Loading...
HomeMy WebLinkAbout2020/03/17 - Regular BOARD OF MASON COUNTY COMMISSIONERS'PROCEEDINGS Mason County Commission Chambers,411 North V Street,Shelton,WA March 17, 2020 1. Call to Order—The Chairperson called the regular meeting to order at 9:09 a.m. 2. Pledge of Allegiance—Todd Parker 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 Washington State Liquor and Cannabis Board sent in a Special Occasion Liquor License for North Mason Rotary Club for an event at the HUB in Belfair. 4.1.2 Washington State Liquor and Cannabis Board sent in a Marijuana License Application change of location for The Dab Lab. 4.1.3 Federal Energy Regulatory Commission sent in a letter re: 2019 Owner's Dam Safety Program Update, Cities of Tacoma and Aberdeen. 4.2 Bid award announcements- Staff: Mike Collins 4.3 News Release- Modification of Services Staff: Frank Pinter 5. Open Forum for Citizen Input— No public present due to COVID-19. 6. Adoption of Agenda - Cmmr. Neatherlin/Shutty moved and seconded to add items 8.10 and 10.2 to the agenda,and to approve the agenda as amended. Motion carried unanimously. N-aye; S-aye;T-aye. 7. Approval of Minutes—March 2 and March 9, 2020 Briefing minutes; March 3 and March 10, 2020 Regular Minutes; March 10, 2020 Special Meeting Minutes. Cmmr. Shutty/Neatherlin moved and seconded to approve the March 2 and March 9, 2020 Briefing minutes, March 3 and March 10, 2020 Regular Minutes,and March 10, 2020 Special Meeting Minutes as presented. Motion carried unanimously. N-aye; S-aye;T-aye. 8. Approval of Action Agenda: 8.1 Approval to cancel the ILA for Lobbying Services with City of Shelton and Professional Service Agreement with Phillips Burgess Government Relations and approval to authorize the Chair to sign the termination letter. 8.2 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s 8070946-8071036 $ 229,382.80 Direct Deposit Fund Warrant #s 66468-66857 $ 682,437.96 Salary Clearing Fund Warrant #s 7005040-7005074 $ 975,192.75 8.3 Approval of the three following 2020 Heritage Grant Applications totaling $1,179: • Matlock Historical Society: $179 for the purchase of archival storage materials for the Rediska-Hearing collection. • League of Women Voters: $500 towards the cost of creating six professionally designed mounted posters that focus on woman leaders in Mason County, to be displayed publicly. • Mason County Historical Society: $500 towards creating six 24" by 36"display boards showcasing six historically significant communities in Mason County. BOARD OF MASON COUNTY COMMISSIONERS'PROCEEDINGS March 17, 2020 - PAGE 2 Divisien and Little Missien Creek Water System, gFaigting permissien te rLin the utili way.-Postponed 8.5 Approval to authorize the Public Works Deputy Director/Utilities &Waste Manager to work on establishing internet service at the Hoodsport Drop Box facility, and approval to purchase another Paradigm License and computer to track and manage solid waste operations at the facility. 8.6 Approval to amend Resolution 2020-20 Mason County Personnel Policy, to update Chapter 4.5, Unusual Weather Conditions/Extreme Circumstances Policy to include public health emergencies. (Ex.A—Res. 2020-28) 8.7 Approval to adopt a Mason County Telework Program Policy and Procedures. (Ex. B— Res. 2020-29) 8.8 Approval to suspend certain limitations in County Code Chapter 2.88 Meetings of Board of County Commissioners regarding Commissioner participation in Commissioner meetings via conference call or video conference and requirement that two Commissioners be physically present. This suspension is in effect until April 30, 2020. 8.9 Approval to sign letter to the Governor requesting the state's Business and Occupation Tax for industries and small businesses be suspended. 8.l0Approval to have the Chair sign the Washington State Department of Commerce Community Services and Housing Division COVID-19 Outbreak Emergency Housing Grant. Cmmr. Shutty/Neatherlin moved and seconded to approve action items 8.1 through 8.10. Motion carried unanimously. N-aye; S-aye;T-aye. 9. Other Business (Department Heads and Elected Officials)- None. 10. 9:15 a.m. Public Hearings and Items set for a certain time— 10.1 Public hearing to consider approval of budget supplemental appropriations and amendments to the 2020 budget. Staff: Jennifer Beierle Jennifer Beierle, Budget Manager, read through the requested appropriations and amendments. She stated that grand total in the authorized expenditure appropriations,for the general fund is $274,162; Special and other funds total is $976,823. Cmmr. Shutty/Neatherlin moved and seconded to continue the hearing until Tuesday, March 24, 2020 at 6:15 p.m. in order to receive public comment. Motion carried unanimously. N-aye; S-aye;T-aye. 10.2 Public Hearing to consider the surplus of parcel 42212-51-48008 as an intergovernmental exchange to the Port of Hoodsport for use as a septic drain field for community restrooms. Staff: Loretta Swanson Engineer Mike Collins announced that the hearing was set and advertised, but due to staff error, it did not make it onto the original agenda due to Public Works staff oversight. He asked to table the hearing until May 19, 2020. Cmmr. Neatherlin/Shutty moved and seconded to approve tabling the hearing until May 19, 2020. Motion carried unanimously. N-aye; S-aye;T-aye. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS March 17, 2020 - PAGE 3 11. Board's Reports and Calendar-The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned at 9:32 a.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Meli sa re ry, Clerk the Board Sharon Trask, Chair J K&ZIP, Kevin Shutty, Co missioner Rarldy Neatherlin, ommissioner Exhibit A RESOLUTION NO. `L0z0',2$ A RESOLUTION AMENDING RESOLUTION 2020-24 MASON COUNTY PERSONNEL POLICY AMENDING CHAPTER 4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES WHEREAS, it is the responsibility of the Board of Mason County Commissioners for the coordination of county administrative programs, which is accomplished through the adoption of the Personnel Policy; and WHEREAS, it is necessary and appropriate to change the current language in Unusual Weather Conditions/Extreme Circumstances to include the public health emergencies. NOW,THEREFORE, BE IT RESOLVED, the Board of Mason County Commissioners, hereby amends Resolution 2020-20, Mason County Personnel Policy amending Chapter 4.5 Unusual Weather Conditions/Extreme Circumstances to include public health emergencies, as outlined in Attachment A. This resolution shall become effective immediately upon its passage. ADOPTED THIS day of March, 2020. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: / Sharon Trask, ithair Me issa rewry, ClerK of the Board z Randy Neatherli , Commissioner APPROVED AS TO FORM —. Kevin Shu tty o missioner Timothy Whit ad, Deputy Prosecuting Attorney Q Elected Officials&Department Heads 'Exhibit B RESOLUTION NO. � ADOPTION OF_:A RESOLUTION CREATING MASON COUNTY TELEWORK PROGRAM POLICY AND PROCEDURES ' WHEREAS, it is the responsibility of the Board of Mason County Commissioners for the coordination of county administrative programs, policies and procedures; and WHEREAS, it is necessary and appropriate to create a Telework Program to meet department missions and operation needs by helping the County to: promote management. efficiencies; increase County responsiveness in severe weather or other emergencies; enhance the recruitment and retention of highly qualified employees; and improve employee work-life balance. NOW,THEREFORE, BE IT RESOLVED, the Board of Mason County Commissioners hereby creates and adopts a Mason County Telework Program Policy and Procedure as outlined in Attachment A.-This resolution shall become effective immediately upon its passage. ADOPTED THIS day of March, 2020. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: Sharon Tras , Chair Mef is rewry, CI rk of the Board Ra y Neatherlin, Commissioner APPROVED AS TO FORM Kevin Shutty, Commissioner Timothy Whiteheaa ,— Deputy Prosecuting Attorney C: Elected Officials&Department Heads t QOML Mason County Telework Program Policy and Procedures I. PURPOSE The purpose of the Telework Program is to meet department missions and operational needs by helping the County to:-promote management efficiencies; increase County responsiveness in severe weather or other emergencies; enhance the recruitment and retention of highly qualified employees; and improve employee work-life. Department Heads may recommend, for approval form the agency Elected Official, certain employees to participate In the Mason County Telework Program. While.participating in the Telework Program, a Teleworker will continue to provide internal and external customer service and maintain the normal functions and performance standards of the County. Employees may be recommended to participate to the maximum extent possible without diminished performance so long as they meet the requirements of this policy and obtain the Elected Officials approval. The provision of this policy apply to employees participating in the Telework Program. Additionally, the provisions of the applicable collective bargaining agreement (CBA)will be honored in regard.to bargaining unit employees participating in Telework. Elected Officials and Department Heads shall review managerial, logistical organizational and other barriers to fully implement-Telework. To establish guidance and direction when there is a determined need for 'qualified employees to conduct County business from a location outside the . normal work location. 11. DEFINITIONS 1) Telewotk: Telework is one of two types of work arrangements that allows a Teleworker to perform work, during any part of their authorized.work schedule, at an approved Remote Work Location. This does not included work done while on official travel or Mobile Work. Telework is an alternative method of meeting the needs of the County and it will not be universally available in all occupational job classes and/or positions. i of 16 a. Regular Telework: Telework which occurs on a regularly scheduled basis. b. Situational Telework: Telework that is approved on a case-by-case basis or that is not part of a Regular Telework schedule. Instances in which Situational Telework may be approved include but are not limited to: operational need; inclement weather; maximize work output on days when the Teleworker's availability is impacted by personal appointments, or special work assignments. 