HomeMy WebLinkAbout2019/06/17 - Briefing Packet BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of June 17, 2019
Monday, June 17, 2019
Commission Chambers
9:00 A.M. Support Services — Frank Pinter
9:45 A.M. Community Services — Dave Windom
10:00 A.M. BREAK
10:10 A.M. Public Works — Loretta Swanson
Utilities & Waste Management
Commissioner Discussion — as needed
BREAK — NOON
2:00 P.M. Executive Session — RCW 42.30.110 (1)(g) Director Performance
Reviews
Commissioner Discussion — as needed
Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version.
Last printed 06/13/19 at 1:51 PM
If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair
#275-4467,Elma#482-5269.
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF
June 17, 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.
CO
1854
Mason County Support Services Department Budget Management
ono 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
�3t Risk Management
MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES
June 17, 2019
• Specific Items for Review
o PUD privilege tax resolution - Diane
o Contract with Mason General Hospital for L&I testing— Dawn
o Review May Financial Statements—Jennifer
o Final review of 2020 Budget Guidelines—Jennifer
0 2019 Oath of Credit Card Inventory-Jen
o Census 2020 presentation at Commission meeting— Frank
o Public Safety Tax proposition information - Frank
o Communication with Tribes regarding the Public Safety Tax proposition —Frank
• Commissioner Discussion
o Request for briefing from Governor's Committee on Employment for those with Disabilities—
Cmmr. Neatherlin
J:\DLZ\Briefing Items\2019\2019-06-17.docx
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Dawn Twiddy
DEPARTMENT: Support Services EXT: 422
BRIEFING DATE: 6/17/19
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Approval to enter into contract with Mason General Hospital to provide
hepatitis B vaccinations, respirator FIT medical reviews, testing and associated
supplies. The three series hepatitis B shot cost is $435 per employee and $21 per
employee for the Respirator FIT Testing and supplies.
EXECUTIVE SUMMARY: Labor and Industry — OSHA requires Mason County to
provide hepatitis B vaccinations, respirator FIT medical reviews and annual testing,
blood borne testing and documentation. The contract with Mason General Hospital
covers requirements that cannot be done by county staff. Employees needing this are;
Deputies, Corrections Deputies, Detention Officers, Utilities &Waste —Landfill
Attendants & CS&W Operators, Facilities & Parks, and Environmental Health — Septic
Tank Inspectors. Special Funds will be billed for their employees.
BUDGET IMPACTS: This is budgeted in the Human Resources budget.
RECOMMENDED OR REQUESTED ACTION: Approval to enter into a contract with
Mason General for hepatitis B vaccines and respirator FIT medical reviews, testing and
supplies. The three series hepatitis B shot cost is $435 per employee and $21 per
employee for the Respirator FIT Testing and supplies.
ATTACHMENTS: Mason General Hospital Contract
Briefing Summary 4/10/17
MASON COUNTY
and
MASON GENERAL HOSPITAL and FAMILY OF CLINICS
PROFESSIONAL SERVICES CONTRACT
This CONTRACT is made and entered into by and between Mason County, hereinafter referred
to as"COUNTY" and Mason General Hospital and Family of Clinics, referred to as
"CONTRACTOR."
RECITALS:
WHEREAS, COUNTY desires to retain a person or firm to provide the following service: Hepatitis
B vaccinations and Respiratory Fit medical reviews for County employees; and
WHEREAS, CONTRACTOR warrants that it is qualified and competent to render the aforesaid
services.
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
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.
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,
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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.
General GENERAL CONDITIONS
Scope of Services:
CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as
identified in "Exhibit A Scope-of-Services," during the CONTRACT period. No material, labor or
facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT.
Term:
The performance period for this CONTRACT will start on the date of last signature and will end
December 31, 20182020
Services Outside of Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT 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. The term of this CONTRACT may
be extended by mutual consent of the parties; provided, however, that the CONTRACT is in
writing and signed by both parties_
Extension:
The duration of this CONTRACT may be extended by mutual written consent of the parties, for a
period of up to one year, and for a total of no longer than four years.
Independent Contractor:
CONTRACTOR's services shall be furnished by the 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 the 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.
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,
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attorneys' fees or costs incurred by reason of claims or demands because of breach of the
provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State
income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY
to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by
the 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 the
CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and
the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the 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. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise
Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest
any employment rights whatsoever and shall not be deemed to guarantee any employment of
CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of
any sub-contractor by COUNTY at the present time or in the future.
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." Where Exhibit "B" requires payments by the COUNTY, payment
shall be based upon written claims supported, unless otherwise provided in Exhibit "B," by
documentation of units of work actually performed and amounts earned, including, where
appropriate, the actual number of days worked each month, total number of hours for the month,
and the total dollar payment requested, so as to comply with municipal auditing requirements.
Acceptable invoices will be processed within 30 days of receipt.
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. Where required, COUNTY shall,
upon receipt of appropriate documentation, compensate the CONTRACTOR, no more often than
monthly, in accordance with COUNTY's customary procedures, pursuant to the fee schedule set
forth in Exhibit "B."
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within
the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from
amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to
perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a
breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly
gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and
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in no case more than ten (10) days after it determines to withhold amounts otherwise due. A
determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action
required and/or the amount required to cure any alleged failure to perform shall be deemed
conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord
with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance
with any determination of the Administrative Officer which has become conclusive under this
clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the
following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and
to charge the same to the account of the CONTRACTOR, (3) to set off any amount so paid or
incurred from amounts due or to become due the CONTRACTOR. In the event the
CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages
shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause.
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, 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 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.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY.
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
4
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 them or on their behalf,
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
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.
Confidentiality:
CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the
confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in
performance of this CONTRACT, except upon the prior written consent of COUNTY, as required
by law or an order entered by a court after having acquired jurisdiction over COUNTY.
CONTRACTOR shall immediately give to COUNTY notice of any public records request orjudicial
proceeding seeking disclosure of such information. CONTRACTOR agrees that upon receiving
any request pursuant to the Public Records Act for public access to or disclosure of any
confidential information as defined by this agreement of COUNTY's in CONTRACTOR's
possession or control, CONTRACTOR will notify COUNTY of such request and provide at least
5 days written notice of such request prior to public disclosure of the documents. CONTRACT
may take such efforts to assert or exercise any rights available to COUNTY under the Act to
prevent or limit such public disclosure or access at COUNTY's sole and exclusive expense.
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 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
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notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer
as soon as it is practical.
Insurance Requirements:
At a minimum, CONTRACTOR shall provide insurance that meets or 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 within five (5) days of CONTRACT execution.
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.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this
paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR
liable for damages to COUNTY. A commitment includes, but is not limited to, any representation
made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by
reference, as to performance of services or equipment, prices or options for future acquisition to
remain in effect for a fixed period, or warranties.
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) which 1) are caused in whole or in part by any act or omission, negligent or otherwise,
of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's subcontractors
and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting
from, or in connection with performance of this CONTRACT; or 3) are based upon
CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property of
COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the negligence of the
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
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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 acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to the 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.
Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR's indemnity obligations shall survive the completion, 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 or exceeding CONTRACTOR's indemnity obligations to COUNTY.
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 licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Human
Resources Manager 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:
Dawn Twiddy,
Human Resources Manager
Mason County Human Resources
411 N 5th Street
Shelton, WA 98584
Phone: 360-427-849670 x422
E-mail: dawnt@co.mason.wa.us
CONTRACTOR's Primary Contact's Information:
Primary Billing Contact: Tina Pearson
Director, Business Office
Mason General Hospital & Family of Clinics
901 Mountain View Drive
PO BOX 1668
Shelton, WA 98584
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Phone: 360-427-9573
Fax: 360-427-9597
Email: tpearsonCcDmasongeneral.com
Primary Operations Contact: Eileen BrancnnmeMark Batty
Chief Operations Officer
Same Address
Phone: 360-427-9560
Fax: 360-427-1921
Email: ee"rnSGOFntimbatty@masongeneral.com
Primary Contract Signer: Rick Smith
Chief Financial Officer
Same Address
Phone: 360-432-3260
Fax: 360-427-1921
Email: rsmith@masongeneral.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 to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain
performance of the work elsewhere. 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.
If a notice of termination for default has been issued and it is later determined for any reason that
CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as
if the notice of termination had been issued pursuant to the Termination for Public Convenience
paragraph hereof.
Termination for Public Convenience:
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COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion that such termination is in the interests of COUNTY. Whenever the CONTRACT
is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for
actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B
Compensation. An equitable adjustment in the CONTRACT price for partially completed items of
work will be made, but such adjustment shall not include provision for loss of anticipated profit on
deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during
the term, whether for default or convenience, shall not constitute breach of CONTRACT by
COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT 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.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order
that such matters may be settled or other appropriate action promptly taken. For objections that
are not made in the manner specified and within the time limits stated, the records, orders, rulings,
instructions, and decisions of the Administrative Officer shall be final and conclusive.
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 ten (10) 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 remedy
9
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 orjudgment 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 pled 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 six (6) 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 six (6) years prior
to a written request or demand for arbitration issued under this Agreement 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 COUNTY 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, policies, procedures, federal Office
of Management and Budget (OMB) circulars and federal and state executive orders.
B. Exhibit C Insurance Requirements
C. Special Conditions
D. General Condition
E. Exhibits A and B
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.
Mason General & Family of Clinics BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Rick Smith, Chief Financial Officer Kevin Shutty, Chair
Dated: Dated:
APPROVED AS TO FORM:
Tim Whitehead, Chief DPA
11
EXHIBIT A
SCOPE OF SERVICES
CONTRACTOR will provide the following occupational health medical services to COUNTY
Employees:
1. Hepatitis B Series Vaccination as required by WAC 296-823-13005.
2. A copy of the employee's hepatitis B vaccination status, including the dates of all
the hepatitis B vaccinations shall be sent to Mason County Human Resources in
a confidential marked envelope to be put in the employee's medical file, as
required by WAC 296-823-17005.
3. Confidential mail should be clearly marked and mailed to:
Mason County Human Resources
411 N 5th Street
Shelton, WA 98584
4. Employee Respirator Fit Medical Review including written recommendation to
employer and employee in accordance with WAC 296-842-14005.
5. Employee Respirator Fit Testing and provide appropriate testing supplies in
accordance with WAC 296-842-15005.
COUNTY'S Human Resources will provide employees with the Hepatitis B Vaccination
Consent/Declination Form as well as the Medical Screening Form for Respirators prior to
employees arriving at Mason General Hospital to receive their vaccination and/or Respirator Fit
Test.
COUNTY'S Human Resources will provide CONTRACTOR with the names of the employees that
need a Hepatitis B Series Vaccination, an Employee Respirator Fit Medical Review and or Fit
Testing.
No other COUNTY Department may schedule or obtain copies of employee's records on behalf
of COUNTY'S Human Resources.
Should there be a staff change in COUNTY'S Human Resources, COUNTY will promptly notify
CONTRACTOR. The current Staff is:
Mason County Support Services
Human Resources
Frank Pinter, Support Services Director 360-427-9670 ext 530x530 fpinter@co.mason.wa.us
Dawn Twiddy, HR Manager 360-427-9670 ext 422x422 dawnt@co.mason.wa.us
Heidi Human ReseuFGes Nichole Wilston, Risk & Safety Compliance Manager 360-427-9670
ext 268 "o;^':hx643 nwilston@co.mason.wa.us
Meghan Andrews, Personnel Analyst 360-427-9670 ext 298x290 meghana(cDco.mason.wa.us
12
EXHIBIT B
COMPENSATION
A. Compensation:
CONTRACTOR will be compensated for actual services rendered.
CPT 90746 Hepatitis B Vaccination (each dose) $105.00
CPT 90471 Immunization Administration (per injection) $ 44..9039.90
CPT 94799 Respirator Fit Testing —Administration & Review $ 17.00
Fit Testing Supplies $ 4.00 -
B. Requests for Payment:
1. At a minimum the invoice is to include: performance period; date of submission;
CONTRACTOR's name, remittance address and phone number; a list of employees with CPT
code or description and any associated supply charge for each amount being billed per employee;
invoice total; and any additional applicable information.
2. Submit via e-mail or hard copy as preferred to:
Mason County Human Resources
Dawn Twiddy, Human Resources Manager
411 N 5th Street
Shelton, WA 98584
Phone: 360-427-8422
Fax: 360-427-8439
Email: dawnt(cDco.mason.wa.us
3. Payment will be made to CONTRACTOR within thirty (30) days of the receipt of a complete
and accurate invoice
13
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 on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits for CONTRACTOR's, with two (2) or more
employees and/or volunteers, no less than $1,000,000 per accident for all covered losses.
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) insurance. CONTRACTOR shall maintain
professional liability insurance that covers the services to be performed in connection with this
CONTRACT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy
inception date, continuity date, or retroactive date must be before the effective date of this
agreement and Consultant agrees to maintain continuous coverage through a period no less than
three years after completion of the services required by 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,
and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter
"indemnifying parties") to comply with these provisions.
