approving authority prior to making payment; • Provide and maintain a comprehensive written account of relocation activities for each parcel; • Coordinate with engineering, program administration,appraisal, acquisition, and/or property management as necessary; • Maintain a complete,well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. No qualified staff vi. PROPERTY MANAGEMENT: Establish property management policies and procedures that will assure control and administration of ROW, excess lands, and improvements acquired on federal aid projects for the agency. Ensures property management activities are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities/Expectations: • Account for use of proceeds from the sale/lease of property acquired with federal funds on other title 23 eligible activities; • Keep R/W free of encroachments; • Obtain WSDOT/FHWA approval for change in access control along interstate; • Maintain property records; • Coordinate with engineering, program administration,appraisal, acquisition, and/or property management as necessary; • Maintain a complete,well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. LPA-001 Right of Way Procedures Page 3 of 4 Revised 12/2017 i Phil Franklin,ROW Agent b. Any functions for which the AGENCY does not have qualified staff, the Agency will contract with another local agency with approved procedures, an outside contractor, or the Washington State Department of Transportation (WSDOT). An AGENCY that proposes to use outside contractors for any of the above functions will need to work closely with the WSDOT Local Agency Coordinator(LAC) and Local Programs to ensure all requirements are met. When the AGENCY proposes to have a staff person approved to negotiate who is not experienced in negotiation for FHWA funded projects, the LAC must be given a reasonable opportunity to review all offers and supporting data before they are presented to the property owners. c. The AGENCY wishes to take advantage of an Appraisal Waiver (aka Administrative Offer Summary or AOS) procedure on properties valued up to $25,000 or less and outlined in the attached form LPA-003. d. Attached is a copy of the AGENCY's administrative settlement procedure showing the approving authority(s) and the procedure involved in making administrative settlements. 2. All projects shall be available for review by the FHWA and WSDOT at any time and all project documents shall be retained and available for inspection during the plan development, right-of-way and construction stages, and for a three year period following acceptance of the projects by WSDOT. Approval of the AGENCY's procedures by WSDOT may be rescinded at any time the AGENCY is found to no longer have qualified staff or is found to be in non-compliance with the regulations. The rescission may be applied to all or part of the functions approved. Chair Date Washington State Department of Transportation Approved By: Local Programs Right of Way Manager Date LPA-001 Right of Way Procedures Page 4 of 4 Revised 1212017 WAIVER OF APPRAISAL PROCEDURE The County of Mason, hereinafter referred to as "AGENCY", desiring to acquire Real Property according to 23 CFR, Part 635, Subpart C and State directives, and desiring to take advantage of the $25,000.00 appraisal waiver process approved by the Federal Highway Administration (FHWA) for Washington State, hereby agrees to follow the procedure approved for the Washington State Department of Transportation (WSDOT) as follows: Rules A. The AGENCY may elect to waive the requirement for an appraisal if the acquisition is simple and the compensation estimate indicated on the Project Funding Estimate (PFE) is $25,000.00 or less including cost-to cure items. A True Cost Estimate shall not be used with this procedure. B. The AGENCY must make the property owner(s) aware that an appraisal has not been completed on the property for offers $10,000 or less. C. The AGENCY must make the property owner(s) aware that an appraisal has not been completed on the property for offers over$10,000 and up to $25,000, and that an appraisal will be prepared if requested by the property owner(s). D. Special care should be taken in the preparation of the waiver. As no review is mandated,the preparer needs to assure that the compensation is fair and that all the calculations are correct. Procedures A. An Administrative Offer Summary (AOS) is prepared using data from the PFE. B. The AOS is submitted to the Interim Deputy Director or County Engineer for approval. C. The Interim Deputy Director or County Engineer signs the AOS authorizing a first offer to the property owner(s). APPROVED: AGENCY By: County Engineer Local Programs Right of Way Mason County Public Works Manager LPA-003 10/2014 ADMINISTRATIVE SETTLEMENT POLICY The County of Mason, hereinafter referred to as "AGENCY", desiring to acquire Real Property according to 23 CFR, Part 635, Subpart C and State directives, hereby specifies the AGENCY'S administrative settlement policy and approving authorities for making administrative settlements. Administrative settlements are occasionally required in addition to just compensation in order to acquire needed right of way through negotiation. These administrative settlements