2) Teleworker: An eligible employee who has been approved to work from a Remote Work Location and who works to produce an agreed-upon work product. The Teleworker performs the normal duties and responsibilities of his/her position from the Remote Work Location. 3) Eligible Position: An occupational job class and/or position determiried by an Elected Official or Department Head to be eligible for Telework. 4) Main Worksite: A Teleworker's primary workspace and place where the Teleworker normally performs work duties. 5) Remote Work Location: A worksite approved by the Teleworker's Elected Official or Department Head, other than the Teleworker's Main Worksite, such as the Teleworker's residence. 6) Telework Arrangements: An agreement between the Teleworker and the Elected Official, which defines the parameters for participation with the Telework Arrangements as determined by the Teleworkers departments. a. Examples of part-time participation include, but are not limited to: i. 'I day a week ii. 1 or 2 days per pay period iii. Once per month iv. On a situational or short-term basis (i.e. medical, or unscheduled Telework) 7) Mobile Work: Work which is characterized by routine and regular travel,to conduct work in customer or other worksites as opposed to a single authorized alternative worksite. a. Examples of Mobile Work include but are not limited to: i. Site audits and inspections ii. Investigations iii. Property management iv. Work performed while commuting or during travel between worksites 8) County Telework Manager: The Support Services Human Resources Office is responsible for maintaining a list of all employees authorized to 2of16 Telework through an approved Telework Agreement. All Telework . documents shall be placed in the official employee's personnel file. 9) Manager: The Teleworker's direct Manager or Supervisor:It is the responsibility of the Manager to ensure eligible positions have proper. "documentation (Teleworker Arrangement and Assessment Form, etc... sent to Human Resources; technical assistance is coordinated with- . . Information Services; maintenance of Program records and reports; gathering and.analyzing data on the employee's Telework work product; and reviewing and resolving any issues or disagreements that may arise. Ill.' POLICY The Teleworking policy.establishes guidance and direction for Elected- Officials and Department Heads when there is a determined need for qualified employees to conduct County business from a location outside the normal work location. Teleworking is an-alternative work arrangement available to qualified County employees and Elected Officials, through.a mutual agreement between-an employee and-an Elected Official(s). When employees do some of their work from places other than the traditional workplace, is,called Teleworking. Teleworking is.intended,to enhance employee job.-performance without impairing productivity or service to the - public. Telework is the sole:discretion of the:-Elected Official to authorize, modify, and revoke at any time for any reason. IV. ELIGIBILITY Teleworking is voluntary and may be used on specific occasions, or more, often-depending on the need. Elected Officials and Department Heads may initiate a request for an employee to Telework. All'employees may pot'be eligible. -9) Employees eligible to participate in the Program must: a. Have minimal need for supervision, specialized material,_or equipment; " b./.Occupy an Eligible Position; c. Have-successfully completed their_probationary period and, achieved merit status; d. Have an overall "meets expectations/satisfactory" performance evaluation for the previous annual'evaluat� on period, e. Have received Department Head and.Elected Official approval to participate in the Telework Program; and f. Voluntarily agree to participate in the Telework Program. g. Have the ability to perform all of the essential job functions while working remotely. 3 of 16 2) Employees who have been placed on a Performance Improvement Plan are not-eligible to participate in the Telework. Employees who have received formal (written reprimand and beyond) disciplinary action in the past year from the proposed start of Telework may not be eligible to participate. 3) Employees in Eligible Positions are not required to telework and have the right to refuse Telework if the option is made available to them. Similarly, all requests to Telework are subject to review by the Department Head and approved by the Elected Official. 4) Employees who are on alternate work schedules may, at the discretion of their Elected Official or Department Head, be eligible to telework. :5) The.Elected Official has the right to refuse to make Telework available to an employee who is otherwise eligible. 