HomeMy WebLinkAbout2019/10/07 - Briefing Packet BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of October 7, 2019
Monday, October 7, 2019
Commission Chambers
9:00 A.M. Executive Session — RCW 42.30.110 (1)(g) — Performance of
public employee
9:30 A.M. Support Services — Frank Pinter
10:00 A.M. Community Services — Dave Windom
10:30 A.M. BREAK
10:45 A.M. Public Works — Loretta Swanson
Utilities & Waste Management
11:15 A.M. Interviews for Veterans Advisory Board
Commissioner Discussion — as needed
BREAK— NOON
2:00 P.M. 2020 Budget Workshop
WSU Extension Office & Noxious Weed Control
2:30 P.M. 2020 Budget Workshop
Commissioners' Budget
Non-Departmental Budget
Commissioners' Special Fund Budgets
Commissioner Discussion — as needed
Tuesday, October 8, 2019
Commission Chambers
10:00 A.M. 2020 Budget Workshop
Assessor's Office
Commissioner Discussion — as needed
Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version.
Last printed 10/03/19 at 9:48 AM
If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair
#275-4467,Elma#482-5269.
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF
October 7, 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.
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Mason County Support Services Department Budget Management
411 North 5
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j Shelton WA 98584 Emergency Management
Facilities, Parks&Trails
360.427.9670 ext. 419 Human Resources
Information Services
Labor Relations
/A Risk Management
MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES
October 7, 2019
• Specific Items for Review
o National Weather Service Storm Ready Certification —Ross
o State Homeland Security Program Grant— Ross
o Delete Fund 119 Reserve for Technology in 2020 Budget—Jen
o Amend Tidelands Lease Agreement with Seattle Shellfish —Jen
o Permission to contract for site evaluation and cleanup plan development for various properties
affected by the Trails End Lake chip sealing incident - Dawn
o Review draft lobbying agreement with City of Shelton—Frank
o Teamsters Collective Bargaining Agreements for Detention and Probation - Frank
o Permission to change a Seasonal position in Facilities & Grounds budget to a FTE Maintenance II &
move an existing Maintenance III position to a Maintenance IV position for the administration of
the leased fleet— Frank
o Resolution for loan application to the Public Works Board for Belfair Sewer—Frank
• Commissioner Discussion
J:\DLZ\Briefing Items\2019\2019-10-07.docx
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MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Ross McDowell
DEPARTMENT: Emergency Management EXT: 806
BRIEFING DATE: 10-07-2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance €Human Resources
€Legal €Other— please explain
ITEM: Nation Weather Service Storm Ready Certification
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions):
Mason County Emergency Management just completed the renewal of our National Weather
Service Storm Ready program qualifications for September 2019 — September 2022.
We Provided National Weather Service (NWS) with all the needed criteria for receiving,
monitoring and warning disseminating of NWS information and local weather / water
conditions. We received praise for our extensive community preparedness education and
activities that Mason County DEM provides to our community.
BUDGET IMPACT:
None
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.)
RECOMMENDED OR REQUESTED ACTION:
Just informational, our dedication to the community is being recognized.
ATTACHMENTS:
National Weather Service Storm Ready Certificate
Briefing Summary 9/25/2019
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For improving the timeliness and effectiveness of hazardous weather warnings through a
diligent and proactive approach of increased communication and preparedness the National
Weather Service herby recognizes
Mason County
as StormReady through September 2022.
Logan Johnson Reid Wolcott
Meteorologist-In-Charge Warning Coordination Meteorologist
National Weather Service National Weather Service
Seattle, Washington Seattle, Washington
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Ross McDowell
DEPARTMENT: Emergency Management EXT: 806
BRIEFING DATE: October 7, 2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance €Human Resources
X Legal €Other — please explain
ITEM:
State Homeland Security Program (SHSP) FY-19 Grant Contract # E20-071 for $28,383 from
Washington State Military Department (EMD) and US Department of Homeland Security.
Performance period is from 9/1/2019 to 8/31/2021.
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions):
The Mason County Emergency Management Division is part of Homeland Security Region 3
(Mason, Lewis, Thurston, Grays Harbor and Pacific Counties). This is an annual grant
received from the US Department of Homeland Security pass-through Washington State
Military Department (EMD) and then to the Homeland Security Regions. At our Regional
level, the funding distribution formula involving a base amount and population. Mason
County has received the yearly SHSP Grant since 2003. The funding for this grant has
increased slightly this year's grant amount is $28,383 (2018- $23,124). The grant fund will
provide for secondary power, communications and support of past SHSP projects.
BUDGET IMPACT:
Increase 2020 budget revenue for Emergency Management and spending authority for the
grant amount $28.383.
PUBLIC OUTREACH: (Include any legal requirements, direct notice, website, community
meetings, etc.)
Review of contract by Chief Deputy Prosecuting Attorney Tim Whitehead
RECOMMENDED OR REQUESTED ACTION:
Recommend accepting the SHSP FY-19 grant contract # E20-071 and allow the Emergency
Management Manager to sign the contract for Mason County to receive the funding.
ATTACHMENTS:
Excerpts from Homeland Security Grant Agreement #E20-071
Briefing Summary 9/26/2019
Washington State Military Department
HOMELAND SECURITY GRANT PROGRAM AGREEMENT FACE SHEET
1, Subrecipient Name and Address: 2. Grant Agreement Amount: 3. Grant Agreement Number:
Mason County Emergency Management $28,383.00 E20-071
100 West Public Works Drive, Building 1
Shelton,WA 98584-9714
4. Subrecipient Contact, phone/email: 5. Grant Agreement Start Date: 6. Grant Agreement End Date:
Ross McDowell, 360-427-9670 Ext.806 September 1, 2019 August 31, 2021
rmcdowell@co.mason.wa.us
7. Department Contact, phone/email: 8. Data Universal Numbering System (DUNS): 9. UBI#(state revenue):
John Hollingsworth,253-512-7044 069580751 232-002-101
john.hollingsworth@mil.wa.gov
10. Funding Authority:
Washington State Military Department the"Department")and the U.S. Department of Homeland Security (DHS)
11. Federal Funding Identification#: 12. Federal Award Date: 13. Assistance Listings#(formerly CFDA)#&Title:
EMW-2019-SS-00044-S01 08/8/2019 97.067-19HSGP(SHSP)
14. Total Federal Award Amount: 15. Program Index#&OBJ/SUB-OBJ:
$15,581,281 Local: 793SL, 793SB,793SQ, 793SC,793SH,793SZ I NZ
State: 793SG, 793SS,793SA,793SS,793ST,793SE I NZ
16. Service Districts: 17. Service Area by County(ies): 18. Women/Minority-Owned, State
BY LEGISLATIVE DISTRICTS: 35 Mason Certified: ® N/A ❑ NO
BY CONGRESSIONAL DISTRICTS: 6 ❑ YES, OMWBE#
19. Agreement Classification 20. Contract Type(check all that apply):
❑ Personal Services ❑ Client Services ® Public/Local Gov't ❑ Contract ® Grant ® Agreement
❑ Research/Development ❑ A/E ❑ Other ❑ Intergovernmental(RCW 39.34) ❑ Interagency
21. Subrecipient Selection Process: 22. Subrecipient Type(check all that apply)
® "To all who apply&qualify" Competitive Bidding ❑ Private Organization/[ndividual ❑ For-Profit
❑ Sole Source ❑ A/E RCW :] N/A ® Public Organization/Jurisdiction ❑ Non-Profit
❑ Filed w/OFM? :1 Advertised? ❑ YES ❑ NO ❑ CONTRACTOR ® SUBRECIPIENT ::1 OTHER
23. PURPOSE&DESCRIPTION:
The purpose of the Federal Fiscal Year(FFY)2019 Homeland Security Grant Program(19HSGP)is to support state,local,tribal,and territorial efforts
to prevent terrorism and other catastrophic events and to prepare the Nation for threats and hazards that pose the greatest risk to the security of the
United States.19HSGP provides funding to implement investments that build,sustain,and deliver the core capabilities essential to achieving the National
Preparedness Goal of a secure and resilient Nation. 19HSGP supports core capabilities across the five mission areas of Prevention, Protection,
Mitigation, Response,and Recovery based on allowable costs. HSGP is comprised of three interconnected grant programs: State Homeland Security
Program (SHSP), Urban Areas Security Initiative (UASI), and Operation Stonegarden (OPSG). Together, these grant programs fund a range of
preparedness activities,including planning,organization,equipment purchase,training,exercises,and management and administration.