can help eliminate costly condemnation litigation and project construction schedule delays. The Project Parcel Negotiation Diary shall contain the background leading to the need for an administrative settlement and a memo to the file shall be prepared detailing the rationale and justification. The level of authority to offer administrative settlements is as follows: ■ Acquisition Negotiator-Just compensation plus up to an additional$5000.00. ■ Engineering and Construction Manager-Just compensation plus up to an additional $10,000.00. ■ Public Works Director or Deputy Director/County Engineer-Just Compensation plus up to an additional$25,000.00. ■ Mason County Board of County Commissioners, Chair-Just Compensation plus any administrative settlement offer in excess of$25,000.00. Mason County RESUME OF RIGHT OF WAY QUALIFICATIONS Diane M Sheesley, PE Education BSCE Washington State University 1999 Experience Nearly 20 years of industry experience, which includes: overseeing the securing of necessary property rights for numerous road, bridge, utility and related public infrastructure projects; and ensuring Federal and State compliance with ROW acquisition procedures. ROW No Verification Webinar April 6, 2016 US Department of Transportation FHWA Federal Aid Essentials Video Library January 2019 Mason County RESUME OF RIGHT OF WAY QUALIFICATIONS Sarah Grice, PE Education Oregon Institute of Technology, BSCE 2007 Experience Nearly 12 years of industry experience, which includes: overseeing the securing of necessary property rights for numerous road, bridge, utility and related public infrastructure projects; and ensuring Federal and State compliance with ROW acquisition procedures. ROW No Verification Webinar—March 2016 US Department of Transportation FHWA Federal Aid Essentials Video Library—Varies ROW Basic Acquisition Policies—August 2015 Mason County RESUME OF RIGHT OF WAY QUALIFICATIONS Loretta Swanson Education Saint Martin's College, BSCE 1984 Experience 20+years of industry experience,which includes: overseeing the securing of necessary property rights for numerous road, bridge, utility and related public infrastructure projects; and ensuring Federal and State compliance with ROW acquisition procedures. LTAP Training Core curriculum courses including: ROW No Verification Webinar (March 2016), Diary Entries, and Sufficient Property Rights Various Local Agency ROW Meetings US Department of Transportation FHWA Federal Aid Essentials Mason County RESUME OF RIGHT OF WAY QUALIFICATIONS Phillip Franklin Education Bachelor of Science, Pacific Lutheran University Certificate,Trend Business College Experience State Certified Appraiser(#0057)for 28 plus years Attended and passed USPAP 1997 and update class in 2007 LTAP Training Diary Entries (on-line) Administrative Settlement (on-line) No ROW Certification (4/18/2017 webinar) FHWA/WSDOT(4/19/17 WSDOT Administrative Settlement) Acquisition Under the Uniform Act (6/12/17 webinar) Local Agency Row Meeting (6/28/17) NEPA& ROW Integration (8/14 &15/ 2017 seminar) IRWA Eminent Domain Mock-Trial (9/28/17 seminar) ROW: Local Agency Row Meeting (5/15/2018 Appraisal of TCE (9/10/2018 seminar) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jerry W. Hauth, PE, Director/Loretta Swanson, Interim Deputy Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 4, 2019 PREVIOUS BRIEFING DATES: N/A If this is a follow-up briefing, please provide only new information ITEM: Public Works Property — Listing Agreement Background The Board of County Commissioners declared tax parcel#42002-10-00020 surplus per Resolution No. 37-18 on June 5, 2018. Public Works is ready to proceed with the sale of lots 3 through 8 of Short Subdivision 3123. The final selling price is to be approved by the Board of County Commissioners. The property has been rezoned and subdivided and is now ready for listing. Richard Beckman Realty Group is under contract with Mason County to provide professional real estate services for the sale of surplus property. A draft listing agreement has been provided and is attached for Board consideration. Recommended Action: This is an informational briefing and no action is required. Attachments: Resolution No. 37-18 Short Subdivison 3123 Draft Listing Agreement Resolution No.A71 Declaration of Surplus Property WHEREAS,Mason County owns certain property Parcel Number, #42002-10-60020 lowed at the corner of Highway 101 and Highway 102 in Mason County,RTA and has been determined the property to be surplus to the County's_needs, WHEREAS,Mason County issued public notice regarding the proposed surplus property for two consecutive weeks in a newspaper of general circulation within Mason County; WHEREAS,the Mason County Board of Commissioners,on Tuesday,June 5,2018,held a public hearing regarding the property in which members of the public were able to testify before the Mason County Board of Commissioners regarding the proposed property to be surplused; NOW,THEREFORE,BE IT HEREBY RESOLVED,by the Board of Mason County Commissioners that the following parcel is declaredlus r �P property. PARCEL NO: #42002-10-00020 and the Property Manager is authorized to offer all of said property for sale,by any of the several means authorized by Mason County Code 3.40. The final selling prices are to be approved by the Board of County Commissioners;and BE IT FURTHER RESOLVED,that the proceeds ofthe 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 Property Manager and process costs; and finally to the Road Fund Dated this 0' day of June 2018. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON M4sa r Clerk fff the Boardt Rand Neatherlin, APPROVED AS TO FORM: N17�_tl ' Kevin Shutty,Commissioner Tim Vhitelfttedmf Terri Drexler,Cbmmis inner I:1Property M4,Resolutions12018LSiaplus Resolution-PW parcel 42002-10-00020 June 5.doc P'Y9+& F 0 6 -I : del,,'^q !111�Y! WARNING: DESCRIPTION _ REFERENCE SURVEYS 1.RESPONSIBIUTY AND EXPENSES FOR BUILDING, RESULTING PARCELS 1 AND 2 OF BOUNDARY UNE SEE BOUNDARY UNE ADJUSTMENT NO. 18-13 4 IMPROVEMENTS, R MAINTENANCE OF EASEMENTS AD�AISTMENT NO. 15-13 AS RECORDED UNDER AUDITORS FILE NO. 20952J7. AND PRIVATE ROADS LEADING TO R SERVING AUDITORS FILE NO.20952J7 RECORDS OP MASON �, 1075 WITHIN THIS SNRT SV8DIY19R(UNLESS COUNTY, WA SEE BOUNDARY UNE ADVUSTMENT NO. SUCH ROADS HAVE BEEN ACCEPTED fNTO THE 01-075,AUDITORS FILE NO.T745913. COUNTYS ROAD SYSTEM)SHALL REST WITH THE TOGETHER WITH AND SUBJECT TD EASEMENTS LOT OWNERS. �- RESTRICTIONS AND RESERVATIONS OF RECORD. SEE SURVEY BY HARRY RYDE_LL BOOK 27, ` 2 ANY FURTHER DIVISION OF L07S V47HIN THIS PAGE 101. SHORT SVWWS70N SHALL BE SUB„ECT TO THE l- REQUIREMENTS OF CHAPTER 16.36 OF MASON SEE BOUNDARY LINE ADJUSTMENTJXQ _ l COUNTY CODE OB--072 AUDITORS FILE NCLiBWAZ7.-, -,�''\\ >_ J.DECLARATION OF SHORT SUODINSIpJ ll�FOUND 7 1/2'IRON PIPE 1 SEE COUNTY ROAD PROde6f. 190 J \�) s AUDITOR'S FILE NO..? 3.r.�1.r...... FOUND 1 1/2"IRON PIPE NORTH 1/L CRNER PUBLIC WORKS DRIVE OA1Ep�5/1 4/ >' DIRECTOR'S APPROVAL Q SOUTH 1/4 CORNER SECTION 2(MAY 2018) . i m GREG HUNTER ET AL SECTION JS(MAY 2018) GREG HUNTER E7 AL I SEE WASHINGTW-,ATE-*1 NW.(Y,./ DEPARTMENT A 7 t�•' FQl StirT 6 OF B S 6err2Y E S est i'E 1S' APPROVED FOR RECORDING PURSUANT TO s a7SQ97 E AND SHEET T/OF I OF F�1N•,OF SR 6"94 ` ` MASON Co TI 16.36 <2I.v0 77we7 102 SHEET OF 12. � \J ///T� �.�//�. LOR 1 %=> KD1Y I, DIRECTOR R COMMUNITY SERV/9ES LOT I -- 40.61 ® \ •� \ DATE APPROVED...I.117 1T CURVE TAHLE RADIUS_ _LENO7H ,�\ AUDITOR'S CERTIFICATE EJ J STEPMAN EY AL H en3's1•W �- ,i CI I065I'34' 170.00 JI4.39 eSv.Oa OF ® 1 L C2 1273'53' 630.00 217.46 FILED FOR RECORD THIS..¢, �IAY OF RON PUBLic WORKS DRIVE CJ 529.21- 20U00 19.78 DU41bW 200�.111,7...AT...�'. �'...,.C.M.IN $PARKMAN ROBERT COUNTY ROAD �� ` C4 106.01'34' 200.00 370.10 VOLUME.-T•• OF SHORT PLATS,PAGE.15 . `V RASMUSSEN V PROJECT C5 2519'28" 600.00 265.20 AT THE REOUEST OF. QANIE�F. NOLMAN __,. li NO. 1901 7L' U 1 ; Ca 579'21' 230.00 22.03 AUDITOR'S FILE NO. (�:�.(. Z•.......... C7 655'35" 830.00 67.DO 20' `.•� �' E1 `a 9 aeTS1Y E ___� I (' d `�` g(�• �/ 1 �`�C�.�'K"�';'COUNTY AUWT $ Jf1(/ LOT 3� �.� r Lor V2 5 \ TD A x b.10 AC Y ,T NOTE DR v 74 AC i ,d� 1+� �0 1 a SURVEYOR'S CERTIFICATE 0. 'j S aJlie6•E I� 1 I a 1 NO ACCESS TO LOTS 4,6 AND MASE A C R UNDER PR DIRECTION A U UTIU ESM'T Lj .s ee15'31' - 6 aaYgb7'E B FROM SR 107 THIS MAP CORRECTLY REPRESENTS A SURVEY U EUEx Aa D�74b4 I IN nOVSr.sa 6o. ( �M 1 'V CCONFORMANCEE WITH THE REQUIREMENTS E REQUEST /�)•1 �, \ i��(7 160 ESN'T FOR yG oTHE SURVEYACT / WRESS EGRESS p_1 LEGEND OF.N950N.COl)NTY....... n 'aa'OS�' -�Ly '�DRAINAGE ANO Y 1 W...MAY. ........2018.. !; LOT 5 U77L 77 L6� •-15 IRON BAR WITH YELLOW $ 8.09 AC LDS e ` PLASTIC CAP SET _ 1{2. i \/•S�F'OETAIL \ m a.70 AC 1 0-FOUND REBAR&CAP, •D L F.HOUTAN P.L.S.N0.15653 SE 1/4 g N J` �, 1 LS 27194 UNLESS % \SE 1/< B S adYS31'[ L S daTa'SI' OTHERWISE NOTED .\\, 'NW 1/4 u aeli7 a7ae0 1 l75' (MAY 2018) NYE 17�V�SIMEN TS LLC a R`5d/yy ae0.e0 "_ 11 �a0 FOUND REBAR 1W7HOR CAP > LOT 7 74', a LOT 8 v TREE F�LLC 4 / $8' s 1 FOUND axiE iY \ \ LS 156s7(LLAr 2018) i 6.70 AC 3 Tit 610 AO EAST 1/4 CORNER i 1 secnoN 2(MAY Iola) I-vz]7" 62017 L1 k 3�. � 44D1ItY� 2 56175'61'E 264x7JL1.11�s 4 !' `` ,��'�-,NOTES PRT R SHEL HON V \ 18-O19$P.DYIG �� m 18-019.SM7/ASC NO \ NO ACCESS TO LOTS 7 AND 6 LINE TABLE a \ ' \ `• FROM SR 102 NOTE NO,. BEARING DISTANCE SHORT SUBDIVISIONLOTS 3 SHORT PLAT SHALL BE NISDETAIL SCALE PORTIONS OF THL9 SHORT PLAT ARE RNO1W TO [2 S 78'47'14'F IJS.aJ SHORT PLAT I--:. , J PROVIDED BY MUNICIPAL CONTAIN SHELTON MAZAMA POCRE7 GOPHER L4 5 78151,18It'E 273.0 FOR SEVIER AND WATER AS PER (TROM01M MAZAMA COUCRl HABITAT.FVTURE MASON LNCOUNTY 04 f AGREEMENT RECORDED UNDER LOT I DBVZLOPMNT PROPOSALS VML RDQUnM R87IEW FVR L5 N 75'59'18'E 253.24 s�1 COMPUANCE WITH MASON COUNTY CODS 0.62.170. L6 N 7071'38'E 25.00 EAST 1 NW 1/4 AND WEST v/2 NE 1/4 ry. L7 S O4V4'J5'W 44.26 SECTION Z'1ORWSf6P 20 NORTH.RANGE 4 WEST,W.M. I.N \ NO 1 E LB N OOH6.2s E IOLL00 PARCEL 142002-70-00010 AND#42002-10-001220 7rN'W \ 100%ST PLouc•VMS DRIVE SWELTONy_ 360 427-9670 EXT 453 N-"� I ACCESSES TO THE COUNTY ROAD ARE APPROVED AT SHOWN LOCATIONS,AND ( $ SHALL BE INSTALLED AT THE SHOWN LOCATIONS ANY PROPOSED NEW ACCESS LOCATION REQUIRES GOING THROUGH THE COUNTY ROAD ACCESS PERMIT PROCESS HOLMAN & ASSOCIATES COMPLETELY AGAIN. PROFESSIONAL L 40 SURVEYORS SE 1/4 I v.0.Sox 2379 SE t% :I NOTE gNaTOH,WAS6H6Ta4 98504 EOU7PMENT AND PROCEDURES NW 1 4 (MG)421-2929 