6) 'The Elected'Official has the right to terminate a Telework Arrangement with notice to the Teleworker. A Teleworker has the right to terminate a Telework Arrangement with notice to their Department Head. Notice to terminate a Telework Arrangement must be provided to Human .Resources. 7) Probationary Employees in Eligible Positions are not allowed to participate in the Telework Program until they have successfully completed their probationary period and have received an overall performance rating of "meets expectations/satisfactory", and has the Elected Official's approval to participate in the Telework Program. V. PARTICIPATION Telework is an employee privilege and is not an employee right. An employee .who participates.in the telework Program is subject to all County policies and procedures including, but not limited to, those regarding confidentiality; disclosure and security-of information; conflict of interest;-EEO; workplace conduct;-departmental directives and policies; and acceptable use of information.-and communication technology resources. *Elected Officials and Department Heads, who identify employees, voluntarily -agree to.participate in the Telework Program are required to: 1) Complete and submit the following forms to the Elected Official for approval: a. -Request for participation in the Telework Program; b. .Assessment for Telework Suitability; c. Manager/Department Head Assessment of Employee's Suitability; 4of16 d. Manager/Department Head Assessment of Position; e. Telework Program Safety Information; f. Telework Technology & Equipment Checklist; and g. Telework Agreement 2) Attend Telework training and complete telework assessment; 3) Adhere to-the Telework Policy or risk being terminated'from the Telework Program. 4) In the event of an unusual weather condition, extreme circumstance, or other public health emergencies, an Elected Official may authorize critical employees to Telework without completing the forms and training as required in the policy. VI. TERMS OF EMPLOYMENT The Telework Arrangement is not a contract of employment and does not provide any contractual rights to continued employment. It does not alter or supersede the terms of the existing employment relationship. The Teleworker remains obligated to comply with all County rules, policies, procedures,. practices, and instructions that would apply if the Teleworker were working at the Main Worksite. Work products developed2or produced while Teleworking continue to remain the sole property of Mason.County. VII. TRAINING Training is mandatory for all employees before beginning Telework and for Department Heads and Managers of Teleworkers. Department Heads and Managers who oversee Teleworkers must also participate in the required Telework training before an employee commences Telework. 1) The training will provide employees, managers and department heads with guidance on how to: a. Maximize the benefits of Telework and will include information on the application process; b. Teleworker roles and responsibilities; c. Department head and manager oversight of Teleworkers; d. Evaluating-the success of a Telewofk Arrangement; e.' Security of equipment'and documents; f. Instructions on proper-ergonomic positioning of furniture;..and g. Tips for employees on how to ensure the safety of their Remote Work Location. 2) In the event of an-unusual weather:condition, extreme circumstance, or other public health emergencies, an Elected Official may authorize critical 5of16 employees to Telework without completing the forms and training as required in-the policy. Vil 1. "�VORKSPACE The Teleworker must designate and maintain a clean, safe, and productive workspace at the Remote Work Location that is adequate for accomplishing necessary tasks and free of obstructions and distractions. 1) This space may be at-the Teleworker's residence or another Remote Work Location approved by the Elected Official. Factors impacting approval will include,.but are not,limited to: a. Access to specialized equipment or materials; b. Potential distractions; and c. Ability to maintain confidentiality of data and-files. 2) A Teleworker must not conduct in-person meetings with customers or co- workers at the Remote Work Location. When a meeting is scheduled on a day the Teleworker is scheduled to Telework, the Teleworker must go to the Main Worksite to attend the meeting or make alternative arrangements as agreed upon by the Manager or Supervisor-. ' 3) With reasonable advance notice, but no,less than 24 hours, the Manager or Supervisor has the right to inspect the Remote Work Location before the Telework Arrangement begins and at periodic intervals, but-no.more than once a month; during the Telework Arrangemeht'to ensure the. workspace is safe, information is secured, and all equipment is adequately . installed and performing properly. 