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Home My WebLink About2019/04/08 - Briefing Packet BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of April 8, 2019 Monday, April 8, 2019 Commission Chambers 9:00 A.M. Support Services — Frank Pinter 9:30 A.M. Community Services — Dave Windom 10:00 A.M. BREAK 10:05 A.M. Public Works — Jerry Hauth Utilities & Waste Management 10:35 A.M. Mason County Sheriff's Office — Sheryl Hilt 10:50 A.M. WSU Noxious Weed Control Board — Pat Grover 11:00 A.M. Court Clerk — Sharon Fogo 11:15 A.M. Juvenile Services — Jim Madsen 11:25 A.M. Review of Budget Advisory Committee's Recommendations & Reserve Policy — Frank Pinter Commissioner Discussion — as needed Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 04/03/19 at 2:28 PM If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair 4275-4467,Elma#482-5269. MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF April 8, 2019 In the spirit of public information and inclusion, the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. 0�N Coa�T 1854 q Mason County Support Services Department Budget Management '10x co&� - th Commissioner Administration 411 North 5 Street Emergency Management Shelton, WA 98584 Facilities, Parks&Trails 360.427.9670 ext. 419 Human Resources Information Services Labor Relations JBcJ Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES April 8, 2019 • Specific Items for Review o What to do on April 30 (5th Tuesday). WSDOT will host a community meeting in April. - Diane o Status of Strategic Plan —Frank o Recommendation for Building 10 RFQ—Frank/Kelly o Out of class pay for staff in Clerk's office - Frank o Elected Official salary review—Frank • Commissioner Discussion o Timber Board- Cmmr. Trask C:\Users\mdrewry\Documents\GroupWise\Modified copy of 2019-04-08.docx r r MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 4/8/19 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, lease provide only new information ITEM: Approval to pay Teri Owen at Range 27, Step 1 of the Non Represented Salary Range Table for Out of Class Pay from January 1, 2019 to June 30, 2019 for performing duties of a higher classification. EXECUTIVE SUMMARY: Per the AFSCME Collective Bargaining Agreement (CBA), Section 10.3 "..A supervisor may assign an employee to perform the primary duties of a higher classification, when those duties are not part of the employee's current job classification, for the purpose of: providing work coverage during an authorized vacation period; providing work coverage during an authorized sick leave; providing work coverage for an authorized leave of absence; or providing work coverage for a currently vacant position. If the employee is scheduled to work in the higher job classification for a minimum of three (3) consecutive workdays, the employee shall be paid on the step of the salary range for the higher classification that provides at least a five percent (5%) increase." RECOMMENDED OR REQUESTED ACTION: Approval to pay Teri Owen at Range 27, Step 1 of the Non Represented Salary Range Table for Out of Class Pay from January 1, 2019 to June 30, 2019 for performing duties of a higher classification. ATTACHMENTS: Temporarily Working in A Higher Class/Out of Class/Lead Pay Request Form, Section 10.3 of the CBA, and a current Job Description TEMPORARILY WORKING IN A HIGHER CLASS/ OUT OF CLASS/LEAD PAY - REQUEST FORM - : ElOut of Class Pay ❑Lead Pay M Working in a Higher Class All out of class, lead,or temporarily working in a higher class pay requests must be submitted by the department head or elected official on this form to Human Resources for review and final approval by the Board of County Commissioners,p iorto the assignment of additional duties. Employee Name:Teri Owen Employee Job Title:Jury Manager Department:Clerk Please insert the lead,out of class or temporarily working in a higher class pay language from the Collective Bargaining Agreement if applicable: AFSCME 10.3 ...A supervisor may assign an employee to perform the primary duties of a higher classification, when those duties are not part of the employee's current job classification... What specific job duties this employee will be performing outside of their current position description and for how long: Accounting duties 319 Effective Date:January 1 , 2019 End Date: M*-3-1•, 2019 *Attach a copy of the employee's current position description* Manager/Supervisor of Department Signature::5ame at�q_beal&X21 Date: Department Head/Elected Official Signatur Date: AC—; Support Services Director Signature: Date: 3`z-g51z - BOCC or Elected Official Signature:= fi rv� _ Date: r 1 rvt V- cc:CMMRS/Elected Official/Department/Payroll ,tauN oovNrf POSITION DESCRIPTION AM Title: Jury Manager/Archive Specialist Department: County Clerk Affiliation: AFSCME Reports to: Clerk/Chief Deputy Clerk Exempt: Nan-Exempt: X Supervises/Directs: None Risk Class: 5306-07 Salary: According to current CBA Established Date: Revision Date: 2017 03/04/1998 Format Only— 10/19/2017 GENERAL STATEMENT Manages the Entire Jury System for Superior Court, plus distributes lists to district & municipal courts. This position is highly technical, and requires substantial independent judgment and experience in jury management, the field of law and court proceedings. Exercises independent judgment and decision making within authorized limits. Performs and takes responsibility for assigned duties and procedures. Work is varied so must be adaptable to assist in other areas as needed and is required to know substantially all of the court and office procedures, rules and authority; handle all incoming work; must be able to maintain confidentiality; and transact the general business of the Court and office, subject to general supervision. TYPICAL DUTIES 1. Manages jury system and process: performs all activities relevant to jury selection, exemptions, jury attendance & payroll 2. Performs Jury management on the special jury program CAN DO THE FOLLOWING WHEN NECESSARY: 1. attends court proceedings:juvenile court, criminal & civil trials and hearings as needed 2. assist in administration of other motion calendars 3. prepare morning reports 4. enters data on computer 5. receives and properly files legal documents 6. records minutes &exhibits from court proceedings 7. processes passports, warrants or arrest, abstracts of judgments, garnishments & writs, etc 8. answers phone inquiries and waits on customers at the counter 9. knowledge of accounting records &transactions 10.10.enters accounting data on computer 11.11.11handles all duties deemed necessary by supervisor 12.12.collects &disburses monetary transactions 13. 13 works in direct cooperation with all county/city law enforcement, title companies and other 14.county offices KNOWLEDGE & ABILITIES Knowledge of:jury management system; general office practices & procedures, court-related documents, terminology, modern office methods & applications. Ability to: function under pressure; establish & maintain effective working relationships as required by work assignments; able to maintain confidentiality and be trustworthy; understand &carry out oral & written instructions, and to apply available guidelines & training manuals to varied operational requirements; ability to meet stringent deadlines. QUALIFICATIONS 1. High School diploma or equivalent 2. Typing, filing & record keeping skills 3. computer experience 4. writing skills: spelling, grammar, legibility & composition 5. 2 years experience in Clerk's office, with jury management & office experience 6. Ability to handle above duties as required I have read and understand the above position description: Name: Date: Signature: 1 Clerk's Office Feb 11, 2019 Briefin, Budget Impact Statement 2019 Impact Working Out of Class Jury/Records Manager Current Monthly Base Salary 4,300.20 Salary of New Class 4,911.00 Increase 610.80 Fully Loaded 736.93 Cost for Six Months 4,421.58 Working Out of Class Judicial Specialist I Current Monthly Base Salary 3,196.46 Salary of New Class 3,357.98 Increase 161.52 Fully Loaded 194.87 Cost for Six Months 1,169.24 Promote internally from JSS-1 to a JSS-II JSS-I 3,041.98 JSS-11 3,196.46 Salary Difference 154.48 Fully Loaded 186.38 Cost for Ten Months 1,863.80 Cost difference of Top Step Chief Deputy to Bottom Step Salary Difference (917.70) Benefits (189.51) Savings for seven months (7,750.44) Net Impact of Above (295.81) Add a .5 FTE Judicial Specialist I Salary of added position 3,041.98 Benefits 631.21 Medical 633.33 Cost for Nine Months 38,758.69 30 �3y Net Cost for 2019 38,462.88 Cost for 2020 40,628.35 4Y( Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Division of Governmental Studies and Services Draft Report March 9, 2019 Mason county Employee Survey Christina Sanders, Director Season Hoard, Project Manager Brian Anderson, Research Coordinator Division of Governmental Studies and Services, Washington State University 1 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Table of Contents Introduction.................................................................................................................................................. 3 Methods....................................................................................................................................................... 3 SurveyAnalysis............................................................................................................................................. 4 Surveydemographics............................................................................................................................... 4 Goal 1: Managers and employees who are courteous,effective and efficient,whose morale is high because they recognize their work is valued and they are part of the planning process..................... 4 Goal 2:To increase confidence among the general public by providing efficient coordinated cost- effective programs and services to the people of Mason County......................................................... 5 Goal 3:To institute a management planning process in Mason County. The process should include employee accountability and evaluation through clearly defined department objectives.................. 6 Goal 4:To have a work environment where all individuals can feel they are a trusted member of the organization as well as promoting public trust in the abilities of all levels of Mason County government.............................................................................................................................................. 8 TrustAmong Departments..................................................................................................................... 10 Comparisons to Other Washington Counties............................................................................................. 13 Conclusions................................................................................................................................................. 17 Division aGovernmental Studies and Services, Washington State University 2 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Introduction The Division of Governmental Studies and Services (DGSS) is social science research and outreach unit sponsored by WSU Extension,which has served Washington State University's land grant mission for over 50 years. DGSS serves as an important link that helps leverage the resources of the University for public-benefit, through applied social science research,technical assistance, and training for government and non-government organizations throughout the Pacific Northwest. As such, DGSS has developed a reputation for robust applied research, and has developed expertise in multiple methods, including survey administration and analysis, facilitation, focus groups, and interviews, among other areas of expertise. In the summer of 2018,the Division of Governmental Studies and services began working with Mason County representatives tdelop a survey of county employees. The purpose of the survey was to understand perspectives and experiences of those employed by the county in order to inform Mason County's strategic planning process. DGSS researchers, in cooperation with county representatives, developed an online, nineteen question survey,which included questions regardiRoerceptions supervisors, employee training, and trust between departments. The survey was organized by four county goals with questions to determine how well the county was meeting each goal. For instance, the first goal was: To have managers and employees who are courteous, effective and efficient, whose morale is high because they recogn�heir work is valued and they are part of the planning process. Questions in this section m* d perceptions on the availability of training, and whether employees have tools they need to bMWessful. In what follows, we present the survey results organized by goals and provide reco a ations to the strategic planning processes based on employee feedback. Methods _ In the fall of 2018, Mason County officials sent an email invitation to all Mason County employees to participate in the survey. All of the 368 employees received an invitation to complete the survey. A total of 144 employees completed the survey for a response rate of just over 39%. DGSS researchers conducted descriptive analysis and selected comparisons to examine employee perceptions and opinions. Division of Governmental Studies and Services, Washington State University 3 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Survey Analysis Survey demographics Most survey respondents were male (50.75%, 68), Caucasian(77.94%, 106), and non- Hispanic (11.27%, 102). The highest percentage of respondents indicated they had some college (no degree completed) (25.74%, 35), and between the ages of 50-59 (26.56%, 34). Table 1:Survey Demographics Variable Mode Ge ��ale (50.75%, 68 Race Caucasian (77.94%, 106 Ethnic ' Non-Hispanic (11.27%, 102 Highest Level of Education Some College/Degree Not Completed (25.7401/0, 35) Age, 50 to 59 (26.56%, 34) >. Goal 1:Managers and employees who are courteous, effective and efficient, whose morale is high because they recognize their work is valued and they are part of the planning process. Mason County employees were asked to indicate their level of agreement on several statements regarding guidance, availability of training, whether they had the tools to be successful, among others. As can be seen in Figure 1 below, most respondents either agreed or strongly agreed that Managers and supervisors let employees know how their work contributes to your county's missions and goals, employees receive the training they need to perform their jobs, and em !a-- mss receive the everyday guidance they need to perform their jobs. In fact, two-thirds (66.871W the respondents agreed or strongly agreed that they receive the guidance they need to perform obs. However, it is important to note that for some of these statements there was disagreemWhile most employees agreed that managers and supervisors let employees know how their wc&contributes to missions and goals, slightly over a quarter(27.88%) somewhat disagreed or strongly disagreed with this statement. For some statements, there was less overall agreement among respondents. For instance, less than half the respondents indicated employees receive the training they need to perform their jobs(43.65%). In fact, slightly over a third of respondents either somewhat disagreed or strongly disagreed with this statement(36.36%). Less than half of the respondents indicated that employees are provided with training that enhances their career advancement opportunities (43.44%), while slightly over a third disagreed with this statement(33.74%). Less than half of Division of Governmental Studies and Services, Washington State University 4 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSIn EXTENSION the respondents also indicated that employees receive the training and guidance in providing high quality customer service (48.47%), and over a quarter disagreed on some level with this statement(28.23%). Figure 1: Goal l Effective, Efficient, Employees and Supervisors v ■Strongly Agree Somewhat Agree Somewhat Disagree Strongly Disagree 100 - 90 4.29 --- 80 11.52 13.33 — 70 60 16.36 50 _ 40 30 - — 20 - - 10 20.61 - --- -- 0 Education and Managers and Employees Employees Employees are Employees Employees I training supervisors let receive the receive the provided with have the tools receive j programs are employees training they everyday training that they need to training and developed know how need to guidance and enhances their be successful. guidance in based on an their work perform their assistance career providing high assessment of contributes to jobs. they need to advancement quality employees' your county's perform their opportunities. customer training needs. mission and jobs. service. goals. Goal 2: To increase confidence among the general public by providing efficient coordinated cost-effective programs and services to the people of Mason County For goal 2, employees were asked to indicate their level of agreement on three statements: (1) employees are provided with training when new technologies and tools are introduced; (2) creativity and innovation are rewarded; (3)new practices and ways of doing business are encouraged. Most respondents agree that employees are provided with training for new technologies or tools (53.8%). Only 32.7%of respondents agree at some level that innovation and creativity are rewarded, while 44.3%disagree. Similarly, only 40.4%of employees feel that new business practices are encouraged. Division of Governmental Studies and Services, Washington State University 5 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Figure 2: Goal 2 r Increase Confidence Among Public 100 90 —.... 