The Department is the Recipient and Pass-through Entity of the 19HSGP DHS Award Letter for Grant No. EMW-2019-SS-00044-S01, which is
incorporated in and attached hereto as Attachment 1,and has made a subaward of funds to the Subrecipient pursuant to this Agreement. The
Subrecipient is accountable to the Department for use of Federal award funds provided under this Agreement.The Subrecipient's Work Plan,Timeline,
and Budget for the subaward are detailed in Attachment 2.
IN WITNESS WHEREOF, the Department and Subrecipient acknowledge and accept the terms of this Agreement, including all referenced Exhibits and
Attachments which are hereby incorporated in and made a part hereof,and have executed this Agreement as of the date below.This Agreement Face Sheet;
Special Terms&Conditions(Exhibit A);General Terms and Conditions(Exhibit B);Attachments 1 and 2;and all other documents,exhibits and attachments
expressly referenced and incorporated herein contain all the terms and conditions agreed upon by the parties and govern the rights and obligations of the
parties to this Agreement.No other understandings,oral or otherwise,regarding the subject matter of this Agreement shall be deemed to exist or to bind any
of the parties hereto.
In the event of an inconsistency in this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving
precedence in the following order:
1. Applicable Federal and State Statutes and Regulations 4.Special Terms and Conditions
2. DHS/FEMA Award and program documents 5.General Terms and Conditions, and,
3. Work Plan, Timeline, and Budget 6.Other provisions of the Agreement incorporated by reference.
WHEREAS, the parties hereto have executed this Agreement on the day and year last specified below.
FOR THE DEPARTMENT: FOR THE SUBRECIPIENT:
Signature Date Signature Date
Regan Anne Hesse, Chief Financial Officer Ross McDowell, Manager
Washington State Military Department Mason County Emergency Management
BOILERPLATE APPROVED TO FORM: APPROVED AS TO FORM (if applicable):
Brian E. Buchholz, Sr.Assistant Attorney General 9/16/2019
Applicant's Legal Review Date
DHS-FEMA-HSGP-SHSP-FFY19 Page 1 of 39 Mason County, E20-071
9/30/2019 Re: Review of SHSP FY-19 Contract
t Reply I v ® Delete Junk i ••• X
Re: Review of SHSP FY-19 Contract
Tim Whitehead Reply
Ross McDowell
Label: MasonCounty(3 months) Expires: 12/26/2019 10:51 AM
Ross,
Thanks for sending this to me early. It looks very similar to the previous agreement. I'm fine with it.
Timothy W. Whitehead
Mason County Prosecutor's Office
Chief Deputy Prosecuting Attorney
P: (360) 427-9670 ext. 417
F: (360) 427-7554
From: Ross McDowell
Sent:Thursday, September 26, 2019 4:05:05 PM
To:Tim Whitehead
Subject: Review of SHSP FY-19 Contract
Tim,
I am sending you the attached copy of the WA State EMD / FEMA Homeland Security Grant contract for
review. It seems the same as last years contract. I will get the paper copy to you prior to the actual BOCC
Meeting. I am not briefing the BOCC until October 7th and then two weeks later I will put it on the BOCC
Agenda.
Thanks,
Ross
G. Ross McDowell
Mason County
DEM Manager, Information Technology Manager
and Parks & Trails Manager
Office: 360-427-9670 ext 806
Cell: 360-490-7646
RMcDowell@co.mason.wa.us
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MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
BRIEFING DATE: October 7, 2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ✓ Budget/Finance ❑ Human Resources
✓ Legal ❑ Other— please explain Audit Committee
ITEM: Review of draft resolution deleting Fund No. 119, Reserve for Technology, in the
2020 Budget, and recording those revenues and expenditures in Fund No. 500, Information
Technology
EXECUTIVE SUMMARY: The County has adopted a Financial Policy which states "only the
minimum number of funds consistent with legal and operating requirements should be
established, because unnecessary funds result in inflexibility, undue complexity, and
inefficient financial administration".
Fund 119, Reserve for Technology, was created by Resolution No. 28-00 to be used for
technological improvements in communication and information systems. The fund is
classified as a special revenue fund, and should be classified as an internal service fund.
Recording the revenues and expenditures in Fund No. 500, Information Technology, will still
allow funds to be collected and used as originally intended. It will also keep the County in
compliance with the State Auditor's Office prescription of BARS by recording the funds
activity within the internal service fund.
BUDGET IMPACT: None —the fund revenues and expenditures will be recorded, just in a
different fund.
PUBLIC OUTREACH: Audit Committee discussion on 9/12/19
RECOMMENDED OR REQUESTED ACTION:
Request to place on the October 1511 Consent Agenda consideration of the resolution
deleting budgetary accounting Fund No. 119, Reserve for Technology Fund
ATTACHMENTS:
Draft Lease Amendment Resolution
Possible Rent-LET Scenarios
Briefmg Summary 10/1/2019
RESOLUTION NO.
AMENDING RESOLUTION NO. 16-14
DELETION OF BUDGETARY ACCOUNTING FUND 119-000000-000-000, RESERVE FOR TECHNOLOGY
FUND
WHEREAS, RCW 36.32.120, states "..the board of county commissioners...have the care of the
county property and the management of the county funds and business.."
WHEREAS, the Reserve for Technology Fund was established for technological improvements in
communication and information systems.
WHEREAS, Fund 119 is classified as a special revenue fund, and should be classified as an
internal service fund for information technology related services.
WHEREAS, the Board of Mason County Commissioners authorizes that beginning with the 2020
budget, reserve for technology fund revenues and expenditures will be recorded in the Information
Technology Fund No. 500,thereby making Fund No. 119 obsolete.
WHEREAS, the Board of Mason County Commissioners authorizes that cash remaining in the
Reserve for Technology Fund No. 119 will be transferred into the Information Technology Fund No. 500
in the year 2020.
NOW,THEREFORE, BE IT RESOLVED,that the Board of County Commissioners of Mason County
hereby resolve to delete the following county fund in the year 2020:
119-000000-000-000 Reserve for Technology
THEREFORE, BE IT FURTHER RESOLVED, that the Board of County Commissioners of Mason
County authorize that beginning with the 2020 budget, reserve for technology fund revenues and
expenditures will be recorded in the Information Technology Fund No. 500, and any cash remaining in
the Reserve for Technology Fund No. 119 will be transferred into the Information Technology Fund No.
500.
DATED this day of 2019.