PHML.n4imv��t- ERUPMZNTr UET2 6 WO g 1HFLp r SCALE: 1.300 FEET WITH EON 200'CAUBaARO ouw ® I ANY NEW OR REVISED ACCESS ROADS RIVEWAYS MUST MEET R EXCEED 7H£ ERoc60uRe FIELD TRAVERSE M DW MAY.2018 18-019 0 750 300 600 APPARATUS A !N S ROADS'M WITH MASON CWNTYS STANDARDS FOR FIRE APPARATUS ACCESS ROADS:MASON GOUNN n]CE 14 CHAPTER 14.17 DCH 1•=300 1 R 1 t 2103191 MASON CO WA 4 P l 1i11if fffllll�Co �1@111M D111 illl 11ECL1 IVII lT{III'llilM Rea 1>l lli!IUII>1�Illi: $102.00 Pages: 4 Mason County 1 HEREBY C TIDY THAT Community Services Department ALLTAXEs E BEEN 615 W. Alder Street PAID ftp FEn BY Shelton,WA 98584 Please print nearly or type information 84.58 IER,TREAS DOCUMENT TITLE(S) s COUNTY 0ec14Nc:�4)'6v\ c4 s viaJ S 3 ) Z3 REFERENCE N WER(S) OF RELA CTJJN v'TS ' ) e'C-OV s r-�- SW-4-- Pk-ls > i1 C f, (ADDITIONAL REFERENCE#'S ON PAGE� GRANTORS)(Last,fir mi initis[} GSr� Co vl GRANTEE(S) as1; middle initial) RA b 11' (ADDITIONAL REFERENCE#'S ON PAGE LE 41e RRMON(Abbr.form: quarter/quarter,section,township&range,plat,lot&block) l`� i�v r l S e c L G. 1 LA " w ! (ADDITIONAL REFERENCE#'S ON PAGE C' ETL' N FLYMBER(S) 2 CD 0 7 16 - U 41-0orL - ly - Oso za (ADDITION-AL REFERENCE#'S ON PAGE_ ) The Auditor/Recorder will rely on the information provided on this form The staff will not read the document to verify the accuracy or completeness of the indexing information provided herein I i SS NO. '3! Z3 I i i DECLARATION OF SHORT SUB SIO KNOW ALL iY1EN BY THESE PRESENTS: O That we the undersigned having a real interest in f land described by this declaration ' do hereby declare the herein described division of land a vv S o Subdivision Number SS- 3 l 23 on the Vf day of ?ti 20 1 Ys ,by the Planning I Department, subject to the following conditions. 1. That the land described by this d aration y not be further divided in any manner by anyone within five(5)years of th ve d of approval without a final plat having been filed for record with the Audita on County,pursuant to the provisions of Chapter 58.17 RCW,and the regulations of the Platting and Subdivision Ordinance and i subject to penalties attendant thereto. 2. That all maintenance pri road described by this declaration shall be by the owners of the p hav g4access thereof their heirs,assigns,or successors. 1 3. That the legaldes n o the land herein subdivided into not more than four(4) i parcels is attthcl to and incorporated by reference as though fully set out herein. i 4. That nional v ts,restrictions,if any,solely for the benefit of the grantor,and his heirs, censor ,and assigns enforceable only by such persons,are attached hereto either i or as previously recorded under Auditors File Number 2 ,or incorporated by reference as though fully set out herein. i 5. ,the undersigned hereby waive all claims for damages against any governmental { ority which may be occasioned to the adjacent land by the established construction, dra e,and maintenance of said road or driveway. I(We),_ 7M(I NCI)LLp 11.4 ,owners)of I the real estate described within,freely co t and it is my(our)desire to short subdivide in this county. Identification Number which is not included in said short subdivision. 1 4 (We)understand that if this statement is found to be false,as to the ownership,the matter ` will be referred to the Prosecuting Attorney for legal action. 7. The configuration of this short subdivision Is based on the fact that all land abutting this tract(s)of land is separately owned by others not associated by a land development business relationship with the owner. Short Subdivision 3)z.3 Approved: / 3 Director of Community Services 2103191 Page 2 of 4 12/04/2018 03:44:23 PM Mason County, WA 8.That the public use and interest will be served by permitting th roposed division of this land. DATED this ?-4 ay of dedy 20 Id. rant Grantor Grantor Grantor Grantor D I Short Subdivision s 1 Z 3 Approv Director of Community Services 2103199 Page 3 of 4 12/04/2018 03:44:23 PM Mason County, WA l STATE OF WASHINGTON,COUNTY 0 ASON On this day personally appeared before me � to me wn o e-t a individual described in and who executed the within and foregoing instrutne knowledged that ed same as V-�'--:, free and vo act and deed,for the uses and purposes therein mentioned. GIVEN under my hand and official seal this day o t 20 1 5� j11 POW- Notary Public in and for the Sta. A Washington,residing at � L KM"MEDCAI.F AM 14ML- i S HINGTON,COUNTY OF MASON U � On this day person"IV d before me to me known to be the individual described in and who a uted th wi n and foregoing instrument,and acknowledged that I signed the same as free and voluntary act and deed,for the uses and purpos the`rin`me coned. G er my hand and official seal this day of 20� i I Notary Public in and for the State of Washington,residing at Short Subdivision 3 1 L 3 ' bate approve 2 J Director of Community Services 2103191 Page 4 of 4 12/04/2018 03:44:23 PM Mason County, WA I r Form 1A ©Copyright 2015 Exclusive Sale EXCLUSIVE SALE AND LISTING AGREEMENT Northwest Multiple Listing Service Rev.7/15 ALL RIGHTS RESERVED Page 1 of 2 Mason County ("Seller") hereby grants to, 1 Seller Seller Richard Beckman Realty Group ("Firm") from date hereof until midnight of 2 ("Listing Term"), the exclusive right to sell the real property ("the Property") 3 commonly known as xxx W Public Works Dr , City Shelton , 4 County Mason , WA, Zip 98584 ; and legally described on Exhibit A. 5 1. DEFINITIONS. For purposes of this Agreement: (a) "MLS" means the Northwest Multiple Listing Service; and (b) "sell" 6 includes a contract to sell; an exchange or contract to exchange; an option to purchase; and/or a lease with option to 7 purchase. 