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2020/05/11 - Briefing
Pursuant to Proclamation by the Governor 20-28, in-person attendance to Commission meetings is temporarily prohibited. Our Commission meetings are live streamed at bgp://masonwebtv.com/and we will accept public comment via email— Mdrewry(aco.mason.wa.us; or mail to Commissioners Office, 411 North 5m Street, Shelton, WA 98584; or call 360-427-9670 ext. 419. If you need to listen to the Commission meeting via your telephone, please provide your telephone number to the Commissioners'office no later than 4 p.m. the Friday before the meeting. We intend to limit our meetings to discuss and/or take action on only necessary and routine matters or matters necessary to respond to the COVID-19 outbreak and current public health emergency. BOARD OF MASON COUNTY COMMISSIONERS DRAFT MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of May 11, 2020 Monday, May 11, 2020 Briefing - Commission Chambers 9:00 A.M. Zoom Meeting for County Offices/Departments 10:00 A.M. Support Services — Frank Pinter 10:30 A.M. Community Services — Dave Windom 10:45 A.M. Public Works — Loretta Swanson Utilities &Waste Management Commissioner Discussion — as needed Monday, May 11, 2020 Special Commission Meeting 11:15 A.M. Consider Adoption of Resolution Approving Application for COVID-19 Phase I to Phase II Monday, May 11, 2020 Special Board of Health Meeting 11:30 A.M. Consider Adoption of Resolution Approving Application for COVID-19 Phase I to Phase II Tuesday, May 12, 2020 Special Commission Meeting Noon WA State Association of Counties Zoom Meeting* Coronavirus Relief Funding "Chautauqua" *This is being noticed as a Special Commission Meeting because a quorum of the Mason County Commission may attend this event and notification is provided per Mason County Code Chapter 2.88.020 -Special Meetings. Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 05/07/20 at 1:22 PM If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair#275-4467, Elma#482-5269. 1 MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF May 11, 2020 In the spirit of public information and inclusion, the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. co I854 Mason County Support Services Department Budget Management 0� th Commissioner Administration 411 North 5 Street _ Emergency Management Shelton, WA 98584 Facilities, Parks&Trails 360.427.9670 ext. 419 Human Resources Information Services Labor Relations Ind Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES May 11, 2020 May 11 Briefing Items o April Financial Statements—Jenn 0 2"d Quarter Budget Amendments-Jenn o Building 10 seismic retrofit— Frank o Pierce County lending—Frank o Resume BCE hearings via telephone—Dawn o Inventory update for Enterprise vehicles—Frank o Contract with North Mason Little League for storage of equipment at Sandhill Park- Frank o Public Assistance Grant for Presidential Disaster Declaration (COVID-19)—Frank o Coronavirus Relief Fund update - Frank • Commissioner Discussion o Price on Public Works property at Highway 101/102 J:\DLZ\Briefing Items\2020\2020-05-1 I.docx MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: May 11, 2020 PREVIOUS BRIEFING DATES: N/A ITEM: Mason County Monthly Financial Report: April 2020 EXECUTIVE SUMMARY: Review of Cash Balances, and Current Expense Revenues and Expenditures through April 2020. BUDGET IMPACTS: N/A RECOMMENDED OR REQUESTED ACTION: N/A ATTACHMENTS: Mason County Monthly Financial Report: April 2020 J:\Budget Office\Briefmg, Agenda,&Public Hearing Items\2020\Briefing Summary 4.13.2020-April 2020 Financial Report.doc apN copNrA MASON COUNTY MONTHLY s 185' FINANCIAL REPORT APfUL 2020 J:\Financials\2020 Financials\2020 April Financial Report .j°eoa coLNr MASON COUNTY MONTHLY FINANCIAL ;Nun REPORT ANUL 2020 2019 vs 2020 Current Expense Revenue Comparison Revenue Revenue Department Name . 2019 Budget Collected Uncollected %2019 2020 Budget Collected Uncollected %2020 Actual dif tots Through End Revenue Through End Revenue vs 2020 of Month - of Month WSU Extension $ 15,440 $ 16,286 $ 846 105% $ 19,000 $ 11,937 $ (7,063) 63% $ (4,349) Assessor 6,006 9,224 3,224. 154% 7,000 35 (6,965) 1% (9,189) Auditor 744,371 216,516 $ (527,855) 29% 1,029,190 427,066 $ (602,124) 41% 210,550 Emergency Management: 83,207 - (83,207) 0% 64,648 31863 (50,785) 6% 3,863 Facilities&Grounds - 200 $ 200 0% - 200 $ 200 0% - Human Resources - 805 805 0% - - - 0% (805) Clerk 307,805 110,697 $ (197,108) 36% 328,058 47,977 $ (280,081) 15% (62,720) Commissioners 824 219 '(605) 27%: , . - - - 0%. . , (219) Support Services 700 1,596 $ 896 228% 700 66 $ (634) 9% (1,530) District Court 893,787 336,499 (557,288) 38% 978,652 309,916 (668,736) 32% (26,583), Community Development 1,667,810 584,056 $ (1,083,754) 35% 1,790,810 669,555 $ (1,121,255) 37% 85,499 Parks&Trails 42,200 12,232 (29,968) 29% 44,000. 12,150 (31,850) 28% (82) Juvenile Court Services 1,026,628 326,115 $ (700,513) 32% 1,161,972 356,638 $ (805,334) 31% 30,524 ° Prosecutor 182,232 48;096 (134,136). 26% 192,95f 49,631 (143,320) 26% . 1,535 Child Support Enforcement 206,367 28,464 $ (177,903) 14% 209,515 77,029 $ (132,486) 37% 48,565 Coroner 39,000 17,360 (21,640) 45% 35,000 .11,200 (23,800) 32% (6,160) Sheriff 1,147,619 395,379 $ (752,240) 34% 1,126,875 351,768 $ (775,107) 31% (43,610) Indigent Defense. 204,767 71,206 (133,561) 35% 204,767, 69,255 (135,512) 34% (1,951) Superior Court 48,550 11,744 $ (36,806) 24% 68,927 7,277 $ (61,650) 11% (4,467) Family Court. 2,500 496 ,(2,004) 26% .2,500 .504, (1,996) 20%. . 8 Therapeutic Court 349,648 80,633 $ (269,015) 23% 610,884 140,165 $ (470,719) 23% 59,532 Murder Expenditures - - - 0% - - - 0%, Treasurer 24,726,117 9,508,503 $ (15,217,614) 3806 26,348,450 9,409,828 $ (16,938,622) 36% (98,675) Indirect Payments from Oth 3,922,058 1,140,525. (2,781,533) 29% 3,829,804 989,990. (2,839,814) 26% : (150,535) Totals $35,617,630 $ 12,916,849 $ (22,700,781) 36% $ 38,053,703 $ 12,946,060 $ (26,107,653) 34% $ 29,202 IWIW-udi Md-A*BenchmarHOW.Wth is 33.33Vo J:\Financials\2020 Financials\2020 April Financial Report 2 �DOON �oa- MASON COUNTY MONTHLY A O TirTTi((j •�� �� ((%%mi��ll ��j�S� lLd���jo xs = FINANCIAL REPORT Treasurer Department Receipts Treasurer#001-260-000 2019 Budget 2019 YTD This Month %2019 2020 Budget 2020 YTD This Month %2020 REAL&PERSONAL PROPERTY TAXES 10,169,566 4,584,391 3,588,144 45% 10,383,385 4,360,527 3,387,464 42% SALES TAX TITLE PROPERTY 0 0% - 0 0%' LOCAL RETAIL SALES&USE TAX 5,225,000 1,722,611 367,492 33% 6,000,000 1,922,741 427,573 32% LOCAL PUBLIC SAFETY-CITY "37,000. 15,882 3,898 .43% 37,000 "15,958 . . 3,398 43% CRIMINALJUSTICE 600,000 225,554 50,657 38% 600,000 243,459 53,358 41% LEASEHOLD EXCISE TAX 35,000 6,407 1,072 18% 35,000 7,405 410 21%FOREST EXCISE TAX - 29,427 0 0% 225,000 - 0 0% FRANCHISE FEES 510,000 162,943' 33,550 32% 520,000 1S7,142 34,223' 30% PAYMENT IN LIEU OF TAX/B OF L 275,000 - 0 0% 289,000 0 0% PUD PRIVILEGE 700,000. 0 •0% 7 0%' - - - - - - 25 000 0 DNR OTHER TRUST 2 100 53 0 53% 100 12 0 12% CITY-COUNTY ASSISTANCE 1,362,676 345,880 0 _25% 1,4115,000 3818,157. 0. 27% DNR PILT NAP/NRCA 4,000 0 0% 4,000 0 0% CRIMINALJUSTICE-COUNTIES 680,000 3.30,670 1,65,338' 49% 680,000;' 370,314_ 185,157 54% ADULT COURT COST-JUVENILE OFFE 5,000 1,535 384 31% 5,000 1,646 412 33% CRIMINAL JST-MARIJUANA ENFORCE 85,000 20,382 0 24% 85,000 21,238 0 25% DUI-OTHER CRIMINAL JUSTICE A 15,400 7,340 3,670 48% 15,400 7,212 3,606 47% LIQUOR/BEER EXCISE TAX . . 116,920 28,048 0 24%. 116,920 35,393- 35,393 30% LIQUOR CONTROL BOARD PROFITS 205,000 84,873 34,650 41% 205,000 80,179 0 39% IN LIEU OF-CITY OF TACOMA 175,000 63,901, 15,975. . 37% 190,000 31,951 0, 17%' TREASURER'S FEES - 0 0% - 8 0% PAYMNT FOR SRVCS-MASON LK DIST 475 - 0 0% 475' -, 0 0% PAYMNT FOR SRVCS-ISLAND LK FND 100 0 0% 120 0 0% CHARGES FOR SRVCS-MACECOM 11400 0 0% .1,300 0' 0% RETURNED REMITTANCE(NSF)FEES 2,400 760 280 32% 2,400 440 120 18% REET COLLECTION FEES 100,000 32,762 .11,786 33% 100,000 26,798 7,511 27% REET COLLECTIONS COSTS 9,000 2,590 630 29% 9,000 2,510 490 28% TREAS.FIRE PROTECTION ASSESSM " . "15,000 7,469 5,064. , 50% 15,000 6,778 4,626 45% 3 Treasurer Department Receipts Treasurer#001-260-000 2019 Budget 2019 YTD This Month %2019 2020 Budget 2020 YTD This Month %2020 TREAS OTHER WORD PROCESSING 400 110 35 27% 575 77 3 13% PUBLIC DISCLOSURE•CHGS SRVCS 10 100 100,' 0%" 5 - 0 0% DATA PROCESSING SERVICES 2,000 1,300 (100) 65% 106 6 0% GAMBLING TAX PENALTY - 378 228 0% 100 0 0% REAL&PERSONAL PENALTY - 84,853 18,201 0% 350,000 890934 21,956 26% PERSONAL PROP FILING PEN 5 475' 3,357 0% 0, --8,241 _ 5,083 65• PENALTY ON REAL&PERSONAL PRO 350,000 70,826 30,075 20% - 35,493 14,019 0% FAILURE TO LIST PERSONAL'PROP 5,000 1,556 0 31%' . - - 0 ' .0%. INTEREST&OTHER EARNINGS 600,000 241,172 66,192 40% 8000000 264,097 52,312 33% - -- - -- ----- -- - --_ -- _- ..- - -- __ - - - - - INVESTMENT SERVICE FEES(TREAS., 24,000 8,643 2,210. 36% 27% 25,000 6,863 1,521 INT.ON CONT.NOTES-ACCTS.HELD,S 8,500 5,520 1,315 65% 8,500 5,497 1,387 65% LEASEHOLD EXCISE TAX INTEREST 2 1' 0% ' 1' '4' 1 - 0% EXCISE INTEREST 50 14 7 28% 50 28 1 57% INV PURCHASED INT - (1,355)_ . . (467) 0% .. - 0 .' 0% INTEREST ON DELINQUENT PR TAX .650,000 274,549 112,775 42% 650,000 218,992 73,093 34% RENTS/LEASES-DNR TRUST 500,000 3,224 189- 1% 7 1,000 3;15 '172 316%' RENTS/LEASES-DNR TMBR TRUST 1 - 37,692 150077. 0% 500,000' 94,361 19,155 19% UNCLAIMED MONEY/PROCEEDS-SALES 102,248 _ _ _0 0%. 60,000• 60,945 0 102% TREASURER TAX FORECLOSURE TRUST 32,000 - 0 0% 64,000 0 0% CASH ADJUSTMENTS/OVER-UNDER 10 225 21" 2250% 20 393 9 196591.' TAX DISTRIBUTION ROUNDING 10 - 0 0% - - 0 0% MISCELLANEOUS-OTHER REVENUE- i_ _ 484 O%, ' - 0% 100. 0 ROAD DIVERSION 2,1600000 984,254 769,593 46% 2,160,000 927,800 723,349 43% SALE OF TAXTITLE PROPERTY 0 A% _(1,514} 0 '• 09/ LEASEHOLD EXCISE TAX 5,000 (739) 44 -15% 5,000 (298) 73 -6% TIMBER EXCISETAX.. 53,000 7,013 _. 0• 13% - 0% 53,000 0 DNR OTHER TRUST 2 50 13 (0) 0% 50 (955) '(3) -1910% OTHER'INT-DNR INTEREST 50 18 " 7' 35%' 50 13 3 27% RENTS&LEASES/DNR OTHR TRST 1 20500 7,934 7,217 317% 2,500 16,625 4,567 665% SPACE AND FACILITIES LEASES 4,500 - 0• 0% 4,500'. 0 0% Grand Total $24,726,117 $9,508,503 $5309,150 38% - $26,348,450 $9,409,828 $5,060,445 36% - Unaudited'*Benchmark-for Month is 33.33°0 4 ash � MASON COUNTY MONTHLY FINANCIAL ANUL 2020 REPORT 2019 vs 2020 Expenditure Comparison for Current Expense Expenditures Expenditures- Unexended, actual dlf Department Name 2019 Budget through End of ,Unexended %2019 2020 Budget through End of Budget %2020 2019 vs Month Budget Authority Month Authority 2020 WSU Extension 253;272 $ 68,926 $ 184,346 27% 291,774 $ 82,829 $. 208,945 28% 13,903 Assessor 1;333,069. 422,836 '910,233 32% 1,433,285 465,474 967,811 32% 42;638 Auditor 1,341,684 410,286 931,398 31% 1,569,039 547,860 1,021,179 1 35% 137,574 Emergency Management 210,744 13,605 131,139 35% 232,009 92,368 139,641' 4091. 18,763. Facilities&Grounds 1,178,688 378,090 800,598 32% 1,309,792 339,625 970,167 26% (38,466) HR/Risk'Mngt 733,976 212,038 5211938 29% 592,660 189,260 403,400 32% (22,778) LEOFF 65,600 27,212 38,388 41% 100,044 28,828 71,216 29% 1,615 Clerk 966,980, 322;675` 644,305 . .33% 1,037;808 340,714 697,094 33%, ' 18,038 Commissioners 356,881 109,688 247,193 31% 348,669 112,943 235,726 32% 3,255 Support Services 521,657 164,867 356,790 32% 716,397 230,531 485,866 32% 65,663 District Court 1,252,871 358,686 894,185 29% 1,291,480 385,146 906,334 30% 26,460 Co.mmu,nity Development 2,123;119 : ' 640,859 1,482;260- 30% 2,258,978- 671,003 1,587;975 30% 30,144 Parks&Trails 489,475, 160,814 328,661 33% 547,442 134,066 413,876 24% (26,748) Juvenile.CourtServices 1,864,106 535,280 1,328,826 ' 29% 1,943,451' S98,749 1,344,702 '31% 63,469 Prosecutor 1,607,160 423,375 1,183,785 26% 1,668,998 477,112 1,191,886 29% 53,738 Child Support Enforcement 208,739 56,665 152,074 27% 210,658 - 60,629 150,029 29%' 3,964 Coroner - 309,254 106,946 202,308 35% 321,934 99,038 222,896 1 31% (7,908) Sheriff 10,(i48,170` 3,379,622 .7,268,5'4,8 "32% ..,11,233;473. 1 3,451,615• f7;781,858. 31% .3 11,993 Traffic Policing 2,159,999 697,939 1,462,060 32% 2,160,000 734,591 1,425,409 34% 36,652 Courthouse Security 170,740 49,546 121,194 29% 170,740 41,387 129,353 24% (%159) Indigent Defense 1,004,242 318,210 686,032 32% 1,127,136 359,206 767,930 32% 40,996 Superior Court 880,362 .265,551 614,811 30% 986,175 319,878 666,297 32% 54,327 Family Court 2,500 600 1,900 24% 2,500 1,070 1;430 43% 470 Therapeutic Court 349,039 103;529 245,510 , .30%' . 617,1849 171,184 446,665 28% 67,655 Murder Expenditures 50,000 7,944 42,056 16% 50,000 - 50,000 0% (7,944) Treasurer 806,712• 285,177 521,535. 35% 823,053 294,557 528;496 36% .9,380 Non Departmental 3,958,247 1,057,581 2,900,666 27% 4,202,036 949,811 3,252,225 23% (107,770) Motor Pool . . 37,438 37;438. .. 0% Transfers Out to Other Funds 818,869 80,402 738,467 10% 913,913 620,258 293,655 68% 539,856 Totajs $ 35,666,155 $ 10,718,950 $, 24,947,205 30% $ 38,198,731 $ 11,799,730 $ 26,399,001 31% 1,080,780 Unaudited *Benchmorkjor Month is33.33% J:\Financials\2020 Financials\2020 April Financial Report 5 APfUL 2020 Six Year-Current Expense Specific Revenue Streams Comparison. 