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Home My WebLink About2019/07/23 - Regular BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS Mason County Commission Chambers, 411 North 5"' Street, Shelton, WA .July 23, 2019 1. Call to Order—The Chairperson called the regular meeting to order at 6:00 p.m. 2. Pledge of Allegiance— Dave Windom led the flag salute. 3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2— Kevin Shutty; Commissioner District 3 — Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Economic Development Council of Mason County sent in their 2019 second quarter report. 5. Open Forum for Citizen Input— 5.1 Aaron Pufal, Hoodsport, spoke about his experience with antisemitism in recent fire district training. He has filed complaints against Fire Station 6. 6. Adoption of Agenda - Cmmr. Trask/Neatherlin moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes—July 8 and July 15, 2019 Briefing Minutes. Cmmr. Neatherlin/Trask moved and seconded to approve July 8 and 15 briefing meeting minutes. Motion carried unanimously. N-aye; S-aye; T-aye. 8. Approval of Action Agenda: 8.1 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s 8065545-8065795 $ 702,889.40 Direct Deposit Fund Warrant #s $ Salary Clearing Fund Warrant #s $ 8.2 Approval of the Litter Control Grant Agreement (SWMCLCP-1921-MaCoSO-00029) between the Mason County Sheriff's Office and the Washington State Department of Ecology. This grant is in the amount of$85,600 and is effective until June 30, 2021. 8.3 Approval of the second amendment to the Interlocal Agreement (ILA) between Mason County and Thurston County which formed the Thurston-Mason Behavioral Health Organization (TMBHO). 8.4 Approval of contract 20-46108-20 between Mason County Health and the Department of Commerce for the Consolidated Homeless Grant in the amount of$1,847,722. 8.5 Approval of the Evidence Based Expansion Grant #1963-59134 between Mason County and the State of Washington Department of Children, Youth and Families. 8.6 Approval of the County Program Agreement #1963-59133 between Mason County and the State of Washington Department of Children, Youth and Families. 8.7 Approval to set a hearing on Tuesday, August 13, 2019 at 9:15 a.m. to consider the sale of surplus parcels 32021-56-02003 and 32021-56-02004 in the amount of $11,000. 8.8 Approval of the resolution amending Personnel Policy 14.5 E-Mail and Voice Mail (Electronic Communications). Cmmr. Neatherlin/Trask moved and seconded to approve action items 8.1 through 8.7 with the exception of Item 8.8 which is removed for a separate vote. Motion carried unanimously. N-aye; S-aye; T-aye. Item 8.8 removed for discussion. Jeff Carey commented on the management of County emails. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS July 23, 2019 - PAGE 2 Cmmr. Neatherlin stated he too had concerns with the policy and deleted emails will be retained for one year. Cmmr. Neatherlin/Trask moved and seconded the approval of the resolution amending Personnel Policy 14.5 E-Mail and Voice Mail (Electronic Communications). Motion carried unanimously. N-aye; S-aye; T-aye. Resolution No. 68-19 (Exhibit A) 9. Other Business (Department Heads and Elected Officials) –Cmmr. Shutty responded to Mr. Pufal comments. 10. 9:15 a.m. Public Hearings and Items set for a certain time 10.1 Public Hearing to consider authorizing"No Parking Between Signs"on Sand Hill Road from milepost 0.925 to milepost 0.987. Dave Smith presented the staff report. Due to on-going public safety concern regarding vehicles parking in this area of Sand Hill Road, staff is recommending "No Parking Between Signs" be posted. Cmmr. Neatherlin/Trask moved and seconded to authorize"No Parking Between Signs"on Sand Hill Road from milepost 0.925 to milepost 0.987. Motion carried unanimously. N-aye; S-aye; T-aye. Resolution No. 69-19 (Exhibit B) 11. Board's Reports and Calendar -The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment–The meeting adjourned at 6:29 p.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON �Yg— Metes wry, Jerk 0 the Board Kevin Shutty, C it aron Tra c, Commissioner C Rand eatherli C missioner Exhibit A RESOLUTION NO. ' ) 9 A RESOLUTION AMENDING RESOLUTION 22-18 PERSONNEL POLICY—AMENDING CHAPTER 14.5 ELECTRONIC COMMUNICATIONS- E-MAIL MANAGEMENT POLICY WHEREAS, Mason County utilizes various electronic methods of communications within the county and with many citizens, businesses and organizations; and WHEREAS, E-mail messages that meet the definition of a public record must be managed according to approved records retention periods and Mason County has implemented a process to support the proper management of e-mail records; and WHEREAS, Written policy and procedures are required to ensure appropriate management of e-mail messages. NOW, THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners to amend Personnel Policy Chapter 14.5 to include the Mason County E-mail Management Policy,Attachment A. ADOPTED this 23`a day of July 2019. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: tKevin Shutty, Ch it C I e k e Boar APPROVED AS TO FORM: Rand Neatherli mmissioner Tim WhiteheChief Deputy Prosecuting Sharon Trask, Commissioner ad, Attorney Printed from Mason County DM Printed frorn Mason County€ MS AtoRfiNjeNt A MASON COUNTY Email Management Policy and Procedures Overview Recognizing that e-mail messages that meet the definition of a public record must be managed according to approved records retention periods,Mason County has implemented a process to support the proper management of e-mail records. It is the responsibility of all County employees to manage records according to retention requirements mandated by federal, state and/or local statute,grant agreement,and/or other contractual obligations and Mason County's policies and procedures. Storing every email is not the same as managing public records created and/or received as emails. Such a strategy is unlikely to be sustainable in the long run,will make it harder to locate the public records that do need to be retained and may not be the most efficient use of agency resources. Mason County supports appropriate management of e-mail messages through: • Implementation of an email archiving solutions that provides central storage and access of e-mail messages that meet the definition of a public record. • Development of user procedures and guidelines. • Training for email storage is available to all employees through the Secretary of State https•//www sos wa g-ov/archives/recordsmamement/managing_ emails.Wx. Please contact your department's records retention staff for assistance. Policy 1. All e-mail messages sent or received that are related to the conduct of County business must be evaluated for the function and content of the record.The function/content of each e-mail message should be evaluated against the following criteria of a public record: • Was the email created in the course of doing County business? • Was the email received for action? • Does the email document County activities, decisions,or actions? • Is the email mandated by statutes or regulations? • Does the email support financial obligations or legal claims? • Does the email communicate County requirements? 2. Email messages that meet the definition of a public record must be managed according to their approved retention period in their native format. haps•//www sos wa govtarchives/recordsmanaaemenylocal-government- records-retention-schedules---alphabetical-list.gvx 3. All email messages sent or received from a County email address will be retained for a minimum of 90 days by the County's email system. Last edited 7/17/2019 Page 1 of Z Printed from Mason County DMS Pr nt d 11rom Mason County DWS AigNtWAt A 4. Employees have 90 days from the date an email message was created or received to determine if an email meets the definition of a public record. All emails that are public records must be retained in their native format for their approved records retention period. Retention periods are based on functional use of the information contained in each message. 5. Employees shall place email messages in email storage folders for the appropriate retention period as approved by the Washington State Local Records Committee Records Retention Schedule. The email archiving system will retain email based on folder designation. It is critical to use the appropriate email storage folder. 6. 90 days after the received date,e-mails will be purged from the County's email system (Outlook). E-mails in your in-box will be retained by the county's archiving system(Retain)for two years and deleted e-mails will be retained for one year. This process will purge archived emails that have met their required retention period and junk e-mails. Purged means deleted and unrecoverable. 7. In order to comply with records management requirements and the Washington State Public Records Act(RCW 42.56)email messages that meet the definition of a public record must be stored within technology systems supported by the County.The County's email archiving solution is considered the official system of record for County email messages. Requests for alternative methods for retaining emails must be submitted to the Information Technology Department for approval. 8. The creation of new Microsoft Outlook Personal Storage Table (.pst) files is prohibited. Definitions & References Public Record Information in any format,that has been made by or received by Mason County in connection with the transaction of public business. Transitory Record A public record with minimum retention value. These records can be deleted "as soon as no longer needed for agency business". They are subject to public disclosure while they exist. Non-Record Non-records may be created or maintained by County employees,but do not document the organization,functions,policies,decisions,procedures, operations,or other activities of Mason County. Records Management Requirements RCW 40.14-Preservation and Destruction of Public Records h ://a s leg.wa zov/rew;default aspx?cite=40.14 WAC 434-662-040-PRESERVATION OF ELECTRONIC PUBLIC RECORDS Agency Duties and Responsibilities: httpJ/apps.leg.wa.gov/WAC/default.aspx?cite=434-662-040 WAC 434-662-150—Preservation of Electronic Public Records:Email Management http.-/,`apps.lep-,wa.izov/WAC/default.as cite=434-662-150 Last edited 7117/2019 Page 2 of 2 P'r'inted from Mason County P Dr need from Mason County DMS Exhibit B RESOLUTION NO. SAND HILL ROAD NO PARKING RESTRICTION WHEREAS,the public has expressed traffic and pedestrian safety concerns regarding parked vehicles along Sand Hill Road from milepost.0.925 to milepost 0.987. WHEREAS, the Mason County Department of Public Works has requested the Board of Mason County Commissioners restrict parking along the portion of Sand Hill Road near the school baseball fields along the left side of the roadway; and, WHEREAS,a public hearing was held and comments were received,concluding that it is in the best interest of public safety to place No Parking signs in this area of Sand Hill Road. NOW,THEREFORE,BE IT RESOLVED,per RCW 46.61.570, no parking of vehicles along the left side of Sand Hill Road from milepost 0.925 to milepost 0.987; the County Engineer is hereby directed to place the necessary signs to enact this Resolution, effective as soon as posted. DATED this rday of July,2019. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON KEVIN SHU TY, Chair ATTEST: _ SHARON RAS�KVice Chair NIELAS WRY, aerk of the Beard RANYY NE HE IN, Commissioner APPROVED AS TO FORM: TIM WHll+-4WA7D, Chief Deputy Prosecuting Attorney Printed from Mason County Printed from Mason County DMS