80 — 12.18 70 — 19.87 15.38 - --- 60 - 17.95 _- 50 34.62 24.36 18.59 ------- 40 30 24.3:. 21.79 20 -_- 10 i .0 ,. Employees are provided with Creativity and innovation are New practices and ways of training when new rewarded. doing business are technologies and tools are encouraged. introduced. ■Strongly Agree ■Somewhat Agree ■Somewhat Disagree a Strongly Disagree Goal 3: To institute a management planning process in Mason County. The process should include employee accountability and evaluation through clearly defined department objectives. To capture employee perceptions of aspects of goal 3, respondents were asked several closed-ended and one open-ended question. The open-ended asked respondents to identify some of the issues that either currently face your county or are expected to face it in the very near future. One hundred and ten respondents offered their input on this question. Over half of responses mentioned budget problems, funding, or lack of resources as an issue facing the county (58). Several respondents explicitly connect budget restrictions (specifically low wages, and lack of raises)with the second most mentioned issue facing the county: staffing issues such as high turnover, difficulty finding qualified applicants, and being short staffed(34). As one respondent stated, "Oftentimes, a worker will get their start here and gain enough experience to get a better paying job at a neighboring county." The respondent continued, "Because of this, we have a relatively high turnover rate." Other issues mentioned were a lack of sufficient training, as well as increases in workload and demand for services brought by growth in the county. Division of Governmental Studies and Services, Washington State University 6 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITS' EXTENSION Respondents were asked to indicate their level of agreement with the following statements: my supervisor provides me with constructive suggestions to improve my job performance, task responsibilities and performance standards are clearly communicated to me at work; I have enough information to do my job well, and I feel encouraged to come up with new and better ways of doing things. A large majority of employeemTmree that they have enough information to their job well(70.5%),while only 10.9%4iWe with this statement. Interestingly,more employees agreed that they feel a 'come up with new and better ways of doing things (58.4%)then agreed that credfvity and innov tion are rewarded(32.7%), or that new ways of doing business are encouraged (40.4%). Regarding communication, over half of respondents agreed that they were provided with constmctive suggestions to improve job performance (57.7%), and that task Ansibilities and pe ance standards are communicated clearly(56.4%). Figure 3: Goal 3 _ Management Planning Process 100 -- - -— 90 — --- 80 6.4 9 �.1 11.5 �— 70 60 15.4 14.7 11.5 50 41 40 26.3 � — 30 20 30.1 29.5. 10 - H1 09 —� My supervisor provides me Task responsibilities and I have enough information I feel encouraged to come with constructive performance standards are to do my job well. up with new and better suggestions to improve my clearly communicated to ways of doing things. job performance. me at work. ■Strongly agree ■Somewhat agree ■Somewhat disagree Strongly disagree Division of Governmental Studies and Services, Washington State University 7 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSM EXTENSION Goal 4: To have a work environment where all individuals can feel they are a trusted member of the organization as well as promoting public trust in the abilities of all levels of Mason County government To assess performance under this goal, respondents were asked several open-ended and closed-ended questions. Respondents were first asked two open-ended questions regarding communication which included: what role does communication (inter personal, inter- departmental)play in your ability to perform your job; and what role does communication play in the capacity of your county government to function?Does this vary from department to department?A total of 110 participants responded to the first question, and the majority stated that communication was very important to their ability to perform their job (103). Respondents used terms such as "extremely important", "very important", "it's essential", and"it is basically my entire job." While most respondents stated that communication was important to their job performance, many indicated that communication was an issud Twenty-six respondents (23.6%) indicated that communication was lacking. Some respondents specifically mentioned the issue of communicating across departments,referencing"silos" and a"struggle to systematically communicate with other departments." Other respondents indicated there was"no communication",that communication "is often not done", and one respondent stated that "Building 1 doesn't listen". A respondent stated, "It is my opinion that communication is not very good within our county and the lack of good communication severely impacts your job. A good employee will figure out how to make it work but it can be very deflating, and productivity takes a hit..." The other open-ended question regarding what role communication plays in the capacity of the county government to function, 104 participants responded to this question.Nearly two- thirds of respondents (64, 61.5%) stated that communication has a key role in the capacity of county government to function. Similar to the first question,respondents stated that communication was"very important", "key to effective function", "one of the most important roles", and"accuracy is dependent on communication". One participated noted that "communication is key to many opportunities that I feel are missed county-wide by the lack of communication". Several respondents noted areas where communication needs improvement (25, 24%), a respondent stated that"the lack of communication and internal departmental back- Division of Governmental Studies and Services, Washington State University 8 ® Division of Governmental Studies and Services WASHINGTON STATE UNIVERSM EXTENSION biting prevent the county government from functioning." Other areas of concern included the need for more transparency, decisions being made in a vacuum, communities not realizing what departments do, and a lack of trust. Respondents also noted that communication does vary across departments and several respondents mentioned issues with cross-department communication in the county. Two respondents noted issues in communication between elected f offices and departments. For the closed-ended questions,respondents were a__ indicate their level of agreement with three statements about aspects of co from managers to employees: (1) manager and supervisors communicate the goalsnffprioriyour county, (2)managers and supervisors follow up on employee suggestions for improvement, mployees are kept informed on issues affecting their jobs, and(4) managers and supervisors promote communication among different work units. There does seem to be some disagreement on these questions as a slight majority indicated some level of agreement that managers and supervisors communicate goals and priorities, and managers and supervisors follow up on employee suggestions, but less thanhalf agreed that employees are kept informed, and that managers and supervisors promote__A;QMMunicagW among different work units. It should be noted that over a quarter of respondent ee wi_mach of these statements. Division of Governmental Studies and Services, Washington State University 9 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Figure 4: Goal 4 Figure 4: Goal 4 Work Environment 100 90 _ _ _ 80 70 --- 12.2 12.9 11.6 60 50 -- —— -------- 4030 -- i 20 --— �--- ---- ----- i 10 --- ------ -- Manager and supervisors Managers and supervisors Employees are kept Managers and supervisors communicate the goals and follow up on employee informed on issues affecting promote communication priorities of your county. suggestions for their jobs. among different work units improvement in products, (for example,about services and work processes. projects,goals,needed resources). ■Strongly agree ■Somewhat agree ■Somewhat disagree ■Strongly disagree Trust Among Departments For goal 4,respondents were also asked further questions rega- ng trust among departments in the county government. The questions included three open-ended questions and a close-ended question. For the closed-ended question, respondents were asked is trust among departments a majors minor issueifyour mind? Slightly Me three quarters (75.91%, 104) of the responden' iicated it was a big issue(40.88%, 56)or an issue (35.04%, 48). Only 17.5% (24) of respondentscated it a small issue or not an issue at all, while 5.67% (9)had no opinion. Division of Governmental Studies and Services, Washington State University 10 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION Figure S:(Goal 4 I Trust Among Departments z 100.0 90.0 80.0 70.0 60.0 50.0 40.9 40.0 -- —35.0 30.0 20.0 13.1-- 10.0 4.4 6.6 0.0 — Is trust among departments a major or minor issue in your mind ■A big issue ■An issue Hi A small issue Not an issue at all ■No opinion L---- The open-ended questions on trust included: what would you say is the general level of trust between the various departments and actors in your county government; does this trust dynamic have an influence on the effectiveness and productivity of your county government; and how do you see yourself involved in bringing about greater trust between departments and your county government? One hundred and,sixteen participants provided a response to the general level of trust between various departmed actors in the county. The majority of responses (76, 65.5%)were negative, with respondents stating trust was "poor", "low", and that there was no trust. Several respondents stated that trust varies across departments and that some departments were more trustworthy than others. Two respondents mentioned that trust varies and linked trust issues to budget cuts. More specifically, one respondent stated, "the general level of trust is not very good. Confidentiality is not maintained and there is a lack of professionalism." Another respondent stated it was"dog eat dog". While the majority of respondents indicated trust was a big issue within the county, a few respondents(16, 14.7%) indicated it was"good", "good at times,"and two respondents stated it was"improving' or getting"better". Division of Governmental Studies and Services, Washington State University 11 ® Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION When asked if the trust dynamic influences effectiveness and productivity, out of 112 responses, 65 (58%) stated"yes", "absolutely", or similar responses. While many respondents did not elaborate further, several respondents provided examples of issues that impact both effectiveness and productivity. For instance, some respondents mentioned political tension between elected officials and departments. One respondent noted that actions of county commissioners had"greatly diminished trust and has greatly damaged the effectiveness and ' productivity of elected county offices." Other respondents mentioned issues of transparency, how lack of trust impacts morale and productivity, and financial issues that impact trust across departments. Lastly, 103 participants provided a response to how they see themselves involved in bringing greater trust. Many respondents focused on the need for open and honest communication, and transparency, especially between departments. One participant stated, "There needs to be intentional time established for departments to communicate and find ways to collaborate." Similarly, another respondent focused on reaching out to expand"internal and external communication''. Respondents addressing this question focused on the need for employees and departments to be honest, act with integrity, and being forthcoming. It is important to note that while many employees provided a response to this question, 17 (16.5%) indicated they had no role. only a small role, and one stated, "they don't care if I'm involved or not." Five respondents indicated they"don't know", "no comment", or"not applicable". This indicates that just over one fifth of the respondents (21.4%) do not know how to help bring about greater trust or do not see a role for themselves in this process. Motivation to work for the county_ Respondents were also asked what motivated them to work for the county, and what motivates them to continue working for the county. While 20 respondents out of 114 indicated it "was a job", several mentioned stability,benefits, being close to home, and contribute to their community. In fact, several respondents described their desire to help their community illustrating employee commitment to the Mason County community. These responses were echoed in sentiments regarding what motived them to continue working for the county with several respondents stating they want to contribute to their community. One respondent stated, Division of Governmental Studies and Services, Washington State University 12 ® Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION "Despite the terrible backbiting between departments, I love this county." Other respondents noted their great coworkers, flexible scheduling, the opportunity to work from home and opportunity for advancement. While some respondents did note that they continue working for the county for the paycheck, most responses to this question illustrated a dedication to the community,passion for the work that they do, and an appreciation of co-workers. i Comparisons to Other Washington Counties _ To help provide context on Mason County employees''perceptions,we conduct comparative analysis of several prior employee satisfaction surveys conducted by DGSS researchers in the early 2000's, including Skagit County, the Oregon Department of Transportation, and a norm mean responses generated from employee surveys conducted in Washington and Oregon from 1992 to 2007.1 To conduct this-a-pomparison, we focus on select questions that were asked in each survey. It is important to nam that all employee surveys used in this comparison were conducted over 10 years ago and prior to the Great Recession. Therefore, these comparisons are limited and should be interpreted with caution. We also supplement, where applicable, interviews conducted with Whitman County employees in 2008,to provide important context on some items. As these interviews were conducted with Whitman County employees at the beginning of the recession, they can provide useful information on employee perceptions during economic downturn. For Goal 1 comparisons, Mason County employees' mean responses to all four items are lower than the comparison surveys. For training they need to perform their jobs, employees receive everyday guidance they need to perform their jobs, and employees receive training and guidance in providing high quality customer service,the Mason County mean responses are quite lower than the comparisons. Mason County also shows less variability in mean responses across all items, but Mason County's mean response drops considerably for receiving everyday guidance compared to the other comparison cases. 