4/30/2015 4/30/2016 4/30/2017 4/30/2018 4/30/2019 4/30/2020 Community Development Revenues 494,152 602,345 488,399 546,502 584,056 669,555 Detention&Correction Services 165,624 44,826 14,683 9,932 51,390 41,433 Current Expense Property Taxes 4,818,864 5,574,454 4,293,142 4,348,568 4,584,391 4,360,527 Road Diversion Property Tax 671,869 550,426 669,235 967,737 984,254 927,800 County Road Property Tax 3,629,754 3,032,204 3,657,852 3,855,930 4,036,932 3,895,168 Current Expense Sales Tax 1,346,315 1,295,388 1,431,068 1,547,301 1,7223611 1,922,741 Criminal Justice Taxes/Entitlements 501,992 516,546 538,961 575,863 585,481 643,869 Rural Sales&Use Tax Fund 172,179 171,881 189,221 203,208 238,727 257,503 300,000 250,010 zoo,000 150 100,000000 50.000 Corn Srvcs-Homelessess Preven Filings 107,260 115,535 134,650 132,092 191,661 230,663 250,000 200,110 150,000 10:000 5 0000 Lodging (Hotel/Motel)Tax 82,940 1003699 98,266 104,726 125,751 126,249 150,000 150,000 50,000 REET 1 Excise Tax Only 171,195 190,906 286,595 297,111 333,303 322,840 REET 2 Excise Tax Only 171,195 190,906 286,595 297,111 333,303 322,840 400,000 00D,OOD 200,.0.100,000 J:\Financials\2020 Financials\2020 April Financial Report 6 �naoK Coo��A MASON COUNTY MONTHLY ,Hur FINANCIAL REPORT APfUL P4020 REVENUE MONTH 12019 REVENUE 2020 REVENUE DIFFERENCE' JANUARY $ 417,707.75 $ 455,733.71 $ 38,025.96 FEBRUARY $ 522,335.70 $ 590,257.14 $ 67,921.44 MARCH $ 415,075.81 $ 449,177.66 $ 34,101.85 APRIL $ 367,492.05 $ 427,572.82 $ 60,080.77 MAY $ 530,280.53 $ (530,280.53) JUNE $ 489,373.95 $ (489,373.95) J U LY $ 517,176.50 $ (517,176.50) AUGUST $ 614,829.65 $ (614,829.65) SEPTEMBER $ 576,324.52 $ (576,324.52) OCTOBER $ 539,794.06 $ (539,794.06) NOVEMBER $ 573,194.27 $ (573,194.27) DECEMBER $ 499,103.12 $ (499,103.12) TOTAL COLLECTED REVENUE $ 6,062,687:91 $ 1,922,741.33 Projected END OF YEAR REVENUE REVENUE BUDGETED $ 5,225,000.00 $ 6,000,000.00 $ 6,637,377.37 Yet to be Collected $ (4,077,258.67) ANTICIPATED INCREASE $ 637,377.37 ?2 MON H ROLL NG f/E AGf CHANGEnron RIOR ONT O. ROLLING AVG CHANGE 9. % J:\Financials\2020 Financials\2020 April Financial Report 7 St POOH copl,'rA APRIL 2020 Six Year Financial Recap ,Current Expense Recap 4/310/2016 4/30/2016. 4/30/2017 4/30/2018 4/30/2019 4/30/2020 Account Receivable from Belfair Sewer 1,200,000 General Fund Operating Reserves 6,520,791 6,817,603 Contingency,Reserve 1,000,000 11000,000. Technology Replacement Reserves 200,000 200,000 Equipment&Vehicle Replacement Reserves 525,000. 525,000 Accrued Leave Reserve 520,000 530,805 Current Expense Unreserved Cash 1,363,159 4,344,407 This Month Current Expense Cash $ 9,543,879 $ 8,049,183 $ 5,567,459 $ 5,754,921 $ 10,128,950 $ 13,417,814 Adopted Budget on Decernber31st. 36,198,316, ••40787,973, 38,548,029` 36,930,990 41,404,349 49,581,229 Supplemental Appropriations - - 2,866 30,000 - 109,432 Total Budget including Supplementals $ 36,198,316 $ 40,787,973 $ 38,548,029 $ 36;960,990 $. 41,404,349 $ 49,690,661 Budgeted Beginning Fund Balance 7,234,903 8,019,728 7,309,944 3,061,750 5,786,719 11,636,958 Budgeted End'ing.Fund Balance ,4;315,462 3,219,132 3,196,819 3,261,456 5,738,194 11,491,930 Revenue Budgets 28,963,413 33,632,301 31,238,085 33,899,240 35,617,630 38,053,703 Revenues thru This Month of each year 10,891,241 11;503,612 12,638,138 '12,084,756 12,916,849 12,946,050,• Eudgeted Revenues Received 38% 34% 40% 36% 36% 34% Expenditure Budgets 31,882,854 36,666,979 35,270,322 33,669,534 35,666,155 38,198,731 Expenditures thru This Month of each year 9,571,968 10,295;225 10,542,387 10,635,870 10,713,550 11,799,730 Budgeted"Expenditures Expended 30% 28% 30% .32%, 30% 310/6 J:\Financials\2020 Financials\2020 April Financial Report 8 Special Fund Cash`Balances 4/30/2015 4/30/2016 4/30/2017 4/30/2018 4/30/2019 4/30/2020 Rural County Sales&Use Tax Fund(.09) $ 635,669 $ 218,156 $ 201,096 $ 234,884 $ 775,986 $ 533,640 Auditor's O&M 335,477 230,744 191,146 220,393 237,510 255;345• County Roads Fund 8,992,352 9,131,102 12,075,523 11,155,940 11,843,622 12,872,645 'Paths&•Trails 212,373 224,055 236,250, 249,828 261,661 274,865 Election Equipment Holding 206,226 237,829 266,948 300,199 169,197 187,825 Crime Victims 250,233 231,676 220,774 229,110 183,831 204,129 Victim Witness Activities 65,874 86,502 73,868 26,740 24,415 33,137 Historical Preservation Fund 73,604 48,410 35,008 36,411 34,832 34,121 Community Support Services Fund 232,088 442,167 345,896 530,571 719,974 909,240 Abatement/Repair/Demolition Fund 266;388 264,535 266,991 270,527 275,348 279,303 Reserve for Technology Fund 40,229 23,942 102,125 133,158 48,505 - REET&Property Tax Admin Asst 491'700 59,674 68,346 62,495 67,779 68,366 National Forest Safety 50,023 92,610 62,835 31,418 58,162 45,002 Trial Court Improvement Fund 92,130 57,386• 69,682 94,681 109,543 122,759 Sheriff Special Funds 299,213 288,500 282,923 280,622 253,396 244,598 Sheriff's Boating Program 27,437 Narcotics Investigation 1,518 Public Health Fund 535,556 334,437 366,538 160,679 158,082 635,989 Law Library 85,283 83,349 83,592 79,860 74,723 67,832 Lodging(Motel/Hotel)Tax Fund 324,508 356,928. 344,089 408,178 592,107 746,964 Mental Health Tax Fund 1,142,051 1,425,949 1,583,135 1,455,171 1,438,341 1,434,075 Treasurer's M&O Fund 123,583 1,112,779. 137,379 147,590 170,483 201,937 Veterans Assistance 136,672 137,878 218,106 199,924 84,429 76,545 Skokomish Flood Zone 127,808 106,788 196,082 133,611 26,618 71,901 Mason Lake Management District 75,623 105,591 115,574 127,852 150,862 126,985 Spencer Lake Management District• - - - - - 7,608 Island Lake Management District 10,739 14,158 20,449 21,778 24,516 33,393 Capital Improvement/Reet 1 Fund 593,678 788;533 .1,123,339 1,367,967 1,700,519 1,806,902 Capital Improvement/Reet 2 Fund 1,520,044 1,904,129 2,202,362 2,429,108 2,115,220 2,725,016 Mason County Landfill 366,239 1,064,265 742,313 904,047 297,999 641,028 N.Bay/Case Inlet Utility 434,467 484,942 607,695 775,129 771,998 1,257,853 N.Bay/Case Inlet Utility Reserve .714 715 718 725 547 - Wastewater System Development 3,986 3,986 3,986 3,986 3,986 3,986 Rustlewood Sewer&Water 59,677 94,707 371,188• 285,022 338,013 122,648 Beards Cove Water 245,125 266,471 307,366 383,090 423,867 499,224 Belfair WW&Water Reclamation 680,184 960,611' 68,892 186,264 384,172 '884,920 Reserve Landfill 507,492 508,600 511,115 500,326 475,247 452,346 Reserve,Beards.Cove Ulid • 308,081 319,609 331,971 .346,705. 193,735 204,187 Storm Drain System Development 283,361 203,896 87,973 225 187,439 181,156 Information Technology 326,459• 64,889 244,071 -278,215 94,920 419,246 Equipment Rental&Revolving Fund 5,302,197 4,420,997 3,572,408 4,073,137 4,228,902 3,182,512 Unemployment Fund 94,184 118,701 .117,705 195,400 119,095 119,916 Totals $25,089,298 $26,520,201 $27,857,457 $28,320,971 $29',119,572 $31,998,100 J:\Financials\2020 Financials\2020 April Financial Report 9 MASON COUNTY MONTHLY FINANCIAL APPJL -} REPORT 2020 DNS J 2020 Current Expense and Health Fund ER&R.and Motor Pool Budget to Actual Expenditures FUND OR DEPARTMENT ORIGINAL REVISED YTD ER&R YTD MP „ . AVAILABLE V.USED APPROP BUDGET EXPENDED EXPENDED BUDGET WSU 2,065 2,065 0 0 2,065 0.00% ASSESSOR '23,540 23,540 0 664 ' ' . 22,876 2.82% EMERGENCY MANAGEMENT 0 0 57 0 -57 0.00% FACILITIES,&GROUNDS 23,035 23,035 43 1;33.8 21;654 5.99.% HUMAN RESOURCES 400 400 0 0 400 0.00% SUPPORT SERVICES 0 0 114 0 -114 0.00% COMMUNITY SERVICES 34,880 34,880 0 701 34,179 2.01% PARKS&TRAILS 25,851 25,851 0 428 25,423 1.66% " JUVENILE COURT SERVICES 10,900 10,900 0 767 10,133 7.04% PROSECUTOR :31856 3,856 0 13 3,843 0:33% CORONER 13,828 13,828 0 308 13,520 2.23% SHERIFF ADMIN -493,801 493,801 0 97.,710 396,091 19.79% Total 001 GENERAL FUND 632,156 632,156 213 101,930 530,013 0.00% COMMUNITY SERVICES HEALTH 25,8471 25,8471 580 366 24,901 3.66% Total GENERAL FUND&HEALTH FUND 1 658,0031 658,0031 7931 102,296 554,914 15.67% . Unaudited *Benchmark for month is 33.33% YTD MP %OF TOTAL MOTOR POOL EXPENDITURES BY OBJECT CODE EXPENDED TOTAL MOTOR POOL SUPPLIES 2,900 2.84% MOTOR POOL FUEL 19;646 19.21%' MOTOR POOL LEASE 12,495 12.22% MOTOR POOL MAINT-MONTHLY, 575 0.56% MOTOR POOL REPAIRS 2,8791 1 2.81% MOTOR POOL CAPITAL UPFIT, 63,799 62.37% Total GENERAL FUND&HEALTH FUND 102,296 100.00% 10 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: May 11, 2020 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: Requests for Supplemental Appropriations and Amendments to the 2020 Budget EXECUTIVE SUMMARY: Requests for 2nd quarter supplemental appropriations and amendments to the 2020 budget are attached. This is the second scheduled budget hearing to amend the 2020 budget. BUDGET IMPACT: Total of increase to 2020 authorized expenditure appropriations: General Fund (001): $497,837 Other Funds: $2,618,530 Total impact to ending fund balances: General Fund (001): Decrease of$199,949 Auditor's O&M (104): Decrease of$3,125 Community Support Services (117): Decrease of$50,000 PUBLIC OUTREACH: RCW 36.40.100 requires the Board to publish notice in the official county newspaper for two consecutive weeks prior to the budget hearing. RECOMMENDED OR REQUESTED ACTION: Request to set a public hearing for June 16tn at 9:15 a.m. to consider and approve supplemental budget requests and budget transfers to the 2020 budget. ATTACHMENTS: Proposed 2020 Budget Amendment #2 Detail & Detailed Budget Entries ATTACHMENT A TO RESOLUTION NO. 2020 BUDGET AMENDMENT#2 DETAIL 2020 2020 FUND REVENUE EXPENDITURE LINE NO. FUND NAME DEPARTMENT CHANGE CHANGE DESCRIPTION 1 001 GENERAL FUND WSU 1,500 1,500 NOXIOUS WEED PROF SRVS CONTRACT COVID-19 CARES ACT-US ELECTIONS ASSISTANCE 2 001 GENERAL FUND AUDITOR 169,510 169,510 COMMISSION BELFAIR URBAN GROWTH AREA COMMUNITY ENVIRONMENTAL IMPACT STATEMENT 3 001 GENERAL FUND DEVELOPMENT 199,949 CONTRACT 4 001 GENERAL FUND NON DEPARTMENTAL 126,878 126,878 CDBG PUBLIC SERVICES GRANT 5 104 AUDITOR'S 0&M 3,125 RISK POOL INS COMMUNITY 6 117 SUPPORT SERVICES 485,405 485,405 COVID-19 HOUSING GRANT COMMUNITY UNITED WAY OF MC PROF SRVS CONTRACT- 7 117 SUPPORT SERVICES 50,000 COVID-19 RELIEF COMMUNITY 8 150 SERVICES HEALTH 2O,000 20,000 COVID-19 HOUSING GRANT SKOKOMISH FLOOD NEED AT LEAST$55K TO COVER UNBUDGETED 9 192 ZONE 60,000 60,000 EXPENDITURES BELFAIR WW&W DOC GRANT REVENUE FOR PLANNING&DESIGN 10 413 RECLAMATION 2,000,000 2,000,000 OF SEWER EXTTO PSIC GENERAL FUND TOTAL 297,888 497,837 OTHER FUNDS TOTAL 2,565,405 2,618,530 ALL FUNDS GRAND TOTAL 2,863,293 3,116,367 Page 1 of 1 ATTACHMENT B TO RESOLUTION NO. 2020 BUDGET AMENDMENT#2 DETAILED BUDGET ENTRIES Proposed Budgeted EFB Account Type I/D Revenue Expeni52 EFB Change Total Description 001.000000.010.003.345.16.300004.0000.00. 2 1 1,500 WEED SERVICES-HCCC ILF 001.000000.010.003.553.60.510600.0000.00. 2 1 EXTRA HELP/SEASONAL 001.000000.010.003.553.60.520010.0000.00. 2 I INDUSTRIAL INSURANCE 001.000000.010.003.553.60.520020.0000.00. 2 1 92 SOCIAL SECURITY/MEDICARE 001.000000.010.003.553.60.520030.0000.00. 2 1 154 STATE RETIREMENT 001.000000.010.003.553.60.520045.0000.00. 2 1 2 WASHINGTON PAID FMLA 001.000000.030.034.331.90.340400.0000.00. 2 1 169,510 COVID-19 CARES ACT 001.000000.030.034.514.40.541010.0000.00. 2 1 169,510 PROFESSIONAL SERVICES 001.000000.125.146.514.20.541020.0000.00. 1 1 199,949 PROF SERVICES-BELFAIR UGA EIS 001.000000.320.000.508.10.500000.0000.00. 1 D 199,949 232,119 END FUND BALANCE UNRESERVED 001.000000.300.000.333.14.322810.0000.00. 2 1 126,878 CDBG PUBLIC SERVICES GRANT 001.000000.300.000.557.20.541010.0000.00. 2 1 126,878 PUBLIC SERVICE PROF SERVICES 104.000000.000.000.514.89.546010.0000.00. 1 1 3,125 RISK POOL INS PREMIUMS 104.000000.000.000.508.10.500000.0000.00. 1 1 3,125 269,218 END FUND BALANCE-RESERVED 117.000000.000.200.334.03.310019.0000.00. 2 1 485,405 COVID-19 EMERGENCY HOUSING 117.000000.000.200.565.40.541000.0000.00. 2 1 455,205 EMERGENCY SHELTER RENT 117.000000.000.200.565.40.541076.0000.00. 2 1 30,200 PROFESSIONAL SERVICES 117.000000.000.200.565.40.541076.0000.00. 1 1 50,000 EMERGENCY SHELTER RENT 117.000000.000.200.508.10.500000.0000.00. 1 1 50,000 273,974 END FUND RESERVED 150.000000.100.000.334.03.310019.0000.00. 2 1 20,000 COVID-19 EMERGENCY HOUSING 150.000000.100.000.562.10.541010.0000.00. 2 1 20,000 PROFESSIONAL SERVICES 192.000000.000.000.337.00.300000.0000.00. 2 1 60,000 MASON CONSERVATION DISTRICT 192.000000.000.000.554.90.541000.0000.00. 2 1 30,000 PROFESSIONAL SERVICES 192.000000.000.000.554.90.541091.0000.00. 2 1 30,000 INTERFUND PROFESSIONAL SERVICES 413.000000.000.000.334.04.320011.0000.00. 2 1 2,000,000 SEWER EXT PSIC PLANNING/DESIGN 413.000000.000.000.594.35.565000.0000.00. 