ATTEST: BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
Melissa Drewry,Clerk of the Board
Kevin Shutty,Chair
APPROVED AS TO FORM:
Randy Neatherlin,Commissioner
Tim Whitehead, Chief DPA
Sharon Trask,Commissioner
Elizabeth Frazier,Treasurer
Paddy McGuire,Auditor
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
BRIEFING DATE: October 7, 2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources
✓ Legal ❑ Other— please explain
ITEM: Review of draft resolution amending the Tidelands Lease Agreement with Seattle
Shellfish to reduce the amount of rent the County receives from 15% to 14.17% of gross
proceeds from harvests, and agree to pay any leasehold excise tax due to the County as
required by RCW 82.29A
EXECUTIVE SUMMARY: In 2013, Mason County entered into a Tidelands Lease Agreement
with Seattle Shellfish to lease tidelands adjacent to Harstine Island. The agreement specifies
that the Lessee will pay 15% of gross sales of harvests to the County. The agreement does
not consider leasehold excise tax.
RCW 82.29A, Leasehold Excise Tax, describes when the tax is due and how it is to be
collected and disbursed. In discussions with Department of Revenue (DOR), it has been
confirmed that leasehold excise tax (LET) of 12.84% is due from Seattle Shellfish on all rent
received through the contract. The tax is paid by the lessee to the County, and the County
collects the tax and remits to DOR. The County in turn will receive 46% of the tax back from
the state within two months.
Seattle Shellfish has asked to reduce the amount of rent the County receives upon harvest
from 15% to 14.17% in order to reduce potential financial harm to the company in light of
the unforeseen LET due. This will ensure that the County ultimately receives the full 15%
between the rent and LET, and will work to minimize financial harm to the shellfish company.
BUDGET IMPACT: None —the contract change will result in the County receiving the same
amount through rent & LET as it would have received in the original contract
PUBLIC OUTREACH: Meeting with Seattle Shellfish owner on 6/24/19
NEXT STEPS: If the Board agrees, the County will ask Seattle Shellfish to review the
amendment. The next step is to place on the next available Consent Agenda consideration of
the resolution amending the Tidelands Lease Agreement with Seattle Shellfish
ATTACHMENTS: Draft Lease Amendment Resolution, Draft Amended Tidelands Lease
Agreement, & Possible Rent-LET Scenarios
Briefing Summary 10/2/2019
RESOLUTION NO.
AMENDING RESOLUTION 79-17, LEASE OF COUNTY OWNED TIDELANDS
WHEREAS, Mason County owns tideland adjacent to Harstine Island, parcel #22001-44-
60570; and
WHEREAS, this parcel is 19.14 acres and the County entered into a lease agreement with
Seattle Shellfish, LLC on April 1, 2014;
WHEREAS, Seattle Shellfish has requested the lease agreement be modified to reduce
the amount of rent the County receives from the lessee to $1,000 per year for each acre
actively farmed by the lessee plus 14.17% of gross proceeds realized by Seattle Shellfish upon
each harvest of geoduck clams and other shellfish species to be paid by percentage at the time
of sale in lieu of an annual fee;
WHEREAS, Seattle Shellfish agrees to pay to the County any leasehold excise tax due at
the time of payment of rent to the County as required by RCW 82.29A;
NOW,THEREFORE, BE IT FURTHER RESOLVED by the Mason County Board of County
Commissioners the County will amend the lease agreement with Seattle Shellfish for the lease
of the County owned tidelands, parcel #22001-44-60570 for a minimum duration of 16 years
and a renewal clause to be determined by negotiation with Mason County receiving $1,000 per
year for each acre actively being farmed by the lessee plus 14.17% of gross proceeds realized by
Seattle Shellfish upon each harvest of geoduck clams and other shellfish species will be paid by
percentage at the time of sale in lieu of an annual fee; and
BE IT FURTHER RESOLVED, that Seattle Shellfish will pay to the County any leasehold
excise tax due at the time of payment of rent to the County as required by RCW 82.29A; and
BE IT FURTHER RESOLVED, that the proceeds from this lease are to be dedicated first to
any expenses incurred by Mason County Current Expense to create and administer the lease
and finally to County Government as the Board of County Commissioners desire; and
BE IT FURTHER RESOLVED, that the chairperson of the Commission is authorized to sign
the amended lease agreement with the lessee.
DATED this day of October, 2019.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY, WASHINGTON
Melissa Drewry, Clerk of the Board Kevin Shutty, Chair
APPROVED AS TO FORM:
Randy Neatherlin, Commissioner
Tim Whitehead
Chief Deputy Prosecuting Attorney
Sharon Trask, Commissioner
Filed at the Request of
and to be Returned to:
Seattle Shellfish, LLC
2101 4t`Ave E STE 201
Olympia, WA 98506
TIDELANDS LEASE AGREEMENT AMENDMENT NO. 2
Grantor MASON COUNTY, WASHINGTON
(Lessor)
Grantee SEATTLE SHELLFISH LLC, a Washington limited liability
(Lessee) company
Legal Description Additional Legal on Page 1.
(Abbreviated)
Assessor's Tax 22001-44-60570
Parcel ID No.
Reference Nos. of AF #2028115
Related Documents
THIS AMENDED TIDELANDS LEASE AGREEMENT ("Lease"), is made and
entered into this day of a 2019, by and between Mason County,
Washington, ("Mason County" or "Lessor") and Seattle Shellfish LLC, a Washington limited
liability company ("Seattle Shellfish" or"Lessee").
RECITALS
A. Mason County owns tidelands adjacent to Harstine Island, which are generally
described as Mason County Assessor Tax Parcel No. 22001-44-60570 and that are excess to
of the needs of Mason County;
B. Mason County requested and received proposals for the tidelands and held a
public hearing and approved a proposed lease with Lessee;
C. The Board of County Commissioners of Mason County adopted Resolution
68-13 on December 10, 2013, approving a lease agreement with Lessee for the purpose of
cultivating and harvesting geoduck clams on the tidelands known as Tax Parcel No. 22001-
44-60570. A copy of Resolution No. 68-13 is attached hereto as Exhibit A; and
Page I 1
AMENDED LEASE AGREEMENT WITH SEATTLE SHELLFISH
D. In 2017, the Lessee requested the Agreement be amended to include shellfish.
A copy of Resolution No. 79-17 is attached hereto as Exhibit B; and;
E. Lessee has agreed it will pay a fixed amount per acre for cultivated tidelands
and a superseding rent based on a percent of the gross sales received from the sale of shellfish
harvested from the tidelands known as Tax Parcel No. 22001-44-60570; and;
F. Lessee has requested the lease agreement be modified to reduce the amount of
Percentage Rent the County receives from 15%to 14.17%of the gross sales price received for
sale of the harvested geoduck clams; and
G. Lessor has requested the lease agreement be modified to include leasehold
excise tax. Lessee agrees to pay to the Lessor any leasehold excise tax due at the time of
payment of rent to the County as required by RCW 82.29A.
H. All other terms and conditions remain in effect as per the original contract and the
first amendment thereof.
IN WITNESS WHEREOF, the parties hereto have signed their names the day and
year first above written.
GRANTOR/LESSOR: GRANTEE/LESSEE:
MASON COUNTY SEATTLE SHELLFISH LLC
By: By:
Kevin Shutty, Chairperson James L. Gibbons, Manager
By:
Paddy McGuire,Mason County Auditor
ATTEST:
Melissa Drewry,Clerk of the Board
APPROVED AS TO FORM:
Tim Whitehead,Deputy Prosecuting Attorney
Page 12
AMENDED LEASE AGREEMENT WITH SEATTLE SHELLFISH
) :ss
COUNTY MASON )
On this day personally appeared before me ,to me known to
be the of Mason County, the limited liability company that executed the
within and foregoing instrument, and acknowledged said instrument to be the free and
voluntary act and deed of said limited liability company, for the uses and purposes therein
mentioned, and on oath stated that he is authorized to execute said instrument.