1 The norm mean responses include both Skagit 2005 and ODOT 2007 responses. Division of Governmental Studies and Services, Washington State University 13 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION (Figure 6: Comparison of Goal 1 Mean Responses--Effective, Efficient, Employees and Supervisors 5.00 4.00 3.36 16-1 IA7 3.51 3.63 3.47 3.24 3.05 3.14 3.00 �-�n 3.00 2.87 2.97 3.13 2.74 2.29 2.00 - 1.00 - — 0.00 ---- - _ Employees receive the Employees receive the Employees receive the Employees are provided training they need to everyday guidance they training and guidance in with training that enhances perform their jobs need to perform their jobs providing high quality their career advancement i customer service opportunities ■Mason ■Skagit 2005 ■ODOT 2007 ■Norm 1992-2007 For the items focused on increasing confidence, MasCounty performs much better in comparison to the other cases. While mean responses for Mas&n County employees is lower for employees are provided with training when new technologies and tools are introduced, Mason county me =e considerably higher than comparison cases for creativity and innovation are rewardeee Figure 5 below). Mason county mean responses are similar to the comparison counties for new�practices and ways of doing things are encouraged. The comparison of both Goal 1 and Goal 2 items suggest that Mason County does a good job of encouraging creativity and innovation amongst its employees but may need to focus on providing better training and guidance to help employees succeed. The Whitman County employee interviews in 2008 also revealed the need to focus on training, especially financial training,to improve employee effectiveness and efficiency. However, it was also noted that scheduling training would be difficult due to Whitman County employee capacity, and DGSS researchers recommended pre-packaged training opportunities that could be delivered in multiple modes (locally,remotely, etc.). As the state's economic situation has continued to impact Division of Governmental Studies and Services, Washington State University 14 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSIR EXTENSION Washington Counties and their personnel capacity, Mason County may want to consider looking into similar training options. Figure 7: Comparison of Goal 2 Mean Responses--Increase Confidence Among Public 5.00 4.00 — --- ------ . 3.00 2.69 3.26 3.21 ..2.75 2.75 2.67 2.95 2.93 2.93 2.98 3.05 3.00 -- - 2.00 1.00 0.00 — Employees are provided with training Creativity and innovation are New practices and ways of doing when new technologies and tools are rewarded business are encouraged introduced ■Mason ■Skagit 2005 w ODOT 2007 Norm 1992-2007 When comparing results on shared goal three items, Mason County's mean responses are again considerably lower. Mason County employees' mean responses to my supervisor provides me with constructive suggestions to improve my job performance, I have enough information to do my job well, and I feel encouraged to come up with new and better ways of doing things, are lower than the comparison cases and in some instances more than a full point lower than the other mean responses. Interestingly, while mean responses to creativity and innovation items were higher or close to the other county means above, they are much lower for I feel encouraged to come up with new and better ways of doing things. This comparison, although limited, again suggests that Mason County could improve communication with employees, particularly with regard to their job performance, and increase efforts that might encourage individual employees to be creative and more willing to test new and innovative ideas or processes. It is also important to note that Mason County respondents were also asked an open-ended question regarding the issues the county currently faces. As previously stated, budget concerns were mentioned by half of the respondents, and their impact Division of Governmental Studies and Services, Washington State University 15 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION on employee training and retention were also mentioned by several respondents. Budget concerns and their impact on employee performance and retention were also mentioned by several Whitman County Employees in 2008 which indicates the level to which economic pressure continues to stress local level public employees in Washington State. Figure 8: Comparison of Goal 3 Mean Responses--Management Planning Process 5.00 - ---- —— I 4.00 3.6 3.49 3.8772-3`68_ 3.50 I 3.45 3.27 3.37 3.00 — 2.39 2.44 2.14 2.00 1.00 --- ---- 0.00 -- My supervisor provides me with I have enough information to do my I feel encouraged to come up with constructive suggestions to improve job well new and better ways of doing things my job performance ■Mason ■Skagit 2005 ■ODOT 2007 Norm 1992-2007 When evaluating the responses to questions related to work environment, Mason County mean responses,while still lower, are much closer to the mean responses of the comparison cases. In fact, Mason County performs consistently across all four items (mean responses between 2.69 and 2.73). Mason County mean responses are lower than the norm mean response across all previous surveys, and these items do suggest that Mason County could benefit from examining communication between management and supervisors and their employees. It should also be noted that communication was a key issue identified by Whitman County employees in 2008; these employees identified communication and specifically across unit communication as an issue that needed to be addressed. As all comparison cases mean responses were lower on managers and supervisors promote communication among different units, this suggests that Division of Governmental Studies and Services, Washington State University 16 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSIR EXTENSION communication across units is a shared issue across county governments that could be examined to improve the work environment. Figure 9: Comparison of Goal 4 FMean Responses--Work Environment 5.00 — 4.00 ----- __ 3.43 3.32 3.003.04 3.05 3.20 2.93 2.90 2.87 2.97 2.95 3.00 2: 2.79 _--2-73 2.88 2.00 — — - 1.00 — - 0.00 — Manager and supervisors Managers and supervisors Employees are kept Managers and supervisors communicate the goals and follow upon employee informed on issues promote communication priorities of your county suggestions for affecting their jobs among different units improvement ■Mason tu Skagit 2005 ■ODOT 2007 Norm 1992-2007 Conclusions One area of questioning included in the survey was whether employees feel they have the resources (training, tools, etc.)to do their jobs well. This is an important factor in accomplishing the goals of developing a workforce that is "courteous, effective and efficient" (Goal 1), • providing"efficient, coordinated...programs and services" (Goal 2) and"promoting public trust in the abilities of all levels of Mason County government" (Goal 4). Results suggest that there is room for improvement in training,tools and information provided to employees. For example, a third of respondents do not feel that they receive the training they need, and that training is not based on an assessment of their needs. Similarly, 28.2% of respondents do not agree that they have received training and guidance on providing good customer service. It should be noted that many respondents get day-to-day support and informal training, with a majority agreeing that Division of Governmental Studies and Services, Washington State University 17 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION they receive daily guidance on how to do their jobs (66.8%), and that supervisors provide constructive suggestions to improve job performance (57.7%). However, responses suggest that Mason County could benefit from exploring trainings currently offered to other county level employees and consider adapting current training to better fit the needs of employees. Another aspect of the Mason County goals involves how employees view their jobs. Goal 4 includes language about employees having"a work environment where all individuals can feel they are a trusted member of the organization", and Goal 1 expresses the desire to have employees with high morale who "recognize their work is valued and they are part of the planning process." One area where this topic is explored is explored-in the survey asked questions related to employees' perceptions about their ability to innovate, improve practices, and contribute to the organization creatively. Employee responses in this area are mixed. While 58%percent of respondents feel encouraged to come up with new and better ways of doing things, only 32.7% or respondents agree that creativity and innovation are rewarded in their workplace. If these activities are not rewarded, itMean impact employees' willingness to innovate in the future. Mason County should consider how to encourage and reward innovation and creativity among their employees. This will not only contribute to employee morale,but help the County adapt to overcome current and future challenges. Another important factor in improving employees' experience in the workplace is AM effective7communication. hough over half of the respondents feel that responsibilities and performance standards are clearly communicated, over a quarter do not think that managers communicate the goals of the county, and how their work contributes to those goals. In addition, 32.6% do not agree that they are kept informed about issues effecting their jobs. This may have a detrimental effect on morale,and investment in the county and its mission. The survey also indicates that trust across departments is a major issue in Mason County. Three quarters of respondents stated trust across departments was a big issue or an issue, and the open-ended questions reveal several concerns regarding trust and its impact on effectiveness and productivity of county government. These responses show that a majority of respondents feel that trust across the county government is low, and this is linked to issues of transparency, and a Division of Governmental Studies and Services, Washington State University 18 Division of Governmental Studies and Services WASHINGTON STATE UNIVERSITY EXTENSION failure to communicate openly and honestly. This suggests the county needs to examine ways to improve communication not only between supervisors and employees,but between departments. Low trust across departments can impact employee morale and retention so it is imperative that the county examine this issue and attempt to address it. It is also worth noting that despite many respondents indicating trust between departments was a major issue, most employees responded favorably when asked why they continue to work for the county. Responses to this question illustrated that most of these respondents are highly dedicated to the community and,enjoy working for the county. The comparison of Mason County mean responses to surveys and interviews conducted in Washington and Oregon between 1990 and 2008, suggest that Mason County underperforms in several of these metrics compared to other counties and organizations. However, these results should be interpreted with cautiongiven that the surveys were conducted prior to the economic crisis of 2008, which in combination with Washington State economic issues, continues to impact counties. It should be noted, however, that these comparisons reveal that communication needs to be examined i` unty, especially across unfits and between supervisors and employees. Mason County may benefit from providing moresttpervisor training,particularly focused on communicating with employees and inspiring innovation and creativity. As Mason County mean responses were lower for all training items in comparison to the other counties and organilftris, Mason County should consider adopting other employee training to improve job performanMiven the economic environment that many counties are experiencing, adopting pre-packaged Mmin9 that can be delivered in multiple modes will likely be the best options. In summary, sultsunderscore that while many—and perhaps most—of Mason County employees feel t are well trained, there is ample communication among employees, and that they are able to contribute their ideas to improve the workplace,there is room for improvement in these areas. Of particular importance is creating a workplace where workers can contribute creatively to process improvement, explicitly connecting work activities to county goals, and ensuring that training is targeted to the needs of employees so that each worker has the resources and knowledge to be effective in their job. Division of Governmental Studies and Services, Washington State University 19 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: 530 BRIEFING DATE: April 8, 2019 PREVIOUS BRIEFING DATES March 11, 18, April 1, 2019 ITEM: Mason County Elected Official's Salary Options COMMISSIONER DIRECTION FROM FEBRUARY 18 BRIEFING: Review the current status of the Elected Official's salaries relative the average of the comparable counties. EXECUTIVE SUMMARY: The Board of County Commissioners establish the salaries of the Assessor, Auditor, Clerk, Coroner, Sheriff and Treasurer. The District and Superior Court Judges salaries are set by WA Citizens Commission on Salaries for Elected Officials. Pursuant to Resolution 61-08, the Prosecuting Attorney's salary is set at the same rate as a Superior Court Judge. HISTORY: In 2001, the Commissioners salaries were established by Resolution 85-01 authorizing a 3% annual increase. The salaries of the Assessor, Auditor, Clerk and Treasurer were established at 95% of the salary of the highest paid Mason County Commissioner(Resolution 86-01). The Coroner was budgeted as a part-time position until 2011, when that position was established as a full time position, equivalent in pay to the Assessor, Auditor, Clerk and Treasurer. The Sheriff's salary is established at its own unique rate, and in 2016 is 10.5% higher than Mason County Commissioners and 22% higher than above listed Mason County elected officials. For the period of 2009 —2013, salary increases were suspended for the above elected officials, including the Sheriff. In 2014, these elected officials were granted a 1.44% COLA; in 2015 - 1.68% COLA; in 2016 - .08% COLA & 3.92% increase; in 2017—0.88% COLA & 2% increase: in 2018— 1.02% COLA &2% increase, for a total increase of 13.02% in 5 years for an average of 2.6% per year. These increases are the same as granted to Non-Represented employees. In 2012, the Commissioners'salary resolution was amended changing the annual increase for Commissioners'salaries to 1%. (Resolution 73-12) In 2016, the Auditor's, Assessor's, Clerk's, Coroner's and Treasurer's salaries were amended to 95% of the highest paid Mason County Commissioner and established the Sheriff's Salary at 22% above the Elected Official's salary. (Resolution 95-16) Mason County's comparable counties as established by the Public Relations Employment Commission (PERC) are Clallam, Cowlitz, Grays Harbor, Island, Jefferson, Lewis and Skagit counties. Briefing Summary 4/3/2019 OPTIONS TO CONSIDER: Option 1. Do nothing and continue the 1% raise for Commissioners and have Elected Officials at 95% of the highest Commissioners salary and have the Sheriff at 22% above the Elected Officials salary. Option 2. Effective 2020 increase the Elected Officials, and Sheriff's, salaries to the average of comparable counties* resulting in an increase of 6% 5.5% for the Elected Officials and an increase of 1`% 14.8% for the Sheriff's salaries. *(exclude high and low/ Skagit and Lewis), this would increase the Elected Salaries to 100% 97.7% of the highest Commissioner's salary. a. To Increase Elected Salaries to 100% of Commissioners Salary would require a 7% increase, then our Elected Officials would be at the same rate as our Commissioners Then continue to perform this salary review annually prior to budget and set Commissioner and Elected Officials Salaries to average of comparators. Option 3. As a member of the Criminal Justice Team, similar to the Superior Court and District Court Judges and the County Prosecutor, link the Sheriff's salary from Option 2 to the Superior Court Judges salary as defined by the Washington Citizens'Commission on Salaries for Elected Officials (WCCSEO) effective 2020. This would link the Sheriff's salary with the 15% increase to the current Superior Court Judges salary at 64% Option 4. Invoke a County Salary Commission to recommend to the BOCC salary levels for Elected Officials. Requirements: 1. 10 Members appointed by BOCC 2. 6 of 10 selected by lot of registered voters by the Auditor, 2 from each District 3. 