2 1 2,000,000 BELFAIR SEWER EXT TO PSIC General Fund Total: 297,888 497,837 199,949 Other Funds Total: 2,565,405 2,618,530 53,125 All Funds Grand Total: :2,863293 3116,367 253074 Page 1 of 1 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS' FROM: Ross McDowell DEPARTMENT: Emergency Management EXT: 806 BRIEFING DATE: 0546-2020 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: Public Assistance Grant #D20-201 for Presidential Disaster Declaration 4481-DR-WA (COVID-19 January 20, 2020 to March 22, 2024) EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): A Presidential Disaster Declaration was issued (# FEMA-4481-DR-WA-Washington) for COVID-19 Pandemic outbreak for all Washington counties. To provide funds to Mason County (the SUBRECIPIENT)for response to the pandemic approved by FEMA in project worksheets describing eligible scopes of work and associated funding. State EMD is the Recipient and Pass-through Entity of the Presidential Disaster Declaration # FEMA-4481-DR-WA-Washington's response to the pandemic and FEMA State Agreement, which are incorporated by reference, and makes a sub-award of Federal award funds to the SUBRECIPIENT pursuant to this Agreement. Public Assistance Grant Agreement will be reviewed by Mason County Prosecuting Attorney's Office and is approved to form. BUDGET IMPACT: Amount to be received is still to be determined, based upon approved project worksheets. PUBLIC OUTREACH:(Include any legal requirements,direct notice,website,community meetings,etc.) NONE RECOMMENDED OR REQUESTED ACTION: Approve Frank Pinter and Jennifer Beierle to sign the Public Assistance Grant Agreement D20-201 ATTACHMENTS: Face sheet Public Assistance Grant Agreement of D20-201 Briefmg Summary 5/6/2020 Washington State Military Department PUBLIC ASSISTANCE GRANT AGREEMENT FACE SHEET 1. SUBRECIPIENT Name and Address: 2. Grant Agreement Amount: 3. Grant Number: Mason County To be determined, based upon 100 W Public Works Dr approved project worksheets D20-201 Shelton,WA 98584 4. SUBRECIPIENT, phone/email: 5. Grant Agreement Start Date: 6. Grant Agreement End Date: 360-427-7535/rmcdowell@co.mason.wa.us January 20, 2020 March 22, 2024 7. DEPARTMENT Program Manager, phone/email: 8. Data Universal Numbering System 9. UBI#(state revenue): Gerard Urbas, (253)512-7402 (DUNS): 069580751 Gary.urbas@mil.wa.gov 10. Funding Authority: Washington State Military Depart ent the"DEPARTMENT"), and Federal Emergency Management A enc FEMA 11. Funding Source Agreement#: 12. Program Index# 13. Catalog of Federal Domestic Asst. (CFDA) 14. Federal EIN#: FEMA4481-DR-WA 704UC(Federal)/702UE #&Title: 97.036, Public Assistance State /704UD Admin 15.Total Federal Award Amount: N/A 16. Federal Award Date: N/A 17. Service Districts: 18. Service Area by County(ies): 19. Women/Minority-Owned, State (BY LEGISLATIVE DISTRICT): th Mason County Certified?: X N/A ❑ NO (BY CONGRESSIONAL DISTRICT): th ❑ YES, OMWBE# 20. Contract Classification: 21. Contract Type(check all that apply): ❑ Personal Services ❑ Client Services X Public/Local Gov't ❑ Contract X Grant X Agreement ❑ Research/Development ❑ A/E ❑ Other ❑ Intergovernmental (RCW 39.34) ❑ Interagency 22. Contractor Selection Process: 23. Contractor Type(check all that apply) X "To all who apply&qualify" ❑ Competitive Bidding ❑ Private Organization/Individual ❑ For-Profit ❑ Sole Source ❑ A/E RCW ❑ N/A X Public Organization/Jurisdiction X Non-Profit ❑ Filed w/OFM? ❑ Advertised? ❑YES ONO ❑ VENDOR ❑ SUBRECIPIENT X OTHER 24. BRIEF DESCRIPTION: Presidential Disaster Declaration # FEMA-4481-DR-WA COVID-19. To provide funds to the SUBRECIPIENT for the emergency protective measures taken in response to the COVID-19 pandemic outbreak as approved by FEMA in project worksheets describing eligible scopes of work and associated funding. The DEPARTMENT is the Recipient and Pass-through Entity of the Presidential Disaster Declaration # FEMA-4481-DR-WA COVID-19, and FEMA State Agreement, which are incorporated by reference, and makes a subaward of Federal award 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 and the associated matching funds. IN WITNESS WHEREOF, the DEPARTMENT and SUBRECIPIENT acknowledge and accept the terms of this Agreement, references and attachments hereto and have executed this Agreement as of the date and year written below. This Agreement Face Sheet, Special Terms and Conditions (Attachment 1), General Terms and Conditions (Attachment 2), Project Worksheet Sample(Attachment 3),Washington State Public Assistance Applicant Manual dated March 22, 2020 (Attachment 4), 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. 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 5. Special Terms and Conditions 2. DHS Standard Terms and Conditions 6. General Terms and Conditions,and, 3. Presidential Declaration,FEMA State Agreement, 7. Other provisions of the contract incorporated by reference. and other Documents 4. Statement of Work and/or Project Description as outlined in FEMA approved Project Worksheet(s) 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 Stacey McClain, Governor's Authorized Representative print or type name: Washington State Military Department APPROVED AS TO FORM: SUBRECIPIENT's Attorney Date Public Assistance Grant Agreement Page 1 of 21 Mason County, D20-201 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Lydia Buchheit DEPARTMENT: Community Services EXT: 404 BRIEFING DATE: S/11/20 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: Discussion with the commission about Juvenile Detention Mental Health Coverage, Jail peer MAT/Re-entry program EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): We are working with Olympic Health and Recovery Services (OHARS) who currently do the Mental Health services in our Jail to also cover the Juvenile Detention MH services. We are also looking at the Peer MAT pilot program we have been doing in the jail since December, to transfer to OHARS, increasing Peer services for inmates for re-entry. BUDGET IMPACT: Covered in current Jail services funding from millage, jail proviso and TST. PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) RECOMMENDED OR REQUESTED ACTION: Approve to move to action agenda ATTACHMENTS: None Briefing Summary 5/6/2020 MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING May 11,2020 Briefing Items • Update Right of Way Acquisition Procedure for Public Works. • Scrap Metal Service Agreement Amendment No. 1 with South Sound Steel &Recycling. for a time extension. • 2020 Railway—Highway Crossing Program Application for Grant Funding for railroad crossing upgrades at Cole and Lynch Road. • CRP 2028, Agate Road HMA Overlay project from milepost 1.7 to 3.1 Discussion Items 1. Bulk purchase of Grinder Pumps for the North Bay and Belfair Sewer systems 2. Solid Waste Recycling(Blue Box) Contract and Drop Box Contract Discuss approach(Richard and Zach) Commissioner Follow-Up Items Upcoming Calendar/Action Items • Hearings for Amend Annual Construction Program and 6-Year TIP scheduled for May 19, 2020 @ 9:15am Attendees: Commissioners: Public Works: Other Dept. Staff: Public: _Randy Neatherlin _Loretta Swanson _Kevin Shutty Mike Collins _Sharon Trask _Richard Dickinson _Others(list below) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: May 11, 2020 PREVIOUS BRIEFING DATES: ITEM: Right of Way Acquisition Procedures for Public Works Projects EXECUTIVE SUMMARY: Mason County is required by the Washington State Department of Transportation (WSDOT) to adopt written procedures that pledge the County to acquire real property and rights of way in accordance with the State Uniform Relocation Assistance and Real Property Acquisition Act (RCW 8.26), state regulations (WAC 468-100) and applicable federal regulations. Mason County Board of County Commissioners adopted the current Right of Way Acquisition Procedures for Public Works Projects on July 16, 2019 (Resolution 67-19). Public Works wishes to update the procedures reflecting changes in personnel. The updates have been reviewed by WSDOT and consist of the following documents: ■ ROW Acquisition Procedures (LPA001) ■ Appraisal Waiver Procedures (LPA003) ■ Administrative Settlement Policy ■ ROW Qualifications RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners approve the resolution adopting the updated Real Property and Right of Way Acquisition Procedure for Public Works Projects; replacing those found in Resolution 67-19. Attachments: 1. Resolution 2. Updated Right of Way Procedures RESOLUTION NO. REPLACING RESOLUTION 67-19 UPDATING THE REAL PROPERTY ACQUISITION PROCEDURES FOR PUBLIC WORKS PROJECTS WHEREAS, The Mason County Department of Public Works engages in projects designed to improve the County's transportation infrastructure; and WHEREAS, said projects frequently require the acquisition of additional right of way from abutting property owners; and WHEREAS, certain federal and state laws and regulations set forth procedures for the acquisition of real property, including rights of way; and WHEREAS, the Board of County Commissioners finds that adherence to said laws and regulations in all real property and right of way acquisition activities of County staff is appropriate and required; and WHEREAS, Resolution 67-19, approved July 16, 2019 adopted the County Real Property and Right of Way Acquisition Procedures; and WHEREAS, Public Works is prompting the Board of Commissioners to update these procedures to reflect changes to personnel. NOW, THEREFORE, BE IT RESOLVED by the Mason County Board of Commissioners that Real Property Acquisition Procedures for Public Works Projects found in Exhibit A, attached hereto, are hereby adopted and mandated for use by Public Works staff in connection with all transportation improvement projects and other activities in pursuit of the Public Works mission; and NOW THEREFORE, BE IT FURTHER RESOLVED that the Real Property and Right of Way Acquisition procedures found in Mason County Resolution 67-19 are hereby replaced. DATED this day of 12020. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Sharon Trask, Chair APPROVED AS TO FORM: Randy Neatherlin, Vice Chair Tim Whitehead, Chief DPA Kevin Shutty, Commissioner MASON COUNTY DEPARTMENT OF PUBLIC WORKS 100 W PUBLIC WORKS DRIVE 9, SHELTON,WASHINGTON 98584 pr Phone(360)427-9670 x450 Fax(360)427-7783 MASON COUNTY Exhibit A — MISSION I Right of Way Procedures for Public Works Projects The mission of Mason County Government is to provide essential& The County of Mason, hereinafter referred to as "AGENCY", desiring to acquire real mandated services which will preserve & benefit the property (obtain an interest in, and possession of, real property) in accordance with health,safety,&welfare of the Uniform Relocation Assistance and Real Property Acquisition Policies Act and the general public in a professional and courteous applicable federal regulations (49 CFR Part 24) and state law (Ch. 8.26 RCW), and state manner through the effective regulations (Ch.468-100 WAC) hereby adopts the following procedures to implement and equitable management of available public the above statutes and Washington Administrative Code.The AGENCY is responsible resources. for the real property acquisition and relocation activities on projects administered by Mason County recognizes the AGENCY.To fulfill the above requirements the AGENCY will acquire right-of-way that its employees&volunteers are the (ROW) in accordance with the policies set forth in the Right of Way Manual M 26-01 foundation upon which and Local Agency Guidelines. The AGENCY has the following expertise and personnel these services are provided. capabilities to accomplish these functions: 1. The following relate to the AGENCY's request. a. Below is a list of responsible AGENCY individual names.and positions, for which the AGENCY has qualified staff to perform the specific right-of-way function(s). Attached are resumes for each individual AGENCY staff listed to perform those functions below, and a brief summary of their qualifications pertaining to the specific ROW function(s)for which they are listed.The procedures shall be updated whenever staffing changes occur.The AGENCY will be approved to acquire based upon staff qualifications. i. PROGRAM ADMINISTRATION : Oversee delivery of the R/W Program on federal aid projects for the agency. Ensures R/W functions are carried out in compliance with federal and state laws, regulations, policies and procedures. Responsibilities/Expectations: • Ensures agency's approved R/W Procedures are current, including staff qualifications,and provides copies to consultants and agency staff; • Oversight of ROW consultants; o use of consultant contract approved by WSDOT o management of ROW contracts o management of ROW files o reviews and approves actions and decisions recommended by consultants o Overall responsibility for decisions that are outside the purview of consultant functions LPA-001 Right of Way Procedures Page 1 of 5 Revised 12/2017 • Sets Just Compensation prior to offers being made; • Approves administrative offer summaries per policy; • Ensure agency has a relocation appeal process in place prior to starting relocation activities; • Oversight of Administrative Settlements; • Obligation authority for their agency; • Obtain permits(Non-Uniform Relocation Act(URA)); • Ensures there is a separation of functions to avoid conflicts of interest. • Verifies whether or not ROW is needed,and that the property rights and/or interests needed are sufficient to construct,operate and maintain the proposed projects(see Appendix 25.176). Mike Collins, P.E, P.L.S,County Engineer, Dave Smith, Engineering&Construction manager and Loretta Swanson, Director ii. APPRAISAL Prepare and deliver appraisals on federal aid projects for the agency. Ensures that appraisals are consistent and in compliance with state and federal laws, regulations, policies and procedures. Responsibilities/Expectations: • Use only qualified agency staff approved by WSDOT to perform appraisal work; • Use appraiser from WSDOT's Approved Appraiser List if agency does not have qualified staff; • Prepare Project Funding Estimates(PFE) or,when applicable,True Cost Estimates(TCE); • Prepare Administrative Offer Summaries(AOS or Appraisal Waiver); • Obtain specialist reports; • Coordinate with engineering, program administration,acquisition, relocation,and/or