14
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation prior
to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of
coverage that may affect COUNTY's protection without COUNTY's prior written consent.
5 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 insurance it deems necessary to protect its interests. 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.
6. 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.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying 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.
B. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
j employees or agents face an exposure from operations of any type pursuant to this CONTRACT.
This obligation applies whether or not the CONTRACT is canceled or terminated for any reason.
Termination of this obligation is not effective until COUNTY executes a written statement to that
effect.
9. 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 and those limits shall become the
required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and approved of
in writing.
11. 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.
15
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements
shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating
of A-:VII.
13. All insurance 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.
14. 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. COUNTY reserves the right at any time during the term of the CONTRACT to change the
amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance
written notice of such change. If such change results in substantial additional cost to the
CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR's
compensation.
16. 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.
17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against
CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no
obligation 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.
16
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
BRIEFING DATE: June 17, 2019
PREVIOUS BRIEFING DATES: N/A
ITEM: Mason County Monthly Financial Report: May 2019
EXECUTIVE SUMMARY:
Review of Cash Balances, and Current Expense Revenues and Expenditures through May of 2019.
BUDGET IMPACTS: N/A
RECOMMENDED OR REQUESTED ACTION: N/A
ATTACHMENTS: Mason County Monthly Financial Report: May 2019
J:\Budget Office\Briefing, Agenda,&Public Hearing Items\2019\Briefing Summary 6.17.2019-May 2019
Financial Report.doc
�'*0oN COGNT
A
MASON COUNTY MONTHLY
FINANCIAL REPORT MAY 2019
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 1
MASON COUNTY MONTHLY
Y FINANCIAL REPORT MAY 201
1.155
2018 vs 2019 Current Expense Revenue Comparison
Revenue Revenue
Collected Collected Actual dif 2018
Department Name 2018 Budget Through End of Uncollected %2018 2019 Budget Through End of Uncollected %2019 vs 2019
Month Revenue Month Revenue
WSU Extension $ 33,868 $ 19,906 $ (13,962) 59% $ 15,440 $ 16,286 $ 846 105% $ (3,620)
Assessor 8,815 - (8,815) 0% 6,000 9,224 3,224 154% 9,224
Auditor 744,371 264,020 $ (480,351) 35% 744,371 270,200 $ (474,171) 36% 1 6,179
Emergency Management 156,830 - (156,830) 0% 83,207 - (83,207) 0% -
Facilities&Grounds - 200 $ 200 0% - 300 $ 300 0% 100
Human Resources - 5,966 5,966 0% - 805 805 0% (5,161)
Clerk 351,420 144,520 $ (206,900) 41% 307,805 142,271 $ (165,534) 46% (2,249)
Commissioners 2,448 611 (1,837) 25% 824 419 (405) 51% (192)
Support Services 5,640 - $ (5,640) 0% 700 1,596 $ 896 228% 1,596
District Court 1,003,481 457,874 (545,607) 46% 893,787 415,552 (478,235) 46% (42,321)
Community Development 1,640,810 712,380 $ (928,430) 43% 1,667,810 772,124 $ (895,686) 46% 59,744
Parks&Trails 72,200 41,206 (30,994) 57% 42,200 13,437 (28,763) 32% (27,769)
Juvenile Court Services 982,449 400,317 $ (582,132) 41% 1,026,628 435,437 $ (591,191) 42% 35,120
Prosecutor 177,793 63,263 (114,531) 36% 182,232 63,992 (118,240) 35% 729
Child Support Enforcement 275,503 59,689 $ (215,814) 22% 206,367 55,212 $ (151,155) 27% (4,477)
Coroner 39,000 14,560 (24,440) 37% 39,000 17,460 (21,540) 45% 2,900
Sheriff 1,113,369 417,489 $ (695,880) 37% 1,147,619 492,149 $ (655,470) 43% 74,659
Indigent Defense 223,493 92,068 (131,425) 41% 204,767 104,869 (99,898) 51% 12,802
Superior Court 76,358 12,799 $ (63,559) 17% 48,550 15,921 $ (32,629) 33% 3,122
Family Court 2,500 752 (1,748) 30% 2,500 768 (1,732) 31% 16
Therapeutic Court 257,179 56,131 $ (201,048) 22% 349,648 85,010 $ (264,638) 24% 28,879
Murder Expenditures - - - 0% - - - 0% -
Treasurer 23,758,359 11,859,537 $ (11,898,823) 50% 24,726,117 12,289,846 $ (12,436,271) 50% 430,310
Indirect Payments from Other Funds 3,168,854 991,683 (2,177,171) 31% 3,922,058 1,338,843 (2,583,215)1 34% 347,160
Totals $ 34,094,740 $ 15,614,970 $ (18,479,770) 46% $ 35,617,630 $ 16,541,721 $ (19,075,909) 46% $ 926,751
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 2
•� coaN�
MASON COUNTY MONTHLY FINANCIAL MAY 2019
REPORT
2018 vs 2019 Expenditure Comparison for Current Expense
Expenditures Expenditures Unexended
Actual dif
Department Name 2018 Budget through End of Unexended %2018 2019 Budget through End of Budget /2019 2
018852019
Month Budget Authority Month Authority
WSU Extension 236,934 $ 69,247 $ 167,687 29% 253,272 $ 84,801 $ 168,471 33% 15,554
Assessor 1,156,721 492,022 664,699 43% 1,333,069 519,621 813,448 39% 27,599
Auditor 1,196,754 455,905 740,849 38% 1,341,684 511,780 829,904 38% 55,875
Emergency Management 291,473 177,194 114,279 61% 210,744 103,291 107,453 49% (73,903)
Facilities&Grounds 1,000,771 403,699 597,072 40% 1,178,688 458,697 719,991 39% 54,997
HR/Risk Mngt/LEOFF 712,050 241,224 470,826 34% 733,976 271,610 462,366 37% 30,386
LEOFF 65,600 36,304 29,296 0% 65,600 33,053 32,547 50% (3,251)
Clerk 847,118 349,034 498,084 41% 9662980 398,661 568,319 41% 49,627
Commissioners 337,640 139,126 198,514 41% 356,881 136,972 219,909 38% (2,155)
Support Services 514,739 155,867 358,872 30% 521,657 208,724 312,933 40% 52,857
District Court 1,127,960 436,600 691,360 39% 1,252,871 446,208 806,663 36% 1 9,608
DCD-Bldg.&Planning 2,032,165 741,898 1,290,267 37% 2,123,119 782,077 1,341,042 37% 40,179
Parks&Trails 379,658 149,311 230,347 39% 489,475 203,331 286,144 42% 54,021
Probation Services 1,785,277 670,422 1,114,855 38% 1,864,106 682,055 1,182,051 37% 11,633
Prosecutor 1,525,057 549,886 975,171 36% 1,607,160 527,286 1,079,874 33% (22,600)
Child Support Enforcement 275,503 76,365 199,138 28% 208,739 70,988 137,751 34% (5,377
Coroner 302,958 125,048 177,910 41% 309,254 132,214 177,040 43% 7,166
Sheriff 10,325,856 4,230,326 6,095,530 41% 10,593,917 4,155,620 6,438,297 39% 74,706)
Traffic Policing 2,160,000 854,793 1,305,207 40% 2,214,252 863,379 1,350,873 39% 8,586
Courthouse Security 167,240 66,496 100,744 40% 170,740 63,389 107,351 37% (3,108)
Indigent Defense 849,360 397,829 451,531 47% 1,004,242 391,861 612,381 39% (5,968)
Superior Court 855,792 346,069 509,723 40% 880,362 338,777 541,585 38% (7,292)
Family Court 2,500 748 1,753 30% 2,500 1,350 1,150 54% 603
Therapeutic Court 257,179 93,267 163,912 36% 349,039 130,022 219,017 37% 36,755
Murder Expenditures 50,000 5,438 44,562 11% 50,000 9,371 40,629 19% 3,933
Treasurer 691,651 308,089 383,562 45% 806,712 341,624 465,088 42% 33,535
Non Departmental 3,740,703 1,214,249 2,526,454 32% 3,958,247 1,176,647 2,781,600 30% (37,602)
Transfers Out to Other Funds 965,950 419,718 546,232 43% 818,869 268,529 550,340 33% (151,189)
Totals $ 33,854,609 $ 13,206,175 $ 20,648,434 39% $ 35,666,155 $ 13,311,938 $22,354,217 37% 105,763
Unaudited *Benchmark for Month is 41.66%
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 5
MAY 2019
V4
Ten Year Current Expense Specific Revenue Streams Comparison
5/31/2014 5/31/2015 5/31/2016 1 5/31/2017 5/31/2018 5/31/2019
Community Development Revenues $ 610,835 $ 603,409 $ 734,679 $ 634,343 $ 712,380 $ 772,124
Swift&Certain Revenue 228,907 63,885 14,683 15,277 8,050
Current Expense Property Taxes 5,731,985 6,001,034 6,916,883 5,472,096 6,696,150 6,942,809
Current Expense Sales Tax Only 1,434,368 1,703,800 1,675,850 1,850,299 2,010,239 2,252,892
Criminal Justice Taxes/Entitlements 484,713 546,254 563,793 590,130 639,256 651,579
Rural Sales&Use Tax Fund $ 195,350 $ 219,169 $ 221,609 $ 243,126 $ 262,474 $ 308,150
300.000
200,000
,00.000
Com Srvcs-Homelessess Preven Filings 190,055 169,812 171,298 173,528 172,329 254,014
300,000 -
200.000 � -
,00000
Lodginq(Hotel/Motel)Tax 91,360 108,330 122,799 121,104 134,570 162,675
200.000
,50.000
100.:
50.000
REET 1 Excise Tax Only 175,407 222,847 260,241 392,890 435,750 456,106
REET 2 Excise Tax Only 175,407 222,847 260,241 392,890 435,750 456,106
W-
aao.o0o
aoo.000 -
200,oao -_-
100,000 - -
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 6
oN co .