8 2. AGENCY/DUAL AGENCY. Seller authorizes Firm to appoint Richard Beckman 9 as Seller's Listing Broker.This Agreement creates an agency relationship with Listing Broker and any of Firm's brokers 10 who supervise Listing Broker's performance as Seller's agent ("Supervising Broker"). No other brokers affiliated with 11 Firm are agents of Seller, except to the extent that Firm, in its discretion,appoints other brokers to act on Seller's behalf 12 as and when needed. If the Property is sold to a buyer represented by one of Firm's brokers other than Listing Broker 13 ("Buyer's Broker"), Seller consents to any Supervising Broker, who also supervises Buyer's Broker, acting as a dual 14 agent. If the Property is sold to a buyer who Listing Broker also represents, Seller consents to Listing Broker and 15 Supervising Broker acting as dual agents. If any of Firm's brokers act as a dual agent, Firm shall be entitled to the entire 16 commission payable under this Agreement plus any additional compensation Firm may have negotiated with the buyer. 17 Seller acknowledges receipt of the pamphlet entitled"The Law of Real Estate Agency." 18 3. LIST DATE. Firm shall submit this listing, including the Property information on the attached pages and photographs of 19 the Property (collectively, "Listing Data"), to be published by MLS by 5:00 p.m. on ("List Date"), 20 which date shall not be more than 30 days from the effective date of the Agreement. Seller acknowledges that exposure 21 of the Property to the open market through MLS will increase the likelihood that Seller will receive fair market value for 22 the Property. Accordingly, prior to the List Date, Firm and Seller shall not promote or advertise the Property in any 23 manner whatsoever, including, but not limited to yard or other signs,flyers,websites,e-mails,texts, mailers, magazines, 24 newspapers, open houses, previews,showings,or tours. 25 4. COMMISSION. If during the Listing Term (a) Seller sells the Property and the buyer does not terminate the agreement 26 prior to closing; or (b) after reasonable exposure of the Property to the market, Firm procures a buyer who is ready, 27 willing, and able to purchase the Property on the terms in this Agreement, Seller will pay Firm a commission of(fill in 28 one and strike the other) 6 %of the sales price, or$ ("Total Commission"). From the 29 Total Commission, Firm will offer a cooperating member of MLS representing a buyer("Selling Firm") a commission of 30 (fill in one and strike the other) 3 %of the sales price, or$ . Further, if Seller shall,within 31 six months after the expiration of the Listing Term, sell the Property to any person to whose attention it was brought 32 through the signs, advertising or other action of Firm, or on information secured directly or indirectly from or through 33 Firm,during the Listing Term, Seller will pay Firm the above commission. Provided,that if Seller pays a commission to a 34 member of MLS or a cooperating MLS in conjunction with a sale, the amount of commission payable to Firm shall be 35 reduced by the amount paid to such other member(s). Provided further, that if Seller cancels this Agreement without 36 legal cause, Seller may be liable for damages incurred by Firm as a result of such cancellation, regardless of whether 37 Seller pays a commission to another MLS member. Selling Firm is an intended third party beneficiary of this Agreement. 38 5. SHORT SALE/NO DISTRESSED HOME CONVEYANCE. If the proceeds from the sale of the Property are insufficient 39 to cover the Seller's costs at closing, Seller acknowledges that the decision by any beneficiary or mortgagee, or its 40 assignees,to release its interest in the Property,for less than the amount owed, does not automatically relieve Seller of 41 the obligation to pay any debt or costs remaining at closing, including fees such as Firm's commission. Firm will not 42 represent or assist Seller in a transaction that is a "Distressed Home Conveyance" as defined by Chapter 61.34 RCW 43 unless otherwise agreed in writing. A "Distressed Home Conveyance" is a transaction where a buyer purchases 44 property from a "Distressed Homeowner" (defined by Chapter 61.34 RCW), allows the Distressed Homeowner to 45 continue to occupy the property, and promises to convey the property back to the Distressed Homeowner or promises 46 the Distressed Homeowner an interest in, or portion of,the proceeds from a resale of the property. 47 6. KEYBOX. Firm is authorized to install a keybox on the Property. Such keybox may be opened by a master key held by 48 members of MLS and their brokers. A master key also may be held by affiliated third parties such as inspectors and 49 appraisers who cannot have access to the Property without Firm's prior approval which will not be given without Firm 50 first making reasonable efforts to obtain Seller's approval. 