property management as necessary. No qualified staff iii. APPRAISAL REVIEW: Review appraisals on federal aid projects for the agency to make sure they are adequate, reliable, and have reasonable supporting data, and approve appraisal reports. Ensures appraisals are adequately supported and represent fair market value and applicable costs to cure and are completed in compliance with state and federal laws, regulations, policies and procedures. Responsibilities/Expectations: • Use only qualified agency staff approved by WSDOT to perform appraisal review work; • Use review appraiser from WSDOT's Approved Appraiser List if agency does not have qualified staff; • Ensures project wide consistency in approaches to value, use of market data and costs to cure; • Coordinate with engineering, program administration,acquisition, relocation,and/or property management as necessary. LPA-001 Right of Way Procedures Page 2 of 5 Revised 1212017 No qualified staff iv. ACQUISITION: Acquire,through negotiation with property owners, real property or real property interests (rights) on federal aid projects for the agency. Ensures acquisitions are completed in compliance with federal and state laws, regulations, and policies and procedures. Responsibilities/Expectations: • Use only qualified staff to perform acquisition activities for real property or real property interests,including donations; • To avoid a conflict of interest,when the acquisition function prepares an AOS,only acquires property valued at$10,000 or less; • Provide and maintain a comprehensive written account of acquisition activities for each parcel; • Prepare administrative settlement justification and obtain approval; • Prepare Project Funding Estimates (PFE) or,when applicable,True Cost Estimates(TCE); • Prepare Administrative Offer Summaries(AOS or Appraisal Waiver); • Review title,and recommend and obtain approval for acceptance of encumbrances; • Ensure acquisition documents are consistent with ROW plans,valuation,and title reports; • Provide a negotiator disclaimer; • Coordinate with engineering, program administration,appraisal, relocation, and/or property management as necessary; • Maintain a complete,well organized parcel file for each acquisition. Phil Franklin,ROW Agent V. RELOCATION: Provide relocation assistance to occupants of property considered displaced by a federally funded projects for the agency. Ensures relocations are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities/Expectations: • Prepare and obtain approval of relocation plan prior to starting relocation activities; • Confirm relocation appeal procedure is in place; • Provide required notices and advisory services; • Make calculations and provide recommendations for agency approving authority prior to making payment; • Provide and maintain a comprehensive written account of relocation activities for each parcel; • Coordinate with engineering, program administration,appraisal, acquisition, and/or property management as necessary; • Maintain a complete,well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. LPA-001 Right of Way Procedures Page 3 of 5 Revised 1212017 No qualified staff vi. PROPERTY MANAGEMENT: Establish property management policies and procedures that will assure control and administration of ROW, excess lands, and improvements acquired on federal aid projects for the agency. Ensures property management activities are completed in compliance with federal and state laws, regulations, policies and procedures. Responsibilities/Expectations: • Account for use of proceeds from the sale/lease of property acquired with federal funds on other title 23 eligible activities; • Keep R/W free of encroachments; • Obtain WSDOT/FHWA approval for change in access control along interstate; • Maintain property records; • Coordinate with engineering, program administration, appraisal,acquisition, and/or property management as necessary; • Maintain a complete,well organized parcel file for each displacement; • Ensure occupants and personal property is removed from the ROW. Phil Franklin,ROW Agent b. Any functions for which the AGENCY does not have qualified staff,the Agency will contract with another local agency with approved procedures, an outside contractor, or the Washington State Department of Transportation (WSDOT). An AGENCY that proposes to use outside contractors for any of the above functions will need to work closely with the WSDOT Local Agency Coordinator(LAC) and Local Programs to ensure all requirements are met. When the AGENCY proposes to have a staff person approved to negotiate who is not experienced in negotiation for FHWA funded projects, the LAC must be given a reasonable opportunity to review all offers and supporting data before they are presented to the property owners. c. The AGENCY wishes to take advantage of an Appraisal Waiver (aka Administrative Offer Summary or AOS).procedure on properties valued up to$25,000 or less and outlined in the attached form LPA-003. d. Attached is a copy of the AGENCY's administrative settlement procedure showing the approving authority(s) and the procedure involved in making administrative settlements. 2. All projects shall be available for review by the FHWA and WSDOT at any time and all project documents shall be retained and available for inspection during the plan development, right-of-way and construction stages, and for a three year period following acceptance of the projects by WSDOT. 3. Approval of the AGENCY's procedures by WSDOT may be rescinded at any time the AGENCY is found to no longer have qualified staff or is found to be in non-compliance with the regulations. The rescission may be applied to all or part of the functions approved. LPA-001 Right of Way Procedures Page 4 of 5 Revised 1212017 Mason County, Washington Approved By: Chair Date Washington State Department of Transportation Approved By: Local Programs Right of Way Manager Date LPA-001 Right of Way Procedures Page 5 of 5 Revised 1212017 WAIVER OF APPRAISAL PROCEDURE The County of Mason, hereinafter referred to as"AGENCY", desiring to acquire Real Property according to 23 CFR, Part 635, Subpart C and State directives, and desiring to take advantage of the$25,000.00 appraisal waiver process approved by the Federal Highway Administration (FHWA) for Washington State, hereby agrees to follow the procedure approved for the Washington State Department of Transportation (WSDOT) as follows: Rules A. The AGENCY may elect to waive the requirement for an appraisal if the acquisition is simple and the compensation estimate indicated on the Project Funding Estimate (PFE) is$25,000.00 or less including cost-to cure items. A True Cost Estimate shall not be used with this procedure. B. The AGENCY must make the property owner(s) aware that an appraisal has not been completed on the property for offers $10,000 or less. C. The AGENCY must make the property owner(s) aware that an appraisal has not been completed on the property for offers over$10,000 and up to $25,000, and that an appraisal will be prepared if requested by the property owner(s). D. Special care should be taken in the preparation of the waiver. As no review is mandated,the preparer needs to assure that the compensation is fair and that all the calculations are correct. Procedures A. An Administrative Offer Summary(AOS) is prepared using data from the PFE. B. The AOS is submitted to the Director, County Engineer or Engineering& Construction Manager for approval. C. The Director or County Engineer signs the AOS authorizing a first offer to the property owner(s). APPROVED: AGENCY By: County Engineer Local Programs Right of Way Mason County Public Works Manager LPA-003 10/2014 ADMINISTRATIVE SETTLEMENT POLICY The County of Mason, hereinafter referred to as "AGENCY", desiring to acquire Real Property according to 23 CFR, Part 635,Subpart C and State directives, hereby specifies the AGENCY'S administrative settlement policy and approving authorities for making administrative settlements. Administrative settlements are occasionally required in addition to just compensation in order to acquire needed right of way through negotiation. These administrative settlements can help eliminate costly condemnation litigation and project construction schedule delays. The Project Parcel Negotiation Diary shall contain the background leading to the need for an administrative settlement and a memo to the file shall be prepared detailing the rationale and justification. The level of authority to offer administrative settlements is as follows: ■ Acquisition Negotiator-Just compensation plus up to an additional$5000.00. ■ Engineering and Construction Manager-Just compensation plus up to an additional$10,000.00. ■ Public Works Director or Deputy Director/County Engineer-Just Compensation plus up to an additional$25,000.00. ■ Mason County Board of County Commissioners,Chair-Just Compensation plus any administrative settlement offer in excess of$25,000.00. MASON COUNTY RESUME OF RIGHT OF WAY QUALIFICATIONS LORETTA SWANSON DIRECTOR Education: Saint Martin's College, BSCE 1984 Experience: 20+years of industry experience,which includes: overseeing the securing of necessary property rights for numerous road, bridge, utility and related public infrastructure projects; and ensuring Federal and State compliance with ROW acquisition procedures. LTAP Training: ROW No Verification Webinar- March 2016 Diary Entries—On-Line Sufficient Property Rights- On-line Various Local Agency ROW Meetings US Department of Transportation FHWA Federal Aid Essentials MASON COUNTY RESUME OF RIGHT OF WAY QUALIFICATIONS MICHAEL W. COLLINS, P.E., PLS DEPUTY DIRECTOR OF PUBLIC WORKS/COUNTY ENGINEER Education: WA State Land Surveyor's License January 18, 2002, License No. 38487. WA State Profession Engineer's License June 16, 2005, License No. 41792. Experience: Michael has over 30 years of industry experience,which includes: acquiring and surveying for right of way acquisition and preparation of deeds/easements/temporary construction easements and working alongside a Surveyor to design, layout, deed research and establishment for the federal aid bridge projects. He has overseen field and office engineering and construction inspections of federally funded bridges, ensuring Federal and State compliance with ROW acquisition procedures. Training: US Department of Transportation FHWA Federal Aid Essentials Video Library- January 2019 Additional No Right of Way Verification Webinar-April 2016 Attended multiple Washington State Department of Transportation trainings and various right of way classes. MASON COUNTY RESUME OF RIGHT OF WAY QUALIFICATIONS DAVID N. SMITH, PE ENGINEERING &CONSTRUCTION MANAGER Education: BSCE Civil Engineering—Seattle University 1982 MSCE Civil Engineering—Seattle University 1986 Experience: 37 years of experience at the State (WSDOT) and local (County) level in the planning, designing and construction of public works projects. Negotiated with property owners to determine just compensation. Overseen the acquisition of real property interests by agreement with owners; this includes acquiring right-of-way while working with the State Attorney General's office for State and Federal funded projects, and working with local right-of-way offices on acquisitions for various infrastructure projects, both publicly and privately funded. MASON COUNTY RESUME OF RIGHT OF WAY QUALIFICATIONS PHILLIP FRANKLIN RIGHT OF WAY AGENT Education: Bachelor of Science, Pacific Lutheran University Certificate,Trend Business College Experience: State Certified Appraiser(#0057)for 28 plus years Attended and passed USPAP 1997 and update class in 2007 LTAP Training: Diary Entries- On-line Administrative Settlement- On-line No ROW Certification Webinar—April 18, 2017 FHWA/WSDOT Administrative Settlement Webinar—April 19, 2017 Acquisition Under the Uniform Act Webinar—June 12, 2017 Local Agency Row Meeting—June 28, 2017 NEPA& ROW Integration Seminar—August 14-15, 2017 IRWA Eminent Domain Mock-Trial Seminar-September 28, 2017 ROW: Local Agency Row Meeting (May 15, 2018 Appraisal of TCE Seminar—September 10, 2018 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Richard Dickinson, Deputy Director/ Utilities and Waste Management DEPARTMENT: Public Works EXT: 652 BRIEFING DATE: May 11 2020 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Solid Waste Scrap Metal Agreement—Amendment No. 1 EXECUTIVE SUMMARY: Mason County currently has a Solid Waste Scrap Metal Agreement with South Sound Steel & Recycling. South Sound Steel & Recycling provides the County with scrap metal and refrigerator drop boxes that they haul and then pay the county a percentage of the revenue they received for the materials. This revenue fluctuates based on market prices per ton. All hauling and service costs are taken care of by South Sound Steel & Recycling. The contract with South Sound Steel & Recycling expires July 30, 2020. The agreement has a clause that allows the County to extend the term of the agreement, not to exceed five years. Public Works/ U&W Management would like to extend the agreement, for two years, to July 30, 2022. Cost Impact to the County: There is no cost to the County for this service. RECOMMENDED OR REQUESTED ACTION: Recommend the Board authorize the Deputy Director/Utilities and Waste Management to sign Contract Amendment No. 1 that will extend the existing