IN WITNESS WHEREOF I have hereunto set my hand and affixed my official seal
the day and year first above written.
Print Name:
NOTARY PUBLIC in and for the State of WA,
residing at
Commission expires:
STATE OF WASHINGTON )
) :ss
COUNTY OF THURSTON )
On this day personally appeared before me James L. Gibbons, to me known to be the
Manager of Seattle Shellfish LLC, the limited liability company that executed the within and
foregoing instrument, and acknowledged said instrument to be the free and voluntary act and
deed of said limited liability company, for the uses and purposes therein mentioned, and on
oath stated that he is authorized to execute said instrument.
IN WITNESS WHEREOF I have hereunto set my hand and affixed my official seal
the day and year first above written.
Print Name:
NOTARY PUBLIC in and for the State of WA,
residing at
Commission expires:
Page 13
Seattle Shellfish/ leasehold Excise Tax Scenarios
Diff.County
If Rent is changed receives between Total amount Total amount
If the Total Total Rent at 15% to 14.17%,then 46%of LET is Total Rent at original contract& Seattle Shellfish Seattle Shellfish
Seattle Shellfish on Harvest to County Rent on Harvest to And 12.83% returned to MC 14.17%&LET to amendment to Pays if contract is Pays if contract IS
Harvest is: is: County is: LET is: from DOR: MC: account for LET: NOT amended: amended:
$ 10,000 $ 1,500 $ 1,417 $ 182 $ 84 $ 1,501 $ 1 $ 1,692 $ 1,599
$ 100,000 $ 15,000 $_ 14,170 $ 1,818 $ 836 $ 15,006 $ 6 $ 16,925 $ 15,988
$ 500,000 $ 75,000 $ 70,850 $ 9,090 $ 4,181 $ 75,031 $ 31 $ 84,623 $ 79,940
$ 1,000,000 $ 150,000 $ 141,700 $ 18,180 $ 8,363 $ 150,063 _ $ 63 $ 169,245 $ 159,880
$ 3,000,000 $ 450,000 $ 425,100 $ 54,540 $ 25,089 $ 450,189 _ $ 189 $ 507,735 $ 479,640
$ 5,000,000 $ 750,000 $ 708,500 $ 90,901 $ 41,814 $ 750,314 $ 314 $ 846,225 $ 799,401
$ 6,000,000 $ 900,000 $ 850,200 $ 109,081 $ 50,177 $ 900,377 $ 377 $ 1,015,470 $ 959,281
$ 7,000,000 $ 1,050,000 $ 991,900 $ 127,261 $ 58,540 $ 1,050,440 $ 440 $ 1,184,715 $ 1,119,161
$ 8,000,000 $ 1,200,000 $ 1,133,600 _$ 145,441 $ 66,903 $ 1,200,503 $ 503 $ 1,353,960 $ 1,279,041
$ 9,000,000 $ 1,350,000 $ 1,275,300 $ 163,621 $ 75,266 $ 1,350,566 $ 566 $ 1,523,205 $ 1,438,921
is 10,000,000 $ 1,500,000 $ 1,417,000 $ 181,801 1 $ 83,629 $ 1,500,629 $ 629 $ 1,692,450 $ 1,598,801
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Dawn Twiddy
DEPARTMENT: Risk Management EXT: 422
BRIEFING DATE: 10/7/19
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources
I I Legal ❑ Other — please explain
ITEM: Approval to hire Puget Environmental, PLLC. for site evaluation and cleanup plan
development for various properties affected by the Trails End Lake chip sealing incident.
EXECUTIVE SUMMARY:
On July 2, 2019 Public Works Road crew was performing a chip sealing project on E
Trails End Drive in Mason County, Washington. An unanticipated rainfall event
occurred, and at that time the asphalt emulsion hadn't broke yet. The rain caused
the asphalt emulsion to bleed onto the right-of-way and private properties. Road
crews worked through the night to control the bleed and mitigate as much of the
damage as possible. Department of Ecology was contacted by Mason County and by
some of the effected residents, and have been involved in communicating how to
remediate the damage. Mason County is seeking the services of Puget
Environmental, PLLC to evaluate the extent of impact on affected properties and
develop an appropriate cleanup plan. To do this, Puget plans to review records and
inspect the affected sites, and develop a soil sampling and analysis plan that will be
site specific. Then, using the results of the site inspection and soil testing, Puget will
evaluate data and prepare site-specific cleanup plans for each selected property.
BUDGET IMPACT: The proposed scope of work will be billed on a unit cost basis for a total
cost not to exceed $11,500; which will come out of non-departmental claims.
RECOMMENDED OR REQUESTED ACTION: Approval to hire Puget Environmental, PLLC.
for site evaluation and cleanup plan development for various properties affected by the Trails
End Lake chip sealing incident.
ATTACHMENTS: Puget Environmental PLLC Scope of Work proposal
Briefing Summary 10/2/2019
PUGET
E N V I R O N M E N T A L P.L.L.C.
October 2, 2019
Ms. Nichole Wilston
Risk & Safety Compliance Manager
Mason County Risk Management Department
411 North 5th Street
Shelton, WA 98584
Subject: Proposal for Site Evaluation and Cleanup Plan Development
Trails End Lake Community
Mason County, Washington
Dear Ms. Wilston:
In accordance with your request, Puget Environmental, PLLC (Puget) has prepared this
proposal for site evaluation and cleanup plan development for various properties in the
Trails End Lake Community.
BACKGROUND
In July 2019 an incident reportedly occurred in the Trails End Lake Community during a
road chip-sealing project. During the project an unanticipated rainfall event reportedly
caused a portion of the asphalt road sealant material to flow onto adjacent residential
properties. Initial reports indicate approximately 25 properties may have been affected.
PROPOSED SCOPE OF WORK
Based on results of a preliminary site visit conducted on September 10, 2019, and
discussions with Mason County personnel, Puget has prepared the following proposed
scope of work to evaluate the extent of impact on affected properties and develop an
appropriate cleanup plan.
Proposed tasks are outlined below:
Task 1 — Records Review and Site Inspection Scheduling
Prior to initiation of field investigation, Puget proposes to meet with Mason County
personnel to conduct a detailed review of available information for the affected
properties including photographs, discussion notes and claims-filed information. Based
4616 25th Street NE#143,Seattle, Washington (206)518-4887
PUGET
ENVIRO NM ENTAL P.L.L.C.
on results of the review, a schedule for follow-up site inspection will be developed for
select properties to further evaluate conditions and determine what additional testing or
mitigation may be needed.
Task 2 — Site Inspection and Soil Testing
Based on results of the records review, a site specific inspection and soil sampling and
analysis plan will be developed for select properties identified as having the greatest
potential concern. The locations and number of soil samples collected will be based on
the site-specific conditions at each property. Soil sampling will consist of a combination
of shallow hand samples and deeper soil cores as needed to evaluate the extent of
impact at each property and provide information needed for development of an
appropriate cleanup plan.
Task 3 — Data Evaluation and Cleanup Plan Development
Using results of the site inspection and soil testing, Puget will evaluate data and prepare
site-specific cleanup plans for each selected property. The level of effort required for
cleanup will be dependent on the conditions identified but will likely consist of a
combination of cleaning and pressure washing along with targeted shallow soil
excavation.