4) A Teleworker who participates In the Telework Program must arrange for childcare during normal Working hours if the child impedes the ability to work the scheduled hours and produce the standard work product. IX. WORKERS' COMPENSATION During Telework hours, the Teleworker is covered for any injury arising:out of and in the course of employment pursuant to the Washington State Workers' Compensation Act. A Teleworker injured while working at-the Teleworker's residence or other Remote Work Locations is.required to-follow established County procedures for reporting on-the-job injuries. This can be found on the Human Resources website: http://Www.co.mason.wa.iis/forms/human- resources/index.php. 6of16 _ X. TELEWORK SCHEDULE AND AVAILABILTY 'Before the start of Telework, a Telework schedule must be agreed upon by the Manager and the Teleworker. The schedule should identify the specific days and hours to be Teleworked and remote.work location. 1) Telework schedules should include the following: 1) Meal and break periods, as required by the Mason County Personnel Policy and all.CBA's; 2) The teleworker must be available by phone, email, or both during the scheduled Telework hours, with the exception of meal period and breaks; 3) The measured product.output during a given day (i.e. write a telework policy) 2) Work schedules at the.Remote Work Location will parallel those at the Main Worksite but can be structured to meet the needs of the Teleworker, their supervisors, and the organizational mission. 3) Periodic adjustments to the Telework schedule may be necessary to achieve an optimal schedule, which suits the needs of both the County and the Teleworker.' 4) In order to realize the full environmental impact benefits of the Telework Program, a full day of Telework is preferred. 5) The total number of hours a Teleworker is expected to work per day or per pay period will not change due'to participation in the Telework Program. 6) When possible, a Teleworker will be given a minimum of 24 hours advance notice of events, which require their physical presence at the Main Worksite. The-Teleworker must comply with any reasonable'request to be present at the Main Worksite. 7) If the Teleworker is required to be present at the Main Worksite on their designated Telework day, they may switch their day during the same workweek with approval from their Department Head or Manager. 8) The Telework Arrangement may be abbreviated, or the number of hours or days-per week or month may need to be revised, or terminated in totality should office coverage become a problem due to ady changes in - work demands or office staffing, either on an interim or ongoing basis, or due to other operational needs. 9) A Teleworker must not perform personal business or activities or secondary employment during designated Telework hours. Personal business or activities include, but are not limited to.caring for dependents, 7 of'16 making or supervising home repairs, and use of computer or telephone for other than incidental non-work activities. 90)AII participants in the Telework Program must indicate accurately on their timecardswhich hours or days were worked-at the Remote Work Location. Telework is indicated on the timesheet by the Reason Code "Telework Program". XI. COMMUNICATION The-Manager or Department Head and Tel'eworker agree to review the work plan and completed work by phone, email, or face-to-face on a weekly, . monthly,.or quarterly basis to ensure standard measurable output is being accomplished. This review initially should-be reviewed weekly during the initial-thirty (30) to sixty (60) calendar days of the Teleworking Arrangement. Further review of work will be at the Manager or Department Heads. discretion. The Teleworker must be available by phone during core hours and agrees to respond to email§and phone calls during this period. Specific deadlines for returning emails and phone calls is determined by the Manager or Department Head. XII. WORK PERFORMANCE A Teleworker participating in the Telework Program is expected to perform their duties and responsibilities at the Remote Work,Location at the minimum acceptable performance level or greater. Consequently, it is critical that the Remote Work Location be free from distractions and the employee free from obligations which would impair his/her ability to provide the same time and level of attention to the work product as when at his/her Main Worksite. A Teleworker's job responsibilities will not'change due to participation in•the Telework Program. The Manager may require the Teleworker to submit. regular status reports or other information to help evaluate work performance. A decline in work performance or-a decline in service to the Teleworker's internal and external customers may result in adjustments to the Telework Arrangement or termination from the Telework Program. The Teleworker's performance plan will be modified to include Telework requirements :- A Teleworker will be held to the same performance evaluation standards as other employees in the County who do not Telework: XIII. OVERTIME, LEAVE, AND