4 of 10 selected by BOCC, each shall experience in personnel and one from each of the following fields, business, professional personal management, legal and organized labor 4. Increase in salary shall become effective next budget year 5. Decrease in salary shall become effective when current position is vacated 6. Decision by Salary Commission is subject to citizen referendum to repeal 7. Salary Commission recommendations are not binding Pros/Cons: 1. Currently 10 counties have a Salary Commission, not all BOCC's taking their recommendations 2. Salary Commission is"separate and independent'of the BOCC 3. County staff assistance for the Salary Commission is extensive, with a need to manage meetings, minutes, policies & procedures, managing OPMA requirements and PDR's, supporting requests for assistance, information, data and analysis to the Salary Commission COMPARATOR COUNTY TREATMENT WITH LINKAGE TO SCJS: Clallam: Assessor, Auditor, Commissioner, Treasurer © 50% of current SOS, Sheriff @ 72% *Clerk not an elected position and prosecutor is also Coroner Skagit: Assessor, Auditor Clerk, Coroner, Treasurer @ 57% of current SOS, Sheriff @ 65% Commissioners @ 65% Cowlitz: Only Sheriff at 65% of current District Court Judges Salary equal to 62% of current SOS BUDGET IMPACTS: Option 1 No cost in 2019 $6,926 fully loaded in 2020 Option 2 No cost in 2019 $48,162 fully loaded in 2020 Option 3 No cost in 2019 $61,675 fully loaded in 2020 Briefing Summary 4/3/2019 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: David Windom DEPARTMENT: Community Services EXT: 260 BRIEFING DATE: 8 April 2019 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Mason County Community Services All-staff Meeting EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Mason County Community Services conducts an All-staff meeting and training on April 26th. The purpose of the meeting is to conduct staff training and workshops to bring together the Public Health and Community Development divisions, and conduct workshops on drug abuse, housing and policy. This meeting would require that the Department be closed for that day which would be published in advance. This meeting would be located at Public Works and a working lunch would be included. The intent is to have this activity twice per year to facilitate intradepartmental training and communication. BUDGET IMPACTS: Lunch and refreshments. Approximately $200. RECOMMENDED OR REQUESTED ACTION: Request approval ATTACHMENTS: Agenda Briefmg Summary 4/3/2019 1A MASON COUNTY COMMUNITY SERVICES Building,Planning,Environmental Health,Community Health Friday, April 26th, 2019 Community Services Department All Staff TBD Shelton,WA 98584 7:45 - 8 am Arrival(Coffee) 8:00 am Welcome—CSD (around the room—new staff intro) 8:30 am Seattle is Dying(httns://voutu.be/baAi70WWB1w) 9:30 am Group recap Work Housing(Dave, Todd and Abe) 10:30 am BREAK 11:15 am CSD 2018 Successes (Group share) 12:00pm Networkina Lunch 1:00 pm RV...resolution? Code vs. Action goal(Kell and Alex) 1:50 pm 2019 Department Legislation Update Q&A(Dave Windom,Director) 2:15 pm BREAK 2:30 pm Outdoor activity(weather)—Activity(Stephen Scott, Code Enforcement?) 3:45 pm Closing Thoughts 4 - 4:15 pm Clean up/Clear out! Public Health Community Development (Community Health/Environmental Health) (Permit Assistance Center/Building/Planning) 415 N.6*Street—Shelton,WA 98584 615 W.Alder Street—Shelton,WA 98584 Shelton:360427-9670,Ext.400 Shelton:360427-9670,Ext 352 Belfair:360-2754467,Ext.400 Belfair:360-2754467,Ext.352 Elma:360482-5269,Ext 400 Elms 360482-5269,Ext 352 • NTYMASON COU BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Lydia Buchheit / Todd Parker DEPARTMENT: Community Services EXT: 404 BRIEFING DATE: 4/8/19 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Treatment Sales Tax Fund, Rental Assistance EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): As of February 2019, 8-months into the contract term, 51 households (individual adults) that are part of a behavioral health treatment program have been assisted with rental assistance. Last • contract year a total of 47 individual adults were assisted. The increase is due to more treatment providers in the community, better agency collaboration and consolidating the Treatment Sales Tax rental assistance funds into the rapid rehousing program so it is available to multiple agencies. The current funds have been depleted and we are not able to assist new requests from now through June 30. Therefore, we are requesting to amend contract CH-2018.4 with Crossroads Housing with an additional $2,500 from the Treatment Sales Tax to bridge rental assistance funds through June 30, 2019. New housing contracts will go into effect 7/1/19 and we want to allocate $40,000 per year for the next two years ($80,000 total) of rental assistance funds from the Treatment Sales Tax as a continued service. BUDGET IMPACTS: $2,500 from the Treatment Sales Tax fund. RECOMMENDED OR REQUESTED ACTION: Approve attached amendment Approve allocation of rental assistance funds from the Treatment Sales Tax fund ATTACHMENTS: • Amendment Briefmg Summary 4/2/2019 Contract Between Mason County • and Crossroads Housing Professional Services Contract#CH-2018.4 Amendment # 1 The purpose of this amendment is to increase the total award of the contract. IT IS MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows: 1. TOTAL AWARD This amendment provides $2,500 additional funding for the Treatment Sales Tax Rental Assistance money in the rapid rehousing program through June 30, 2019. 2. FUNDING $2,500 ALL OTHER TERMS AND CONDITIONS of the original Contract and any subsequent amendments hereto remain in full force and effect. 06TNESS WHEREOF,the undersigned has affixed his/her signature in execution thereof on the day of , 2018. CONTRACTOR MASON COUNTY Tanya Frazier Kevin Shutty, Chair Crossroads Housing, Executive Director Mason County Board of County Commissioners • 1 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen, Planning Manager DEPARTMENT: Community Services EXT: 286 BRIEFING DATE: April 8, 2019 PREVIOUS BRIEFING DATES: None ITEM: Updating the County's Flood Damage Prevention Ordinance (FDPO). EXECUTIVE SUMMARY: FEMA has updated the Special Flood Hazard Area maps for Mason County. The maps will become official on June 20, 2019. Mason County is required to update its FDPO prior to the effective date of June 20, 2019. Staff is on schedule to bring proposed amendments to the Planning Advisory Commission and subsequently the BOCC for final approval by June 18, 2019. Staff has been working with FEMA Region 10, the NFIP State Coordinator and the state's RiskMAP Coordinator to determine how best to address regulating the Skokomish Valley and is looking for guidance on alternative regulation scenarios. BUDGET IMPACTS: None RECOMMENDED OR REQUESTED ACTION: Discussion, guidance. ATTACHMENTS: Title 14, Chapter 14.22 Flood Damage Prevention, Section 14.22.200 as it currently exists. Briefmg Summary 4/3/2019 14.22.200-Special flood risk zone—Floodplain of the Skokomish River,Vance Creek and tributaries. (a) Special Flood Risk Zone. A special flood risk zone is hereby established for the zones A and A2 floodplain of the Skokomish River, Vance Creek and tributaries, and is illustrated on FIRM map Community Panels #530115-0175D and #530115-0180D, (both December 1998). The special flood risk zone is hereby designated as a floodway and the entire floodway is hereby designated an avulsion risk area. Construction of a new structure or an expansion of the square foot area of an existing structure is prohibited in this designated floodway. For purposes of this subsection, the term structure shall not include a gas or liquid storage tank. (b) Dikes, Levees and Other Water Flow Modification Structures. (1) Areas where flood water releases and overflows from the main Skokomish River channel shall not be modified, meaning levied or diked, in any manner which would result in increased stream flow in the main channel. (2) Maintenance to existing legally established (constructed by past permits or historically occurring) levees, dikes, and other water flow modification structures shall be permitted with appropriate approvals from all affected agencies, provided that the maintenance does not result in increased stream flow within the main channel (as verified by a hydraulic engineer), and the maintenance is consistent with provisions and recommendations of the adopted Skokomish River Comprehensive Flood Hazard Management Plan. Emergency alterations to dikes and levees necessary for the protection of human life and property shall be permitted as provided for within the applicable regulatory permit processes. (3) If the public works director finds an imminent flood threat to the public health, safety, and welfare exists based on: (A) A flow capacity of seventy percent of the one hundred-year flood stage for the specific river or creek, or (B) A rainfall within the last forty-eight hours in excess of four inches, or (C) Issuance of a flood warning by the National Weather Service for the specific area, or (D) A significant isolated blockage occurs such as a log jam or slide, that impacts the geography or water velocity such that an overflow back path has or is likely to occur; Then the public works director may recommend to the board of commissioners that they declare an emergency flood condition, which shall then authorize the county to make on-site inspections on private property of dikes and other impediments as necessary, and to direct or design immediate or subsequent improvement, repair, removal, or modification to said dikes, levees, or other impediments, as subject to other regulations; and shall maintain a record of the condition and structure of said dikes. (4) Alterations to dikes and levees, and bank stabilization efforts that would prevent legitimate potential emergency situations shall be permitted, provided that all affected agencies have been notified and appropriate permits have been acquired. (5) Activities related to the repair, maintenance or construction of bank stabilization, dikes, levees or other related development are a permit required activity under Section 14.22.120 of this chapter, are subject to all provisions for development standards within this chapter, and shall provide for appropriate inspections during and following construction and/or repair. Construction shall meet NRCS standards, as recommended within the Skokomish River Comprehensive Hood Hazard Management Plan, or as revised. (6) Projects proposed by government agencies under this section as recommended within the Skokomish River Comprehensive Flood Hazard Management Plan shall be evaluated on a case-by-case basis. The administrator shall include the following considerations in making an evaluation: A. Recommendations of applicable study; B. Provisions of this chapter; C. Project-specific engineering; D. Public benefit; E. All applicable regulations. (7) All approved permits shall require the monitoring of performance which shall include, at a minimum, a post-construction inspection for compliance with the conditions of approval. Additional inspections may be required when recommended by the engineering report or the county engineer. Monitoring shall be established as a condition of approval. (8) Dike monitoring program. Information on the condition of levees, dikes, or other structures ascertained from successive on-site inspections shall be maintained by the county for the purpose of updating and cataloging existing conditions as part of their ongoing flood and dike management program. Dikes shall be monitored for safety purposes. Dikes shall be inspected by the public works director at least biennially. The public works director and his designee is authorized to enter onto private or public land for the sole purpose of inspecting dikes for flood safety and for no other purpose. The inspections shall be done between the 8:00 a.m. and 4:00 p.m. time period, with notice to the property owner sent by certified mail at least fourteen days in advance, unless there is a flood emergency. The public works director shall report on the condition of the dikes to the board of county commissioners at the interval of once every two years. The report shall include an assessment of the condition and structure of the dikes; an analysis of whether any improvements needs to be done; a statement on the ability, or lack thereof, to inspect the dikes; and any other matter of importance to dike inspection and monitoring. The report shall also be based on the inspections and information gathered from dike monitoring. Existing dikes monitored shall be listed or be listed by reference to outside reports. (c) Bridges and Roadways. (1) Areas where flood water releases and overflows from the main Skokomish River channel shall not be modified by construction or reconstruction of bridges or roadways, in any manner which would result in increased stream flows or flood elevations (as verified by a hydraulic engineer). (2) Maintenance to existing legally established (constructed by past permits or historically occurring) bridges and roadways shall be permitted with appropriate approvals from all affected agencies, provided that the maintenance does not result in increased stream flows or flood levels (as verified by a hydraulic engineer), and the maintenance is consistent with provisions and recommendations of the adopted Skokomish River Comprehensive Flood Hazard Management Plan. Emergency alterations to bridges and roadways necessary for the protection of human life and property shall be permitted as provided for within the applicable regulatory permit processes. (3) If the public works director finds an imminent flood threat to the public health, safety, and welfare exists based on: (A) A flow capacity of seventy percent of the one hundred-year flood stage for the specific river or creek, or (B) A rainfall within the last forty-eight hours in excess of four inches, or (C) Issuance of a flood warning by the National Weather Service for the specific area, or (D) A significant isolated blockage occurs such as a log jam or slide, that impacts the geography or water velocity such that an overflow bank path has or is likely to occur; Then the public works director may recommend to the board of commissioners that they declare an emergency flood condition, which shall then authorize the county to make on-site inspections on private property of bridges and roadways and other impediments as necessary, and to direct or design immediate or subsequent improvement, repair, removal, or modification to said impediments, as subject to other regulations; and shall maintain a record of such actions. (4) Alterations to bridges and roadways that would prevent legitimate potential emergency situations shall be permitted, provided that all affected agencies have been notified and appropriate permits have been acquired. (5) Activities related to the repair, maintenance or construction of bridges and roadways or other related development are a permit required activity under Section 14.22.120 of this chapter, are subject to all provisions for development standards within this chapter and shall provide for appropriate inspections during and following construction and/or repair. (6) Projects proposed by government agencies under this section as recommended within the Skokomish River Comprehensive Flood Hazard Management Plan shall be evaluated on a case-by-case basis. The administrator shall include the following considerations in making an evaluation: (A) Recommendations of applicable study; (B) Provisions of this chapter; (C) Project-specific engineering; (D) Public benefit; (E) All applicable regulations. (7) All approved permits shall require the monitoring of performance which shall include, at a minimum, a post-construction inspection for compliance with the conditions of approval. Additional inspections may be required when recommended by the engineering report or the county engineer. Monitoring shall be established as a condition of approval. Projects proposed by WSDOT under this section and receiving Federal Highway Administration funding shall be consistent with the recommendations within the Skokomish River Comprehensive Flood Hazard Management Plan and shall be evaluated on a case by case basis. The administrator shall include the following considerations in making an evaluation and issuing a permit: (A) Recommendations of project specific studies prepared by or on behalf of WSDOT; (B) All other provisions of this ordinance do not apply; (C) Project specific engineering shall be completed in accordance with the WSDOT Design Manual,- (D) anual;(D) Provide a public benefit; (E) Provide less than a cumulative one-foot rise in the proposed one hundred-year flood fringe as determined by a step backwater analysis or higher. The cumulative total rise will consider projects that have been approved as well as projects that are planned to be approved. (F) Compliance with all applicable state and federal regulations. (Ord. No. 09-14, Att. A, 2-11-2014) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen, Planning Manager DEPARTMENT: Community Services EXT: 286 BRIEFING DATE: April 8, 2019 PREVIOUS BRIEFING DATES:'None ITEM: Raising height limits in certain zones of the County. EXECUTIVE SUMMARY: The Board of County Commissioners requested raising height limits in the Belfair UGA. This item is placed on the Planning Advisory Commission's agenda for a public hearing on April 15, 2019. Staff took the opportunity to propose amendments to height limits in Allyn and Shelton UGAs and commercial zones of the Rural Lands as shown in the attachment. Staff would like some initial feedback from Commission, if any, prior to staffing the PAC meeting. It is expected that PAC will make a recommendation for the Board to consider for approval in late May or early June. BUDGET IMPACTS: None RECOMMENDED OR REQUESTED ACTION: Discussion, guidance. ATTACHMENTS: Proposed Amendments (attachment A) Briefmg Summary 4/3/2019 ATTACHMENT A Chapter 17.04 - RURAL LANDS DEVELOPMENT STANDARDS Rural Commercial 3 (RC 3) 17.04.341-Purpose. (See Section 17.02.043) 17.04.344-Building regulations. (c) Height. Two floors not to exceed thirty-five feet maximum except for agricultural buildings, cell towers, antennas, water tanks, or necessary structural elements for an otherwise