ESTIMATED FEES
The proposed scope of work for Tasks 1 through 3 above will be billed on a unit cost
basis for a total cost not to exceed $11,500.00. Costs are based on an estimated two
days of sampling and preparation of six cleanup plans. Actual costs will be based on the
number of sampling days and cleanup plans requested. A summary of estimated costs
is presented below:
Task 1 — Record Review and Site Inspection Scheduling
Senior Project Manager with Travel 1 Day @ $ 1,300 $ 1,300
Task 2 — Site Inspection and Soil Testing (assumes 2 days)
Field Crew and Equipment 2 Days @ $2,250 4,500
Laboratory Analysis (NWTPH-Dx) 12 Samples @ $100 1,200
2
Project W0100219
PUGET
E N V I R O N M ENTAL P.L.L.C.
Task 3 — Data Evaluation and Cleanup Plan Development (based on 6 properties)
Cleanup Plan Development 6 Plans @ $750 4.500
Total Estimated Cost $ 11,500
We appreciate the opportunity to assist on this project. If you have any questions,
please do not hesitate to contact me at (206) 518-4887.
Sincerely,
PUGET Environmental PLLC
John K. Meyer, LAG.
Principal Hydrogeologist
3
Project WO100219
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Frank Pinter
DEPARTMENT: Support Services EXT: 530
BRIEFING DATE: 10/7/19
PREVIOUS BRIEFING DATES:
(If this is a follow-up briefing, please provide only new information)
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human
Resources
❑ Legal ❑ Other— please explain
ITEM: Proposed Interlocal Agreement for Lobbying Services with the City of Shelton
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions): Attached is a version of a draft interlocal agreement with the City of Shelton to enter
into a contract with a lobbyist for joint capital funding lobbying services
BUDGET IMPACT: $7,800 per year paid out of Non-Departmental Funds
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.)
RECOMMENDED OR REQUESTED ACTION:
Review and make recommendations for further consideration
ATTACHMENTS: Interlocal
INTERLOCAL AGREEMENT FOR LOBBYING SERVICES
THIS INTERLOCAL AGREEMENT FOR LOBBYING SERVICES ("Agreement") is entered into by and between
the City of Shelton, a Washington municipal corporation ("City"), and Mason County, a political
subdivision of the State of Washington ("County") collectively referred to hereinafter as the "Parties".
WHEREAS,the Interlocal Cooperation Act, Chapter 39.34 RCW, provides public agencies may
enter into agreements for joint and cooperative action; and
WHEREAS,the Parties believe that certain capital funding items will enjoy enhanced legislative
visibility for capital funding requests within the respective jurisdictions; and
WHEREAS,this agreement secures joint lobbying for capital requests only; and
WHEREAS, any lobbying for policy amendments shall be handled separately and will not be part
of the scope of work in this agreement; and
WHEREAS, County policy priorities shall be handled through a separately negotiated agreement
with a professional lobbyist chosen by the County; and
WHEREAS,the legislative bodies of each respective jurisdiction shall develop capital funding
requests jointly at a meeting scheduled for that purpose in the early fall of each calendar year; and
NOW,THEREFORE in consideration of the mutual covenants, conditions, promises, and
agreements set forth herein, it is agreed by and between the parties as follows:
1. LOBBYING SERVICES
Contingent upon approval and execution of this Agreement,the City of Shelton and Mason County shall
enter into a professional services agreement to secure effective lobbying services to help secure funding
for capital funding requests. The Gity of Shel+en %A0611 he the n n+of EeAta6t f9F lobbying
sen•i,.es fer ^h of the paFties. (Does the county want this or should the County and the City jointly be
contacted regarding Capital Project updates?)A County Commissioner and The Mayor will be the point
of contact for lobbying serves under this agreement.
2. PAYMENT
A. The City of ShelteF "Parties" shall negotiate a monthly rate for lobbying services. The
negotiated rate will encompass capital project funding for both jurisdictions-,and
9. Fer the first three (3). S fGll.....iAg adeptien of this affeement the County shall pay
0
Gity 55- Geupty 45 of the negotiated rate
B. Following adoption of this agreement the County and City shall each pay 50%of the cost
for professional lobbying services.
IAC. All payments shall be made by the City of Shelton. Mason County shall remit their
portion of costs to the City on a monthly basis.
3. TERM AND TERMINATION OF AGREEMENT
A. This Agreement shall become effective upon execution by the Parties and shall continue
in effect unless terminated as provided below.
B. Any Party may withdraw from and terminate participation under this Agreement with
thirty(30) day notice upon the receipt of advance written notice of intent to
withdraw/terminate to the other party. The withdrawing Party shall be responsible for
a proportionate share of applicable costs when termination by either Party becomes
effective.
4. EXTENT OF AGREEMENT/MODIFICATION
This Agreement,together with attachments or addenda, represents the entire and integrated
Agreement between the parties and supersedes all prior negotiation, representation,or
agreement, either written or oral. This Agreement may be modified, amended or added to only
by written instrument properly signed by all participating Parties.
5. SEVERABILITY
A. If a court of competent jurisdiction holds any part,term or provision of the Agreement
to be illegal or invalid, in whole or in part, the validity of the remaining provisions shall
not be affected, and the parties' rights and obligations shall be construed and enforced
as if the Agreement did not contain the particular provision held to be invalid.
B. If any provision of this Agreement is in direct conflict with any statutory provision of the
State of Washington,that provision which may conflict shall be deemed inoperative and
null and void insofar as it may conflict, and shall be deemed modified to conform to
such statutory provision.
� t
PROFESSIONAL SERVICES AGREEMENT
Contract No. 200-03
THIS Agreement is made effective as of the 11t day of January, 2016, by and between Consultant,
organized under the laws of the State of Washington, doing business at:
Consultant (hereafter the "CONSULTANT")
500 Pacific Ave,Suite 540/PO BOX 1404
Bremerton, WA 98337
Contact:
and Mason County a Washington municipal corporation, established under the laws of the State of
Washington,whose address is:
Mason Client(hereafter the "CLIENT")
411 N 5th St.
Shelton WA 98584
and the City of Shelton a Washington municipal corporation, established under the laws of the State of
Washington, whose address is:
The City of Shelton (hereafter the "CLIENT")
525 W. Cota St.
Shelton WA 98584
for professional services in connection with the following project:
The Client's Capital Projects Legislative Agenda
TERMS AND CONDITIONS
1. Service by Consultant.
a. Consultant shall perform the services described in the Scope of Work attached to this
Agreement as Exhibit "A".The services performed by the Consultant shall not exceed
the Scope of Work without prior written authorization from the Client.
b. The Client may from time to time require changes or modifications in the Scope of
Work. Such changes, including any decrease or increase in the amount of compensation,
shall be agreed to by the parties incorporated in written amendments to the
Agreement.
2. Terms.This agreement shall commence on XXX,XX,2019 and shall terminate on December 31,
XXXX, unless extended or terminated in writing as provided herein.
1
3. Compensation.The Client shall pay the consultant an annual fee of$XXX for the services listed
above. Consultant may bill client travel related, communications and other expenses not to
exceed $XX for the term of the contract.
4. Payments.
a. Consultant shall maintain time and expense records and provide them to the Client
monthly after services have been performed, along with monthly invoices for work
performed to the date of the invoice.
b. All invoices shall be paid by the Client within twenty(20) days of receipt of an invoice. If
the client objects to all or any portion of the invoice, it shall so notify the Consultant of
the same within five (5) days from the date of receipt and shall pay that portion of the
invoice not in dispute, and all parties shall immediately make every effort to settle the
disputed portion.
c. Consultant shall keep cost records and accounts payable pertaining to this Agreement
available for inspection by the Client for six(6)years after finial payment. Copies shall be
made available upon request.
d. Client Content.Client unconditionally guarantees that any elements of text,graphics,
photos, designs,trademarks, or other artwork furnished to Consultant are owned by the
County, or that the Client has permission from the rightful owner to use each of these
elements, and will hold harmless, protect, indemnify and defend Consultant from any
liability(including attorney's fees and court costs), including any claim or suit,
threatened or actual,arising from the use of such elements furnished by the County.