scrap metal and refrigerator collection services with South Sound Steel & Recycling to July 30, 2022. Attachment 1. Current Agreement 2. Amendment No. 1 Briefing Summary AGREEMENT BETWEEN MASON COUNTY AND SOUTH SOUND STEEL & RECYCLING, INC. FOR SCRAP METAL SERVICE AGREEMENT INTRODUCTION This Agreement("Agreement"), regarding servicing MASON COUNTY SCRAP METAL, is entered into this day, February 9 of 2018, between Mason County("County"), a political subdivision of the State of Washington, and South Sound Steel &Recycling, Inc. (Contractor). AUTHORITY TO MAKE AGREEMENT This Agreement is in furtherance of the county's authority to provide for public health,safety and welfare, and is consistent with the Washington State Constitution,Article XI,Section 11, RCW 70.95 and provides an agreement for the collection and disposal of scrap metal. DEFINITIONS For the purposes of this Agreement, the following words and terms shall have the meanings set forth below; however, words and terms describing material or work that have a well-known technical or trade meaning, unless otherwise specifically defined in the Agreement, shall be construed in accordance with such well-known meaning, generally recognized by solid waste professionals, engineers and trades. DESIGNATED AGREEMENT ADMINSTRATION Means that any time the contractor is required to have County approval, that approval shall come from the Deputy Director/Utilities & Waste Management. This County employee or their designee will work closely with the Contractor to confirm any approval(s) required by this Agreement. COUNTY Means Mason County, a political subdivision of the State of Washington. SERVICE AGREEMENT Means this Agreement, and 1. The Service Agreement from South Sound Steel & Recycling, Inc. dated January 15, 2008. SCOPE OF WORK The Agreement calls for performance of work for a period beginning on the date this Agreement is signed by both parties and ending on July 30, 2020. The Agreement may be Mason County Department of Public Works Scrap Metal Service Agreement Utilities and Waste Management Division Page 1 of 7 2018 Agreement renegotiated, at the County's discretion, for an additional period of time. Subsequent agreements will not exceed a five year increment. The Contractor must provide sufficient personnel, equipment, supplies and maintenance to properly perform all specified scrap metal and refrigerator collection and disposal services. In brief the work required is as follows: The Contractor will supply the necessary containers, replace full metal containers, and haul and dispose full containers when requested by the County. Once items are placed in the container box they belong to the Contractor and are their responsibility. The Contractor will own all materials and it is their responsibility to market all materials. The Contractor assumes 100% market risk, pays for all processing fees and pays for all hauling costs to the applicable processing center. South Sound Steel & Recycling will provide containers to haul away scrap metal and refrigerators from the Mason County Transfer Station located at 501 W. Eells Hill Rd, Shelton, WA. AGREEMENT TERM The Term of the Agreement shall commence of February 9 , 2018 and shall terminate on July 30, 2020, with one additional five year period extension possible. The Service Agreement may be renegotiated, upon mutual agreement between the County and the Contractor, for an additional period of time. RECORD KEEPING The Contractor shall at all times maintain an accounting system that uses generally accepted accounting principles for all services rendered and materials supplied in connection with this Agreement. The Contractor accounts and records covering all invoices and payments on account of this Agreement shall be open to inspection for any reasonable purpose by the County, their authorized representative and officers or employees at all times during the term of this Agreement and thirty six (36) months thereafter. The County shall have the right to inspect and copy all records and documents, to interview any persons, and to review any evidence in the Contractors possession or control which may assist the County in determining what amounts are owed to the County. COMPLIANCE The contractor shall comply with any and all Federal, State and Local regulations, including, but not limited to the following: The Revised Code of the State of Washington (RCW 70.95). PERMIT COMPLIANCE&INDEMNIFICATION The Contractor will be required to perform all operations in complete compliance with all permits issued to the County by regulatory agencies. Any penalties levied by the regulatory agencies for permit noncompliance due to the actions of the Contractor, will be paid by the Contractor at no cost to the County, or may be withheld from the payment to the Contractor. The Contractor expressly agrees to indemnify and hold harmless the County for any penalties, interest, and/or fees assessed or levied against it or the County related to this agreement due Mason County Department of Public Works Scrap Metal Service Agreement Utilities and Waste Management Division Page 2 of 7 2018 Agreement to non-compliance with permits issued by a regulatory agency of the Federal, State or County government. SEVERABILITY If any term or provision of this Agreement, or the application thereof to any person or circumstances, shall to any extent be invalid or unenforceable,the remainder of this Agreement or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable shall not be affected thereby, and each term and provision of this Agreement shall be valid and enforced to the fullest extent permitted by law. Further, the Parties shall negotiate in good faith regarding amendments to this Agreement that would, to the maximum extent possible, effectuate the intent of any provision determined to be invalid or unenforceable. NO THIRD-PARTY BENEFICIARY The rights and obligations created by this Agreement are for the sole benefit of the parties, and no other person or party shall be a beneficiary, intended or otherwise, of any such rights or be entitled to enforce any of the obligations created by this Agreement. WORK TO BE PERFORMED BY THE COUNTY OR OTHER CONTRACTORS During the period of this agreement, the County (either with its own forces or under a separate contract)will require the cooperation of the Contractor in scheduling and coordination to avoid conflicts. The Contractor shall be responsible for becoming familiar with the various schedules and the degree of disruption that may arise. The Contractor shall cooperate with the County in the coordination of operation in a manner that will provide the least amount of interference with the County's operation. JURISDICTION &VENUE Any action of law or suit in equity or judicial proceeding arising out of this Agreement shall be instituted and maintained only in the courts of competent jurisdiction in Mason County, in the State of Washington. TECHNICAL REQUIREMENTS This section specifies minimum requirements for the operation and maintenance of the scrap metal agreement. The requirements established herein are the minimum prescribed requirements and are not intended in any way to be inclusive or in any way to limit the Contractor to specific procedures or methods, but rather are intended to insure the expected quality of scrap metal and refrigerator collection at 501 W Eells Hill Road,Shelton,WA 98584. Any time the Contractor is required to have County approval; that approval shall be obtained from the Deputy Director/Utilities and Waste Management or Designee. Mason County Department of Public Works Scrap Metal Service Agreement Utilities and Waste Management Division Page 3 of 7 2018 Agreement RESPONSIBILITIES OF THE CONTRACTOR Contractor personnel shall be trained as required for specific tasks or functions in accordance with the specific responsibilities set forth in the Agreement for the various elements of the program. During periods of sickness and vacation, additional personnel must be available for the continued and uninterrupted operation of the scrap metal collection program in the usual manner. SERVICE SCHEDULE The Contractor shall provide on-call provisions for replacing full containers when full and need emptying. The standard service time for replacing a full container is 24 hours from time of call in. All handling and transportation shall be in compliance with all Federal, State and Local regulations. ACCIDENT REPORTS The Contractor shall promptly report in writing to the Director of Utilities/Waste Management or designee all accidents whatsoever arising out of, or in connection with the performance of the work whether on, or adjacent to, the Transfer Station Facility giving full details and statements of witnesses. In addition, should death, serious injuries or serious damages occur, the accident shall be reported by the Contractor immediately by telephone or messenger to the Director of Utilities/Waste Management or his designee. EQUIPMENT MAINTENANCE The Contractor is responsible to maintain the containers in good condition and proper working order. Damage resulting from Contractor handling will be the responsibility of the Contractor to repair or.replace at the Contractors expense. MATERIAL MARKETING Ownership of the material will rest with the Contractor. The Contractor shall provide for marketing of all material collected by them. In addition, the Contractor shall provide the County with assurances that material will be responsibly handled and marketed. DATA COLLECTION The Contractor will provide the Public Works Department, Utilities/Waste Management division with quarterly and annual reports which will include monthly totals in tons / pounds for each commodity collected per site and number of pickups per site/commodity. All reports must be submitted in Excel format. The Contractor will provide the Public Works Department, Utilities/Waste Management Division annually with a description of how and where the material is being marketed. COUNTY RESPONSIBILITIES The County has provided a location for the collection of scrap metal and refrigerators at the Eells Hill Transfer Station. Mason County Department of Public Works Scrap Metal Service Agreement Utilities and Waste Management Division Page 4 of 7 2018 Agreement The County will make every effort to educate container users of the need to keep material clean, properly prepared and separated. The Deputy Director/Utilities & Waste Management or designee will be responsible to administer the terms of this Agreement and act as a liaison between the Contractor and the County.All correspondence, questions, etc.should be directed to that person for assistance. INDEMNITY To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless Mason County, agencies of the County, and all officials, agents, and employees of the county, from and against all claims arising out of or resulting from the performance of the contract. "Claim" as used in this Agreement means any financial loss, claim, suit, action, damage, or expense, bodily injury, sickness, disease or death, or injury to or destruction of tangible property including loss of use resulting therefrom. The Contractors obligation to indemnify, defend, and hold harmless includes any claim by the Contractor's agents, employees, representatives, or any subcontractor or its employees. The Contractor expressly agrees to indemnify, defend and hold harmless Mason County for any claim arising out of or incident to the Contractor's or any subcontractor's performance or failure to perform the contract. The Contractor's obligation to indemnify, defend, and hold harmless Mason County shall not be eliminated or reduced by any actual or alleged concurrent negligence of Mason County or its agents, agencies, employees and officials For the duration of this Agreement the Contractor shall maintain in effect all insurance as required herein and comply with all limits, terms and conditions stated therein. Work under this Agreement shall not commence until evidence of all required insurance and bonding is provided to the County. The Contractor's insurer shall have a minimum A.M. Best's rating of A-Vii. Evidence of such insurance shall consist of a completed copy of the Certificate of Insurance signed by the insurance agent for the Contract and returned to the Mason County Director of Utilities/Waste Management. If for any reason, any material change in the coverage occurs during the course of this Agreement; such change will not become effective until 45 days after Mason County receives written notice of such change. The policy shall be endorsed and the certificate shall reflect that Mason County is an additional insured on the contractor's general liability policy with respect to activities under this Agreement. The policy shall provide and the certificate reflect that the insurance afforded applies separately to each insured against whom a claim is made or suit is brought except with respect to limits of the company's liability. The policy shall be endorsed and the certificate shall reflect that the insurance afforded therein shall be primary insurance and any insurance or self-insurance carried by the owner of Mason County shall be excess and not contributory insurance to that provided by the Contractor. The liability insurance shall include employer's liability minimum coverage of $1,000,000.00 each accident and general