51 Seller's Initials Date Seller's Initials Date l Form 1A ©Copyright 2015 Exclusive Sale Northwest Multiple Listing Service Rev.7/15 EXCLUSIVE SALE AND LISTING AGREEMENT ALL RIGHTS RESERVED Page 2 of 2 Continued 7. SELLER'S WARRANTIES AND REPRESENTATIONS. Seller warrants that Seller has the right to sell the Property on 52 the terms herein and that the Property information on the attached pages to this Agreement is correct. Further, Seller 53 represents that to the best of Seller's knowledge,there are no structures or boundary indicators that either encroach on 54 adjacent property or on the Property. Seller authorizes Firm to provide the information in this Agreement and the 55 attached pages to prospective buyers and to other cooperating members of MLS who do not represent the Seller and, 56 in some instances, may represent the buyer. If Seller provides Firm with any photographs of the Property, Seller 57 warrants that Seller has the necessary rights in the photographs to allow Firm to use them as contemplated by this 58 Agreement. Seller agrees to indemnify and hold Firm and other members of MLS harmless in the event the foregoing 59 warranties and representations are incorrect. 60 8. CLOSING. Seller shall furnish and pay for a buyer's policy of title insurance showing marketable title to the Property. 61 Seller shall pay real estate excise tax and one-half of any escrow fees or such portion of escrow fees and any other 62 fees or charges as provided by law in the case of a FHA or VA financed sale. Rent, taxes, interest, reserves, assumed 63 encumbrances, homeowner fees and insurance are to be prorated between Seller and the buyer as of the date of 64 closing. Seller shall prepare and execute a certification(NWMLS Form 22E or equivalent) under the Foreign Investment 65 in Real Property Tax Act ("FIRPTA") at closing. If Seller is a foreign person or entity, and the sale is not otherwise 66 exempt from FIRPTA, Seller acknowledges that a percentage of the amount realized from the sale will be withheld for 67 payment to the Internal Revenue Service. 68 9. MULTIPLE LISTING SERVICE. Seller authorizes Firm and MLS to publish the Listing Data and distribute it to other 69 members of MLS and their affiliates and third parties for public display and other purposes. This authorization shall 70 survive the termination of this Agreement. Firm is authorized to report the sale of the Property (including price and all 71 terms) to MLS and to its members, financial institutions, appraisers, and others related to the sale. Firm may refer this 72 listing to any other cooperating multiple listing service at Firm's discretion. Firm shall cooperate with all other members 73 of MLS, or of a multiple listing service to which this listing is referred, in working toward the sale of the Property. 74 Regardless of whether a cooperating MLS member is the agent of the buyer, Seller, neither or both, such member shall 75 be entitled to receive the selling firm's share of the commission. MLS is an intended third party beneficiary of this 76 agreement and will provide the Listing Data to its members and their affiliates and third parties, without verification and 77 without assuming any responsibility with respect to this agreement. 78 10. PROPERTY CONDITION AND INSURANCE. Neither Firm, MLS, nor any members of MLS or of any multiple listing 79 service to which this listing is referred shall be responsible for loss,theft, or damage of any nature or kind whatsoever to the 80 Property, any personal property therein, or any personal injury resulting from the condition of the Property, including entry by 81 the master key to the keybox and/or at open houses.Seller is advised to notify Seller's insurance company that the Property is 82 listed for sale and ascertain that the Seller has adequate insurance coverage. If the Property is to be vacant during all or part of 83 the Listing Term,Seller should request that a"vacancy clause"be added to Seller's insurance policy. Seller acknowledges that 84 intercepting or recording conversations of persons in the Property without first obtaining their consent violates RCW 9.73.030. 85 11. FIRM'S RIGHT TO MARKET THE PROPERTY. Seller shall not commit any act which materially impairs 86 Firm's ability to market and sell the Property under the terms of this Agreement. In the event of breach of the foregoing, 87 Seller shall pay Firm a commission in the above amount, or at the above rate applied to the listing price herein, 88 whichever is applicable. Unless otherwise agreed in writing, Firm and other members of MLS shall be entitled to show 89 the Property at all reasonable times. Firm need not submit to Seller any offers to lease, rent, execute an option to 90 purchase, or enter into any agreement other than for immediate sale of the Property. 91 12. SELLER DISCLOSURE STATEMENT. Unless Seller is exempt under RCW 64.06, Seller shall provide to Firm 92 as soon as reasonably practicable a completed and signed"Seller Disclosure Statement"(Form 17 (Residential), Form 17C 93 (Unimproved Residential), or Form 17 Commercial). Seller agrees to indemnify, defend and hold Firm harmless from and 94 against any and all claims that the information Seller provides on Form 17,Form 17C,or Form 17 Commercial is inaccurate. 