MASON COUNTY MONTHLY
FINANCIAL REPORT MAY x019
REVENUE MONTH 12018 REVENUE 1 2019 REVENUE DIFFERENCE
JANUARY $ 372,449.24 $ 417,707.75 $ 45,258.51
FEBRUARY $ 479,665.97 $ 522,335.70 $ 42,669.73
MARCH $ 359,008.50 $ 415,075.81 $ 56,067.31
APRIL $ 336,177.46 $ 367,492.05 $ 31,314.59
MAY $ 462,937.56 $ 530,280.53 $ 67,342.97
JUNE $ 412,828.00 $ (412,828.00)
JULY $ 455,381.25 $ (455,381.25)
AUGUST $ 534,629.02 $ (534,629.02)
SEPTEMBER $ 525,946.26 $ (525,946.26)
OCTOBER $ 528,278.70 $ (528,278.70)
NOVEMBER $ 515,097.65 $ (515,097.65)
DECEMBER $ 505,370.89 $ (505,370.89)
TOTAL COLLECTED REVENUE $ 5,487,770.50 $ 2,252,891.84 Projected END OF YEAR REVENUE
REVENUE BUDGETED $ 5,000,000.00 $ 5,225,000.00 $ 5,714,241.83
Yet to be Collected $ (2,972,108.16)
ANTICIPATED INCREASE $ 489,241.83
MONTH ROLLING AVERAGE
ONTH 12 MO. ROLLING
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 7
l 'o" Cot,
A
1854 MAY 2019
Six Year Financial Recap
Current Expense Recap 5/31/2014 5/31/2015 5/31/2016 5/31/2017 5/31/2018 5/31/2019
ER&R Interfund Loan Proceeds
Account Receivable from Belfair Sewer $ 1,200,000
General Fund Operating Reserves $ 4,890,593
Contingency Reserve $ 1,000,000
Current Expense Unreserved Cash $ 5,297,003
This Month Total Current Expense Cash $ 9,873,464 $ 9,971,844 $ 7,801,647 $ 5,764,829 $ 6,685,419 $ 11,187,596
Adopted Budget on December 31st 33,809,280 36,198,316 40,787,973 38,545,163 36,930,990 41,404,349
Supplemental Appropriations - - - 591,099 - -
Total Budget including Supplementals $ 33,809,280 $ 36,198,316 $ 40,787,973 $ 39,136,262 $ 36,930,990 $ 41,404,349
Budgeted Beginning Fund Balance 6,800,000 7,234,903 8,019,728 7,309,944 3,061,750 5,786,719
Budgeted Ending Fund Balance 5,239,165 4,315,462 4,120,994 3,196,819 3,261,456 5,738,194
Revenue Budgets 27,009,280 28,649,671 32,768,245 31,238,085 33,869,240 35,617,630
Revenues thru This Month of each year 13,277,274 13,735,240 14,358,400 15,757,704 15,614,970 16,541,721
Budgeted Revenues Received 49% 48% 44% 50% 46% 46%
Expenditure Budgets 28,570,115 31,882,854 36,666,979 35,939,443 33,669,534 35,666,155
Expenditures thru This Month of each year 10,352,652 11,936,377 13,574,587 12,622,356 13,206,175 13,311,938
Budgeted Expenditures Expended 36% 37% 37% 35% 39% 37%
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 8
MAY 2019
Special Fund Cash Balances 5/31/2014 5131/2015 5/31/2016 5/31/2017 5/31/2018 5/31/2019
Rural County Sales&Use Tax Fund(.09) $ 335,399 $ 357,455 $ 268,009 $ 255,102 $ 277,382 $ 846,882
Auditor's O&M 346,284 328,736 225,759 192,059 221,351 238,824
County Roads Fund 7,326,775 9,724,973 9,861,182 11,276,457 12,344,249 12,743,895
Paths&Trails 202,056 213,328 225,102 237,349 251,085 262,875
Election Equipment Holding 193,198 206,245 240,907 268,134 199,642 169,485
Crime Victims 269,382 249,559 230,612 222,582 224,422 181,680
Victim Witness Activities 53,016 63,314 86,502 69,804 26,740 27,706
Historical Preservation Fund 82,406 58,440 47,791 36,612 38,049 36,451
Community Support Services Fund 293,136 260,645 474,950 385,943 567,205 770,393
Abatement/Repair/Demolition Fund 264,384 266,490 264,623 267,164 270,890 275,893
Reserve for Technology Fund 51,477 79,993 94,180 212,254 133,337 48,622
REET&Property Tax Admin Asst 43,573 1 51,376 61,488 70,369 64,633 69,894
National Forest Safety 51,727 50,023 92,610 52,381 31,418 55,427
Trial Court Improvement Fund 69,956 92,130 57,386 69,682 94,687 109,543
Sheriff Special Funds 260,252 284,796 294,123 274,063 276,201 248,588
Public Health Fund 197,666 433,476 259,355 318,361 189,763 37S,492
Law Library 88,871 85,334 83,500 83,846 78,845 75,221
Lodging(Motel/Hotel)Tax Fund 341,445 303,051 311,558 343,541 430,615 585,434
Mental Health Tax Fund 899,451 1,140,161 1,397,787 1,581,997 1,399,522 1,417,036
Treasurer's M&O Fund 94,063 127,734 120,233 142,739 148,310 171,322
Veterans Assistance 117,875 135,748 137,618 205,274 200,777 84,634
Skokomish Flood Zone 483,310 126,556 106,136 194,477 211,076 26,678
Mason Lake Management District 68,471 81,852 104,681 115,628 131,436 156,718
Island Lake Management District 3,829 11,736 15,581 21,340 22,840 25,291
Capital Improvement/Reet 1 Fund 2,577,231 609,636 537,809 909,333 1,488,833 1,803,722
Capital Improvement/Reet 2 Fund 1,025,632 1,570,311 1,972,841 2,317,626 2,792,763 2,504,766
Mason County Landfill 301,819 376,645 853,038 840,514 937,693 504,246
N.Ba /Case Inlet Utility 496,777 478,714 491,782 777,668 844,896 829,591
N.Ba /Case Inlet Utility Reserve 714 714 716 1 719 726 1 548
Wastewaters stemDevelopment 3,986 3,986 3,986 3,986 3,986 3,986
Rustlewood Sewer&Water 86,208 1 50,190 63,756 379,619 287,606 335,859
Beards Cove Water 202,860 231,869 253,627 310,573 395,068 429,547
Belfair WW&Water Reclamation 645,262 1,003,448 770,765 171,152 169,682 259,425
Reserve Landfill 496,138 507,546 508,770 511,445 496,532 473,696
Reserve Beards Cove Ulid 297,892 308,786 320,407 333,009 348,275 195,110
Storm Drain System Development 286,217 282,903 203,544 54,670 225 187,439
Information Technology 190,062 248,247 (1,167) 179,188 330,837 45,934
Equipment Rental&Revolving Fund 3,563,544 5,463,357 4,848,476 3,519,358 3,894,403 3,922,585
Unemployment Fund 164,770 1 115,976 158,015 192,060 185,624 119,085
Totals $22,477,113 $26,985,480 $26,048,040 $27,398,078 $30,011,622 $30,619,525
J:\Financials\2019 Financials\2019 May Financial Report.xlsx 9
MASON COUNTY MONTHLY MAY 2019
=Y FINANCIAL REPORT
Treasurer Department Receipts
Treasurer 4001-260-000 2018 Budget 2018 YTD This Month %2018 2019 Budget 2019 YTD This Month %2019
REAL&PERSONAL PROPERTY TAXES 9,994,965 5,482,515 1,133,947 55% 10,169,566 5,707,655 1,123,264 56%
LOCAL RETAIL SALES&USE TAX 5,000,000 2,010,239 462,938 40% 5,225,000 2,252,892 530,281 43%
LOCAL PUBLIC SAFETY-CITY 35,000 15,476 3,378 44% 37,000 20,022 4,140 54%
CRIMINAL JUSTICE 550,000 247,903 56,200 45% 600,000 291,268 65,714 49%
LEASEHOLD EXCISE TAX 25,000 6,376 0 26% 35,000 6,407 0 18%
FOREST EXCISE TAX - 201,433 188,843 0% - 225,907 196,480 0%
FRANCHISE FEES 500,000 250,583 122,683 50% 510,000 251,414 88,471 49%
PAYMENT IN LIEU OF TAX/B OF L 250,000 - 0 0% 275,000 - 0 0%
PUD PRIVILEGE TAX 700,000 - 0 0% 700,000 - 0 0%
DNR OTHER TRUST 2 100 63 4 63% 100 53 0 53%
CITY-COUNTY ASSISTANCE 875,000 275,830 0 32% 1,362,676 345,880 0 25%
DNR PILT NAP/NRCA 4,000 - 0 0% 4,000 - 0 0%
CRIMINAL JUSTICE-COUNTIES 1,072,924 334,614 6,788 31% 680,000 330,670 0 49%
ADULT COURT COST-JUVENILE OFFE 5,500 2,024 405 37% 5,000 1,919 384 38%
CRIMINAL JST-MARIJUANA ENFORCE 18,300 46,973 0 257% 85,000 20,382 0 24%
DUI-OTHER CRIMINAL JUSTICE A 50,300 7,742 0 15% 15,400 7,340 0 48%
LIQUOR/BEER EXCISE TAX 95,000 56,404 0 59% 116,920 28,048 0 24%
LIQUOR CONTROL BOARD PROFITS 200,000 51,141 0 26% 205,000 84,873 0 41%
IN LIEU OF-CITY OF TACOMA 175,000 95,388 17,830 55% 175,000 63,901 0 37%
PAYMNT FOR SRVCS-MASON LK DIST 475 - 0 0% 475 - 0 0%
PAYMNT FOR SRVCS-ISLAND LK FND 75 - 0 0% 100 - 0 0%
CHARGES FOR SRVCS-MACECOM 1,500 - 0 0% 1,400 - 0 0%
RETURNED REMITTANCE(NSF)FEES 2,000 1,160 560 58% 2,400 1,280 520 53%
REET COLLECTION FEES 90,000 44,509 12,872 49% 100,000 44,149 11,387 44%
REET COLLECTIONS COSTS 8,500 3,623 850 43% 9,000 3,385 795 38%
TREAS.FIRE PROTECTION ASSESSM 14,700 9,519 2,029 65% 15,000 9,613 2,144 64%
TREAS OTHER WORD PROCESSING - 147 29 0% 400 152 42 38%
PUBLIC DISCLOSURE CHGS SRVCS - - 0 0% 10 100 0 1000%
DATA PROCESSING SERVICES 1,500 1,400 100 93% 2,000 1,300 0 65%
3
Treasurer Department Receipts m
Treasurer#001-260-000 2018 Budget 2018 YTD This Month %2018 2019 Budget 2019 YTD This Month %2019
GAMBLING TAX PENALTY 462 100 0% 478 100 0%
REAL&PERSONAL PENALTY - 965 12 0% - 103,300 18,447 0%
PERSONAL PROP FILING PEN - 12,865 5,543 0% - 10,501 5,026 0%
PENALTY ON REAL&PERSONAL PRO 350,000 175,891 35,027 50% 350,000 87,433 16,607 25%
FAILURE TO LIST PERSONAL PROP 14,000 1,264 440 9% 5,000 1,372 (184) 27%
INTEREST&OTHER EARNINGS 300,000 217,853 83,985 73% 600,000 320,894 79,722 53%
INVESTMENT SERVICE FEES(TREAS. 15,000 9,262 2,087 62% 24,000 10,838 2,196 45%
INT.ON CONT.NOTES-ACCTS.HELD,S 5,000 3,335 616 67% 8,500 6,763 1,243 80%
LEASEHOLD EXCISE TAX INTEREST - 1 0 0% - 2 0 0%
EXCISE INTEREST - 43 2 0% 50 16 2 32%
INV PURCHASED INT - (3,475) (693) 0% - (4,785) (3,430) 0%
INTEREST ON DELINQUENT PR TAX 650,000 309,387 66,378 48% 650,000 350,990 76,441 54%
RENTS/LEASES-DNR TRUST 21,000 66 12 0% 500,000 3,224 0 1%
RENTS/LEASES-DNR TMBR TRUST 1 250,000 560,109 192,535 224% - 250,976 213,284 0%
UNCLAIMED MONEY/PROCEEDS-SALES - 25,430 0 0% - 102,248 0 0%
TREASURER TAX FORECLOSURE TRUST 18,000 - 0 0% 32,000 - 0 0%
CASHIER'S OVERAGES AND SHORTAG 10 (1,002) (1,327) -10017% 10 (212) (437) -2124%
TAX DISTRIBUTION ROUNDING 10 (1) (1) -12% 10 - 0 0%
MISCELLANEOUS-OTHER REVENUE - 443 50 0% - 68 68 0%
ROAD DIVERSION 2,160,000 1,213,635 245,898 56% 2,160,000 1,235,154 250,900 57%
LEASEHOLD EXCISE TAX 2,500 1,315 0 53% 5,000 (739) 0 0%
TIMBER EXCISE TAX 250,000 48,928 45,870 20% 53,000 53,836 46,823 102%
DNR OTHER TRUST 2 15 1 0% 50 13 0 25%
OTHER INT-DNR INTEREST - 8 2 0% 50 26 9 53%
RENTS&LEASES/DNR OTHR TRST 1 50,000 137,676 46,831 275% 2,500 58,840 50,906 2354%
SPACE AND FACILITIES LEASES 3,000 - 0 0% 4,500 - 0 0%
Grand Total $23,758,359 I $11,859,536 $2,732,823 50% $24,716,117 $12,289,846 $2,781,343 50%
Unaudited*Benchmark for Month is 41.66%
4
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
BRIEFING DATE: June 17, 2019
PREVIOUS BRIEFING DATES: June 10, 2019
ITEM: Draft 2020 and 2021 Budget Guidelines
EXECUTIVE SUMMARY: The budget guidelines are required to go out to departments on the second
Monday in July, per RCW 36.40.010. In an effort to begin a biennial budget in 2021, the guidelines
include instructions to departments to enter budget numbers for the second budget year in Munis.
BUDGET IMPACTS:
RECOMMENDED OR REQUESTED ACTION: Recommend the Board review the 2020 and 2021 draft
budget guidelines.
ATTACHMENTS: Budget Guidelines—Draft 2
J:\Budget Office\Briefing, Agenda,& Public Hearing Items\2019\Briefing Summary 6.17.2019-Budget
Guidelines.doc
July 8, 2019
To: Elected Officials& Department Heads
Re: Mason County Commissioner's 2020 and 2021 Preliminary Budget
Preparation Guidelines
The following are the Board of County Commissioners guidelines for the
Preliminary Budget. Preliminary budgets are due to the Auditor in the Munis
Financial System by close of business on Monday,August 12, 2019.
Revenue in 2020 is projected to be level with 2019.The County will strive to build
reserve balances with all unexpended and one time revenues, in accordance with
reserve requirements in Resolution No. 58-17.
Department Heads and Elected Officials are asked to present a 2020 budget at
2019 amended budget levels at 6/30/19, and a 2021 "shadow budget" at 2020
levels, plus CBA and other contractual increases.
Please implement the following guidelines when developing both 2020 and 2021
Preliminary Budgets:
REVENUE LEVELS
■ Current Expense Property Tax levy will include a 1%increase.
■ Roads Property Tax levy will include a 1%increase.
■ Budget with existing fees and service charge schedules; review for proposed fee
increases if possible.
■ Grants should be budgeted conservatively with projected amounts to be received
within the proper budget year.
■ Interest rates on investments will be .50%.
■Transfers in—Fill out the attached transfer form and send to the transferring
department for signature, and return to the budget office.Transfers in without a
form or equivalent transfer out offset will not be considered in the budget.
■ Reimbursable interdepartmental revenue budgeted in one fund should be
budgeted as an expense in another fund via the attached form. Requests without a
form or equivalent offset will not be considered in the budget.This includes
departments receiving Mental Health Fund revenue.