compla+iant permitted land use., or as reviewed by special use permit, not to exceed fifty-five feet. Rural Commercial 4 (RC 4) 17.04.354-Building regulations. (c) Height. Two floors not to exceed thirty-five feet maximum except for agricultural buildings, Cell towers, antennas, water tanks, or necessary structural elements for an otherwise complaint permitted land use., or as reviewed by special use permit, not to exceed fifty-five feet. Rural Commercial 5 (RC 5) 17.04.364-Building regulations. (c) Height: two floors not to exceed thirty-five feet maximum except for antennas or water tanks..., or as reviewed by special use permit, not to exceed fifty-five feet. Table 1. PFGpertiess Where the D..r..l/'..r. merrial C 7....e lA euld Apply Gwner/Q„rfnnt s NaFne. PaFe{i Type of Land Use Start of Land I Ise Dr�eseentt Zenfe PFono �e SiSeteddFess eF r 'Npe Center 61 Ryan Rd. 00800 gets MaFeh 1996 Der al 5 FneFeial7 2 Piekering AA-,r:ne 3400 22004 4s- tea} 4ufa} PiekeFing ,Q 00890 an repair 1996 Qesidential5 rerflrfleFdal 5 Master Planned Resort (MPR) 17.04.704-Building regulations. (c) Height. Thirty-five feet maximum except for agricultural buildings, cell towers, antennas or water tanks...,or as reviewed by special use permit, not to exceed fifty-five feet. Chapter 17.07—SHELTON URBAN GROWTH AREA DEVELOPMENT REGULATIONS Low Intensity Mixed Use(MU) 17.07.270-Lot,yard,and open space requirements. G. Building height: not more than thirty-five feet..., or as reviewed by special use permit, not to exceed fifty-five feet. 1 ATTACHMENT A General Commercial (GC) 17.07.350- Maximum height. Maximum height for the GC district shall be as follows: Not to exceed fett-yffifty-five feet for buildings, structures, and appurtenant facilities except when adjoining a zone with a lower height restriction, in which case any structure located within one hundred feet of the more restrictive zone shall have a maximum height as imposed by the more restrictive zone. Commercial-Industrial (CI) 17.07.450- Maximum height. Maximum height for the Cl district shall be as follows: yFifty-five feet, except when adjoining a zone with a lower height restriction, in which case any structure located within one hundred feet of the more restrictive zone shall have a maximum height as imposed by the more restrictive zone. Height may be further restricted by airport overlay zoning, where applicable. Deviation from this standard will be processed as a special use permit. Industrial (1) 17.07.670-Minimum site requirements. G. Maximum Height in the Industrial District Shall be as Follows: Ferifty-five feet, except when adjoining a zone with a lower height restriction, in which case any structure located within one hundred feet of the more restrictive zone shall have a maximum height as imposed by the more restrictive zone. Industrial equipment such as cranes or communication towers or appurtenant structures is exempt. A height limit shall be imposed if necessary, to prevent detrimental effects on the surrounding properties and may be further restricted by airport overlay zoning. Deviations from this standard will be processed as a special use permit. Public Institutional (PI) 17.07.755-Maximum height. Maximum height in the Public Institutional district shall be as follows: F&Fifty-five feet, except when adjoining a zone with a lower height restriction, in which case any structure located within one hundred feet of the more restrictive zone shall have a maximum height as imposed by the more restrictive zone. Height may be further restricted by airport overlay zoning, where applicable. Deviation from this standard will be processed as a special use permit. Chapter 17.10— 17.17 ALLYN ZONING CODE "R-3"—High Density Multifamily Residential District 17.11.550-Bulk and dimension standards. Height Primary building:35 feet, or as reviewed by special use permit,not to exceed fifty-five feet. "VC"—Village Commercial District 17.12.150-Bulk and dimension standards. The maximum height of any structure in the"VC" district shall be 35 feet,or as reviewed by special Maximum use permit, not to exceed fifty-five feet(25 feet East of SR 3),except that church spires, bell towers, height chimneys and other architectural features may exceed the height limit by 50%and communication 2 ATTACHMENT A facilities by as much as permitted through approval of a special use permit. "HC"—Highway Commercial District 17.12.350-Bulk and dimension standards. Maximum height 35 feet or as reviewed by special use permit not to exceed fifty-five feet. "BP"—Business Park 17.12.450-Bulk and dimension standards. Maximum height limit 35 feet or as reviewed by special use permit not to exceed fifty-five feet. Chapter 17.20— 17.35 GENERAL PROVISIONS FOR THE BELFAIR UGA "R-5" Medium density residential district. 17.22.100-Bulk and dimensional standards. The maximum height of structures in the district shall be as follows: Buildings containing the permitted Height: use:35 feet or as reviewed by special use permit not to exceed fifty-five feet.Accessory structure:20 feet. "R-10" Multi-family residential district. 17.22.150-Bulk and dimensional standards. The maximum height of structures in the district shall be as follows: Buildings containing the permitted [H:ijghtuse:45 feet,or as reviewed by special use permit not to exceed fifty-five feet.Accessory structure:20 feet. "FR" Festival retail distinct. 17.23.050-Bulk and dimensional standards. The maximum height of structures in the district shall be 45forty-feet,with the following exception:The maximum height may be increased to 55fifty_feet if one contiguous pedestrian-oriented space is provided Height: on-site per the following,whichever is less:(a)At least 3,000 square feet in area and at least 40 feet in width;or(b)Sized to at least 25%of the applicable building footprint 17.23.120- "MU" Mixed use district. 17.23.150-Bulk and dimensional standards. The maximum height of structures in the district shall be f&"fifty-five feet,with the following exception: The top of buildings or structures(including rooflines but excluding church spires, bell towers,and Height: chimneys)on the west side of SR-3 shall not reach an elevation of more than thirty-five feet above the grade level of the roadway,within one hundred fifty feet of the SR-3 right-of-way. 17.24.010- "GC" General commercial district. 17.24.040-Bulk and dimensional standards. Height: The maximum height of structures in the district shall be fl*tyfifty-five feet. 3 ATTACHMENT A 17.24.070- "BI" Business industrial district. 17.24.110-Bulk and dimensional standards. Height: The maximum height of structures in the district shall be 3§55 feet. 4 PUBLIC WORKS MONDAY,APRIL 8.2018— BRIEFING ITEMS FROM PUBLIC WORKS (For Commissioners Meeting April 16,2019) Items for this meeting are due to Diane Zoren on,Wednesday,April 10,2O 119 5.0 CORRESPONDENCE AND ORGANIZATIONAL BUSINESS (None) 8.0 APPROVAL OF ACTION ITEM 9.0 OTHER BUSINESS (None) 10.0 PUBLIC HEARINGS AND ITEMS SET FOR A CERTAIN TIME (None) DISCUSSION ITEMS: 9 Update on Mason Lake Road/Lake Limerick Overlay repairs 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: Chief Kevin Hanson DEPARTMENT: Mason County Sheriff, Jail Division EXT: 369 BRIEFING DATE: 04/08/19 PREVIOUS BRIEFING DATES: 03/07/2017 If this is a follow-up briefing, please provide only new information ITEM: Approve amendment to service contract between the Mason County Sheriff's Office and Healthcare Delivery Systems for inmate health care services. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The existing service contract for inmate health care was signed on 03/13/2017 and allowed one-year extensions for 4 years, with each extension ending on December 31t the following years. The contractor asked to amend the contract hourly service rates, which would be effective 01/01/2019. BUDGET IMPACTS: This will be an annual increase of approximately $17,560.00. RECOMMENDED OR REQUESTED ACTION: Approve amendment to the inmate healthcare contract between Mason County and Healthcare Delivery Systems. ATTACHMENTS: Inmate health care services contract, Contract Amendment, Letter from HDS requesting increase. Briefing Summary 4/2/2019 Contract Amendment between Health Care Delivery Services and Mason County This agreement was signed by the County on 03/13/2017.The contract expired December 31St, 2017 and rolled over for 2018 without change. This agreement extends the Term length, pg. 2 of executed contract, until December of 2019 and amends Exhibit B, Compensation, as follows: Health Administrator 260hrs$14,300 increase$14,820; $2 per hour increase. Medical Director 208hrs$30,576 increase $30,992; $2 per hour increase. Psych ARNP 416hrs$46,592 increase$47,424; $2 per hour increase. ARNP 780hrs$75,660 increase $77,220; 2$ per hour increase. Nursing Services 5824hrs$320,320 increase$331,968; $2 per hour increase. Holiday Nurse 112hrs$3,080 increase$3,192; $1 per hour increase. Admin/clerical 104hrs$3,120 increase$3,432.00; $3 per hour increase. Phone Coverage was$8,400 increase$9,000.00; $600 flat rate increase. Budget would increase from $500,488 to$518,048 total increase is$17,560.00 All other terms and conditions remain as agreed in the original contract. BOARD OF COMMISSIONERS MASON COUNTY,WASHINGTON DATE: Kevin Shutty, Chair Sharon Trask, Vice Chair Randy Neatherlin, Commissioner Attest: Melissa Drewry, Clerk of the Board Approved as to Form and Content: Casey Salisbury, Sheriff Mason County Sheriff's Office Tim Whitehead, Chief Deputy Prosecuting Attorney HEALTHCARE DELIVERY,INC. By: Shannon Young, President Address: HDSHEALTHCARE DELIVERY SYSTEMS 9039 Silverspot Drive SW Tumwater,WA 98501 11-30-2019 Chief Kevin Hanson Mason County Jail PO Box 1037 Shelton Wa 98584 Dear Chief Hanson; Healthcare Delivery Systems has been privileged to provide your correctional health care needs for many years. Healthcare Delivery Systems, along with your staff have been working as a team to ensure that your population is receiving quality health care; our staff takes great pride in this. We are looking forward to continuing providing this service. I am sending this letter out per your request after our meeting with the county attorney and the risk pool representative. As of January 01, 2019 our rates for professional services are the following: • ARNP will be billed at$99.00 per hour with a 15 hour minimum weekly. • RN will be billed at$57.00 per hour 16hrs a day 7 days a week minimum. Hours worked over will be billed accordantly. • Admin RN will be billed at$57.00 per hour(5 hr a week minimum). • Clerical will be billed at$33.00 per hour with a 2 hour a week minimum. • Psychiatric ARNP will be billed at$114.00 per hour 8 hour per week minimum. • Phone coverage 24/7 will be billed at$750.00 per month with an after-hours charge of$16.00 per phone call during the hours of 2200 and 0600. • Medical Doctor will be billed at$149.00 per hour with a four-hour charge per week. The rates for professional services have not been increased for two consecutive years,please note the new pricing to start in 2019. This is due to the four lawsuits that HDS has been part of in Mason County. Our malpractice has drastically increase due to the two settled lawsuits that have to be shown on the insurance application and the two pending lawsuits. Please let your staff know that they have been doing an outstanding job. Please let me know if you have any questions or concerns. Sincerely, Shannon Slack, President Phone:(360)742-6882 Fax:(360)688-1862 jsyoung360@gmail.com MASON COUNTY and HEALTHCARE DELIVERY, INC PROFESSIONAL SERVICES CONTRACT This CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and Healthcare Delivery, Inc., hereinafter referred to as "CONTRACTOR." COUNTY and CONTRACTOR are referred to collectively as the"parties." RECITALS: WHEREAS, COUNTY desires to retain a person or firm to provide the following service: inmate health services to include medical, dental and mental health for the Mason County Correction facilities; and WHEREAS, CONTRACTOR warrants that it is qualified and possesses the necessary expertise, knowledge, training, and skills, and has the necessary licenses and/or certification to perform the services set forth in this CONTRACT. NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be made by COUNTY, the parties agree to the following: Special Conditions Safeguarding Personal Information: 1. Personal information collected, used or acquired in connection with this CONTRACT shall be used solely for the purposes of this CONTRACT. The CONTRACTOR agrees not to release, divulge, publish,transfer, sell or otherwise make known personal information without the express written consent of COUNTY or as provided by law. 2. CONTRACTOR agrees to implement physical, electronic and managerial safeguards to prevent unauthorized access to personal information maintained by CONTRACTOR. The COUNTY reserves the right to monitor, audit or investigate the use of personal information collected, used or acquired by the CONTRACTOR through this CONTRACT to the extent required by law, the CONTRACTOR shall certify the return or destruction of all personal information upon expiration of this CONTRACT. 3. Any breach of this condition may result in termination of the CONTRACT pursuant to "Termination for Default"as set forth below and the demand for return of all records in connection with this CONTRACT. The CONTRACTOR agrees to indemnify and hold the COUNTY harmless for any damages related to the CONTRACTOR'S unauthorized use or disclosure of personal information. 4. The provisions of this Section shall be included in any of CONTRACTOR'S subcontract(s) relating to the services provide under this Contract. 5. "Personal Information"shall mean non-publicly available information identifiable to any person, including, but not limited to, information that relates to a person's name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver's license numbers, other identifying numbers, and any financial identifiers. Personal Information includes "Protected Health Information" as set forth in 45 CFR §160.103 as currently drafted and subsequently amended or revised and other information that may be exempt from disclosure to the public or other unauthorized persons under either Chapter 42.56 RCW, 42 USC §§1320 et seq., 42 CFR Part 2, Chapters 70.02, 70.24. 70.96A and 71.05 RCW or other state and federal statutes and regulations governing confidentiality or disclosure. 1 Individually Identifiable Health Information: CONTRACTOR will ensure compliance with the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191, as amended from time to time with respect to CONTRACTOR's services. General Conditions Scope of Services: CONTRACTOR agrees to provide to COUNTY the services as set forth as identified in"Exhibit A Scope-of-Services," during the CONTRACT period. COUNTY will provide the material, labor or facilities as set forth in this CONTRACT including those set forth in Exhibit A Scope of Services. Term: The term for this CONTRACT will start on date of last signature and will end December 31, 2017. Services Outside of Term: CONTRACTOR shall not be required to perform services as agreed in this CONTRACT prior to or after the term of this CONTRACT. Services provided by CONTRACTOR prior to or after the term of this CONTRACT that are not covered under another contract or agreement shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. Extension: The term of this CONTRACT may be extended by mutual written consent of the parties annually for a period of up to four(4) years. Annual renewals that include fee increases and/or revised terms and conditions are to be executed in a CONTRACT Amendment signed by authorized representatives of the parties. Compensation: CONTRACT total value is not to exceed the fee schedule detailed in "Exhibit B Compensation." Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit B Compensation." CONTRACTOR will submit invoices to COUNTY semi- monthly. The first semi-monthly invoice will be for services provided from the first to the 15th day of the month and the second semi-monthly invoice will be for services provided the 16th through the last day of the month; provided, however, that the parties acknowledge that on-call services will be billed only once per month and will be fully included in the second invoice for each month Invoices will be submitted using the form in "Exhibit D Invoice." Incomplete invoices will not be accepted and will be returned to CONTRACTOR for correction and re-submission. Invoices will be paid on or before the due date which is defined as thirty calendar days from acceptance. COUNTY shall pay a late charge of 2%for any non-disputed charges not paid on or before the due date. In addition, and undisputed charges not paid on or before the due date will accrue interest at the rate of 1 % per month starting on the payment due date and continuing until all non-disputed amounts including late fees and interest due are received in full by CONTRACTOR. CONTRACTOR may stop work, terminate this CONTRACT or pursue other remedies available for non-payment. 