liability of $1,000,000.00 each occurrence, and truck (auto) liability Mason County Department of Public Works Scrap Metal Service Agreement Utilities and Waste Management Division Page 5 of 7 2018 Agreement (combined bodily injury and property damage) minimum coverage of $2,000,000.00 each occurrence. In addition,the Contractor shall include statutory workman's compensation. CONTRACT ADMINISTRATION This Agreement shall be administered on behalf of the County by the Director of Public Works or designee.The Director may designate one person as the County's representative with whom the Contractor may deal concerning day-to-day operations under this Agreement. All communications to the Contractor by the Director shall be recognized as made on behalf of the County. All questions, comments and recommendations concerning hauling of recyclables shall be directed to the Director or their designee All issues concerning Agreement provisions and requirements shall be directed to the Director. The following address shall be used for communication between the parties: COUNTY: CONTRACTOR: Mason County Public Works Department South Sound Steel & Recycling, Inc. 100 W Public Works Drive PO Box 14400 Shelton,WA 98584 Tumwater, WA 98511-4400 PROGRESS MEETINGS Progress meetings will be held as needed between the Contractor and Mason County. The progress meetings will be used to review activities and/or complaints accumulated during previous hauling of material. It will be the responsibility of the Contractor to prepare for and, respond to matters brought to their attention prior to each meeting. The Contractor will also be required to present a brief report summarizing program activity since the previous meeting. The organization of each meeting will be the responsibility of the Mason County Public Works Deputy Director/Utilities&Waste Management or designee. TERMINATION Either party hereto may with or without cause terminate this Agreement by giving written notice of their intention to terminate to the other party by certified mail and return receipt requested. Such termination shall, thereafter, be effective 30 days following the date of the written notice during which period of time the terms and conditions of the Agreement shall remain in full force and effect. The Contractor will be responsible for paying the County for all scrap metal hauled away by the Contractor when the containers are removed. The County may terminate with cause if the Contractor does not comply with the terms of this Agreement. Such termination would occur after written notice to the Contractor and their failure to correct deficiencies in the time stated in the notice. Upon termination, the Contractor shall leave all premises in the same condition they were in at the implementation of this Agreement. Mason County Department of Public Works Scrap Metal Service Agreement Utilities and Waste Management Division Page 6 of 7 2018 Agreement i i.: b 4§.&.dOERATION Hours of operation at tie Mason Cauntjt: Soi�d;waste FacilityEel1s I itil} is Nianday Saturday B Una n, 5:t3Dpm. Gtasures may occur,dta to Holidays.andar- unfreseer �trimstances, l" above sites;veil be e[osed at leashan the following holidays:New, ear. fby, Ntemortal pay, l,abar Qay,4 :'raflulYr 7fianksglvtng aril Christmas holidays:,; PA'tilfi£ ASSt� ikTEt?1ili1TH'fNIS AGREEMENT` Tie Coni ractor'uv�ll pay to the County 68%af t�id':dehvered vaiue far recycled metals recoved in tin boxes Fretht and handling a,"ret#adored nto'the offered 6810 vatue> South So00 wtll> :s dispose`of refrigerators for free as`part of fihe::agceement:tiut the County vu►II rsot revere any:; payment;for refrigeratsrs a_ PREVAIIIiUG tNAGE The Cornractor`s�ail nQt be;requireci to:�ay pr,.euading::wages IVIE'I'HQt)ZfF PAYMENT` ihe.Ca_ntratito>:will pay Mason Coin a,month.` a ri egt a ;agr,el to by tha Contractor and-:' t' tlt IY tle Mason County ;Public Works Qepartment shown in secftan described as payments: assacfated with this contract; payments are°required ifth'e Contractor t�aes not rece Ye any scraps metal far that rr�onth: Effec#tvtr,date if , !!.,Agreement;siiall'be.'the latest date the` oantract is signed by all parties: �: SlGNEa,;ihts day of f ,zi?A (' $OUTN SPIJND STEEL ge RECYCLJNG,Iric� W1 cbUNTilo igildl N 1RK$DEPARTMEW' 4 71 ...-04;x 'South.Saiiri` teal&Recycling BART ST Rp Deputy'Director/pOiities&UVaste,Managerrient: s +t if �e i� i N asoq Gcui�ty f3eisasksseniR sf ts6ttc YVarks. Strap Metal Servlc 'Agm n nt Ukit�ttes and Waste NManagement division_ Page?•of.? 21318 Agreement South Sound Steel & Recycling, Inc. Recycling of Nonferrous Metals, Ferrous Metals&Fiber Products ' Recycling Solutions and Industrial Services January 15th, 2008 Mason County Solid Waste Eells Hill Road Transfer Station Shelton, Wa 98584 RE: Service Agreement Pricing South Sound Steel&Recycling agrees to pay 68%of delivered value to Mason County Solid Waste for recycled metals received in tin boxes. Freight and handling are factored into the offered 68%value, • Prices are based on confirmed monthly sales. • Markets are determined by the 10'l'of each month. South Sound Steel& Recycling will provide Mason County Solid Waste with updated pricing by the tenth of each month. • Pricing will be emailed monthly to o Public Works Director,Bart Stepp o Solid Waste Manager,Zach Foster • Refrigerators are excluded from payment and are considered a service trade. Markets prices are traditionally known to increase or decrease at a soft paces. SSS&R will notify MCSW of'any dramatic movement in the markets prior to servicing boxes. Materials Agreement Metals placed within SSS&R boxes will be free of fluids,hazardous materials and E- Waste. South Sound Steel&Recycling is committed to being environmentally conscious and appreciates the like minded participation from their customers. Services Agreement South Sound Steel&Recycling, will provide 2 open top 40 yard containers for scrap metal collection and 1 open top 40 yard for refrigerator collection with no rental charge. Service Expectation At the time both 40 yards are loaded, South Sound Steel&Recycling will swap boxes and provide disposal and hauling for refrigerators at no charge. Member leslftatp 6t. Physical: 9546 Lathrop Industrial Drive SW Tumwater,Washington 98512 ❑❑SC�n7 �le�Iliegc[N� 00 Iuduslrles;No. (360)705-3532 Mail: P.O.Box 14400 Tumwater,Washington 98511-4400 Fax:(360)705-3542 m URICINAIiF(Y(uW South Sound Stool & Recyicling, Inc. Recycling of Nonferrous Metals, Ferrous Metals&Fiber Products S ' Recycling Solutions and Industrial Services Standard service time for box service is 24 hours from time of call in. Payment Terms Standard payment terms are set at Net 30 days but can be changed at customer request. MCSW ' notify SSS&R if they wish changes to be made. Scottie Perrin (So Sound Steel&Recycling representative) Member UeUlela of. Physical: 9546 Lathrop Industrial Drive SW Tumwater,Washington 98512 Iferip. ®eeyclieg IaCaehlea;Ine. 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OV.HMOO V"3lttlli$Nt}o 1i6N S30tY; ONtt2lttSNE 34 31tfOldM1ago sin M013>S S319110 i 3Hl Jt8 CI3Q2ifDddtl 33t/3t3t10J 3H1 tl3J.l9`ib (7i46 id3tAv AMWIVOI: tlO A'I3Al1VW2lt3�i lOti;53O€t kvo,OLLi 36 $IHl'3a0�OH SlFl�Idtt i3O.3H1 Noittl.S1HJI2t Pt•5N3 NfJ0 tZtdV Jl'tN0�tCt11tN1ao �f).2i31LVN1'.V SV O3ttmi SI 3lvoj4[ltl3O Swj S€OZItiO(ZO - N �[ rr ii J/� tluuuoatwwl3lva:. -33NVM�SI �^,�! aV1 ��&7 �:J ITa/ a SCRAP METAL SERVICE CONTRACT AMENDMENT #1 WITH SOUTH SOUND STEEL & RECYCLING, INC. The CONTRACT between COUNTY and CONTRACTOR is amended as follows: 1. The contract expiration date is changed from July 30, 2020 to July 30, 202#. The original agreement allowed for term extensions, not to exceed five (5) years, by mutual consent of both parties. 2. All other language of the original contract not altered by this amendment remains in effect. Amendment dated this day of , 2020. SOUTH SOUND STEEL AND PUBLIC WORKS DEPARTMENT RECYCLING, INC MASON COUNTY, WASHINGTON Scottie Perrine, Richard Dickinson, SSS&R representative Deputy Director/U&W Management APPROVED AS TO FORM: Tim Whitehead, Chief DPA MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: May 11, 2020 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: 2020 Railway— Highway Crossing Program Application for Funding EXECUTIVE SUMMARY: Puget Sound and Pacific (PSAP) Railroad has reached out to the County Public Works Department regarding two potential railroad crossing projects on Cole Road and Lynch Road. PSAP plans to a apply for grant funding through WSDOT Local Programs 2020 Railway — Highway Crossing Program (Section 13) Application. The railroad crossing projects will consist of rebuilding deteriorated surface and subgrade, replacing older warning devices and the installing active advance warning signs to provide motorist additional warning to mitigate limited sight distance from curves in road and times of inclement weather. The grant applications are due May 29, 2020. BUDGET IMPACTS: Each Project requires a 10% local match for preliminary engineering. PSAP estimates each total project cost to be $800,000 and preliminary engineering to be $80,000. The required local match is $8,000 which would come from the Road Fund. If these projects move forward, Public Works may do additional upgrades, such as adding guardrail that would not be part of the grant funding, but still provide additional safety to the traveling public in these locations. PUBLIC OUTREACH: Currently there has been no public outreach. RECOMMENDED OR REQUESTED ACTION: Recommending the Board authorize the County to work with Puget Sound and Pacific (PSAP) Railroad on the submittal of the 2020 Railway — Highway Crossing Program (Section 13) Application, as well as authorize the County Engineer to sign all pertinent documents for the grant and if awarded provide the 10 percent local match out of the County Road Fund. Attachments: 1. Grant Questionnaire 2. Grant Applications 3. Vicinity Maps Mason County GRANT QUESTIONNAIRE Date: May 19, 2020 Office/Department: Public Works Contact Person: Loretta Swanson 1) Name of Grant/Program: WSDOT Local Programs 2020 Railway— Highway Crossing Program (Section 13) Application. 2) New Grant X Renewing Grant — Term (# of years) 2 3) Is the grant unchanged, and does not require Current Expense funding? (If Y, please skip to number 24) Y _ N X 4) How will this grant benefit the County's citizens? If awarded these grants will provide funding to upgrade the railroad crossings on Cole Road and Lynch Road by rebuilding deteriorated surface and subgrade, replacing older warning devices and installing active advance warning signs to provide motorist additional warning to mitigate limited sight distance from curves in road and times of inclement weather. 5) Is this a program grant or an equipment grant? Program grant 6) Is this a "one-time only grant" or is it renewable? If renewable, how long is grant anticipated to last? One-time grant 7) If this is a new grant how will the grant support a current program OR how will the program change? If selected, the projects will be added to the Six Year Transportation Improvement Program and the Annual Construction Program. 8) Does this grant require up front funds? Y X N If so, what is the source of the up-front funds needed to cover costs prior to initial and continuing reimbursements being received? The Road Fund will cover the costs and be reimbursed. 9) How many employees (new or current) will be paid by the grant? N None C Yes a. If this grant requires new hire(s) and grant ends, how will unemployment costs be funded? New employees will not be hired for this grant. Page 1 10) Will the grant require matching funds; i.e., in-kind, cash, Employment Security, Social Security, FICA, PERS, etc? Y X N _ If so, what? A local match of 10% of the PE is required for these funds for each project. Local match is estimated to be 8 000. 11) Would the grant allow for an annual COLA in salary, increase in medical insurance premiums or increases in any personnel benefits? N/A 12) What fund would support a cash match (if required)? Road Fund 13) If required what is the TOTAL cost of the match over the life of the grant? The match requirement of 10% for PE ($8,000) and paid from the road fund. PE/Design $80,000/per project Right of Way $0 Construction $720,000 Total $800,000 Grant Request - $800,000/per railroad crossing project 14) What fund would support the administration of the grant? N/A. Grant is administered by the Railroad. 15) Will the grant allow for the County cost allocation plan to be funded? N/A 16) Would the grant require the county to provide office space and/or additional equipment to administer the program? If so, what are the requirements? No 17) Would the program require use of a county vehicle or personal vehicle? Y X N — 18) If so, would the grant provide for the cost of the automobile and/or liability insurance? Y _ N/A 19) Would the grant require activities by other county offices/departments? (i.e. legal review, technology services assistance, new BARS numbers.) Y_ N X If so, what activities? 20) Would acceptance and completion of the grant project in any way OBLIGATE the County to create/enact new ordinance or policies? Y — N X If so, what obligations? 