EXPENDITURE LEVELS
■ Wages for union represented employees with signed union contracts should
reflect general wage, step, and COLA increases as outlined in the contracts.
■ Wages for non-represented employees shall reflect step increases only.The BOCC
may increase non-represented wages at a later date.
■ Wages for Elected Officials shall reflect the increase stated in Resolution No. 39-
19, except for Prosecuting Attorney wages in Resolution No. 22-19, and BOCC
wages in Resolution No. 73-12.
■ 2020 ER&R vehicle rates are attached (use budget expense accounts ending in
545951).
■Traffic Policing Diversion at$2,160,000—Funding from Roads Property Tax Levy.
The BOCC may change the diversion amount during budget preparation.
■ Budget any debt service per the attached Treasurer's Debt Service schedule.
■Transfers out—The attached transfer form is signed by the transferring from
department and returned to the budget office for processing during the budget
year.
■ Reimbursable interdepartmental expenses budgeted in one fund should be
budgeted as revenue in another fund and approved by the other department via
the attached form.
■ Human Resources will supply the Benefit Rate Sheet and Medical Allocation (use
budget expense accounts ending in 520040 for medical)for 2020 and 2021.
Medical budgets should reflect maximum amounts paid by the County times the
number of FTEs.
02020 and 2021 Reserve for Technology rate will be$285 per FTE—Per the benefit
rate sheet (use budget expense accounts ending in 541501).
■ 2020 and 2021 Unemployment rate will be$200 per FTE. (Elected Officials do not
receive an unemployment rate charge.)—Per the benefit rate sheet(use budget
expense accounts ending in 546096).
■ 2020 internal allocation amounts are attached—see tab A-1 (use budget expense
accounts ending in 541019).
■ 2020 Information Technology charges are attached (use budget expense accounts
ending in 545952).
■ 2020 State Auditor Charges are attached (use budget expense accounts ending in
541510).
■ Building remodel request forms emailed to departments on June 6th should have
been returned to Facilities by July 5th so that Facilities may budget accordingly.
■ Expenditure authority shall be adopted as two bottom lines for all Elected
Officials and County Department budgets, including Special Funds, in accordance
with Resolution No. 26-17: one bottom line for the total salaries and benefits and
one bottom line for operational expenses. Ending Fund Balance is not an
appropriation.
■ Overall expenditures will be reviewed in relation to reserve requirements
identified in Resolution No. 58-17.
■ Departments are encouraged to seek out new grant awards. Additional
expenditure requests in order to hire a grant writer will be considered by the BOCC.
MUNIS BUDGET
Prepare your internal budget analysis via any mechanism you prefer in preparation
of Munis entry.The Auditor will send processing instructions to submit Budgets in
Munis.
The 2020 Munis budget entry will include the following:
■ Budget 1—Preliminary Budget Request—Budget Level 1 will be populated with
2019 amended budget numbers at 6/30/19. Departments may change the numbers
to the requested amounts.
■ Budget 2—Auditor's Preliminary Budget—The Auditor will make error correction
changes to preliminary budget requests.
■ Budget 3-Maintenance Level Changes(MLC)—This is departments' 2019
amended budget at 6/30/19 plus non-discretionary changes, i.e. CBA's in effect,
L&I, DRS, and medical changes. Positions approved at the 3/19/19 &6/18/19
budget hearings will be included in Budget Level 3. Budget Level 3 will be entered
by the Budget Office.
■ Budget 4—Policy Level Changes(PLC)—This is the difference between Budget
Level 2 and Budget Level 3, and will populate automatically.The attached project
form is required to be filled out for EACH new"project" requested in the 2020
budget. A project request may include multiple BARS lines, and both revenue and
expenses to show how the "project" number was derived.The following are
considered projects:
1. New staffing request(s)
2. Capital &Vehicle Purchases
3. Operational requests by project
4. All other items over Maintenance Level Changes
The 2021 Munis budget entry will include the following:
■ Budget 1—Enter any changes to the 2020 budget for the 2021 budget.
BUDGET NARRATIVES
A Budget Narrative should include the following information and is due to the
Budget Manager via email (no paper copies) by September Stn:
■ 2018, 2019, and 2020 FTE count, and Organizational Chart
■ FTE position allocations and funding sources, if any
■ Proposed Fee Increases
■ Workload Indicators—include a 3 year history comparison
■ Project Level Changes(Budget Level 4 in Munis—Instructions and training to
follow)
Countywide trainings will be provided by the Budget Manager in the Commission
Chambers on July 11th at 9:00 am and 2:00 pm.
Sincerely,
BOARD OF MASON COUNTY COMMISSIONERS
Kevin Shutty Randy Neatherlin Sharon Trask
Chair Commissioner Commissioner
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kelly Bergh
DEPARTMENT: Support Services EXT: 644
BRIEFING DATE: 6/17/19
PREVIOUS BRIEFING DATES:
ITEM: Approval of the 2019 Oath of Credit Card Inventory pursuant to RCW 43.09.2855 and Mason
County Resolution 10.18
EXECUTIVE SUMMARY: As required by RCW 43.09.2855 and Mason County Resolution 10.18, the
Commissioners of Mason County approve the annual inventory of credit cards as part of the system of
authorization and control adopted for the use of credit cards.
BUDGET IMPACTS: N/A
RECOMMENDED OR REQUESTED ACTION: Request Approval from the Board of County
Commissioners to sign the annual Oath of Credit Card Inventory.
ATTACHMENTS:
2019 Oath of Credit Card Inventory
RCW 43.09.2855
Resolution 10.18
J:\Ke11yB\Briefmg Summary-Credit Card Inventory 2019.doc
MASON COUNTY
OATH OF CREDIT CARD INVENTORY
2019
As required by RCW 43.09.2855 and in compliance with Mason County Resolution
10.18, we,the Commissioners of Mason County, do solemnly swear that this is the
full and complete inventory, of all credit cards with US Bank for Mason County as of
June 1, 2019
BUDGETIDEPARTMENT
DEPARTMENT #(S) Limit
Assessor 001-020-000 2,000.00
Auditors 001-030-000 4,000.00
Clerks 001-070-000 2,000.00
Commissioners 001-090-000 2,000.00
Human Resources 001-090-000 5,000.00
Commissioners 001-090-000 10,000.00
Mason County- IT 001-090-000 10,000.00
Commissioners 001-080-000 2,000.00
Coroners 001-190-000 5,000.00
DC D 001-125-000 2,000.00
District Court 001-100-000 4,000.00
Emergency Management 105-000-120 10,000.00
Health Department 150-000-000 7,000.00
Prosecutor 001-180-000 10,000.00
Facilities 001-055-000 10,000.00
Parks 001-146-000 4,000.00 t
Public Defense 001-240-000 3,000.00
Mason County 501-000-000 20,000.00
Public Works 105-000-000 10,000.00
Public Works 105-000-000 10,000.00
Sheriff 001-205-000 10,000.00 i
Sheriff 140-000-000 20,000.00
Sheriff 10,000.00
Sheriff-Boating 2,000.00
Sheriff-Boating 2,000.00
Sheriff-N&S Precincts 2,000.00
Treasurers 180-000-000 10,000.00
Utilities 402-000-000 5,000.00
403-100-020
406-000-000
411-100-000
411-200-000
412-000-000
480-000-000
Superior Court 250-000-000 5,000.00
Juvenile Probation 170-000-000 10,000.00
171-000-000
172-000-000
2019 Oath of Credit Card Inventory with US Bank
Subscribed and sworn this day of 2019
BOARD OF MASON COUNTY COMMISSIONERS
Kevin Shutty,Chair
(
Sharon Trask,Commissioner
Randy Neatherlin,Commissioner
i
J:1KellyB\Credit Card Annual BOCC Information.xls
3/12/2019 RCW 43.09.2855:Local governments—Use of credit cards.
RCW 43.09.2855
Local governments—Use of credit cards.
(1) Local governments, including counties, cities, towns, special purpose districts, municipal and quasi-municipal corporations, and
political subdivisions, are authorized to use credit cards for official government purchases and acquisitions.
(2)A local government may contract for issuance of the credit cards.
(3)The legislative body shall adopt a system for:
(a)The distribution of the credit cards;
(b)The authorization and control of the use of credit card funds;
(c)The credit limits available on the credit cards;
(d) Payment of the bills; and
(e)Any other rule necessary to implement or administer the system under this section.
(4)As used in this section, "credit card" means a card or device issued under an arrangement pursuant to which the issuer gives to a
card holder the privilege of obtaining credit from the issuer.
(5)Any credit card system adopted under this section is subject to examination by the state auditor's office pursuant to chapter 43.09
RCW
(6) Cash advances on credit cards are prohibited.
[ 1995 c 30 § 2. Formerly RCW 39.58.180.1
NOTES:
Findings-1995 c 30: "The legislature finds that (1)the use of credit cards is a customary and economical business practice to
improve cash management, reduce costs, and increase efficiency; and (2) local governments should consider and use credit cards when
appropriate." [ 1995 c 30 § 1.]
httpsJ/apps.leg.wa.gov/rcw/default.aspx?cite=43.09.2855 1/1
i
f
RESOLUTION NO. /0- L
A Resolution to update the Mason County Credit Card Policy&Procedures by amending
Resolution 96-05.
WHEREAS, RCW 42.24.115 authorizes counties to provide for the Issuance and use of charge
cards to employees for the purpose of covering expenses incident to authorized travel; and
WHEREAS, RCW 43.09.2855 authorizes counties to use charge cards for official government
purchases and acquisitions; and
WHEREAS,the Mason County Board of Commissioners believe that the use of credit cards can
improve cash management, reduce costs, and Increase efficiency when used appropriately; and
WHEREAS, it Is necessary to provide proper controls over the distribution,authorization, and
administration for the use of credit cards for transacting County business;
NOW,THEREFORE, BE IT RESOLVED BY THE BOARD OF MASON COUNTY COMMISSIONERS to
update the Mason County Credit Card Policy and Procedures as set forth in Attachment A.
Dated this 20u'day of February,2018. h
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
ATTEST:
i�
Randf Ne her in,Chairperson
Mels D ry,Cler f the Board
(&
APPROVED AS TO FORM: Terri Drexler,ComIrnissioner
I
26 "till
Tim Whiteheaeputy Prosecuting Attorney Kevin utty Commissioner
C: All Departments y
I 1
a
gE�
f
]:\Credit Card\Resolution to update the Mason County Credit Card Policy&Procedures.doc i
Mason County
Credit Card Policy& Procedures
Resolution No. 10-1
Mason County Credit Card Policy
i
References:
RCW 42.24.080
RCW 42.24.115
RCW 43.09.2855
Purposes:
To comply with State Laws on the use of credit cards for travel,purchases and
acquisitions. (RCW 43.09.2855 (1))
To provide opportunities for cost savings available only with the use of credit cards.
To provide an economical business practice that will increase efficiency.
1.Issuance and Inventory of Credit Cards
(a) The County authorizes the issuance of credit cards to departments for the purpose of
covering authorized travel expenses incurred by government officials and employees
as well as for official authorized government purchases or acquisitions.
(RCW 43.09.2855)
(b) Elected officials, department heads,and County administrators who feel their
department's operations would benefit from having a credit card shall make a formal
request to the County Commissioners, or their designee. The formal review of these
requests implements a systems of controls,and allows for better tracking of the
number of cards issued County-wide and by department, authorized credit and single
purchase limits,and to ensure that bills are paid in accordance with the RCWs
pertaining to credit card usage and County policy(RCW 42.24.080,RCW 42.24.115,
RCW 43.09.2855).All requests for new credit cards will be submitted using the
Mason County Credit Card Request Form(Exhibit A)and will include the following
documents:
a. A list detailing the specific types of transactions the department anticipates
for the credit card. (RCW 43.09.2855 (3a))
b. A list of authorized users of the card. The decision as to whom will be
authorized to use the card will be at the discretion of the elected official or
department head. (RCW 43.09.2855 (3b))
c. A signed Mason County Credit Card Use Agreement(Exhibit B)by the
authorized user(s) acknowledging that they have read the County's credit
card policy and procedures and that they will use the card in accordance with
this policy. These statements will be kept and maintained by each
Issue Date: Page 1 of 7
Mason County
Credit Card Policy & Procedures'
Resolution No.
department's designated Card Custodian.The Card Custodian will also sign a
statement acknowledging their understanding of the policy and their
responsibilities as the Card Custodian(Exhibit C). (RCW 43.09.2855 (3e))
d. A request for the credit limit of each card that is being requested. (RCW
43.09.2855 (3c))
(c) The Commissioner's Office shall maintain an active listing of credit card users,cards
issued,and credit limits. (RCW 43.09.2855 (3e))
(d) Departments that have credit cards with retailers(charge card/account cards)must
adhere to the same credit card policies and procedures as with a bank credit card.No
special permission is needed for these cards, except if a fee is charged to obtain the
card.The Board of County Commissioners has approved vendor specific credit cards
with no fees for use in all offices and departments. Charge cards with fees require
permission from the Board of County Commissioners.A list of all active retailer
credit cards and an active listing of authorized users must be on file with the
County's Commissioner's office. (RCW 43.09.2855 (3e))
(e) Each Elected Official or Department Head is responsible for the distribution,
retrieval, and tracking of each card issued within their office or department.Monthly
reconciliations are the responsibility of the department that holds the credit card and
is required for each department. (RCW 43.09.2855 (3e))
2.Use of Credit Cards
i
(a) All purchases made with these cards must be in compliance with the County's
purchasing,contracting,vendor list and other applicable policies. (RCW 43.09.2855
(3e))
(b) When a County credit card is used for the purpose of covering expenses related to
authorized travel,the government official or employee must submit a fully itemized
travel expense voucher with original receipts attached.This is to be submitted within
five(5)days of authorized travel. Charges against the credit card that are not
properly identified on the travel expense voucher or are found to be not allowed
following the County's purchasing, contracting,vendor list,and other applicable !
policies, as well as the audit required under RCW 42.24.080, shall be paid by the
official or employee by check or salary deduction. (RCW 42.24.115)
(c) If,for any reason,disallowed charges are not repaid by the official or employee
before the credit card billing is due and payable,the County shall have a prior lien
against and a right to withhold any and all funds payable or to become payable to the
official or employee,up to an amount of the disallowed charges and any interest
and/or late fees incurred, as charged by the issuing credit card company. (RCW
42.24.115)
Issue Date: Page 2 of 7
Mason County
Credit Card Policy & Procedures
Resolution No.