Client shall maintain ownership of all text, graphics, photos, designs, trademarks or
other artwork furnished to Consultant by Client ("Client Content").
e. Ownership of Work Product.Once Clienthas submitted final payment to Consultant
under this Agreement, Client shall own copyright to all Work Product and source
documents produced by Consultant and delivered to CLIENT under the terms of this
Agreement.This Work Product may be shared or used in the future. Consultant retains
the right to display graphics and other elements of Work Product as examples of their
work in their portfolios.
S. Relationship of Parties.The parties intend that an independent contractor-client relationship
will be created by this Agreement. As the Consultant is customarily engaged in an independently
established trade which encompasses the specific service provided to the Client hereunder, no
agent, employee, representative or sub-consultant of the Consultant shall be or shall be deemed
to be the employee, representative or sub-consultant of the Client. In performance of the work,
the Consultant is an independent contactor with the ability to control and direct performance
details of the work,the Client being interested only in the results obtained under this
Agreement. None of the benefits provided by the Client to its employees including, but not
limited to, compensation, insurance, and unemployment insurance are available from the Client
to the employees, agents, representative or sub-consultant of the Consultant. The Client, shall
not, during the term of this agreement, engage other independent contractors to perform the
same or similar work that the Consultant performs hereunder.
6. Indemnification/Hold Harmless.
a. Indemnification of Consultant. The Client shall indemnify Consultant, its officers, agents
and employees,from and against any claim, damages, losses and expenses, including but
2
not limited to reasonable attorney's fees, arising from the county's performance under
this Agreement; provided, to the extent the claim, damages, losses and expenses are
cause by intentional acts of or by the concurrent negligence of the Consultant, its officers,
agents,or employees,the County's indemnification obligation hereunder shall be limited
to the County's proportionate share of liability as agreed to by the parties to this
Agreement or determined by a court of competent jurisdiction.
b. Indemnification of Clients.Consultant,shall indemnify the County, its officers,agents and
employees,from and against any claim, damages, losses and expenses, including but not
limited to reasonable attorney's fees, arising from the county's performance under this
Agreement; provided, to the extent the claim, damages, losses and expenses are cause
by intentional acts of or by the concurrent negligence of the Consultant, its officers,
agents,or employees,the County's indemnification obligation hereunder shall be limited
to the County's proportionate share of liability as agreed to by the parties to this
Agreement or determined by a court of competent jurisdiction.
7. Insurance. Consultant shall carry, as a minimum,for the duration of this agreement the
following insurance in such forms and with a carrier rated A.M. Best"A:VII":
a. Workers' Compensation and employer's liability insurance in amounts sufficient
pursuant to the laws of the State of Washington,
b. Commercial General Liability Insurance with limits of liability not less than $500,000 per
occurrence and $1,000,000 in the general aggregate, for bodily injury, including
personal injury or death, products liability and property damage,
c. Automobile Liability Insurance with a combined single limit of liability not less the
$500,000 for bodily injury(including personal injury or death) and property damage,
d. Certificates of Insurance naming the CLIENT as additional insured on all such insurance
policies,with the exception of the Workers' Compensation coverage.The insurance
provided to the additional insured shall be primary.The Consultant shall provide
certificates of insurance and an Additional Insured endorsement,concurrent with the
execution of this Agreement, evidencing such coverage and at the COUNTY's request,
furnish the CLIENT with copies of all insurance policies and with evidence of payment of
premiums or fees of such policies.
e. Consultants Commercial General Liability Insurance shall be primary and non-
contributory with respect to any insurance or self-insurance programs covering
COUNTY, its officers,officials, employees and agents.Any failure to comply with
reporting provisions of the policy shall not affect coverage provided to the COUNTY, its
officers,officials, employees and agents.
f. All insurance policies shall contain a clause of endorsement providing that they may not
be terminated or materially amended during the term of this Agreement, except after
forty-five (45) days prior written notice to the COUNTY. If Consultants insurance policies
are"claims made"or"claims paid",Consultant shall be required to maintain tail coverage
for a minimum period of three (3) years from the date this Agreement is actually
terminated. Consultants failure to maintain such insurance policies shall be grounds for
the COUNTY's immediate termination of this Agreement.
8. Suspension and Termination of Agreement.
3
a. Termination without cause.This Agreement may be terminated by the Client at any
time.
b. Termination with cause.The Agreement may be terminated upon the default of the
Consultant.
c. Termination by Consultant.This Agreement may be terminated by the Consultant at any
time.
d. Rights Upon Termination.
L Without or With Cause. Upon termination for any reason, all finished or
unfinished documents, reports, or other material or work of Consultant
pursuant to this Agreement shall be submitted to the Client, and Consultant
shall be entitled to just and equitable compensation for any and all work
completed prior to the date of termination, not to exceed the total
compensation set forth herein. Consultant shall use its best efforts to minimize
the compensation payable under this Agreement in the event of such
termination.
ii. Default.If the Agreement is terminated for default,the Consultant shall not be
entitled to receive any further payments under the Agreement until all work
called for has been fully performed.
e. Notice of Termination or Suspension. If delivered to the Consultant in person,
termination shall be effective immediately upon the Consultant's receipt of the Client's
written notice or such date as stated in the Client's notice of termination, whichever is
later.
9. Notice. Any notices required to be given by the Client to the Consultant or by the Consultant to
the Client shall be in writing and delivered to the following address:
Consultant Mason County
Attn: Managing Partner Attn: Board of Commissioners
500 Pacific Ave, Suite 540/PO BOX 1404 411 N 5th St.
Bremerton, WA 98337 Shelton WA 98584
10. Resolution of Disputes and Governing Law.
a. It is agreed by all parties that any and all litigation between the parties shall be filed in
Mason County Superior Court, Mason County, Washington.
b. This Agreement shall be governed by and construed in accordance with the laws of the
State of Washington. In any suit or action instituted to enforce aby rights granted under
this Agreement,the substantially prevailing party shall be entitled to recover its costs,
disbursements and reasonable attorney's feed from the other party.
11. Entire Agreement.The Written provisions of this Agreement, together with any Exhibits
attached hereto, shall supersede all prior verbal statements of any officer or other
representative of the Client, and such statements shall not be effective or be construed as
entering into or forming a part of or between parties with respect to the subject matter
hereunder is contained in this Agreement.All of the above documents are hereby made part of
this Agreement and form the Agreement document as fully as if the same were set forth herein.
Should any language in any of the Exhibits to this Agreement conflict with any language
contained in this Agreement,then this Agreement shall prevail.
4
IN WITNESS WHEREOF,the parties have executed this Agreement on the day and year set forth above.
CONSULTANT MASON COUNTY
By: By:
Managing Partner County Commissioner, Board Chair
Date: Date:
THE CITY OF SHELTON
By:
Mayor
Date:
5
Mason County 2020 Budget Policy Level Request Form
Budget Level 4
Fund or Department Name Facilities&Grounds
Fund Number XXX.XXX.XXX. 001.055.000
Project Name Short Description(30 Characters
Request to move Seasonal Position to an FTE Maintenance II&Move existing Maintenance
III position to IV for the administration of the leased fleet
Project Description(30 Words)
Project Number(1,2,3,etc.)
FTE Impact Increase/Decrease
Revenue Dollar Impact(no negatives) Increase/Decrease
Expenditure Dollar Impact(no negatives) Increase/Decrease $ 50,879.00
Net Impact $ 50,879.00
Narrative
Lines 1 thru 7-Request to move Seasonal Position at aprx.Half time to 1 FTE at Maintnenaance II.Request to move Maintenance III position to
Maintenance IV position.