95 13. DAMAGES IN THE EVENT OF BUYER'S BREACH. In the event Seller retains earnest money as liquidated 96 damages on a buyer's breach, any costs advanced or committed by Firm on Seller's behalf shall be paid therefrom and 97 the balance divided equally between Seller and Firm. 98 14. ATTORNEYS' FEES. In the event either party employs an attorney to enforce any terms of this Agreement and 99 is successful, the other party agrees to pay reasonable attorneys'fees. In the event of trial,the successful party shall be 100 entitled to an award of attorneys'fees and expenses;the amount of the attorneys'fees and expenses shall be fixed by 101 the court.The venue of any suit shall be the county in which the Property is located. 102 Are the undersigned the sole owner(s)? 16 YES ❑ NO 103 Richard Beckman Realty Group,LLC 104 Seller's Signature Date Real Estate Firm 105 Seller's Signature Date Broker's Signature Date MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Interim Deputy Director/Diane Sheesley, PE, County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 4, 2019 PREVIOUS BRIEFING DATES: N/A If this is a follow-up briefing, please provide only new information ITEM: Exempt Employee Recognition Background Commissioners and Public Works wish to recognize the extraordinary contributions of exempt employees during the recent declared emergency for the snow event. The event response required an unusually large amount of overtime hours. Compensation for Public Works employees in bargaining units is clearly spelled out but the personnel policy does not address exempt employees. Public Works will present exempt employee recognition options for Board discussion and consideration during this briefing. Recommended Action: This is an informational briefing and no action is required at this time. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Interim Deputy Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 4, 2019 PREVIOUS BRIEFING DATES: (If this is a fo/%w-up briefing,please provide only new information,) ITEM: Purchase from Washington State Correctional Industries EXECUTIVE SUMMARY: On October 22, 2013, the Board of County Commissioners approved the Contract Usage Agreement between the county and Washington State Department of Enterprises Services (DES) allowing the county to use Washington State master contracts at no cost. At this time, Public Works would like to purchase additional partition panels and office furniture from Correctional Industries State Contract. The panels and furniture will be used for new office spaces in building 1. The partition panels will match the existing partitions that were also purchased from Correctional Industries. BUDGET IMPACTS: The purchase is estimated to cost between $15,000 and $20,000. RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners authorize Public Works to purchase off the Washington State contract for partition panels and office furniture from Washington State Correctional Industries. Briefing Summary MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Bait Stepp, Deputy Director/ Utilities and Waste Management DEPARTMENT: Public Works EXT: 652 BRIEFING DATE: March 4, 2019 ITEM: Municipal Solid Waste Long Haul Transportation Contract Extension EXECUTIVE SUMMARY: The contract for long haul transportation of our solid waste with Republic Services currently expires in August 26, 2020. The original contract was signed in August of 1993 and was a 5- year contract and allowed for up to three different 5-year extensions for a total of 20 years. The price of the contract was adjusted annually based on the formula in contract. Since that original contract there have been four addendums: 1) Addendum #1 (Resolution 61-94) was signed in June of 1994. It allowed for rail transportation of cargo which was a change from the original contract. It did not change pricing or contract length. 2) Addendum #2 (Resolution 136-97) was signed in November of 1997. This contract extended the contract length to 2013. In exchange Republic purchased a scale, a tarping rack, a vehicle, and/or computer equipment for the County. It also readjusted the base price for disposal and adjusted the formula for the annual increases of the contract. 3) Addendum #3 (Resolution 124-98) was signed in December of 1998. This addendum added up to four days a year of free services for cleanup days and three days of free services for disasters and a one-year rate freeze in exchange for approval of the Contractor to be purchased by RDC (Republic). 