(d) Credit cards will be assigned in the name of the office or department,and not in the
name of an individual. (RCW 43.09.2855 (3e))
(e) The County's Financial Services Auditors shall establish and implement a written
procedure for the payment of all credit card bills. All departments must adhere to this
written procedure in order to maintain efficiency,timeliness,consistency,and
accuracy of the County's credit card payments. (RCW 42.24.080) See Exhibit E for
the current credit card voucher procedures established by Financial Services.
(f) Immediate surrender of a credit card(s)may be required if an elected official,
employee,or department uses their credit card in a manner that is inconsistent with
the County's code,policies,and procedures. (RCW 43.09.2855 (3e))
3. Liability
(a) The individual office or depatttnent is responsible for the liability incurred by the
use of their credit cards. Payment is due immediately upon receipt of monthly
statement. Balances on all cards must be paid so no late fee is incurred.(RCW
43.09.2855 (3d))See Exhibit E
4. Spending Limits
(a) Each Elected Official or Department Head will seek approval by the Board of
Commissioners for their department's spending limits, and/or pre-authorization
for credit cards issued in their office or department. Such limits will be consistent
with office or department spending levels established by the Board of County
Commissioners in the annual budget process. The Elected Official or Department
Head is responsible for communicating the limit to each user. Subsequent requests
for credit limit increases must be submitted to the Board of Commissioners,or
their designee,via the Mason County Credit Card Request Form(Exhibit A).
(RCW 43.09.2855 (3c))
5. Unauthorized uses
(a) Under no circumstances may an employee or elected official use a government
credit card for personal expenses,even if they reimburse the County before the
bill is due. (RCW 43.09.2855)
(b) Cash advances on all County credit cards are prohibited. (RCW 43.09.2855 (6))
(c) Money orders/Travelers Checks/Gift Cards purchased with County credit cards
are prohibited. (RCW 43.09.2855 (3e))
Issue Date: Page 3 of 7
Mason County
Credit Card Policy & Procedures
Resolution No.
(d) Meal and beverage purchases on all County credit cards are prohibited, except
under special circumstances as defined by the Mason County Travel Policy.
(Exhibit F) (RCW 43.09.2855 (3e))
(e) If an authorized departmental official or employee has charges that are disallowed
and are not repaid prior to the credit card billing date,the office or department
shall have a prior lien on the employee's wages,including final pay. (RCW
42.24.115 (3))
(f) Failure to repay disallowed charges shall result in a penalty of ten percent per
annum from the date of default until repaid. The interest will be computed as
simple interest on the outstanding balance. This penalty is payable to the County
and is in addition to interest and penalty charges imposed by the credit card
company. (RCW 43.09.2855 (3e))
Mason County Credit Card Procedures
Defmitions:
Credit Cards(Bank Cards):Mason County uses the credit card offered through the State
of Washington contract. Departments may not use other bankcards.
Charge Cards/Account Cards: Cards issued through specific vendors showing an
established account. Not a credit card. No special permission is needed for these cards,
except if a fee is charged. Charge cards with fees require permission from the Board of
County Commissioners. For example, Costco charges a fee for their cards, and they can
only be used at Costco stores.
Credit Card System Administrator: An individual within the Commissioners' Office is
responsible for providing training,advice,direction,consultation and assistance to
Approving Managers and Card Custodians.
Approving Manager: The Elected Official,Department Head or designee responsible
for designating card custodians and requesting purchasing card limits. They will advise
custodians of applicable limits and ensure that proper card usage,security,controls,
timely bank statement reconciliation and approval,reception of transaction
documentation and other related responsibilities are followed.
Card Custodian:A Regular Employee,as defined in the Mason County Personnel
Policy,within each office or department is responsible for card security and use.
Custodians may designate employees within their office or department to use the credit
card to purchase specific items or use a credit card for travel purposes.
Approving Authority:A Commissioner or their designee
Issue Date: Page 4 of 7
Mason County
Credit Card Policy.& Procedures
Resolution No.
I. Charge or Vendor Specific Cards:
1. Elected Official or Department Heads make arrangements with individual vendors for
charge or vendor specific cards.
2. If a fee is charged for the card,prior permission must be obtained from the Board of
Commissioners. Please contact the Commissioners' office.
3. Keep all cards and account numbers safe.
4. Report inventory of all charge and/or vendor specific cards to the Board of
Commissioners' annually. A form,provided by the Commissioners' Office,will be
submitted annually by each department,listing the inventory and custodian(s) of all
charge and/or vendor credit cards(Exhibit D).
II. Credit Cards(Bank.Cards)
1. Contact credit card system administrator
Contact the Credit Card System Administrator in the Commissioners' Office. That !
person will help your office/department complete the Implementation Form and Letter of
Request. The Administrator will establish an account through the Procurement Card
contact through the State of Washington.
i
2. Designate a credit card custodian
To designate a new credit card custodian,the Approving Manager completes the Mason
County Credit Card Request Form(Exhibit A) and sends it to the Credit Card System
Administrator in the Commissioners' Office, along with a signed Credit Card Custodian
Agreement(Exhibit C).
Custodians are responsible to:
a. Pick up the credit cards from the Credit Card System Administrator in the
Commissioners' Office.
b. Keep all the credit cards safe and locked when not assigned to an employee.
c. Maintain a log of credit cards checked out,to whom,date,purpose,date returned,
sales slip returned, etc.
d. Maintain the signed Mason County Credit Card Agreements(Exhibit B)from all
authorized users of the department's credit card(s).
I
Issue Date: Page 5 of 7
i
Mason County
Credit Card Policy &Procedures
Resolution No.
e. Report Credit Card Fraud to the Credit Card System Administrator and file a
claim with the credit card company.The credit card company will send a form to
the department with reported fraud,which will be filled out and a copy submitted
with the credit card statement to Financial Services.
3. Using the Credit Card(RCW 43.09.2855 (3))
11
a. The credit cards must be kept safe and secure at all times. When not in use by an
individual,it is required that all credit cards be stored in a locked drawer or safe,
with limited access.
b. When needed for use,the custodian completes the information on the log and has
the employee sign the log. If the custodian is the one to use the card,have
another employee initial the log.
c. The Approving Manager must set the boundaries for credit card use and must
communicate this to the employee before they use the credit card. (Prohibited:
meals,cash advances,and personal items.) Proof of communication may be done
by a signature on a use agreement,etc.
d. The card user must obtain and return all charge slips regardless what is purchased,
to the custodian or departmental accountant.
e. An itemized receipt must be obtained for all purchases when possible.
f. Government officials and employees are expected to return the card to the card
custodian promptly after each authorized us. Under no circumstances shall the
card information be stored by a government official or employee.
g. To raise or lower a spending limit on a credit card, complete the Mason County
Credit Card Request Form(Exhibit A) and send it to the Credit Card System
Administrator in the Commissioners' Office.
4. Credit Card Billing Statements(RCW 43.09.2855 (3))
a. The Credit Card Administrator will receive a master statement of all credit card
accounts,for review and audit purposes only.
' I
b. The Credit Card Custodian in each department will receive a detailed bill each
month for the cards they are responsible for.
c. It is the Credit Card Custodian or departmental accountant's responsibility for
submitting payment in the proper amount of time each month,pursuant to the
Issue Date: Page 6 of 7
Mason County
Credit Card Policy &Procedures
Resolution No.
procedures established by the Auditors in the Financial Services office. (RCW
42.24.080)
d. For each purchase made by a charge card, a signed supplier sales receipt/charge
slip that clearly describes the items purchased,price, and any applicable tax
should be retained by the custodian and attached to the log during the
reconciliation process.
Documents:
• Mason County Credit Card Request Form—see Exhibit A
• Mason County Credit Card Agreement—see Exhibit B
• Credit Card Custodian Agreement—see Exhibit C j
• Depai t went Credit Card Inventory List—see Exhibit D
• Credit Card Vouchers Procedures—See Exhibit E
• Travel Policy—See Exhibit F
Issue Date: Page 7 of 7
i
MASON COUNTY
CREDIT CARD REQUEST FORM
Exh)bit A
Please forward request to:Mason County Support Services
Type of Request-
0 New Card(Sections A,B,CE) Q Change or Add Credit Card Custodian(Sections A,E)
O Increase/Decrease Credit Limit(Sectlons A,B,D,E)
A.Department Information
Department Name .
Department Physical Address
Phone Number Ext
Department Authorized Credit Card Custodian's Names) Phone q&Ext(if different from above)
B.Please provide a brief description of the reason for and a list of example transactions of the requested card.
The 1(st of required documents to be submitted with this request Is In Section 1:of the CleditCard Policy.
1
i
C.For New Credit Card Request: `D.For Credit Limit Increase%Decrease;
i
Department's Credit Limit Request Department's Current Credit Limit
i
Approved Credit Llmlt(to be determin ed by BOCC New Credit Llmit Request i
or their designee
Approved Credit Limit(to be determined by BOCC
or their designee)
Q Request Approved E. Department Head Signature&Date
O Request Denied
Reasons)for denial of request: Approving Authority Signature&Date
i
Mason County Credit Card Use Agreement
Exhibit S
I hereby acknowledge the receipt of my Mason County, US Bank Purchase Card.
In consideration of Mason County obtaining the Card and providing it to me, I
agree to the following:
1. The credit card is for Mason County business related purchases only;
personal charges are not to be made.
2. Meals are not allowed to be charged to the credit card. You may submit
for reimbursement after your travel to cover your meal allowance, based
on per diem rates.
3. 1 will promptly submit travel expense reports covering amounts charged to
the Card and will attach a detailed copy of each Card transaction.
4. Improper use of the Card is considered misappropriation of county funds,
which may result in corrective action, up to and may include termination.
5. 1 will promptly return the Card to Mason County if requested to do so or if
my employment with Mason County is terminated.
6. If Mason County pays US Bank any un-authorized amounts charged to the
Card, l authorize Mason County to take such actions, as it deems
necessary to recover the amounts paid, including withholding such
amounts from my wages or from any other sums payable to me by Mason
County.
7. A lost or stolen card should be reported immediately to the Card
Custodian and by telephone to US Bank Customer Service at
1-877-846-9302.
Your signature verifies that you understand and agree to comply with Mason
County's charge card guidelines listed above.
Employee Signature Card Custodian
Date Date
C:\Users\jsweet\DocumentslGroupWiseWason County Credit Card Use Agreement Form.doc
I
Mason County Credit Card Custodian Agreement
Exhibit C
1 hereby acknowledge the receipt of my Mason County, US Bank Credit Card.
Account Number: (the "Card")
In consideration of Mason County obtaining the Card and providing it to me, I
agree to the following:
1. The credit card is provided to Mason County's employees based on their
need to purchase business related goods and services.
2. Credit card custodians are expected to comply with internal control
procedures in order to protect Mason County's assets. This includes
keeping receipts, reconciling monthly statements, and following proper
card security measures.
3. All charges are billed directly to and paid by Mason County. Personal
charges can't be paid to the bank directly and therefore are considered
misappropriation of county funds.
4. 1 understand that my department's card privileges may be suspended or
cancelled if I am delinquent in paying US Bank.
5. A cardholder must surrender his or her Card upon termination of
employment(i.e. retirement, voluntary or involuntary termination). At this
point, no further use of the account is authorized.
6. A lost or stolen card should be reported immediately by telephone to US
Bank Customer Service at 1-877846-9302. The custodian Will also report
the lost or stolen card to the program administrator.
Your signature verifies that you understand and agree to comply with Mason
County's charge card guidelines listed above.