2 Unless specifically stated in Exhibit"B" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"); COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT." Taxes: CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and CONTRACTOR is solely liable for any tax obligation arising from CONTRACTOR's performance of this CONTRACT. CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions outside of COUNTY facilities, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions outside of COUNTY facilities, which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Independent Contractor: CONTRACTOR's services shall be furnished by CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit B Compensation and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. 3 CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys'fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR, its employees and sub-contractors. No portion of this CONTRACT may be assigned to any other individual, firm or entity without the express and prior written approval of COUNTY. No Guarantee of Employment: The performance of all or part of this CONTRACT by CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR, employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY at the present time or in the future. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY's interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by CONTRACTOR or on behalf of CONTRACTOR, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial 4 supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Ownership of Items Produced: All writings, programs, data, public records or other materials prepared by CONTRACTOR and/or its consultants or sub-contractors, solely for the performance of this CONTRACT, shall be the sole and absolute property of COUNTY. When CONTRACTOR creates any copyrightable materials or invents any patentable property, CONTRACTOR may copyright or patent the same, but COUNTY retains a royalty-free, nonexclusive and irrevocable license to reproduce, publish, recover, or otherwise use the materials or property and to authorize other governments to use the same for state or local governmental purposes. CONTRACTOR further agrees to make research, notes, and other work products produced in the performance of this CONTRACT available to COUNTY upon request. Work Product: Subject to all applicable restrictions, including those under the Health Insurance Portability and Accountability Act (HIPPA), CONTRACTOR will provide COUNTY with copies II work product including; treatment notes, reports, charts and similar items. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all non-publicly available information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys'fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records 5 or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: CONTRACTOR shall provide insurance that meets, or at CONTRACTOR's election, exceeds the requirements detailed in "Exhibit C Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR's strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non- compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Proof of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY prior to CONTRACT execution. The Certificate of Insurance provided must be a complete copy including all exclusions. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. Defense and Indemnity Contract: Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting therefrom) 1)to the extent caused by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees or agents or CONTRACTOR's subcontractors and their employees or agents; or 2) to the extent directly or indirectly arising out of, resulting from a breach of CONTRACTOR'S obligations under this CONTRACT. This indemnification obligation of CONTRACTOR shall not apply to the extent the claim, damage, loss or expense is caused by the negligence or willful misconduct of COUNTY or any of its elected or appointed officials, employees, agents or volunteers. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such 6 acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been mutually negotiated by the parties. Participation by County- No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT. Indemnification by COUNTY-to the fullest extent permitted by law, COUNTY agrees to indemnify, defend and hold CONTRACTOR and its employees, agents and sub-contractors harmless from and against any and all claims for damages, losses and expenses including, but not limited to court costs, attorney's fees and alternate dispute resolution costs for any personal injury, bodily injury, sickness, disease or death and for any damages or destruction to property (including loss of use resulting therefrom) 1) to the extent caused by an act or omission, negligent or otherwise of COUNTY or any of its elected or appointed officials, employees, agents or volunteers; or 2)to the extent directly or indirectly arising out of, resulting from or in connection with a breach of COUNTY's obligations under this CONTRACT. This indemnification obligation of COUNTY shall not apply to the extent of the claim, damage, loss or expense is caused by the negligence of CONTRACTOR, its employees, agents or sub- contractors and their employees, agents or sub-contractors. Without limiting the foregoing, the COUNTY will defend, indemnify and hold CONTRACTOR harmless from any claim, loss, liability or damage resulting from the failure to provide medical care, treatment, diagnostics or pharmaceuticals to any person where CONTRACTOR has advised the COUNTY in writing (if the COUNTY is so advised by CONTRACTOR personnel then on site at the facility) or orally (if the COUNTY is so advised through CONTRACTOR's consulting line and CONTRACTOR maintains a contemporaneous written or electronic record of what was advised) of the medical necessity therefor, including any situation where the failure results from a non-medical decision made by the COUNTY (for example, a decision not to transport or not to transport by a faster means). Survival of Indemnity Obligations. The parties agree that their respective indemnity obligations shall survive the completion, and three years beyond the expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to CONTRACTOR's indemnity obligations to COUNTY. E-Verify: The E-Verify contractor program for Mason County applies to contracts of$100,000 or more and subcontracts for$25,000 or more if the primary contract is for$100,000 or more. CONTRACTOR represents and warrants that it will, for at least the duration of this CONTRACT, register and participate in the status verification system for all newly hired employees. The term "employee" as used herein means any person that is hired to perform work for Mason County. As used herein, "status verification system" means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program, or any other successor electronic verification system replacing the E-Verify Program. CONTRACTOR agrees to maintain records of such compliance and, upon request of the COUNTY, to provide a copy of each such verification to the COUNTY. CONTRACTOR further represents and warrants that any person assigned to perform services hereunder meets the employment eligibility requirements of all immigration laws of the State of Washington. CONTRACTOR understands and agrees that any breach of these warranties may subject CONTRACTOR to the following: (a) termination of this 7 CONTRACT and ineligibility for any Mason County Contract for up to three (3) years, with notice of such cancellation/termination being made public. In the event of such termination/cancellation, CONTRACTOR would also be liable for any additional costs incurred by the COUNTY due to contract cancellation or loss of license or permit." CONTRACTOR will review and enroll in the E-Verify program through this website: www.uscis.gov Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Corrections Chief and his or her designee, as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Kevin Hanson, Corrections Chief Mason County Sheriffs Office P. 0. Box 1037 Shelton, WA 98584 Phone: 360-426-2167 Ext. 369 E-mail: KHanson@co.mason.wa.us CONTRACTOR's Primary Contact's Information: Shannon Slack, President Healthcare Delivery, Inc. 9039 Silverspot Dr. SE Tumwater, WA 98501 Phone: 360-742-6882 E-mail:jsyoung360@gmail.com Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e- mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice 8 to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain performance of the work elsewhere provided however that COUNTY may not give such notice or termination unless it has previously given CONTRACTOR written notice of default and CONTRACTOR has not cured such default within fifteen (15) days after receipt of such notice. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. Termination for Reduced Funding: COUNTY may terminate this CONTRACT upon not less than sixty (60) days prior written notice to CONTRACTOR specifying the effective date of termination in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation through the effective date of termination. Disputes: 1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the CONTRACT shall be brought to the attention of the other party at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. 2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for(1) any act or failure to act by the Administrative Officer of COUNTY, or(2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within thirty ( 30) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief(including specific performance), or any other 9 remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pied before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within three (3) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than three (3) years prior to a written request or demand for arbitration issued under this CONTRACT are not subject to arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of either party to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, regulations, federal Office of Management and Budget(OMB) circulars and federal and state executive orders. B. Exhibit C Insurance Requirements C. Exhibits A, B and D D. CONTRACT-Special Conditions E. CONTRACT-General Conditions Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions or understandings between the parties. 10 IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as of the date and year last written below. HEALTHCARE DELIVERY, INC BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Shannon Slack, President Kevin Shutty, Chair Dated: Dated: MASON COUNTY SHERIFF'S OFFICE Dated: APPROVED AS TO FORM: Tim Whitehead, Chief DPA 11 EXHIBIT A SCOPE OF SERVICES A. The services to be performed by the CONTRACTOR under this CONTRACT are set forth as follows: 1. CONTRACTOR shall provide licensed healthcare providers to conduct sick call daily between the hours of 0700 and 1600 except for weekends or holidays. Additional sick calls, including evening, weekend and holiday sick call will be scheduled as mutually agreed to meet the demand of inmate population levels or acuity. 2. CONTRACTOR will see all inmates within forty-eight hours of submitting their request to be seen. Seventy-two hours for weekends and holidays. 3. Times for conducting sick call shall be arranged with the Jail administration to assure that all security needs are met. 4. CONTRACTOR shall review the Inmate Receiving Screening Form within forty-eight hours of receipt and make certain that the urgent needs are met and current medications are provided. The inmate will be scheduled for a 14-day health Assessment. 5. CONTRACTOR will develop a procedure in coordination with Correctional Staff to effect an efficient transfer of pertinent medical information to emergency facilities, outside specialty care providers and other correctional facilities. 6. CONTRACTOR will provide on-site assessments and administrative segregation rounds daily. Appropriate follow up care will be scheduled as needed. 7. CONTRACTOR will conduct health appraisals on any inmate that is in custody within three to fourteen days as recommended by NCCHC and ACA. 8. CONTRACTOR will refer inmates to primary care providers as deemed necessary. 9. CONTRACTOR will make referral arrangements with outside providers for treatment of those inmates with health care problems that may extend beyond the primary care services provided on-site. All outside referrals will be coordinated with COUNTY for security arrangements. 10. CONTRACTOR will provide specialty clinics for psychiatric care to meet the needs of mentally ill inmates. 11. Whenever feasible CONTRACTOR will provide diagnostic specialty clinics on-site. The cost of staffing specialty clinics will be weighed by the numbers of inmates needing the services. 12. CONTRACTOR will provide pregnant women routine on-site monitoring services to include: Routine urine testing for proteins, ketones, and glucose; Vital signs and weight; Assessment of fluidal height and fetal heart tones; Prenatal vitamins and milk with every meal; Observation for signs of toxemia; and Scheduling of prenatal care at Obstetrician's office. 13. CONTRACTOR will develop and implement a program for the care of chronic care inmates. 12 14. CONTRACTOR will provide emergency services on-site during the contracted on- site hours. After-hour non-life threatening emergencies will be triaged through the twenty-four hour consulting line seven days a week. An on call healthcare provider will be provided by CONTRACTOR twenty-four hours a day. 15. CONTRACTOR will develop and maintain an inmate health education program which includes: HIV education and testing, smoking cessation and personal health management. 16. CONTRACTOR will provide education to inmates on dental disease and oral hygiene education. CONTRACTOR will provide dental treatment for acute dental problems such as severe pain, infections, or bleeding. CONTRACTOR will refer inmates to outside specialists for emergency dental care as deemed necessary. 17. CONTRACTOR will provide licensed nurses to administer medications as prescribed on a consistent schedule. If medications are required during a non-service period, the inmate will be provided the medications for keeping on person dosing as possible. 18. CONTRACTOR will promote preferred provider rates for pharmacy services and will monitor the pharmacy for cost containment and efficient services. The designated pharmacy shall provide on-site consultation quarterly with written reports by a registered pharmacist. 19. CONTRACTOR and subcontractors will receive corrections specific training and support. 20. CONTRACTOR will develop, maintain, and annually review administrative and operational policies and procedures designed to model NCCHC standards and Washington State Statutes in coordination with the County. 21. CONTRACTOR will assist in developing procedures for a disaster plan in the event of a man made or natural disaster. It shall be coordinated with the security plan, incorporated into the institution's overall emergency plan and made known to all personnel. Review of the health aspects of the disaster plan will be part of initial orientation for new personnel and drilled annually with all health care staff. 22. Upon mutual agreement of COUNTY and CONTRACTOR as to the compensation to be paid, CONTRACTOR will provide annual classes on medical training for corrections staff and arrange tuberculosis skin testing of any staff or volunteer identified. 23. CONTRACTOR will implement a continuous quality improvement program that will monitor the health service provided. Results will be communicated at scheduled meetings with facility administration. 24. CONTRACTOR will provide regular chart reviews by all health providers to afford peer reviews. 13 25. CONTRACTOR will conduct quarterly meetings with the Jail Administration for review of inmate health issues. 26. CONTRACTOR will conduct an infection control program that includes concurrent surveillance of patients and staff, preventive techniques and treatment and reporting of infections in accordance with local and state laws and in compliance with CDC guidelines and OSHA regulations. 27. CONTRACTOR will respond directly to all written grievances from the inmate population within one week of receipt. 28. CONTRACTOR will utilize a comprehensive utilization review program to contain costs. 29. CONTRACTOR will ensure that all sub-contractors will have current state licenses, current certification in CPR and insurance certificates. 30. CONTRACTOR will submit a copy of insurance certificates to the COUNTY's Risk Manager on an on-going basis. 31. CONTRACTOR agrees initial and continued employment of staff and sub-contractors shall be subject to approval of the County. The County reserves the right to prohibit any of the vendors/contractor's employees and/or independent contractors from performing services with regard to this contract. 32. All personnel shall comply with current and future state, federal and local laws, rules and regulations. 