COMPENSATION Department Heads and/or Managers must approve.paid overtime or compensatory time for the time the Teleworker works at the Remote Work Location. In accordance with the county's overtime policy, overtime must be 8of16 approved in advance to preclude any unintended liability for premium pay.. Teleworkers must receive supervisory approval prior to working beyond their normal hours of duty. Failure to obtain supervisory approval may result in the termination of the Telework Arrangement and possible disciplinary action. Procedures for requesting leave will remain unchanged. The Teleworker is responsible for obtaining leave approval in advance and keeping appropriate personnel informed of leave usage in accordance'with either the Personnel Policy or the applicable CBA policy and procedures. Teleworkers working at their Remote Work Location will be granted the same holidays as employees working at the Main Worksite. If a Teleworker becomes sick at any time while Teleworking; the Teleworker must immediately notify their Manager and use sick leave to cover those hours not worked. If a Teleworker must*take some other form of leave, the Teleworker must request leave from their Manager immediately and use the leave to cover those hours not worked. A Teleworker's compensation and- benefits will not change due to participation in the Telework Program. A Teleworker must submit timesheets and leave requests in accordance with the normal policies and procedures. XIV. INCOME TAX .It will be-the Teleworker's responsibility to.determine-what, if any, income'tax implications there may be in maintaining a home office area. The County will not provide tax guidance nor will the County assume any additional tax liabilities on behalf of the Teleworker. The Teleworker is encouraged to consult with a qualified tax professional to discuss income tax implications. XV. LIABILITY , The County will defend and indemnify a Teleworker who is Teleworking at their residence or other approved Remote Work.Location for all claims arising out of and-with the Teleworker's scope of employment consistent with the provisions for the Local Government Tort Claims Act and other applicable laws and-in accordance of Mason County's Policy and Procedure-for Defense and Indemnity of Employees, Ordinance No. 06-18. Mason County is not liable for any loss, destruction, o*r damage.to property or for any injury or loss to third persons occurring at or around the Teleworker's residence or other.approved Remote Work Location. 9of16 XVI. ' INCLEMENT WEATHER At:is a County priority to ensure continuity of operations during.inclement weather or other emergency conditions. In the event of a County declared general, weather-related, or other public health emergency closures the Teleworker's Main Worksite, a non-essential.employee'scheduled to Telework will not be required to work remotely. Teleworkers must follow the Mason County's Personnel Policy, Chapter 4.5, Unusual Weather Conditions/Extreme Cifcuirrstances in the.event the-County declares-an emergency. : In the event of an,emergency.closure, forms and training may be waived until the emergency has commenced. - XVII. WORKSITE'ISSUES During closures of ill[airi'Worksites.for facility-related issues, when alternative work locations are being assigned, Telework may be approved by the Department Head-and-Elected Official. XVIII. DEPENDENT.CARE . Telew kAs not.a substitute for.dependent care. Telework is not authorized to allow-the'Teleworker.-to•.provide care to any individual during Telework hours. Hdwever,,a'dependent:traybe.homeWhile the employee'Teleworks if those. dependents are:iridependently-pursuing their own activities or otherwise cared.for�by a.-caretaker. XIX. EQUIPMENT Unless the..County-provides.equipment, the Teleworker is.responsible fob purchase,:installation, configuration, and maintenance of all equipment and services (printer; telephone, mobile�phone, cellular service, internet connection,.desk, chair, etc...) needed to Telework. Teleworkers'requ1ring access to the County's Virtual Private Netwo.rk'(VPN) must contact the IS Help Desk at 360-427-9670 ext 55$., via the County's IS Support Ticket System at.,hftp-//helpde'sk.mason'.Iocal/t`lickets/.or via e-mail to toddc6@_co.`mason.wa.us to request an account. Teleworkers must maintain up-to-date anti-virus software.on any computer used for Teleworking: The Telework computer must meet all current VPN- related and other.security requirements as established by the Department of Information Services. Individual Departments or job classifications.may have. additional requirements or guidance to be followed. The County IS Department'ghall not be responsible for the purchase, maintenance, repair, or . 