21) Does this grant project include any activities that may fall outside the county's standard policies (personnel policies on travel, hours of work, training required, reimbursement for meeting refreshments, paying for meeting space, etc.?) No Page 2 22) Will outside consultants be solicited to work on the grant and if so, is a process in place for appropriate selection and oversight of consultant activities? Y _ N X If so, what is the funding source for consultant fees? 23) For a program grant, how would the program be funded after the grant expires? (It should be understood that once grant funding ends, either the program ceases OR the funding for the program needs to be absorbed within the department's or office's existing budget) OR justification must be provided that the program has been and will continue to save or benefit taxpayers. Puget Sound and Pacific (PSAP) Railroad has asked the County to partner in this project for the design phase of these projects and to provide the required 10% local match expense being that both projects our on county roads. PSAP will be the lead in these grants/projects. 24) Please provide (attached to questionnaire) a synopsis of the grant or a copy of the fact sheet. Please feel free to submit additional information as needed. Official signature of requesting office/department: Elected Official/Department Head Date Approved by: Chair, Board of County Commissioners Date Page 3 o F the la For the latest CO'•Ji.D-19 health guidance,statistics and resources,,v isit Coronavirus,wa.gov. Railway—Highway Crossings Program: Call for Projects Open—Applications Due May 29,2020. Available Funding for 2020 Approximately$11 million Federal Highway Section 130 Program funds. Program Purpose The purpose of this program is to reduce the number of fatalities and injuries at public highway-rail grade crossings through the elimination of hazards and/or the installation/upgrade of protective devices at crossings. The program focus is on adding protection to projects that demonstrate a need for safety and efficiency. *To learn more visit: FHWA Home/Safety/HSIP/Railway-Highway Crossings(Section 130)Program Typical uses for the Section 130 funds are listed below but are not limited to: • Install train-activated warning bells or horns. • Flashing lights. • Overhead cantilevers. • Gates and constant warning time circuitry. *Note:Section 130 funds cannot be used at private highway rail crossings. Eligibility The Section 130 program funds are eligible for projects at all public crossings. Fifty percent of a State's apportionment under 23 USC 130(e)is dedicated for the installation of protective devices at crossings.The remainder of the funds apportionment can be used for any hazard elimination project,including protective devices.The FAST Act extends eligibility to include projects at grade crossings to eliminate hazards posed by blocked crossings due to idling trains. Typical projects funded by Section 130 are listed below but are not limited to: • Any public grade crossings that include roadways, bike trails and pedestrian paths. • Preliminary engineering/design, right-of-way, and construction phases of projects are eligible for funding. • The closure of any public railroad crossing(s). • Safety improvements for Pedestrians and Bicyclists at crossing(s). • Installation of new crossing protective devices. • Upgrading existing crossing protective devices. Identifying Projects Crossings are selected by Local Programs staff for inclusion into a funding list based on risk potential,Practical Solutions and cost effectiveness.Utilize available data sources to identify crossings that show a high risk potential for crashes. Projects are listed below,but are not limited to: • Eliminating or consolidating crossings to help mitigate risk. • Crash history and trends recorded at the location. • High Vehicle and train volumes at crossing. • Pedestrian/Bicyclist path crossing inadequate. • Crossing geometry. • Sight Distance is inadequate. • Other Railroad Items that address safety. Local Programs staff review each identified crossing.The review determines which crossings are considered for Section 130 Program funds.This is based upon such factors as the federal program requirements,project eligibility criteria,and if there are improvements which can be made to reduce risks covered by the Section 130 Program funds. Selection Process • All properly submitted applications will be reviewed to ensure they are complete and eligible for funding. • Each project submitted for the Spot Location will be evaluated using a scoring matrix with points provided for, but are not limited to: o Exposure Factures. o Crashes within the last 5 years. o Crossing Closure or Consolidation of Crossings. o Roadway and Railway Items. o Sight Distance. o Crossing Angle. • All projects will be prioritized based on past and current delivery of federal projects by the applying agencies. • WSDOT may conduct site visits with the applicant, as needed. • WSDOT's Local Programs Director will select the final projects by fall of 2020. Other Requirements • Projects require a ten percent local match per phase (preliminary engineering/design, right-of-way, and construction) for all eligible federal expenditures. If the construction phase is authorized by April 30, 2022,then the construction phase is eligible for 100%funding (no local match required). Federal funds cannot be used as match for any phase. • Projects must be fully funded between this funding and other funding sources, as applicable. • There is no maximum funding that can be requested in each application. • Projects must comply with all necessary federal and state requirements as detailed in the Local Agency Guidelines Manual and the FHWA Rail-Highway Crossing (Section 130) Program Manual. • Once a project has been awarded funds, the agency shall complete the project as selected. • Project recipients must report quarterly on the status and expenditures of each project. • Project recipients are required to submit monthly progress billings to ensure timely reimbursement of eligible federal expenditures. • Project costs incurred prior to federal fund obligation are not eligible for reimbursement. • Agencies that do not actively pursue the awarded project are at risk of the project being cancelled and the funds reprogrammed. Application Form A completed application form(doc 56 kb)is required.Only one application per location.Include all projects the agency is requesting to be funded.Applications must include: • General project information. • A vicinity map showing the locations of all improvements/countermeasures/projects. • A conceptual plan and cross section showing the existing and final configurations for infrastructure improvements and countermeasures. • A detailed cost estimate for each phase (preliminary engineering, right of way, and construction).The cost estimate for construction must be determined assuming that the project is design-bid-build or design-build and not by the agency's forces. Application forms can be completed electronically or by hand but must be submitted electronically by 11:59 p.m.on Friday,May 29,2020 by email to HLPGrants@wsdot.wa.gov. *Note:Paper submittals will not be accepted.Applications received after the deadline will not be considered. Program Contacts: For additional information about the Section 130 program and process,contact: Paul Snow,HQ Local Programs Technical Services Safety Analyst(Section 130 Rail Crossing) Email: paul.snow@wsdot.wa.gov Phone number: 360-705-7380 For railroad crossing and accident information,please visit the Federal Railroad Administration.Once there,you can search a crossing for both crossing accident history and inventory information. If you have additional questions,please contact: Lori Halstead Email: lori.halstead@utc.wa.gov Phone number: 360-664-1262 *Note:information about train speeds and train counts must be obtained from the railroad directly.Ms.Halstead can provide railroad contact information. Copyright WSDOT©2020 2020 Railway— Highway Crossings Program (Section 130) r Application for Funding Washington State Department of Transportation Local Programs Division Local Agency Name: Mason County Name of Metropolitan or Regional Planning Contact Person(s): Mike Collins Organization: Title: Dep. Director PW/ County Engineer State Legislative District#(s): District 35 Street Address: 411 N. 5th Street City, State, Zip: Shelton, WA 98584 Congressional District#(s):loth District Phone: (360) 427-9670 x452 Email: MCollins@co.mason.Wa.uS See: http://app.leg.wa.gov/DistrictFinder/Home/ Crossing Name: Cole Road USDOT Crossing number: 096564A WSDOT Region assigned to the jurisdiction: See http://www.wsdot.wa.gov/LocalPrograms/re.gional.htm for more information. ❑ Eastern ❑ North Central ❑ Northwest N Olympic ❑ South Central ❑ Southwest If any projects in this application involve roadways owned or managed by another jurisdiction, such as an City, County, Indian Tribe,or WSDOT, list the roadways: Mason County Please include a letter or email from each of the otherlurisdictions that indicates concurrence with this application. Projects on state routes shall be coordinated through the appropriate WSDOT regional office. Contact the Region Local Programs Engineer at http://www.wsdot.wa.gov/LocalPrograms/regional.htm to request concurrence. Comments: Attachment: The following item must be included with the application. • Detailed vicinity map, with clearly marked project limits, that shows the project's location. 2020 Railway-Highway Crossings Application Page 1 of 4 General Project Information: Railroad&County would like to upgrade crossing by rebuilding deteriorated surface&subgrade, replacement of older warning devices,and the installation of active advance warning signs to provide motorist additional warning to mitigate limited sight distance from curves in road, and times of inclement weather. Roadway Data Posted Speed Limit 35 ❑ Sidewalks ❑ Principal Arterial Traffic Count and year(AADT) 450(1986) ❑ Paths ❑ Minor Arterial Buses per day 0 ❑ Bike Lanes ❑ Major Collector Vehicles per day ❑ Urban ® Minor Collector Commercial motor vehicles per day ❑ Rural ❑ Local Access %Trucks 16 Railroad Data Railroad Name PSAP Number of tracks 1 Train Speed* 25 Trains per day* 4 *Obtain information from the Railroad.The Washington Utilities and Transportation Commission(UTC)can provide Railroad contact information. UTC Contact:Lori Halstead lori.halsteadnutc.wa.gov 360-664-1262 Exposure Factor: Number of trains per day multiplied by number of vehicles per day: 1800 Existing Warning Devices: List existing warning devices,e.g. pavement markings, crossbucks,shoulder mounted signals, cantilever signals,automatic gates, etc. 2 Gate Mechanisms, 2 Cantilevers with flashing lights, concrete surfacing panels 2 stop bars, 2 advanced warning signs, 2 RXR advanced pavement markings Crashes: Enter the number of train/vehicle crashes for the last five years.The UTC can provide information concerning train/vehicle crashes. UTC Contact:Lori Halstead lori.halstead@utc.wa.gov 360-664-1262 Rating Factors: Yes No Crossing Closure x Hazardous Materials Rail/Truck x Bike/Pedestrian Use x Truck Route x Bus Route x Traffic Signal less than 200 feet from x Crossing/Limited vehicle storage Crossing Grade more than 5% x 2020 Railway-Highway Crossings Application Page 2 of 4 Passenger Train Use x Train Speed over 25 mph x Reported Near Misses Stopping Sight Distances: Thoose direction that is closest to direction of traffic flow over crossings. Required to Stop Direction Additional Information in feet N to S SW to NW etc. 1. 2. 3. 4. 5. 6. The intersection angle of the grade crossing should be as close to a right angle as is practical for the location so that sight distances for both the road user and the train operator will be optimized. Crossing Angle: 85 Consensus: (Local Agency Only to Complete) Where are you in conversations with the Railroad about this project: Explain: Where are you in conversation with the Public and/or business owner's about this project: Explain: Railroad OnIv to Com lete Where are you in conversations with the Local Agency about this project: Explain: The railroad has discussed the project with the county, and they support the project. Where are you in conversations with the Public and/or business owner's about this project: Explain:: The railroad has not performed any outreach. Project Schedule (enter dates as Mo.Nr.) Project Milestone Estimated Date Project added to the Statewide Transportation Improvement Program (STIP) September 2020. Project agreement signed with WSDOT Local Programs October 2020. Begin PE PE phase authorized by FHWA through WSDOT Local Programs) November 2020 Community/stakeholder engagement complete December 2020. Environmental documents approved by WSDOT Local Programs(required for every project) December 2020 Begin right-of-way RW phase authorized by FHWA through WSDOT Local Programs) January 2021 Railroad contract February 2021 Contract advertised for roadway work if required) May 2021 Contract awarded must occur within two years of selection June 2021. 2020 Railway-Highway Crossings Application Page 3 of 4 0 en to traffic December 2021 Construction complete December 2021 Phase Total Cost' Local Match Program Funds Requested'2 Preliminary Engineering $80,000 $8,000 $72,000 PE Right of Way(RW) $0 $0 $0 Construction $720,000 $0 $720,000 Total .$800,000 $8,000 $792,000 *Are ALL local match funds secured? Yes No Source(s)of match funds2: 1. Round all numbers to the nearest whole dollar(do not include decimals). 