Detail Accounts:for Department 001.055.000
BARS Increase Decrease Amount
518.30.510200 Increase 21,600.00
518.30.520010 Increase 2,220.00
518.30.520020 Increase 5,426.00
518.30.520030 Increase 1,653.00
518.30.520035 Increase 1,040.00
518.30.520040 Increase 14,496.00
518.30.520045 Increase 62.00
Total Increase from seasonal to 1 FTE Mnt 2: 46,497.00
518.30.510070 Increase 3,631.00
518.30.520010 Increase 278.00
518.30.520020 Increase 467.00
518.30.520045 Increase 6.00
Total Increase from Mnt III to Mnt IV: 4,382.00
Department Head or Elected Official Requesting this Project Date
Please email completed forms to:jb@co.mason.wa.us in Excel format
Budget Office Use Only: Accepted/Denied by BOCC Date
Notes:
Page 1 of 1
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kell Rowen
DEPARTMENT: Planning EXT: 286
BRIEFING DATE: October 7, 2019
PREVIOUS BRIEFING DATES: None
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance X Human Resources
❑ Legal ❑ Other— please explain
ITEM: Ron Buckholt, Senior Planner (permit planner) has submitted a letter of resignation.
His last day is October 11, 2019.
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions): Community Services/Planning would like to fill this position as soon as possible after
Ron's departure date of October 11, 2019.
BUDGET IMPACT: This is a permanent position that is accounted for in existing and future
budget. No impact.
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.) HR will post the job description and recruitment per their standards.
RECOMMENDED OR REQUESTED ACTION: Allow Community Services to post and fill the
permit planner position.
ATTACHMENTS: None
Briefing Summary 10/1/2019
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kristopher Nelsen, Permit Administrator
DEPARTMENT: Community Services EXT: 359
BRIEFING DATE: 10/7/2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources
❑ Legal ❑ Other— please explain
ITEM: Permit Assistance Center hours and processing development permits.
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions):
Neighboring jurisdictional comparison included within the attached report.
BUDGET IMPACT:
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.) Potential amendment to previous resolution and/or ordinance.
RECOMMENDED OR REQUESTED ACTION: Approval for pursue new hours and
operational considerations for 2020.
ATTACHMENTS: Staff report 3-page document.
Briefing Summary 10/2/2019
MASON COUNTY
COMMUNITY SERVICES
Building,Planning,Environmental Health,Community Health
To: David Windom,Community Services Director
From: Kristopher Nelsen,Permit Administrator
Date: Tuesday,October 01,2019
Subject: Permit Assistance Center hours and processing development permits.
Background:
Continued efforts in reducing review lag time and managing reasonable expectations between increased
submissions with no increase to staffing.As Mason County's division of Community Development and
Community Services Department(CSD)continue to be a training ground for surrounding jurisdictions,it
is necessary to implement similar operational standards.As a result,a continued rotational delay of
having inconsistency impacts daily interdepartmental delivery. Major progress has been made in
improvements in the last few years,specifically in tools,cross-training and communication.
Currently,our staff wear many different hats within any given day. This is not limited to individuals or
even divisions of CSD,each office front line and field staff constantly transition between different roles
and specialties when addressing customer inquiries,reviewing documents,or collaborating on irregular
solutions. In the last few years,much progress has been made in the department's ability to communicate
across divisions,Allstaff training and technology upgrades have assisted in many areas for one stop
customer access,and as a result we have retained permit intake numbers.However,by not contracting out
and bringing commercial reviews and inspections inhouse the workload has increased with no addition to
current staffing.By default,this has also added to review lag time.As a team,the balance of productivity
has continued to be observed as outstanding with all aspects of daily interruptions and transitions
considered.Yet again we continue to remain at 8-9 weeks out while moving into the hopeful coming
"offseason".
Assessment:
We were somewhat successful in our attempt to address the last few busy seasons by offering staff
overtime. However,with a skeleton crew each training,holiday,or illness we fall behind. With our
current staffing capacity this has continued to be limited as no offseason or recession yet to hit the
development industry in the county.As a continuously revolving industry,declines in one area increase
demand in another.Part of our department's struggle continues by being bombarded with time consuming
Page 1 of 3
l \
inquiries by outside parties. To help combat these issues our neighboring jurisdictions have more limiting
access to staff and response time expectations through single source call centers,appointment only
inquiries,require scheduled submission,and through assessing hourly response rates.
Thurston County,The Building Development Center is open Monday through Friday from 8 a.m.to
4:00 p.m.During these hours you may submit applications,pick up informational handouts,and ask
questions of the staff at the counter.You may also arrange to see staff by appointment. The Building
Development Center is closed weekends and on all major holidays.Use email groups for divisional
inquires(Example; planning&co.thurston.wa.us,permitkco.thurston.wa.us, and
compliance@co.thurston.wa.us or junkvehicle@a co.thurston.wa.us).On average,for a basic residential
permit, it can take up to 12 weeks;however,more complicated projects and land-use reviews might take
up to a year.
Jefferson County,Monday Through Thursday 9-4:30,closed for lunch noon to 1. Staff-Consultation
Meeting by Appointment.Through their new Customer Assistance Meeting(CAM)system,customers
may; Schedule an appointment or request an email to discuss more in-depth questions and projects.
Examples include how critical area and shoreline regulations affect projects.Fees start at$50 for a 15-30-
minute appointment. 48-hour minimum advance scheduling is required.Customer Service fees up to$94
are credited to a permit application if the customer applies within one year from the date of the meeting.
Walk-in Hours are Monday through Thursday 10:30am-noon.All walk-in meetings as well as
appointments will be charged a minimum$50 for 30 minutes or$100 for 1 hour.Jefferson County
Environmental Public Health offers Sanitarian walk-in hours prior to DCD(Monday-Friday 9:00-
10:30am,adjacent to DCD).
Kitsap County;has implemented no submission until the Health district has signed off septic and water
installed and available. Planners&Review Staff Available: Monday-Friday 9:00 am- 12:00 pm,Permit
Technicians&General Lobby Hours: Monday-Thursday 8:00 am-4:00 pm,Friday 9:00 am- 1:00 pm.
Phone voicemail return call policy by 48hrs or next business day.
Grays Harbor County,open Monday through Friday 9-4:30 Close 12-1. Walk-ins welcome 2-4 daily or
by appointment for Plans Examiner,Permit Coordinators available during regular business hours.
Applications accepted daily until 4 PM.and now requiring approved site plans and EH approval with a
complete application.
Pierce County,Lobby hours are 9:OOam to 2:OOpm and all application are submitted online.
Recommendations:
To address the pendulum effect of intake and review,other implementation ideas have yet to be
implemented here in Mason County. These include closing the office to the public either, for lunch with a
half a day a week,or one day per week to allow for processing documents and reviews(like many
jurisdictions). Alternatively,by not accepting building plans until a complete package is submitted,
which includes site approval from Planning(limit to impervious surface, flood zone, setbacks,Geo and/or
critical areas acknowledge in approved letter per site plan)and Public Health(water adequacy, septic
installed and final acknowledging build to specs not exceeding"X"bedrooms),then property owners
Page 2 of 3
have an actual understanding of their limitations on site prior to requesting a dream home design and
engineered plans that require constant revision at the building review stage.