10 of 16 operational costs of any such equipment or software, unless specifically agreed upon prior to the purchase or installation. XX. SUPPLIES A Teleworker may take supplies needed for work at the Remote Work Location from the Teleworker's Main Worksite with the Manager's approval. The Teleworker will not be reimbursed for out-of pocket expenses for supplies regularly available at the Main Worksite or without prior approval from a Manager. XXI. CONFIDENTIALITY A Teleworker is responsible for protecting the confidentiality, integrity, and availability of data, information, and paper files used when Teleworking. A Teleworker must follow all applicable County, federal, state, and departmental policies, laws, and regulations to protect data;accessed or maintained while Teleworking. In addition, Teleworking employees must adhere to the following: 1) Protecting information assets from unauthorized access and use by others, including family members, friends, and other visitors. 2) Leaving information assets only in secured locations and not in unattended or,unlocked vehicles, or other locations where they may be easily stolen. 3) Ensuring that any County issued equipment, such as cell phones, hot spots, or computers passwords are protected from unauthorized access and use by the Teleworker's personal equipment (i.e. County issued hot spot hooked up to personal laptop or cellphone, etc...) or used by others, including family members, friends, and other visitors. Costs incurred by personal use shall be paid by the Teleworker. XXII. PROCEDURE 1) Application Procedure a. Employees interested in Telework must submit'a completed Request for Participation form to their Manager. After the:Request for Participation form is submitted, the Teleworker and the Manager will complete the Assessment for Telework Suitability. If the outcome of the Assessment for Telework Suitability indicates that the employee is eligible for Telework, the employee and Manager must complete all required Telework Training and then draft and 11 of 16 execute the Telework Arrangement, which will then need approval by the Department Head and Elected Official. b. In the event of an unusual weather condition, extreme circumstance, or other public health-emergencies, an Elected Official may authorize critical employees to Telework without completing the forms and training as requited in the policy. . 2) Approval a. An agreed upon Telework Arrangement must be forwarded to the Department Head. If the Manager and employee are unable to. agree to the terms of a Telework Arrangement, the'Manager must forward a copy of the Request for Participation, the Assessment for Telework Suitability, and the Telework Arrangement, including.a summary of the points on which the Manager and employee agreed and disagreed, to the Department Head. The Department Head must review the materials provided and approve or disapprove the employee's request to Telework. If the request is not approved, the Department Head must give the.employee the reason for not approving the request. 'Once the Department Head has reviewed and approved the request it must be forwarded to the department's Elected Official for final approval. Once it has been fully executed by the Elected Official it must be-sent to Human Resources to be placed in the employee's personnel file. Approval of Telework is a management right. 3) Renewal a. The Teleworker must review and renew their Telework Arrangement annually prior to the'start of each new fiscal year to allow the Elected Official to evaluate the Teleworker's progress. 4) Change in Status a. Telework approvals are not transferrable to other positions. A Teleworker must submit a new set of application materials if their job changes.and they wish to continue Telecommuting. The Teleworker must first check the list of eligible positions maintained by the County Telework Management, to make sure the job-is an approved Telework position. The Teleworker must then perform at a successful,level under an established performance plan for a minimum of six months before completing a new set of application materials. If the Teleworker is approved to Telework, a new Telework Arrangement must be signed and approved. 12 of 16 b. If a Teleworker's Manager changes, but the Teleworker's job does not, the Teleworker must share and review the Telework Arrangement packet with.the Teleworker's new Manager. c. If. a Teleworker's job changes, but their Manager does not, the Teleworker must first check the eligible list to make sure the job is an approved Telework position. If the job is eligible, the Teleworker will be required to complete a new set of application materials for their new position, even though their manager has not changed. 