4) Addendum #4 (Board Item 8.13, 6/5/12 regular meeting) was signed on June 5, 2012. This addendum extended the term of the contract for 7 years to August 26, 2020 with an option for another 3 year extension. In exchange the County received $150,000 for transfer station upgrades and the pricing mechanism was adjusted again. Republic receives an annual increase price per ton based on a percentage of the CPI. The amendment is written such that the three year extension goes into effect unless the County notifies Republic by February 28, 2020 that the County wishes to opt out of the contract. So the Board is not required to do anything to trigger the 3-year extension. Cost Impact to the County The cost to the County in 2018 for this contract was $2,138,872.91. All of this is paid for by tipping fees in Fund #402. RECOMMENDED OR REQUESTED ACTION: No action is needed by the Board to extend the contract to August 26, 2023. Attachment 1. June 2012 Republic Services Contract Amendment Briefing Summary LLt .JVE10 MAY 2 1 2012' 2012 ADDENDUM TO CONTRACT REGARDING SOLID WASTE EXPORT SERVICES MASON Co,tt hitt fU FOR MASON COUNTY 1, INTRODUCTION AGREEMENT. Mason County ("County') and Regional Disposal Company("RDC") are parties to the Contract Regarding Solid Waste Export Services for Mason County,dated August 26, 1993, as amended by an Addendum To Contract Regarding Solid Waste Export Services For Mason County dated June 14, 1994, a 1997 Addendum To The Contract Regarding Solid Waste Export Services;for Mason County, dated November 25, 1997, and a 1998 Addendum To Contract Regarding Solid Waste Export Services for Mason County, dated December 1, 1998 (collectively, "Contract"). This 2012 Addendum to the Contract (this "Addendum") adds to and is made a part of the Contract and, as such, is fully subject to the • Contract's terms. If conflicts are found to exist between this Addendum and the Contract, this Addendum prevails over the Contract as the more recent expression of the intent of the parties. Unless otherwise specified, capitalized terms used in this Addendum have the meanings provided in the Contract. Except as specifically provided in this Addendum, the Contract shall remain in full force and effect. 2. EFFECTIVE DATE. This Addendum is effective as of theS day of .,�. 2012. 3, PURPOSE. The purpose of this Addendum is to provide for the County's installation of loading scales at the Transfer Station; for a payment by Contractor in recognition of County expenses associated with improvements to and operation of the Transfer Station; for certain changes in the Base Unit Price; and for an extension of the term of the Contract for an additional seven (7) years; and for an option exercisable by the County to extend the Contract beyond such extended term for a further three(3)year period. 4. INSTALLATION AND REPAIR OF EQUIPMENT. The County may install new loading scales at the Transfer Station(collectively the'Transfer Station Improvements"). 5, PAYMENT BY CONTRACTOR. Not later than the end of the first calendar quarter of2013,Contractor shall pay the County the lump sum of$150,000.00 USD. 6, CHANGES TO BASE UNIT PRICE. If the Transfer Station Improvements are made by the County, then effective from and alter the first day of the first calendar month after the Transfer Station Improvements are completed: (a) The Base Unit Price for both Disposal and Transportation Services is$35.00 per ton of Acceptable Waste for all net tons of Acceptable Waste in a container load other than the first 26 net tons(the Base Unit Price for both Disposal and Transportation for the first 26 net tons of Acceptable Waste in a container load remains unchanged);and I' (b) In the case of any container load of Acceptable Waste having a net weight of less than 25 tons, the County shall pay Contractor the Base Unit Price multiplied by twenty- 71846612 vi/32255-027 11846799 vl 132255-028 five (25) (Let, the same amount that would be payable if the net weight of the container load wore exactly 25 tons). Both the unchanged Base Unit Price for the first 26 net tons of Acceptable Waste in a container load, and the Base Unit Price applicable to net tons of Acceptable Waste in a container load beyond 26 net tons, arc each subject to adjustment in accordance with Subsection 8.1(d) of the Contract. The Base Unit Price of$35.00 per:ton for net tons of Acceptable Waste in a.container load beyond 26 net tons, provided for above, shall apply until January 1, 2014; such per ton charge shall be adjusted as of January 1,2014, and further adjusted as of January I of each year thereafter,in accordance with Subsection 8.1(d)of the Contract. (c) TERM OF CONTRACT. Article 21 of the Contract is replaced in its entirety with the following: ARTICLE 21 Term 21.1 The Term of the Contract shall begin on its execution and,unless terminated by the County as provided in the Contract, shall end on August 26, 2020, 21.2 The County shall have the right to renew the Contract for an r additional tluee (3) year period under the same provisions and for the same Service Fee calculated in accordance with Article 8 of this Contract. The County shall be deemed to have exercised its option to renew the Contract puisuant to this Section 21.2 unless the County gives Contractor written notice at least 180 days prior to August 26,2020 of the County's election not to so extend the Contract. .DATED this day of Q v xi e--- ,2012. • REGIONAL DISPOSAL COMPANY, BOARD OF MASON COUNTY a Washington joint venture COMMISSIONERS e.ll t ByVVJIt ENVIRONMENTAL,INC., ;7_- l. �1,14/Cc� Ce,r,;c .d_.1..� �:��_� Managing Partner By: /..--/ /Z By: .....-44,-- Clai,_ 't/'1 (Signatui of Authorized Representative) Title: 1 �t,x flF„arf[i'v' By: -...._ L"' P41,_. APPROVED AS TO FORM: r By: L._ 0..i';,x:›1 Prosecuting Attorney 2012 Amendment--Page 2 10346799v1/32255-028