33. CONTRACTOR will provide a system that models National Commission on Correctional Health Care(NCCHC) and American Correctional Association (ACA) standards. 34. All personnel shall be required to pass a records check conducted by the County for initial and or continued employment. Additionally, all personnel performing on-site services may be required to undergo a urinalysis or blood test if there is reason to believe that they are under the influence of alcohol or other substances of abuse. 35. CONTRACTOR will conduct morbidity and mortality review of all critical incidents upon request and upon prior agreement as to the additional compensation to be paid CONTRACTOR therefor. 36. CONTRACTOR will work with the COUNTY to ensure that all first aid kits within the Corrections facility are restocked on a monthly basis. The COUNTY will provide all items necessary for restocking. 37. CONTRACTOR will provide all required statistical data related to the health care delivery program which shall include utilization of service statistics and other areas the COUNTY feels is useful to evaluate the program and anticipate future needs. 14 39. CONTRACTOR shall fully staff the healthcare services to be provided by CONTRACTOR no later than March 31, 2017. COUNTY will pay only for services actually provided by CONTRACTOR. B. The servicesto be performed by the COUNTY under this CONTRACT are set forthas follows: 1. COUNTY will provide Correctional staff for transport and security purposes for all outside medical appointments or hospital stays. 2. COUNTY will provide office space, existing equipment, plus both office and medical supplies. 3. COUNTY will provide phone, computer and fax service. 4. COUNTY will make provision for collection and removal of medical waste and sharps containers in accordance with applicable State and federal regulations. 5. COUNTY will be responsible for all outside medical expenses and recovering those costs from the inmates. 6. COUNTY will be responsible for billing DSHS and other insurance companies for those inmates having insurance. 7. COUNTY will provide corrections specific training to the CONTRACTOR. 8. COUNTY will ensure immediate availability of a correction officer during sick call or any other interaction between healthcare staff and inmates during medication pass. 15 EXHIBIT B COMPENSATION A. CONTRACTOR will submit invoices to COUNTY utilizing the form in" Exhibit D Invoice." The invoice must be complete including: company name, remittance address and phone number; date of invoice; performance period; detail of services provided including type of personnel, hourly rate, number of hours provided, and other expenses as allowed per the CONTRACT and provided by the CONTRACTOR during the performance period; and other information as applicable. Acceptance and payment will be made in compliance with "Accounting and Payment for CONTRACTOR Services" contained in the General Conditions section of this CONTRACT. B. COUNTY will reimburse CONTRACTOR within thirty (30) days of an accurate and acceptable invoice. C. Fee Schedule. HOURS OF WEEKS ANNUAL COVERAGE PER ANNUAL HOURLY COM PEN- POSITION PER WEEK YEAR HOURS RATE SATION Health Administrator RN 5 1 52 1 260 1$55.00 1 $14;300 Medical Director. MD 4 52 208 $14700 $30.576 Ps chiatricARNP 8 52 416 $112.00 $46,592 Adult ARNP 15 52 780 $97.00 $75,660 Nursing Services 112 52 5824 Hourly Annual Total 16 hours a day Billing Rate Not to Exceed 7 days a week $55.00 Licensed RN or LPN $320,320 Nursing Services 8 hrs/holiday 7 days yr 112 Hourly Annual Total Holiday Pay Billing Rate Not to Exceed 56 annual Holiday hours $27.50 Licensed RN or LPN $3,080 Administrative/Clerical 1 52 52 1$30.00 $1,560 Phone Coverage I - - $700.00imo $8,400 Total Annual Compensation $500,488 Average Monthly Cost: $41,707.33 Estimated Bi-weekly Invoice Total: $20,853.66 16 EXHIBIT C INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 2. Workers' Compensation as required by Washington State law. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. 4. Professional liability (errors & omissions/Medical Malpractice) insurance. CONTRACTOR shall maintain professional liability insurance that covers the services to be performed in connection with this CONTRACT, in the minimum amount of$2,000,000 per claim and a $4,000,000 annual aggregate, on an occurrence basis. Any policy inception date, continuity date, or retroactive date must be before the effective date of this CONTRACT. 5. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be "pay on behalf, with defense costs payable in addition to policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to COUNTY for injury to employees of CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of COUNTY following receipt of proof of insurance as required herein. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all subcontractors to comply with these provisions. 17 3. CONTRACTOR shall not make any reductions in the required scope or limits of coverage that may affect COUNTY's protection without COUNTY's prior written consent. 4 CONTRACTOR agrees upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any required insurance which CONTRACTOR fails to obtain. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 5. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 6. CONTRACTOR agrees not to self-insure or to use any self-insured retentions (but may have commercially reasonable deductibles) on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self-insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self-insured retention, the self- insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self-insured retention, substitution of other coverage, or other solutions. 8. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured but those limits shall not become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 9. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 10. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 18 11. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII. 12. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 13. CONTRACTOR agrees to provide prompt notice to COUNTY of any notice of cancellation of any required policy or of any material alteration or non-renewal of any such policy, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any of its employees, agents or subcontractors engaged by or on behalf of CONTRACTOR in relation to this CONTRACT. 15. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 16. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no obligation or liability by such notice, but has the right(but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. 19 EXHIBIT D INVOICE FORM/SAMPLE 20 HEALTHCARE DELIVERY SYSTEMS Invoice 9039 Silverspot Drive SE Date Invoice# Tumwater Wa.98501 12/22/2016 SAMPLE 2017 Bill To MASON COUNTY JAIL CHIEF KEVIN HANSON P.O. BOX 1037 Shelton,WA 98584 P.O. No. Terms Project Quantity Description Rate Amount 10 Health Administrator 55.00 550.00 2 Clerical 30.00 60.00 30 ARNP 97.00 2,910.00 16 psych ARNP 112.00 1,792.00 8 Medical Doctor oversite 147.00 1,176.00 224 Nursing Services 55.00 12,320.00 Nursing Services HOLIDAY when-applicable.(7 recognized holidays a calendar year) 27.50 27.50 PHONE TRIAGE 700.00 700.00 PHONE CALLS BETWEEN 10 PM and 6 AM will be collected on a monthly basis 16.00 16.00 and reflected on the last invoice of the month for previous month EXAMPLE OF BI-WEEKLY INVOICE—NOTE THIS IS AN EXAMPLE WITHOUT HOLIDAY HOURS OR AFTER HOUR CALLS Total $19,551.5 21 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Patricia Grover, Mason County Noxious Weed Control Board Coordinator DEPARTMENT: WSU Extension — Mason County EXT: 592 Noxious Weed Control Board BRIEFING DATE: April 8, 2019 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Contract #K2676 between Washington State Department of Agriculture and Mason County Noxious Weed Control Board for eradication of the Class A noxious weed "Giant Hogweed" in Mason County. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): BUDGET IMPACTS: An additional $5,000 in the 2019 budget (to be included in 2" quarter supplemental appropriations). To meet contract obligations it will require that the noxious weed coordinator increase hours from 30 to 40 per week for May and June 2019. RECOMMENDED OR REQUESTED ACTION: Request that the board approves to place the Washington State Department of Agriculture Contract #K2676 on the Action Agenda for signature. ATTACHMENTS: Contract K2676 Attachment A, Plan of Work Attachment B, Proposal Briefing Summary 4/2/2019 Contract Number: K2676 INTERAGENCY AGREEMENT BETWEEN THE WASHINGTON STATE DEPARTMENT OF AGRICULTURE AND MASON COUNTY AND ITS AGENT THE MASON COUNTY NOXIOUS WEED CONTROL BOARD THIS AGREEMENT is made and entered into by and between the Washington State Department of Agriculture, hereinafter referred to as "WSDA," and Mason County Noxious Weed Control Board, hereinafter referred to as "Mason County." IT IS THE PURPOSE OF THIS AGREEMENT to provide funding for eradication of the Class A noxious weed Giant Hogweed (Heracleum mantegazzianum) in Mason County. THEREFORE, IT IS MUTUALLY AGREED THAT: STATEMENT OF WORK Mason County, through its agent the Mason County Noxious Weed Control Board, shall furnish the necessary personnel, equipment, material and/or service(s) and otherwise do all things necessary for or incidental to the performance of the work set forth in Attachment "A" which is attached hereto and incorporated herein. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on the date of a fully executed contract, and be completed on or before June 30, 2019, unless terminated sooner as provided herein. PAYMENT Compensation for the work provided in accordance with this Agreement has been established under the terms of RCW 39.34.130. The parties have determined that the cost of accomplishing the work herein will not exceed $5000. WSDA will not authorize reimbursement for administrative overhead charges. Only reasonable costs incurred directly related to the activities specified in the plan of work (Attachment A) will be reimbursed under this Agreement. Payment for satisfactory performance of the work shall not exceed this amount unless the parties mutually agree in writing to a higher amount prior to the commencement of any work that will cause the maximum payment to be exceeded. BILLING PROCEDURE Mason County shall submit a properly completed invoice to the WSDA Agreement administrator. Reference WSDA Contract number K2676 on each invoice. Payment to Mason County for approved and completed work will be made by warrant or account transfer by WSDA within 30 days of receipt of the properly completed invoice. Upon expiration of the Agreement, any claim for payment not already made shall be submitted within 10 days after the expiration date or the end of the fiscal year, whichever is earlier. In no case can this be more than 10 days past the end of the biennium. RECORDS MAINTENANCE The parties to this Agreement shall each maintain books, records, documents and other evidence that sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein. Documents must also support performance and costs of any nature expended in the performance of this Agreement. These records shall be subject to inspection, review or audit by personnel of both parties, other File Name: MasonGiantHogweedContractK2676.docx Page 1 of 8 Contract Number: K2676 personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents and other material relevant to this Agreement will be retained for six years after expiration of the Agreement and the Office of the State Auditor, federal auditors and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. Records and other documents, in any medium, furnished by one party to this Agreement to the other party, will remain the property of the furnishing party, unless otherwise agreed. The receiving party will not disclose or make available this material to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond, consistent with applicable laws. Each party will utilize reasonable security procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties. RIGHTS IN DATA Unless otherwise provided, data that originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by WSDA. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes and/or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. TERMINATION Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of the Agreement prior to the effective date of termination. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days of receipt of written notice. If the failure or violation is not corrected, this Agreement may be terminated immediately upon receipt of written notice of the aggrieved party to the other. CONFLICT OF INTEREST WSDA may, by written notice to Mason County, terminate this Agreement if it is found after due notice and examination by the Director of the Department of Agriculture, and/or the designee authorized in writing to act on the Director's behalf, that there is a violation of the State Ethics Law, chapter 42.52 RCW; or any similar statute involving Mason County in the procurement of or performance under this Agreement. Unless stated otherwise, the signatory of this Agreement is the Director's designee. File Name: MasonGiantHogweedContractK2676.docx Page 2 of 8 Contract Number: K2676 In the event this Agreement is terminated as provided above, WSDA shall be entitled to pursue the same remedies against Mason County and its agent the Mason County Noxious Weed Control Board as it could pursue in the event of a breach of the Agreement by Mason County. The rights and remedies of WSDA provided for in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law. FUNDING CONTINGENCY WSDA may unilaterally terminate all or part of this contract, or may reduce its plan of work and budget, if there is a reduction in funds by the source of those funds, and if such funds are the basis for this Agreement. DISPUTES In the event that a dispute arises under this Agreement, either of the parties may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process will control. LICENSING, BONDING, INDUSTRIAL INSURANCE AND OTHER INSURANCE COVERAGE Mason County and its agent the Mason County Noxious Weed Control Board shall ensure that all contractors hired to perform services under this Agreement shall comply with all applicable licensing and bonding requirements for the type of service to be performed, and with the provisions of Title 51, Industrial Insurance. Mason County and its agent the Mason County Noxious Weed Control Board shall also ensure that all contractors provide proof of an adequate amount of commercial general liability insurance coverage for the activities to be performed under any subcontract. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. In the event of a lawsuit involving this contract, venue shall be proper only in Thurston County, Washington. In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; b. The Terms and Conditions of this Agreement; C. Plan of work (Attachment A); d. Proposal (Attachment B); and e. Any other provisions of the Agreement, including material incorporated by reference. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in writing signed by an authorized representative of the party and attached to the original Agreement. SEVERABILITY If any term or condition of this Agreement is held invalid, such invalidity shall not affect the File Name: MasonGiantHogweedContract K2676.docx Page 3 of 8 Contract Number: K2676 validity of the other terms or conditions of this Agreement. ALL WRITINGS CONTAINED HEREIN This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. CONTRACT MANAGEMENT The Agreement administrator for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. The Agreement administrator for WSDA is: Mary Fee, Executive Secretary WA State Noxious Weed Control Board P.O. Box 42560 Olympia, Washington 98504-2560 Phone: (360) 902-2053 Fax: (360) 902-2094 mfee(o)agr.wa.gov The Agreement administrator for Mason County is: Patricia A. Grover, Coordinator Mason County Noxious Weed Control Board 303 N. 4th St. Shelton, Mason County, WA 98584 Phone: 360-427-9670 ext 592 patriciagni,co.mason.wa.us All communications between the parties relating to this Agreement and any billings and payments will be directed to those persons. Either party may change administrators by notifying the other in writing. IN WITNESS WHEREOF, the parties have executed this Agreement. STATE OF WASHINGTON MASON COUNTY DEPT. OF AGRICULTURE By: By: Kevin Shutty, Chair Title: Title: Mason County Board of Commissioners Date: Date: File Name: MasonGiantHogweedContractK2676.docx Page 4 of 8 Contract Number: K2676 ATTACHMENT A Plan of Work Mason County and its agent the Mason County Noxious Weed Control Board Giant Hogweed Eradication Ending June 30, 2019 The Mason County Noxious Weed Control Board will treat the class A noxious weed Giant Hogweed (Heracleum mantegazzianum) with the goal of eradication. Reimbursement for travel expenditures shall not exceed allowable costs as set forth in Washington State travel regulations, contained in the Office of Financial Management State Administrative and Accounting Manual, Chapter 10, Section 90. DELIVERABLES The Mason County Noxious Weed Control Board will accomplish all proposed tasks as stated in the proposal (Attachment B). The Mason County Noxious Weed Control Board shall submit a final written report to the Washington State Noxious Weed Control Board, on or before June 30, 2019. The report shall include, at a minimum, the following information: 1. Details of herbicide use including application methods, rates and equipment. 