Another consideration may be the design layout of the entire CSD building beyond operational hours and
access. This may include but not be limited to changing phone answering functions to a digital
switchboard operation,return message policy,and/or specialist staff access to select days or hours per
week(at the front desk,and/or by appointment only).Alternatively,if a quota standard is to be
implemented on the horizon,then an assigned distribution of caseload would become part of the
workflow process. With the new software system,a completely approved submissions should be the
accepted standard and any incomplete sub-par drop off would not be accepted. In order to reduce the
impact and order having limited or capping development types may be the worst-case scenario.Again,
complex development applications should be categorically approved and reviewed given prior standards
have been acknowledged and/or accepted(such as Planning and Public Health).
Preferably the typically observed"off season"will come and perhaps allow us to mitigate this continuous
flow of submissions. Each year,the Community Services Department has been better prepared for an
organizational transition than it was the year previous.
Moving into 2020,priorities should include;
• Replace aged unsafe fleet with more efficient and digitally responsive equipment.
• Increase field capacity with mobile inspection units(tablets w/field printers).
• Operational hours closed for lunch during the business week.
• Implement approved site plans with planning letter and public health approval prior to
submission.
• Expand Digital capacity in rural areas countywide.
• Expand new Outlook email to group accounts;permits@co.mason.wa.us,
planning@co.mason.wa.us ...
• Reinstate additional review and support FTE(s).
Page 3 of 3
MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING
OCTOBER 7,2019
Briefing Items
• Set hearing to remove school zone and establish playground zone on Sand Hill Road (hearing
for November 12,2019 at 9:15am)—Diane Sheesley
Discussion Items
• Advertising 2019 Overlay Projects
Commissioner Follow-Up Items
Upcoming Calendar/Action Items
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: Dave N. Smith, PE, Transportation Engineer
Diane M. Sheesley, PE County Engineer
DEPARTMENT: Public Works EXT: 450
BRIEFING DATE: October 7, 2019
PREVIOUS BRIEFING DATES: September 30, 2019, August 12, 2019 and June 11, 2019
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human
Resources ❑ Legal X Other — Risk/Parks and Trails Department
ITEM: Sand Hill Rd. - Remove School Zone and Establish Playground Zone
EXECUTIVE SUMMARY:
The Sand Hill Elementary School zone signing on Sand Hill Road extends from
MP 0 .715 to MP 1.026, for a distance of 1642 feet. Students attending the school
either ride the bus or are transported by parents (70% ride the bus and 30% ride
with parents).
To better address public need, Public Works is proposing to remove the school zone
and instead, establish a Playground Zone along the ball fields (from MP 0.822 to MP
1.012 (Northbound) and from MP 0.746 to MP 0.935 (Southbound)). The proposal
includes a set of pedestrian actuated rapid flashing beacons (120 Volts or solar
powered) at the cross walk, new playground signs, and road work to improve the
shoulder and ditch per ADA requirements near the crosswalk.
BUDGET IMPACT:
Estimated cost to the Road Fund will be $16,000.
PUBLIC OUTREACH:
Public Works has spoken with the school district and Mason County Parks and Trails
Department. A public notice will be placed in the Shelton Journal and posted on the
County webpage.
RECOMMENDED OR REQUESTED ACTION:
Recommend the Board set a public hearing for November 12, 2019 at 9:15am to
consider removing the school zone and establishing a playground zone on Sand Hill
Road.
ATTACHMENTS:
1. Notice
2. Map
3. Ordinance 35-15
Briefing Summary
NOTICE OF PUBLIC HEARING
SPEED LIMIT
NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold
a public hearing on Tuesday, November 12, 2019 at 9:15 am, in the Commissioners Chambers
located in Courthouse Building 1, 411 North Fifth Street, Shelton, WA 98584, to consider input
from residents on removing the_school speed zone and establishing a playground zone on the
following Mason County road:
EXISTING SCHOOL ZONE:
ROAD# ROAD NAME SPEED M.P. -MY
86070 Sand Hill Road 20 0.696-1.006
Hours in Effect: Day Light Hours
Days in Effect: 7 Days a Week
Months in Effect: 12 Months a Year
PROPOSED PLAYGROUND ZONE:
ROAD# ROAD NAME SPEED M.P. -M.P
86070 Sand Hill Road 20 0.822— 1.012(Northbound)
20 0.746—0.935 (Southbound)
For questions contact the Public Works Department,360-427-9670,Ext. 450; Belfair
275-4467; Elma 482-5269, or if special.accommodations are needed, contact the Commissioners'
office Ext. 419.
DATED this 15th day of October 2019
BOARD OF COUNTY COMMISSIONERS OF
MASON COUNTY,WASHINGTON
Melissa Drewry, Clerk of the Board
cc: Commissioners
Engineer
Sheriff
Sand Hill School
Publlish: Shelton Journal-2t: 10/17/19& 10/24/19
Bill: Mason County
Department of Public Works
100 W Public Works Drive
Shelton,Washington 98584
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ORDINANCE.IVO. J 5
REVISING SCHOOL ZONE SPEED LIMIT HOURS ON
SAND HILL ROAD
ESTABLISHED BY RESOLUTION 90-06
WHEREAS, Sand hill Elementary School is located on Sand Hill Road, County Road No.
86070,adjacent to Sand Hill County Park;and,
WHEREAS, Mason County Code No. 10.52.325 and RCW 46.61.440 designates that that a
County may create a school speed zone in which it is unlawful to operate a vehicle at a speed in
excess of twenty miles per hour
WHEREAS,Mason County previously established the speed limit for the school zone on Sand
Hill Road on August 22,2016 under Resolution 90-06.
WHEREAS,to be consistent with school and park activities the speed zone limit will be in
effect,as shown:
EXIST. RECOMMENDED
ROAD NO. ROAD NAME SPEED SPEED M.P.-M.P.
86070 Sand hill Rd 20 MPH 20 WH 0.696—1.006 (Portion)
Hours in Effect Day Light Hours
Days in Effect: 7 Days A Week
Months in Effect: 12 Months A Year
NOW THEREFORE,BE IT RESOLVED,that the speed limit will be appropriately posted in
conformance with aforementioned Mason County Code and RCW and the County Engineer is
directed to erect the necessary,signs in conformity herewith.
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DATED this [ of li V i\ 2015.
BOARD OF COUNTY CONLNISSIONERS
MASON COUNTY,\VASHINGTON
Ra y Neatherlin,Chair
ATTEST:
( �V � Terr—Jeffreys,Vie itulie Almaazor,Clerk of he
ms's
Tim Sheldon,Commissioner
APPROVED AS TO FORM:
�inf Whitehead,
Deputy Prosecuting Attorney
a: Co.Commissioners
Engineer
JOURNAL: Publ.It:
RESOLUTION NO. 170-85
RESOLUTION OF INTENTION TO ESTABLISH SPEED LIMITS
MASON COUNTY ROADS
WHEREAS, the speed limits on county roads in Mason County, Washington, were
fixed by Resolution on April 20, 1981, as 50 miles per hour, except certain roads
as otherwise posted; and,
WHEREAS, existing conditions on the following roads in Mason County warrant
speed limit changes.
(Area affected) Exist. Recom.
Road Name Road Number M.P. to M.P. Speed Speed
Roessel Road 69660 0.00 to 0.72 35 mph 25 mph
Sandhill Road 86070 0.00 to 5.82 50 mph 35 mph
NOW, THEREFORE, BE IT RESOLVED that the County Engineer report thereon, which
report will include the recommended speed changes on the roads listed above,
and the Clerk of the Board shall fix a time and place for hearing the report as
required by statute, and that the Prosecuting Attorney be requested to review
and give approval to the steps herein ordered.
DATED this 31st day of December, 1985.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Ch erson
Member
C%
i
ATTEST: ember
Clerk of the Board
APPROVED AS TO FORM:
Pro ec Attorney
cc: Commissioners
Engineer
Prosecutor