Card Custodian Credit Card System Administrator
Date Date
C:\Users\jsweet\AppData\Local\Temp\7Pgrpwise\Mason County Credit card Custodian agreement
Forin.doc
Credit Card In ventory by Department
Exhibit D
DEPARTMENT:
Elected OfficiaVDepartment
Head: NONE
CREDIT CARDTYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
CREDTf CARD TYPE:
CREDIT CARD TYPE:
CREDIT CARD TYPE:
Person submitting this form:
Date:
C:\Users\jsweet\Documents\GroupWise\Department Credit Card Inventory form.doc
Created on 1/22/2018 9:45:00 AM
Exhibit.E
1
Credit Card Vouchers:
Within five (5) days receipt of your monthly credit card statement you
need to enter your payment on a separate batch from your other
accounts payable invoices in Munis. Financial Services will be doing
special AP runs to accommodate the credit card payments should they
not fall within the current published AP Run schedule:
PURCHASE ORDER USERS: If you are one of the departments using a
Munis PO entry, please continue to do so. The PO should have all
entries for the entire credit card payment. If you have a credit on
account on your current statement please contact Financial Services
,before entering this credit on a PO.
INVOICE ENTRY SCREEN USERS:If you aren't using a Munis PO, please
enter your total payment due on the Gross Amount line and utilizing
separate lines in the account field on your entry screen, allocate your
purchases by fund and BARS. If you have a credit on account on your
current statement enter the credit on an account line as a negative
number. The fund and BARS should be the same as the original
purchase that was made forwhieh you are receiving a credit or refund.
ALL.USERS:The batch must include:
Payment in full amount as shown on the credit card. Include any late
fees.
Original US Bank statement and all detail with remit coupon.
All original receipts and invoices noted on your credit card statement.
All supporting documentation required for the purchase, such as a
signed travel voucher and back up documents or capital asset form.
If another department used your credit card and you don't have Munis
permission to enter their fund information into a batch, we can assist
you. After you have entered your fund expenditures on an invoice
entry screen, contact Financial Services. We will enter the other
department data for you on the same batch. You will then be able to
print an edit showing a complete payment for all funds. You will be
responsible for obtaining the proper signatures required on your batch
1
Exhibit E
edit for all funds being used before turning the batch into Financial
Services. The goal is to produce one warrant showing a complete
payment for that credit card, regardless of the fund using the card. u
For the data in the Invoice cell, please enter the following:
Invoice 2017_This is the last four digits of the credit
card, the month and year. If you only use the last four digits and the
month, next year you will receive a duplicate entry warning when you
attempt to pay. Under no circumstances should you put in your full
credit card number either in this field or the description field.
In the Description cell, you may puff as much as you can. Normally the
place of purchase works well. You have limited space. If you are using
a PO you have a great deal of space to capture detail for each
purchase.
DO NOT untick the Separate Check box. This is set in the vendor master
default file. US Bank does not want multiple payments from different
.cards on the some warrant: (� Separate checkKeep it like this.
if you have a grant expenditure please remember to check the PA
PA applied..
applied box.
Please do not tick the Include Documentation box. include documentation
This causes the warrant to print out of order.
Attach your statement and credit card detail to a blank piece of paper
with the Munis Top of Form imprint on the top. Attach your receipts,
invoices and-bock up documentation in the same order as noted on
your credit card statement. Staple these together. Paperclip the remit
coupon, with the amount filled in, tof he back of this entire stack. Print
your batch edit and have it signed. Place the batch in the green
voucher box in Financial Services.
CREDIT CARD TRANSACTION LOG
All Auditor credit card purchases must be noted on the transaction log. When the credit card statement arrives,
please enter your purchases in Munis and send to Financial Services. Your voucher must include the actual credit card
statement and original remit coupon,all purchases and detailed original receipts/invoices and this transaction log.
The transaction log must be signed by an authorized signer for the funds being used and included with your voucher.
DATE DATE
DATE EMPLOYEE USING CARD VENDOR NAME AMOUNT RETURNED VOUCHERED
All purchases noted above have been authorized by the Auditor's department. All purchases are for official
County use. All purchases have an original invoice or an emailed invoice attached.
DATE AUTHORIZED SIGNATURE
PLEASE ATTACH THIS TRANSACTION LOG TO YOUR CREDIT CARD VOUCHER
I
Exhibit F
i
_ a
TRAVEL POLICY
Mason County recognizes that out of town travel and related business expenses can be an
Integral and necessary component of the operation of local government, This policy Is
intended to establish equitable standards and to provide consistent and fair treatment to
all employees who Incur such expenses, It Is also Intended to establish and maintain
effective controls over those expenses,
County officials (department heads and elected officials)and County employees are j
expected to exercise prudent Judgment when Incurring,trivet expenses on behalf of the
County doing officia(Cc urrty business. The failure of employees to follow this policy,or
Incur excessive expenses, may be cause for disciplinary action. Non business related
expenses and/or expenses not made in accordance with this policy wit(not be approved
or reimbursed,
All travel and associated expenses must be approved in advance by the department head
or elected official,.Employees will be reimbursed for reasonable and customary expenses
actually Incurred In connection with doing business qn behalf of the County. These may
inFlude:meals, lodging, transportatlon and other necessary expenses While away from the
office, These expenses may not include; alcoholic beverages;tobacco,tips exceeding 15%;
meals, lodging or transportation prQvldecl for the employee by ah outside entity as part of
the employees participation;any expenses for a person(s)traveling with the employee;any
expenses incurred that are not in connection with the business of the County
All requests for payment of travel must be submitted to the Auditor's Financial Services
department on forms approved and provided by the Auditor. All required documentation
must also be submitted on the approved travel documeht form. Required travel documents
include alt itemized receipts, conference/seminar agendas, and all proof of costs incurred
while doing business on behalf of the County. Travel documents should be presented to the
Auditor's Financial Services department In.the month the charges occur.
If an employee chooses to trivet to a destination in advance of the necessary time for arrival,
or remain at the destination following the official closing of the event, there will be no
additional per diem, lodging or miscellaneous expenses paid to the employee.
All requests for payment must be signed by the department head or elected official and the
employee that Is requesting reimbursement. Ari employee may not request reimbursement
on behalf of another employee.
If an employee is compensated by an outside entity for any travel costs white traveling on
I)ehalf of Mason County,the employee will cVposit those funds with the Mason County
Treasurer. The employee will provide the Aucl(tor's Financial Services department with a
copy of the Treasurer's deposit receipt and a detail of the expenses covered.
Any member of a board, committee or commission that is not a Mason County employee,
but is an appointed member to do business on behalf of Mason County Is subject to all
travel rules and documentation noted herein,
Exhibit F
PER DIEM !meat reimbursement!
All requested meat reimbursement must have a detailed receipt. Meals will be reimbursed,
minus any alcohol or a tip exceeding 15%, using the Washington State Office of Financial
Management(OFM) per diem rates and,for out of state travel,the U.S,General Services
Administration(GSA) per them rates. The meals will be reimbursed up to the allowable
rate forthe area and meal on those rate maps, -Per diem wilt be reduced for any meals
I provided through conference registration,seminars or similar events. Reimbursement will
not be made if the employee chooses not to eat the meal provided and eats elsewhere,
Sinate Da Per Dlem {meal relmbursamentl:
Single day per diem occurs when no overnight stay is required. Single day meat
reimbursements are considered to be taxable wages according to the IRS and will be
included as gross taxable income of the employee. An errptoyee must use the single day
per diem form and include it with their payroll timesheet information. The department
supervisor will forward the per diem form to the Auditor's Financial Services department.
The meal will be added to their taxable gross wages and taxed accordingly.
Per Diem (meal relmbursernenfil whtle In overhlc�ht travel status
If an overnight stay Is required,per diem wilt be based on either OFM (in state) or GSA
(out of state) rates for each day the employee is to full travel status, The per diem rate will
be based on the location the employee is in for that meal. On days of departure and return
an employee will apply the Three Hour Rule(see rule below).
Three Hour Rule for per diem (meat reimbursement):
If an employee is in travel status for three hours beyond their regular work schedule for a
single day,they may receive meal reimbursement. The three hours may consist of hours
occurring before, after or a combination of both before and after the employee's regular
work schedule for the day, The e(nployee may not stop for a niealjust to meet the three
hour rule.
Special Gtrcumstances:
During emergency situations such as, but not limited to, initial crime scene investigations,
r situation, natural disasters,etc,when employees are
major crimes, emergency weathe
working extended hours and stopping for a meal break could worsen the emergency or
increase costs to the County,departments may provide an on-scene meat of nominal cost,
yees/volunteers involved, must be provided.
A detailed receipt,including names of all emplo
All receipts and pertinent'information involvtng the emergency situation must be included
on the claim for payment voucher submitted to the Auditor's Financial Services department.
An employee may not claim a per them meat reimbursement if their County department
is also submitting a claim for payment voucher for the same incident.
LODGING
All lodging is to be reserved using a government, or most economical, rate whenever
possible. County credit cards may be used to secure lodging for a County employee.
II
t
Exhibit F
Reimbursement for lodging is at when the temporary duty station is located more f
than fifty(50) miles, using the most direct route;of the closer of either the traveler's
official residence or official work station.
Reimbursement will be made for the actual lodging expense and any applicable taxes. If
there are additional charges for a person(s)traveling with the employee,who is not traveling
on behalf of County business, the employee is responsible for all charges for that additional
persons)and it will not be reimbursed. An itemized statement is required for ail charges.
If an employee shares an accommodation with another employee or an employee of
another entity who is attending the same event, an equal share of the double room rate
will be paid on behalf of the Mason County employee. Each employee must submit an
original invoke showing the lodging charge for their portion of the room rate.
Not eligible for reimbursement on a lodging receipt are, but not limited to; laundry services;
valet service; entertainment expenses;athletic room (gytn)charges,internet charges(unless
required by their supervisor).
i TRANS PORTATIO.N
Any.ernployee driving a vehicle (either County car or personal vehicle) must have and must
be able to provide proof of valid car insurance,
Employees are encouraged to reserve and use o pool car from ER&R as much as possible,
Ali county vehicles shall be used in accordance with Mason County ER&R use policy.
If a personal vehicle is used,the mileage wilt be based on the current IRS standard POV rate.
Mileage will be prohibited for normal travel between the usual place of business and
employee's main place of residence. When traveling on behalf of the County, mileage will
be paid from either the official work station or the employee's main residence,whichever
is the closer and most direct route of the two,to the travel destination.
Mileage shall not exceed What the sum of a round trip coach alrfare from a common carrier,
any needed local ground transportation and other related costs for that destination.
Airfare(coach rate),car rentals,trains,ferry,tolls, shuttle/taxi,etc will be reimbursed with a
receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets
purchased with an employee's Individual frequent flyer miles will not be reimbursed.
References: IRS,OrM SAAM rules,SAO BARS manual,County resolutions:#37-07 –-01
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Alex Paysse
DEPARTMENT: Community Services, EXT: 279
Environmental Health
BRIEFING DATE: 6/17/2019
PREVIOUS BRIEFING DATES: 4/15/2019
If this is a follow-up briefing, please provide only new information
ITEM:
Updates/replacement of Septic System maintenance database.
BACKGROUND:
See also previous briefing. Staff and the Onsite Sewage Advisory Committee have
mutually decided Mason County should proceed with changing providers for the
Sewage System maintenance database. Currently this online database is provided by
Carmody Inc., proposal is to change to Online RME. Online RME has been found it can
provide the same level of service, but at a reduced cost to the county budget. In
addition, the system is more widely used in the Puget Sound area, so realtors and
contractors are familiar with it and no longer would need to utilize multiple systems.
Jefferson Co, Kitsap Co, Thurston Co, and Pierce Co all utilize Online RME for these
services. The public access to Online RME has also been found to be more user
friendly, where homeowners can quickly navigate to system history and past reports.
The proposed reporting information should improve staff efficiency, while prioritizing
top public health hazards such as surfacing sewage.
RECOMMENDED ACTION:
Approval to proceed with recommended changes. Contract to follow.
BUDGET IMPACTS:
Would depend on live date and last billing from Carmody, but a savings to the 2019
budget. Annual savings of $6,600 on future budgets. Online RME has NO
charges/fees to county, but instead charges a $3 reporting fee to consumer for use of
their services.
ATTACHMENT(S):
Briefing Summary 6/10/2019
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Alex Paysse
DEPARTMENT: Community Services, EXT: 279
Environmental Health
BRIEFING DATE: 6/17/2019
PREVIOUS BRIEFING DATES: NA
If this is a follow-up briefing, please provide only new information
ITEM: Request to replace Environmental Health Specialist
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
An Environmental Health Specialist has resigned from Mason County. Request to re-
hire regular FTE for vacant position.
BUDGET IMPACTS:
None, this position is within budget.
RECOMMENDED OR REQUESTED ACTION:
Recommend board approves to fill vacant position.
ATTACHMENTS:
None.