2. Flower and seed head control details. 3. Copies of spray records where applicable. 4. Digital and hard copy photos of the infestation before, during and after treatment. 5. Details of communication with landowners where applicable. 6. Future plan for follow-up treatments and infestation monitoring. File Name: MasonGiantHogweedContractK2676.docx Page 5 of 8 Contract Number: K2676 Attachment B, Proposal Mason County Vegetation Management Proposal to Eradicate Giant Hogweed (Heracleum mantegazzianum) FY19 Class A Noxious Weed Eradication Program Request for Proposals Washington State Noxious Weed Control Board Applicant's name: Patricia A. Grover, Coordinator Agency/organization name: Mason County Noxious Weed Control Board Mailing address: 303 N. 0 Street,Shelton, WA 98584 Email address: patriciag@co.mason.wa.us Phone number: (360)427-9670X592 Please provide brief background information about the lead organization and partners: The Mason County Noxious Weed Control Board was reactivated in 2003 after nearly 20 years of inactivity. The program currently funds a part-time coordinator who has led the program since 2006 Partnerships have been developed between multiple large land owners, including Tacoma Public Utilities, Green Diamond Resource Co, the Olympic National Forest and numerous other public and private landowners. These partnerships facilitate the "Early Detection, Rapid Response" to new reports of invasive species. Name of the Class A noxious weed: Giant hogweed (Heracleum mantegazzianum) Current total known acres in your county (please specify if using total infested acreage or total solid acreage): A thorough documentation of sites has not been completed since 2015. It is estimated that there are currently 10-15 acres infested with giant hogweed within Mason County. How much of this acreage/infestation will be treated in this proposed Class A eradication project? All historic, and current sites would be visited. If giant hogweed is present, it is anticipated that all sites would be treated with the property owner's permission. Please briefly describe the nature of the known infestation, including number of known sites or populations (if applicable), geographic extent, habitat types, and if the infestations are on private lands, public lands, or both. Date when infestation was first identified. Known infestations are scattered across Mason County, with pockets of giant hogweed found across multiple parcels and ownerships. Currently, our database consists of infestations on 90 unique parcels and 70 property owners. Many of these infestations are likely eradicated. During the 2017 and 2018 season,postcards were mailed to all property owners of record reminding them about the requirement to control, with eventual eradication of, giant hogweed. Resources were not available to visit all sites, but every effort was made to visit sites where assistance was requested. We have current "Waiver of Liability"for treatment at 5 sites. One is a 4 acre site reported in late 2018 by a neighbor. Although plants were deadheaded at the property, the requested waiver permitting treatment was not returned until November 2018. With hundreds of plants, this site will be a high priority for control in 2019. This site, like many, is held by an out of area owner and infestation status can only be determined by a site visit. We have not had the resources to visit all sites, many with documentation and treatment dating to 2008. Dedicated funding would support site visits to all sites and updated documentation in iForm if the species is present. File Name: MasonGiantHogweedContractK2676.docx Page 6 of 8 Contract Number: K2676 Do you plan to treat all sites in your county or jurisdiction, or will you target specific sites? It is planned that all sites with historic, or current records would be visited. If plants are found at sites, and the program has not received a response to an initial mailing, a second mailing would be sent to those property owners requesting completion of a "Waiver of Liability"for treatment. What IPM methods and materials are to be used in the eradication project? Include information on the timing of each control measure. Please note that all treatments paid for by this pass-through funding must occur on or before June 30, 2019. Plants would be injected with a 5% v/v of glyphosate, or a foliar application of triclopyr. In addition, any blooming plants would be deadheaded. Digging, or other non-chemical methods, could be utilized where herbicide treatments are not feasible or permitted. What previous control work has been done (include any IPM methods)? Include information on the timing of each control measure and outcomes. If none please state so. A majority of the sites have had some measure of control. Some in conjunction with knotweed treatments, but most in the May-June timeframe. Treatments utilizing injection and foliar application have been very successful. Please briefly describe steps to assure that all applicable laws will be followed if herbicides are used, e.g., permit coverage, applicant licensing, site-posting. All property owners will be required to provide a signed "Waiver of Liability"prior to treatments. Several of our known sites are adjacent to water, and an NPDES permit will be obtained for treatment along those waterbodies, identifying both glyphosate and triclopyr as proposed herbicides near the named waterbodies. Do you anticipate that enforcement of Washington State noxious weed law might be necessary in the process of the eradication? If yes, please provide a brief description of the readiness of involved county weed board(s) to carry out such enforcement within the proposal period. The Mason County Noxious Weed Control Board has supported the issuance of a certified letter to those property owners who have not responded to our offer of control assistance when a regulated species has been identified on a property and permission is not provided. If necessary, this step would likely be taken with additional resources. If the infestation to be eradicated lies in more than one county or jurisdiction, please provide a brief description of any coordinated efforts to treat and eradicate the entire infestation in all applicable jurisdictions. The Kitsap County coordinator is actively treating hogweed sites when reported. I know of no overlap of infestations between these two counties, or the other adjacent counties of Jefferson, Grays Harbor, Pierce or Thurston. File Name: MasonGiantHogweedContractK2676.docx Page 7 of 8 Contract Number: K2676 Please describe local support (include match funding or in-kind efforts from local groups, county, municipalities, or volunteer efforts.) Control of this Class A noxious weed has been a high priority for the Mason County Noxious Weed Control Board. Where reported, or when assistance is requested, we have made every effort to assist with control. Other entities, such as the Washington State Department of Transportation, the Skokomish Tribe, Mason Conservation District and the Hood Canal Salmon Enhancement group are aware of this species and are either treating or reporting its occurrence when found. Please describe any post-eradication plans to monitor the project area, prevent, and respond to any infestation. Will you be conducting any outreach with landowners to help in early detection? National publicity in 2018 resulted in the location of several new sites. The program participates at many local events and always has giant hogweed information available. In addition, our Facebook page provides an opportunityfor outreach and education and articles have been submitted to the local newspaper. Where appropriate, a mailing targeting neighbors of large infestations could be supported with this funding. It is anticipated that a second visit to high priority sites could be made in July to determine treatment efficacy and perform additional treatments if necessary. Estimated date when the current infestation would be eradicated (no living plants or propagules), if it were assumed that the requested funding and the matching funds of project partners were continued annually. Many of our historic sites dating back to 2006 are likely already eradicated. The program continues to emphasize control of this species, without discovery of new infestations, it is anticipated that all sites would reach eradicated status by 2025. Dollar amount of funding requested for FY19 ($5000 maximum): $5,000.00 Matching funds,whether cash or in-kind, offered by other project partners not otherwise included above. Note that matching funds are not required, but discussion and disclosure of matching funds are required. If there are no matching funds, please state this. Match and In kind match in the amount of approximately$2,400.00 would be in the form of ■ Equipment (backpack sprayers, PPE and injectors) ■ Coordinator time ■ Office manager time for contract administration and billing File Name: MasonGiantHogweedContractK2676.docx Page 8 of 8 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Sharon Fogo DEPARTMENT: Clerk's Office EXT: 344 BRIEFING DATE: April 8, 2019 at 11 a.m. PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Reimbursement from the state for replacement of one computer and purchase of three monitors, totaling $1020.00 EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): BUDGET IMPACTS: $1020 revenue expected from Administrative Office of the Courts. RECOMMENDED OR REQUESTED ACTION: - Approval of accepting funds. ATTACHMENTS: Contract 2019 Budget Change Form C DisplayContract.pdf 2019 Budget Change Form.xlsx Briefmg Summary 4/1/2019 PURCHASE REIMBURSEMENT AGREEMENT- PRA19003 BETWEEN WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS AND MASON COUNTY CLERK OF THE SUPERIOR COURT AOC Information Technology Primary Purchase Agreement(ITPPA) Number: IAA05822 Purchase Reimbursement Agreement(PRA) Number: PRA19003 1. Purpose This PRA Number PRA19003 is executed by the Washington State Administrative Office of the Courts(AOC) and the Mason County Clerk of the Superior Court(CUSTOMER) pursuant to the terms and conditions of ITPPA Number IAA05822. The parties acknowledge they have read and understand the terms and conditions therein. All rights and obligations of the parties shall be subject to and governed by the terms of the ITPPA. This PRA sets forth the obligations of the parties with respect to AOC's reimbursement to the CUSTOMER of funds which have been expended by the CUSTOMER for the purchase of 8 desktop computers and 8 monitors. 2. Term and Termination The term of the PRA is effective upon the date of execution by both parties through Thursday, February 28, 2019. Termination of the PRA requires written notification to the other party. Extensions to the PRA can only be executed by the AOC, with written notification to the other party. 3. Responsibilities 3.1.The AOC will: 3.1.1. Provide specifications for the equipment covered by this agreement. (See Exhibit A). 3.1.2. Provide funds to reimburse the CUSTOMER for costs associated with the purchase of 8 desktop computers and 8 monitors, pursuant to Subsection 3.2 below. The funding provided by AOC shall be at a maximum the amount required for the purchase of the equipment meeting the provided specifications or the actual cost, whichever is lower. Should the CUSTOMER acquire equipment that exceeds the provided specifications, the CUSTOMER shall be responsible for that portion of the acquisition costs which exceeds the reimbursable amount as referenced above. 3.2.The CUSTOMER will: 3.2.1. Purchase equipment that meets the specifications referenced above. Install and maintain the equipment purchased under this PRA, including providing network connectivity to the new equipment as needed. It is possible that a new network line may need to be installed by the CUSTOMER to provide connectivity to the equipment covered by this PRA. IAA05822-PRA19003 Page 1 of 3 3.2.2. Be responsible for all costs not reimbursed by the AOC pursuant to Subsection 4 below. 3.2.3. Submit invoices to the AOC pursuant to Subsection 5 below. 3.2.4. Submit, with the invoice, a completed copy of the exhibit supplying the specifications of the purchased equipment in the last column. 4. Reimbursement Amount The AOC will reimburse the CUSTOMER up to $675 for each desktop computer, and $115 for each monitor, or the actual cost, whichever is lower. The actual cost shall include any tax and shipping costs incurred by the CUSTOMER. 5. Billinglinvoicing Billing/invoicing will be in accordance with procedures outlined in the above-referenced ITPPA(IAA05822) and additional terms and conditions listed below. 6. Treatment of Assets and Property CUSTOMER shall be the owner of any and all fixed assets or personal property jointly or cooperatively, acquired, owned, or disposed of pursuant to this PRA. 7. Modifications/Changes This PRA may be modified at any time upon mutual written agreement of the parties. All such modification will be made as an amendment to the PRA and will take precedence over the original PRA. 8. Order of Precedence If there is a conflict between this PRA and the above-referenced ITPPA, the conflict will be resolved by giving precedence first to this PRA and then to the ITPPA. 9. PRA Management Unless otherwise indicated, all correspondence regarding this PRA should be directed to: AOC Pro ram:Mana eC. = M:,: Customer;Pro r_am.;Mana er , Christine Winslow Sharon K. Fogo Infrastructure Project Coordinator Clerk Administrative Office of the Courts Mason County Clerk of the Superior Court 1206 Quince St SE 419 N 4th St, FI 2 PO Box 41170 Shelton, WA 98584-3419 Olympia,WA 98504-1170 skf@co.mason.wa.us 360 705-5249 (360) 427-9670 x 344 Christine.Winslow@courts.wa.gov [AA05822-PRA19003 Page 2 of 3 10. Authorization/Acceptance This PRA and the underlying ITPPA constitute the entire agreement between the parties and supersedes all other communication, written or oral, related to the subject matter of the PRA. Execution of this PRA by both parties constitutes an addendum to the underlying ITPPA, which remains in full force and effect, except as may be specifically modified and agreed to between the parties within this PRA. The parties hereby acknowledge and accept the terms and conditions of this PRA. AGREED: Administrative Office of the Courts Mason County Clerk of the Superior Court mature Date Signature Date John Bell SHARON FOG Name Name AOC Contracts Managers LSU• (tel�° Title Title IAA05822-PRA19003 Page 3 of 3 2019 BUDGET CHANGE REQUEST Date: 3.25.19 Change Request# PLEASE SUBMIT BUDGET CHANGE REQUESTS TO BUDGET MANAGER - SUPPORT SERVICES X Supplemental Appropriation Non-Debatable Emergency Debatable Emergency Budget Amendment 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-debatable 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 m 001.000000.070.000 ** 337.00.300000 1,020.00 AOC Equipment Funding r° EXPENDITURES U N L m From 001.000000.320.000 508.80.500000 < $ 392.00 > End Fund Balance Unreserved 0 To + 001.000000.070.000 ** 512.30.535098 1,412.00 IT Trackable Equipment a' 2 To + r_ c E To + t o To + a v a To + w r 8 Reason forChange:Funding from AOC for Clerk's Office to replace one computer and three monitors. o Please indicate with if any of the requested Change To BARS lines are new and need to be added. Z Authorizing signature for V1 department requesting transfer: EXT: _N Z Title of authorizing signature: Date: oAction taken by Budget Manager: Change Approved Change Denied "D c � a a° g Budget Manager signature: Date: a CHANGE COMPLETED IN FINANCIAL SERVICES BY: c u Z DATE: COPIES TO: m ii N Attachment B MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Dunn DEPARTMENT: Juvenile Court Services EXT: 334 BRIEFING DATE: 04/8/19 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Juvenile Detention Officer EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Due to some prior personnel actions, the Mason County Juvenile Detention Center has had a full time regular Detention Officer (male) position vacant for the last six months. Our department would like to fill the position and bring the facility back up to regular staffing. BUDGET IMPACTS: There is not any financial impact of hiring for this position. All funding for this position is already accounted for in the approved Juvenile Detention budget. RECOMMENDED OR REQUESTED ACTION: Allow Juvenile Court Services to open a recruitment for a Juvenile Detention Officer (male) position. ATTACHMENTS: N/A Briefmg Summary 4/3/2019