5) Termination of the Telework Arrangement a. Teleworkers do not have an automatic right to continue to Telework and Telework Arrangements may be modified, adjusted, suspended, or terminated at any time by management (or when requested by the employee). b. Participation in the Telework Program will be terminated when the employee no longer meets the eligibility criteria. Telework Arrangements may be terminated at any time. Reasons for termination of a Telework Arrangement include, but are not limited to the following reasons: L Performance falls below the'satisfactory level; ii. When customer service is adversely affected; iii. Because of conduct or other performance concerns; and iv. Other requirements of the Telework Arrangement are not fulfilled. c. Management will provide ten (10)working days prior notice, when feasible, before modifying, suspending, or terminating a Telework Arrangement to allow the affected employee to make necessary arrangements. Consent or acknowledgement via signature by the terminating employee is not required for the modification or termination to take effect. The decision of management to terminate ari employee from the Telework program may be reviewed by the Elected Official or Department Head. d. To withdraw from the Telework Program, including for the purposes of promotion or retirement, the Teleworker must provide-ten (10) 'Working days prior notice when feasible, in writing, to their Manager. The Teleworker must coordinate the return of all issued equipment and materials to the Department and/or County Human Resources Department. 13 of 16 e. An employee may, in the future, reapply to participate in the Telework Program again after their Telework Arrangement has been terminated. 6) Review Process a. Denial or termination of a Telework Arrangement by a Manager, for those employees accepted into the program, may be reviewed by the County Department Head and final approval or denial by the- Elected Official. If an Elected Official denies the request for the continuation of Telework or terminates a Telework Arrangement, the'Teleworker or their Union may not ask for a review of this decision based on a claim that the denial or termination is arbitrary and capricious. XXIIL RESPONSIBILITIES 1) Employee a. Follow the provisions of the Telework Program. b. Work with their Manger to come to an agreement on and observe the.terms.and conditions of the Telework Arrangement. c. -Follow all applicable laws, rules, regulations, policies, directives, codes, and procedures to ensure the security and confidentiality of official documents, records, and equipment are protected. d. Follow all applicable laws, rules, regulations, directives, codes,. policies, and procedures relating to workplace conduct and performance. 2) Manager a. Ensure active communication between Teleworkers and Main Worksite staff to ensure adequate interaction. Options available may include, e-mail, telephone, and'voicemail. b. Ensure that Telework does not burden Main Worksite staff through inequitable distribution of workload. c. Review Telewbrking employee's work plan prior to employee's scheduled Telework day(s): d. Periodically evaluate the effectiveness of the Telework Arrangement and include in six-month-evaluations. 14 of 16 e. Maintain copies of all Telework documents. 3) Department Heads and Elected Officials a. Department Heads shall designate a point of contact for their department to facilitate and administer their department's Telework needs. b. Department-Heads shall periodically evaluate the effectiveness of Telework in the Department by meeting with Managers who manage Teleworking.employees. c. Elected Official(s) shall give final approval or denial of all Telework Arrangements. 3) Department of Information Services a. The IS Manager shall periodically review the Telework Program to , ensure it is compliant with current technology and standards. b. The IS staff will ensure a complete list of equipment checked out.to Teleworkers.is up to date and accounted for during the annual audit. c. The-IS Manager will alert the Support Services Department Head and Elected Official of any missing equipment, data breaches, or any suspected inappropriate uses of equipment or software. 4) Risk Management a. Risk Management will provide resources on ergonomic workstation set-up and tips on office safety as part of the mandatory training consistent with the Mason'County's Safety Policy and Accident Prevention Program, Resolution No. 05-18. 5) Occupational Medical Services a. ADA accommodations do not:fall within the parameters of this Telework Program. The employee must contact Human-Resources consistent with policy and procedures for an ADA accommodation. b. An employee may not be able to perform all of their essential job functions while working remotely, therefore the.Elected'Official has the sole discretion of the employer:to author*ize, modify, and..revoke.. at any time for any reason a Telework Agreement. 15 of 16 6) Human Resources a.' The Human Resources Manager'is designated as the County's Telework Administrator'. b. A list of all eligible Telework positions will be established and maintained. c. A list of all Teleworkers will be established and maintained. d. 'Maintain and update the Telework Program policies, procedures, and forms as needed. e. Provide employees and-Managers with technical assistance on an.- ongoing basis. f. Coordinate the training-of.Managers and employees_ .eligible to Telework. g. Prepare an annual report-on Telework and provide the Board of County Commissioners with information ori"the status of Telework in the county. 16 of 16