Briefing Summary 6/13/2019
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: David Windom
DEPARTMENT: MCCS EXT: 260
BRIEFING DATE: ]un 17, 2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information N/A
ITEM: 2019 financials DCD
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
Mason County Community Services presents current financials for DCD
BUDGET IMPACTS: None
RECOMMENDED OR REQUESTED ACTION: Discussion
ATTACHMENTS: Community development PowerPoint.
Briefmg Summary 6/12/2019
6/12/2019
DCD 0 9
Financials
1
Revenue vs. Expense
2016-2019 DCD Revenue vs Expense
$200,000
$1so,f
w . to,o$@
Z $sof
w -
.. ._......
Jan Feb Mar � Apr May � Jun ; Jul Aug Sep Oct Nov _Dec_
--2016 $57,908 -$5,853 $64,419'$24,201'$11,279 $74 306 $152,16 $38,806 $32,791 $30,449 -$23,58 -$34,62
---•2017 -$15,48 -$46,96 $52,536 -$23,03'; $6.409 j10,580�$57,845 $11,192 -$4,625 $1,795 -$23,65 -$33,64
—2018 -21 -24641 -35648 -2102 32796 -11918? 49967 $16.99'. -57464 i 9567 6022 -69947
2
1
6/12/2.019
2018 YTD 2019 Revenue
Licenses and permifs $315,582 $340,60
Intergovernmental PU
Goods and Services $381 ,283 $415,42
Fines and Penalties $13,030 $13,000
Misc. Revenue $2,152 $3,09
otal $712,42 $772,123
3
Revenue Comparison Over Time
DCD 2017,2018 and 2018/2019 YTD
$2000.000 .....__... __..___
$1,800.000
$1.600.000
$1.400.000
$1.200.000 -
$1.000.000 .
$800.000 -
$600.000
6400.000
DO
6200 $0
Licenses and pemits Inte govef m ntal Goods and Se Ices Fines and Penalties Misc.Revenue Total
92015 92016 92017 Revenue 02018 Revenue 82018 Revenue YTD ■2019 Revenue YTD
4
2
6/12/2019
DCD 2019 Expense vs Budget
$250.000
$200.000
$150.000
•
t • • i
$100.000
$50.000
$g .- . .. ._ _ _.. ........... .._.-- _._. ._..._. ..
Expense Budget
Ylan wFeb YMar■Apr oMoy ■Jun■Jul■Aug MSep■Oct■Nov ■Dec
5
DCD Funding Source
$4.000.000
$3.500,000
$3.000.000 -..
$2,500.000
$2.000.000
$1.500.000 . _. .. .. .._. ...
$500.000
- - -. -
2015 ! 2016 2017 Revenue 2018 Revenue 12019 Revenue
$1.490.494 $1868.310 $1617,708 $1,827382 1 772123
A Mhc.Revenue $9.203 $6301 $5023 I 34811 ! 3095Fn es and PenalBes $66.592 $5Z 25799_�-Tot.l
e Goods and Services $720.183 $910,761 $786,098 $945.415 415123
I z intergovernmental $36.600 $43,200 30.. 30..._ j 0
... ... ..... I
I e Uce.nses and perm'h.__ $657,916 $855.613 .. $841.357 34060_5 i
,
■licenses and permih■Intergovernmental ■Goods and Services
.Fines and Penalties eM!sc.Revenue •Total
6
3
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Lydia Buchheit / Todd Parker
DEPARTMENT: Community Services EXT: 404
BRIEFING DATE: 6/17/19
PREVIOUS BRIEFING DATES: 5/6/19
If this is a follow-up briefing, please provide only new information
ITEM:
Housing and Homelessness funding awards
Update on Youth Homeless Demonstration Project RFP
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
Award letters were approved at the May 6, 2019 briefing. Following is a
summary of the awards:
Consolidated
Agency Programs 2163 Homeless TST Total Award
Grant (CHG)
Community Housing and Essential
Action Council Needs $675,311 $675,311
Community 7 months, Adult emergency
Lifeline shelter & year-round case $165,000 $165,000
management
Crossroads Coordinated Entry, Family
Housing Shelter, Rental Assistance, $212,500 $190,485 $40,000 $442,985
Transitional Housing
North Mason Coordinated Entry and case $35,000 $35,000
Resources management
Shelton Family Federal match; case
Center management homeless $15,000 $15,000
youth
Turning Pointe Shelter Staff and motel $51,500 $51,500
vouchers
TOTAL $1,384,796
Briefing Summary 6/11/2019
BUDGET IMPACTS:
Local Document Recording Fees (2163), Treatment Sales Tax (TST) and
Consolidated Homeless Grant (CHG)
RECOMMENDED OR REQUESTED ACTION:
Approval to enter into 2-year contracts with the above agencies on the
Consent Agenda for June 25, 2019 with contract start dates of 7/1/19.
ATTACHMENTS:
Contract face pages and Scope of Service
Briefmg Summary 6/11/2019
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT# CAC:2019-2021.1
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as
"COUNTY" and Community Action Council hereinafter referred to as "CONTRACTOR."
Contracted Entity Communit Action Council
Address 3020 Willamette Dr. NE
City, State, Zip Code Lacey, WA 98516
Phone 360-438-1100
Primary Contact Name, Title Kirsten York, Director of Family Services
Primary Contact Phone & E-mail 360-438-1100 ext 1135; kirsten caclmt.or
Contractor Fiscal Contact Brian Sanda
Contractor Fiscal Phone & Email 360-438-1100 ext 1129; brians caclmt.or
Washington State UBI# 600 503 120
Federal EIN 91-0818368
Total Award/Contract Value $675,311
2163 Funds Awarded None
2060 Funds Awarded none
CHG Funds Awarded none
HEN Funds Awarded $675,311
Contract Term Duration July 1, 2019-June 30, 2021
County Contract Contact Lydia Buchheit, Community Health Manager
County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404
County Fiscal Contact Casey Bingham, Fiscal Manager
County Fiscal Email & Phone Case b co.mason.wa.us 360-427-9670 ext. 562
PURPOSE
The purpose of this contract/grant is to assist the COUNTY to meet its requirement to reduce
homelessness pursuant to the Revised Code of Washington and according to the Mason County
Homeless Plan.
COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract
and EXHIBITS and have executed this contract on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this contract are governed by this
contract including Special Conditions, General Terms and Conditions, Exhibits, and the following
other documents incorporated by reference: Housing RFP Application, instructions and disclosures.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name
Kevin Shutty, Chair
Authorize Signature Date
APPROVED AS TO FORM:
Print Name & Title
Tim Whitehead, Chief DPA
Date
Professional Services Contract (rev 04/2019) Page 1 n
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT# CL:2019-2021.2
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as
"COUNTY" and Community Lifeline hereinafter referred to as "CONTRACTOR."
Contracted Entity Community Lifeline
Address 218 N. 3rd St. / P.O. Box 698
City, State, Zip Code Shelton, WA 98584
Phone 360-490-3430
Primary Contact Name, Title Barb Weza, Executive Director
Primary Contact Phone & E-mail 360-490-3430; communitylifelinesheltonggmail.com
Contractor Fiscal Contact same
Contractor Fiscal Phone & Email same
Washington State UBI# 603-364-370
Federal EIN 46-4731341
Total Award/Contract Value $ 165,000
2163 Funds Awarded $ 165,000
2060 Funds Awarded none
CHG Funds Awarded none
HEN Funds Awarded none
Contract Term Duration July 1, 2019-June 30, 2021
County Contract Contact Lydia Buchheit, Community Health Manager
County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404
County Fiscal Contact Casey Bin ham, Fiscal Mana er
County Fiscal Email & Phone Case b co.mason.wa.us 360-427-9670 ext. 562
PURPOSE
The purpose of this contract/grant is to assist the COUNTY to meet its requirement to reduce
homelessness pursuant to the Revised Code of Washington and according to the Mason County
Homeless Plan.
COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract
and EXHIBITS and have executed this contract on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this contract are governed by this
contract including Special Conditions, General Terms and Conditions, Exhibits, and the following
other documents incorporated by reference: Housing RFP Application, instructions and disclosures.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name
Kevin Shutty, Chair
Authorize Signature Date
APPROVED AS TO FORM:
Print Name & Title
Tim Whitehead, Chief DPA
Date
Professional Services Contract (rev 04/2019) Page 1
I J
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT# CH:2019-2021.4
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as
"COUNTY" and Crossroads Housing hereinafter referred to as"CONTRACTOR."
Contracted Entity Crossroads Housing
Address 71 Sar ison Loo / P.O. Box 1777
City, State, Zip Code Shelton, WA 98584
Phone 360-427-6919;
Primary Contact Name, Title Tana Frazier, Executive Director
Primary Contact Phone & E-mail 360-427-6919; exdirector hcc.net
Contractor Fiscal Contact Carolyn Malanowski
Contractor Fiscal Phone & Email 360-427-9670; csk hcc.net
Washington State UBI# 601399556
Federal EIN 91-1569401
Total Award/Contract Value $442,985
2163 Funds Awarded $212,500
2060 Funds Awarded none
CHG Funds Awarded $190,485
TST Funds Awarded $40,000
Contract Term Duration Jul 1, 2019-June 30, 2021
County Contract Contact Lydia Buchheit, Community Health Manager
County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404
County Fiscal Contact Casey Bingham, Fiscal Manager
County Fiscal Email & Phone Case b co.mason.wa.us 360-427-9670 ext. 562
PURPOSE
The purpose of this contract/grant is to assist the COUNTY to meet its requirement to reduce
homelessness pursuant to the Revised Code of Washington and according to the Mason County
Homeless Plan.
COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract
and EXHIBITS and have executed this contract on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this contract are governed by this
contract including Special Conditions, General Terms and Conditions, Exhibits, and the following
other documents incorporated by reference: Housing RFP Application, instructions and disclosures.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name
Kevin Shutty, Chair
Authorize Signature Date
APPROVED AS TO FORM:
Print Name & Title
Tim Whitehead, Chief DPA
Date
Professional Services Contract(rev 04/2019) Page 1
b.
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT # NMR:2019-2021.1
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as
"COUNTY" and North Mason Resources hereinafter referred to as "CONTRACTOR."
Contracted Entity North Mason Resources
-`Address 140 NE State Route 300/ P.O. Box 2052
City, State, Zip Code Belfair, WA 98528
Phone 360-552-2303
Primary Contact Name, Title Steve Abels, Executive Director
Primary Contact Phone & E-mail 360-552-2303; director nmresources.or
Contractor Fiscal Contact Same
Contractor Fiscal Phone & Email same
Washington State UBI# 602978279
Federal EIN 27-1532961
Total Award/Contract Value $35,000
2163 Funds Awarded $35,000
2060 Funds Awarded none
CHG Funds Awarded none
HEN Funds Awarded none
Contract Term Duration Jul 1, 2019-June 30, 2021
County Contract Contact Lydia Buchheit, Community Health Manager
County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404
County Fiscal Contact Casey Bingham, Fiscal Manager
County Fiscal Email & Phone Case b co.mason.wa.us 360-427-9670 ext. 562
PURPOSE
The purpose of this contract/grant is to assist the COUNTY to meet its requirement to reduce
homelessness pursuant to the Revised Code of Washington and according to the Mason County
Homeless Plan.
COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract
and EXHIBITS and have executed this contract on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this contract are governed by this
contract including Special Conditions, General Terms and Conditions, Exhibits, and the following
other documents incorporated by reference: Housing RFP Application, instructions and disclosures.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name
Kevin Shutty, Chair
Authorize Signature Date
APPROVED AS TO FORM:
Print Name & Title
Tim Whitehead, Chief DPA
Date
n Professional Services Contract(rev 04/2019) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT# SFC: 2019-2021.1
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as
"COUNTY" and Shelton Family Center hereinafter referred to as "CONTRACTOR."
Contracted Entity Shelton Family Center
Address PO Box 2341; 2129 Jefferson St.
City, State, Zip Code Shelton, WA 98584
Phone 360-463-6972
Primary Contact Name, Title Susan Kirchoff, Executive Director
Primary Contact Phone & E-mail 360-463-6972; susan@sheltonfamilycenter.org
Contractor Fiscal Contact Becca Blanton, Treasurer
Contractor Fiscal Phone & Email 360-432-0125
Washington State UBI# 604 211 635
Federal EIN 82-3875497
Total Award/Contract Value $15,000
2163 Funds Awarded $15,000
2060 Funds Awarded none
CHG Funds Awarded none
HEN Funds Awarded none
Contract Term Duration July 1, 2019-June 30, 2021
County Contract Contact Lydia Buchheit, Community Health Manager
County Contract Email & Phone Lydia bco.mason.wa.us 360-427-9670 ext 404
County Fiscal Contact Casey Bingham, Fiscal Manager
County Fiscal Email & Phone Case b co.mason.wa.us 360-427-9670 ext. 562
PURPOSE
The purpose of this contract/grant is to assist the COUNTY to meet its requirement to reduce
homelessness pursuant to the Revised Code of Washington and according to the Mason County
Homeless Plan.
COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract
and EXHIBITS and have executed this contract on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this contract are governed by this
contract including Special Conditions, General Terms and Conditions, Exhibits, and the following
other documents incorporated by reference: Housing RFP Application, instructions and disclosures.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name
Kevin Shutty, Chair
Authorize Signature Date
APPROVED AS TO FORM:
Print Name & Title
Tim Whitehead, Chief DPA
Date
Professional Services Contract(rev 04/2019) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT# TPSA:2019-2021.1
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as
"COUNTY" and Turning Pointe Survivor Advocacy Center hereinafter referred to as "CONTRACTOR."
Contracted Entity Turninq Pointe Survivor Advocacy Center
Address210 Pacific Court/ P.O. Box 2014
City, State, Zip Code Shelton, WA 98584
Phone 360-426-1216
Primary Contact Name, Title Gina Blanchard-Reed
Primary Contact Phone & E-mail 360-426-1216; tpointedirector@qwestoffice.net
Contractor Fiscal Contact Marsha Kershaw
Contractor Fiscal Phone & Email 360-426-1216; mkershaw westoffice.net
Washington State UBI# 602-012-811
Federal EIN 91-2024833
Total Award/Contract Value $51,500
2163 Funds Awarded $51,500
2060 Funds Awarded none
CHG Funds Awarded none
HEN Funds Awarded none
Contract Term Duration Jul 1, 2019-June 30, 2021
County Contract Contact Lydia Buchheit, Community Health Manager
County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404
County Fiscal Contact Casey Bingham, Fiscal Manager
County Fiscal Email & Phone Case b co.mason.wa.us 360-427-9670 ext. 562
PURPOSE
The purpose of this contract/grant is to assist the COUNTY to meet its requirement to reduce
homelessness pursuant to the Revised Code of Washington and according to the Mason County
Homeless Plan.
COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract
and EXHIBITS and have executed this contract on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this contract are governed by this
contract including Special Conditions, General Terms and Conditions, Exhibits, and the following
other documents incorporated by reference: Housing RFP Application, instructions and disclosures.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name
Kevin Shutty, Chair
Authorize Signature Date
APPROVED AS TO FORM:
Print Name & Title
Tim Whitehead, Chief DPA
Date
Professional Services Contract(rev 04/2019) Pagel
EXHIBIT A
Scope of Service
Programs:
1. Emergency Shelter: 7-month continuous stay, low barrier emergency shelter for adults from
October 1 through April 30th of each contract year
2. Year-round Case Management Services
Contractor Requirements:
Refer to the Mason County Contract Guidance Manual for more information regarding these
requirements.
A. Compliance
a. Abide by all WAC's and RCW's governing the funding, programmatic
requirements and remain current to all legislative actions that impact funded
programs and services.
b. Responsible for all the information in the:
i. RFP Application
ii. RFP Instructions
iii. RFP Disclosures
iv. Consolidated Homeless Grant Guidelines
v. Washington State Coordinated Entry Guidelines
vi. Coordinated Entry Core Elements Guidebook
vii. Washington State Local (5-year) Plan Guidelines and Mason County 5-
year Local Plan
viii. Mason County Contract Guidelines and Procedures Manual.
c. Meet all Homelessness Management Information Systems (HMIS) data base
requirements such as release of information, transferring data and data sharing
agreements.
d. Follow best practices and, if it applies, fidelity models for each project
intervention type operated.
e. Must participate in Coordinated Entry as a member of the Coordinated Entry
Advisory Board, attendance at By-name meetings, working with the lead
agency, making/receiving referrals, collaborative case management to achieve
participant goals and programmatic outcomes and assist with the
implementation of the Coordinated Entry Core Elements Manual
f. Enrollment Management: contractor agrees to manage funds against program
enrollments, so money is available throughout the contract term or households
are not prematurely terminated from the program
g. Services will be provided to program participants on a voluntary basis
h. Active role and count participant in the Point in Time Homeless Census Count
i. Washington State Quality Award Application requirements for all agencies
receiving >_$500,000 per year
Professional Services Contract(rev 04/2019) Page 13
B. Commit to ending homelessness in Mason County by working as a system and
meeting project level and system performance measures by:
a. Funding supports a Housing Crisis Response System and CONTRACTORS are
expected to collaborate for the overall improvement of the system and system
performance measurements as required by the Department of Commerce. In
some cases, system performance involvement and measures will include the
entire agency and not just the program(s) funded.
b. Ability and commitment to meet Key Performance Measures by project type:
i. Exits to Permanent Housing
1. Emergency Shelter = 50%
2. Rapid Rehousing = 80%
3. Transitional Housing = 80%
4. Increase percentage of exits to permanent housing from all
housing intervention projects to the level of the top performing 20
percent of homeless crisis response systems nationwide.
ii. Unsheltered Prioritization: Serving at least 60% unsheltered homeless
households
iii. Returns to Homelessness
1. Raid Rehousing and Transitional Housing <_ 5%
2. Emergency Shelter <_ 10%
iv. Emergency Shelters:
1. Shelter Utilization: 95% utilization rate by bed for adult shelters
and room occupancy for family shelters.
2. Create a notification system to key agencies (including law
enforcement) of available beds
v. Data Quality
1. Rapid Rehousing and Transitional Housing Destination <_ 5%
unknown responses
2. Emergency Shelters <_ 20% unknown responses
vi. Data Timeliness: All program staff must enter/update project participant
household data into HMIS within 7 calendar days following the date of
project enrollment/exit.
c. Commitment to ending homelessness for at least one subpopulation (Family,
Adult, Youth, Veteran or Chronically Homeless) and work in the community as a
system to accomplish this goal.
d. A member of the Housing Task Force to develop the Local 5-year Plan and
implement strategies and activities from the 5-year Plan to achieve objectives
and measures of success.
C. Submit the following deliverables with a commitment to reporting complete,
quality data that is timely, truthful and accurate.
a. Monthly, by the 10th of each month
i. Invoice payment request and invoice workbook submitted monthly as
soon as the agency is able as the payment process follows Mason
County Vendor payment schedule
ii. HMIS Data Quality and Timeliness
iii. Monthly Program Enrollment Report
b. Quarterly, by the 10th of each month following the quarter
i. Program Performance Report
IIS 1. Progress toward key performance measures (Section B directly
above)
Professional Services Contract (rev 04/2019) Page 14
2. If performance is below the expected outcome, submit an action
plan that describes the strategies and steps that will be taken and
a projection of how much improvement will be made by the end of
the contract year. Plans must be updated each quarter.
ii. Coordinated Entry: Lead agency will submit a report that tracks the
homelessness status of all households, engagements and housing
placements for each household.
iii. Landlord Outreach: All housing program intervention types that have
"percent exit to permanent housing" goals are expected to conduct
j landlord outreach with the purpose to expand and retain landlords willing
to rent to very low income and/or households requiring permanent
supportive housing. Submit a log quarterly of these activities (this does
not include calls on behalf of program participants).
c. Bi-annual Program:
i. Training log of all program staff
ii. Narrative Report due January 10 and July 10
d. Annually
i. Lead agency: Point in Time Count Report, due by February 15.
CONTRACTORS are expected to assist the lead agency in conducting a
comprehensive count and providing accurate data to the lead agency.
D. Consolidated Homeless Grant Subcontractors
a. All items in the CHG Guidelines are delegated to the subcontractor
b. Subcontractor is responsible for all items in the contract between Mason County
and the Department of Commerce
c. Subcontractor is responsible for all CHG Guidelines
(blank space intentional)
Professional Services Contract (rev 04/2019) Page 15
PUBLIC WORKS
MONDAY,JUNE 17,2019— BRIEFING ITEMS
FROM PUBLIC WORKS
(For Commissioners Meeting June 25,2019)
Items for this meeting are due to Diane Zoren on Wednesday,June 12,2019
5.0 CORRESPONDENCE AND ORGANIZATIONAL BUSINESS
8.0 APPROVAL OF ACTION ITEM
• Set hearing for Tuesday, July 23, 2019 to consider placing"No Parking Between'signs
on Sandhill Road near ball fields(MP 0.925 to MP 0.987).
9.0 OTHER BUSINESS
(None)
10.0 PUBLIC HEARINGS AND ITEMS SET FOR A CERTAIN TIME
(None)
DISCUSSION ITEMS:
• Hoodsport Pedestrian Safety Improvements
• Update: Satsop Cloquallum Mitigation Re-Award
• Signing on Cole Road
Attendees:
Commissioners: Public Works: Other Dept. Staff.: Public:
_Randy Neatherlin _Diane Sheesley
_Kevin Shutty _Loretta Swanson
Sharon Trask _Others:(List below)
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Diane Sheesley, County Engineer
DEPARTMENT: Public Works EXT: 450
BRIEFING DATE: June 17, 2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, lease provide only new information
ITEM: Sand Hill Road No Parking Signs - Set Hearing
EXECUTIVE SUMMARY: There has been an on-going public safety concern
regarding vehicles parking on the traveled-way along the guardrail, between
milepost 0.925 and milepost 0.987 of Sand Hill Road, left side, a distance of 327
feet. This is particularly an issue during league baseball season, when the ball
fields are in use.
We have discussed the traffic and pedestrian safety concerns from parked
vehicles impeding access along this portion of Sand Hill Road, and have
concluded that "No Parking Between Signs" would be an effective approach to
addressing the issue.
RECOMMENDED ACTION: Recommend the Board set a Public Hearing for
Tuesday, July 23, 2019 at 6:15pm to consider authorizing "No Parking between
Signs" on Sand Hill Road from milepost 0.925 to milepost 0.987, left side.
Attachment: Notice
NOTICE OF HEARING
NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a
public hearing in the Commissioners Chambers at Mason County Courthouse Building I,411 North
Fifth Street, Shelton, Washington, on Tuesday, July 23,2019, at 6:15pm.
SAID HEARING will be to consider restricting parking on the left side of Sand Hill Road
between milepost 0.925 and milepost 0.987 near the school baseball fields.
ALL INTERESTED CITIZENS are invited to attend said hearing.
DATED this 25th day of June, 2019.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Clerk of the Board
cc: Sheriff
Public Works
Post(in 2 locations): No later than July 8,2019.
JOURNAL: Publish 2t: 7/4/19 & 7/11/19 (bill Road Dept.)
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Loretta Swanson, Director
Diane Sheesley, County Engineer
DEPARTMENT: Public Works EXT: 450
BRIEFING DATE: June 17, 2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: SR 101 WSDOT Hoodsport Pedestrian Safety Improvements
EXECUTIVE SUMMARY: On May 22, 2019, WSDOT held a charrette in Hoodsport to
gather information from citizens about their views of pedestrian safety, primarily on SR-
101. The results of this charrette will be published in a report by WSDOT in July, 2019.
BUDGET IMPACTS: Some of the preliminary cost information for improvements was
provided by WSDOT for Mason County's consideration and it is this information that
Public Works wishes to share with the Board (see the attached email).
RECOMMENDED ACTION: No recommend action. Informational
Attachment: Email WSDOT
Briefing Summary 6/11/2019
From: "Engel,Dennis"<EngelD@wsdot.wa.gov>
To: "portmail@hctc.com"<portmail@hctacom>
CC: "Turpin,Theresa"<turpinT@wsdot.wa.gov>,"Ott,Sarah"<OttSara@wsdot.wa.gov>,"dnsmith@co.mason.waus"
<dnsmith@co.mason.waus>
Date: 6/6/2019 11:38 AM
Subject: Hoodsport Charrette
After our meeting I was asked to see what a crosswalk and Rectangular Rapid Flashing Beacons(RRFB)for the crosswalks would cost.
I talked to our traffic office about the information we heard at the meeting in Hoodsport and got some additional information.
First for the RRFB's for one set,one in each direction for a crosswalk,it costs about$9,400 for hard wired or$11,000 for solar.This is just the
costs for purchasing the equipment.Our traffic office said that if the county or community purchases them,WSDOT will install them at our
expense.The county would need to enter into an agreement to maintain,WSDOT would not maintain them.Of course if you went with the
hardwire,the county or community would need to pay the electric bill,if there is power close by that can be used.The solar needs new batteries
every two years or so.
Now for the crosswalk discussion.Our traffic office would not allow for a crosswalk in mid block,they are not what drivers would expect and are
not something they would allow.However,a crosswalk at the intersection near the library at N Schoolhouse Hill Rd would be allowable.In fact
our Region Traffic Engineer,Steve Kim and our Traffic Operations Engineer Sarah Ott agreed that they would install a crosswalk at N
Schoolhouse Hill Road at no cost to the county or the community.This will not be done until later in the summer.They have to wait for new
funding atter July 1 st and then schedule the work with their crews.
I hope this helps,we are working on the draft report and will send it to you when it is ready for review.
If you have any questions please let me know.
Dennis Engel,P.E.
Multimodal Planning Manager
OR Wellness Coordinator
(360)357-2651
(253)381-2673(Cell)