2. Projects require a ten percent local match per phase(preliminary engineering/design, right-of-way, and construction)for all eligible federal expenditures. If the construction phase is authorized by ARHI 30, 2022 then that phase will be eligible for 100%funding (no local match required). Federal funds cannot be used as match for any phase. 2020 Railway-Highway Crossings Application Page 4 of 4 2020 Railway— Highway Crossings Program (Section 130) Auk Application for Funding Washington State A pp g VI/ Dc"rtmcnt of Transportation Local Programs Division Local Agency Name: Mason County Name of Metropolitan or Regional Planning Contact Person(s): Mike Collins Organization: Title: Dep. Director PW/ County Engineer State Legislative District#(s): District 35 Street Address: 411 N. 5th Street City, State, Zip: Shelton, WA 98584 Congressional District#(s): 10th District Phone: (360) 427-9670 Email: MCollins@co.mason.wa.us See: http://app.leg.wa.gov/DistrictFinder/Home/ Crossing Name: Lynch Road USDOT Crossing number: 096563T WSDOT Region assigned to the jurisdiction: See http://www.wsdot.wa.gov/LocalPrograms/regional.htm for more information. ❑ Eastern ❑ North Central ❑ Northwest ® Olympic ❑ South Central ❑ Southwest If any projects in this application involve roadways owned or managed by another jurisdiction,such as an City, County, Indian Tribe, or WSDOT, list the roadways: Mason County Please include a letter or email from each of the other imisdictions that indicates concurrence with this application. Projects on state routes shall be coordinated through the appropriate WSDOT regional office. Contact the Region Local Programs Engineer at http://www.wsdot.wa.gov/LocalPrograms/regional.htm to request concurrence. Comments: Attachment: The following item must be included with the application. • Detailed vicinity map, with clearly marked project limits, that shows the project's location. 2020 Railway-Highway Crossings Application Page 1 of 4 General Proiect Information: Railroad&County would like to upgrade crossing by rebuilding deteriorated surface&subgrade, replacement of older warning devices,and the installation of active advance warning signs to provide motorist additional warning to mitigate limited sight distance from curves in road, and times of inclement weather. Roadway Data Posted Speed Limit 45 ❑ Sidewalks ❑ Principal Arterial Traffic Count and year(AADT) 245(1986) ❑ Paths ❑ Minor Arterial Buses per day 0 ❑ Bike Lanes ❑ Major Collector Vehicles per day ❑ Urban 0 Minor Collector Commercial motor vehicles per day ❑ Rural ❑ Local Access %Trucks 16 Railroad Data Railroad Name PSAP Number of tracks 1 Train Speed* 25 Trains per day* 4 *Obtain information from the Railroad.The Washington Utilities and Transportation Commission(UTC)can provide Railroad contact information. UTC Contact:Lori Halstead lori.halsteadnutc.wa.gov 360-664-1262 Exposure Factor: Number of trains per day multiplied by number of vehicles per day: 980 Existing Warning Devices: List existing warning devices,e.g. pavement markings, crossbucks,shoulder mounted signals, cantilever signals,automatic gates, etc. 2 Gate Mechanisms, 2 Cantilevers with flashing lights concrete surfacing panels 2 stop bars, 2 advanced warning signs, 2 RXR advanced pavement markings Crashes: Enter the number of train/vehicle crashes for the last five years.The UTC can provide information concerning train/vehicle crashes. UTC Contact: Lori Halstead lori.halstead@utc.wa.gov 360-664-1262 Rating Factors: Yes No Crossing Closure X Hazardous Materials Rail/Truck x Bike/Pedestrian Use X Truck Route Bus Route X Traffic Signal less than 200 feet from X Crossing/Limited vehicle storage Crossing Grade more than 5% x 2020 Railway-Highway Crossings Application Page 2 of 4 Passenger Train Use X Train Speed over 25 mph X Reported Near Misses Stopping Sight Distances: #Choose direction that is closest to direction of traffic Flow over crossing. Required to Stop Direction Additional Information in feet N to S,SW to NW etc. 1. 2. 3. 4. 5. 6. The intersection angle of the grade crossing should be as close to a right angle as is practical for the location so that sight distances for both the road user and the train operator will be optimized. Crossing Angle: 60 Consensus: (local Agency Only to Complete) Where are you in conversations with the Railroad about this project: Explain: Where are you in conversation with the Public and/or business owner's about this project: Explain: Railroad Only to Com lete Where are you in conversations with the Local Agency about this project: Explain:_ The railroad has discussed the project with the county, and they support the project Where are you in conversations with the Public and/or business owner's about this project: Explain: The railroad has not performed any outreach. Project Schedule(enter dates as Mo.Nr.) Project Milestone Estimated Date Project added to the Statewide Transportation Improvement Program (STIP) September 2020 Project agreement signed with WSDOT Local Programs October 2020 Begin PE PE phase authorized by FHWA through WSDOT Local Programs) November 2020 Community/stakeholder engagement complete December 2020 Environmental documents approved by WSDOT Local Programs(required for every project) December 2020 Begin right-of-way RW phase authorized by FHWA through WSDOT Local Programs) January 2021 Railroad contract February 2021 Contract advertised for roadway work if required) May 2021 Contract awarded must occur within two years of selection June 2021 2020 Railway-Highway Crossings Application Page 3 of 4 0 en to traffic I December 2021. Construction complete I December 2021 Phase Total Cost' Local Match Program Funds Requestedl,2 Preliminary Engineering $80,000 $8,000 $72,000 PE Right of Way(RW) $0 $0 $0 Construction $720,000 $0 $720,000 Total $800,000 $8,000 $792,000 *Are ALL local match funds secured? Yes No Source(s)of match funds2: 1. Round all numbers to the nearest whole dollar(do not include decimals). 2. Projects require a ten percent local match per phase(preliminary engineering/design, right-of-way, and construction)for all eligible federal expenditures. If the construction phase is authorized by A,2r6f 30,2022 then that phase will be eligible for 100%funding(no local match required). Federal funds cannot be used as match for any phase. 2020 Railway-Highway Crossings Application Page 4 of 4 COVID-19 For the latest COWD-19 health guidance,statistics and resources,visit Corona:-irus.wa.gay. Railway-Highway Crossings Program: Call for Projects Open—Applications Due May 29,2020. Available Funding for 2020 Approximately$11 million Federal Highway Section 130 Program funds. Program Purpose The purpose of this program is to reduce the number of fatalities and injuries at public highway-rail grade crossings through the elimination of hazards and/or the installation/upgrade of protective devices at crossings. The program focus is on adding protection to projects that demonstrate a need for safety and efficiency. *To learn more visit:FHWA Home/Safety/HSIP/Railway-Highway Crossings(Section 130)Program Typical uses for the Section 130 funds are listed below but are not limited to: • Install train-activated warning bells or horns. • Flashing lights. • Overhead cantilevers. • Gates and constant warning time circuitry. *Note:Section 130 funds cannot be used at private highway rail crossings. Eligibility The Section 130 program funds are eligible for projects at all public crossings.Fifty percent of a State's apportionment under 23 USC 130(e)is dedicated for the installation of protective devices at crossings.The remainder of the funds apportionment can be used for any hazard elimination project,including protective devices.The FAST Act extends eligibility to include projects at grade crossings to eliminate hazards posed by blocked crossings due to idling trains. Typical projects funded by Section 130 are listed below but are not limited to: • Any public grade crossings that include roadways, bike trails and pedestrian paths. • Preliminary engineering/design, right-of-way, and construction phases of projects are eligible for funding. • The closure of any public railroad crossing(s). • Safety improvements for Pedestrians and Bicyclists at crossing(s). • Installation of new crossing protective devices. • Upgrading existing crossing protective devices. Identifying Projects Crossings are selected by Local Programs staff for inclusion into a funding list based on risk potential,Practical Solutions and cost effectiveness.Utilize available data sources to identify crossings that show a high risk potential for crashes.Projects are listed below,but are not limited to: • Eliminating or consolidating crossings to help mitigate risk. • Crash history and trends recorded at the location. • High Vehicle and train volumes at crossing. • Pedestrian/Bicyclist path crossing inadequate. • Crossing geometry. • Sight Distance is inadequate. • Other Railroad Items that address safety. Local Programs staff review each identified crossing.The review determines which crossings are considered for Section 130 Program funds.This is based upon such factors as the federal program requirements,project eligibility criteria,and if there are improvements which can be made to reduce risks covered by the Section 130 Program funds. Selection Process • All properly submitted applications will be reviewed to ensure they are complete and eligible for funding. • Each project submitted for the Spot Location will be evaluated using a scoring matrix with points provided for, but are not limited to: o Exposure Factures. o Crashes within the last 5 years. o Crossing Closure or Consolidation of Crossings. o Roadway and Railway Items. o Sight Distance. o Crossing Angle. • All projects will be prioritized based on past and current delivery of federal projects by the applying agencies. • WSDOT may conduct site visits with the applicant, as needed. • WSDOT's Local Programs Director will select the final projects by fall of 2020. Other Requirements • Projects require a ten percent local match per phase (preliminary engineering/design, right-of-way, and construction) for all eligible federal expenditures. If the construction phase is authorized by April 30, 2022, then the construction phase is eligible for 100%funding (no local match required). Federal funds cannot be used as match for any phase. • Projects must be fully funded between this funding and other funding sources, as applicable. • There is no maximum funding that can be requested in each application. • Projects must comply with all necessary federal and state requirements as detailed in the Local Agency Guidelines Manual and the FHWA Rail-Highway Crossing (Section 130) Program Manual. • Once a project has been awarded funds,the agency shall complete the project as selected. • Project recipients must report quarterly on the status and expenditures of each project. • Project recipients are required to submit monthly progress billings to ensure timely reimbursement of eligible federal expenditures. • Project costs incurred prior to federal fund obligation are not eligible for reimbursement. • Agencies that do not actively pursue the awarded project are at risk of the project being cancelled and the funds reprogrammed. Application Form A completed application form(doc 56 kb)is required.Only one application per location.Include all projects the agency is requesting to be funded.Applications must include: • General project information. • A vicinity map showing the locations of all improvements/countermeasures/projects. • A conceptual plan and cross section showing the existing and final configurations for infrastructure improvements and countermeasures. • A detailed cost estimate for each phase (preliminary engineering, right of way, and construction). The cost estimate for construction must be determined assuming that the project is design-bid-build or design-build and not by the agency's forces. Application forms can be completed electronically or by hand but must be submitted electronically by 11:59 p.m.on Friday,May 29,2020 by email to HLPGrants@wsdot.wa.gov. *Note:Paper submittals will not be accepted.Applications received after the deadline will not be considered. Program Contacts: For additional information about the Section 130 program and process,contact: Paul Snowr HQ Local Programs Technical Services Safety Analyst(Section 130 Rail Crossing) Email: paul.snow@wsdot.wa.gov Phone number: 360-705-7380 For railroad crossing and accident information,please visit the Federal Railroad Administration.Once there,you can search a crossing for both crossing accident history and inventory information. If you have additional questions,please contact: Lori Halstead Email: lorl.haistead@utc.wa.gov Phone number: 360-664-1262 *Note:information about train speeds and train counts must be obtained from the railroad directly.Ms.Halstead can provide railroad contact information. Copyright WSDOT @ 2020 Cole Road Vicinity dIlk b pp '04 lmar,Vsuper ehC t - Uaklan Shelton- J C ,� �! 4 _ n r i i - I I 'Scj ,aAr;'" and Vibe, r E e » y . o rri N r = y sir .. 3. , r w m SE Me :. .l Ohl .o ':fie. 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" � �ST �J6.R'n..A�++..s •. ryu I {- 'M ���r "w� - z �• ,"�"1t"'� �.,"Art�,. � .afk�.,,7,�` r �*'�:w��y: w.. �` - 'y�4;ira �'u�. � r „, ,>, , �* TM?� _ -.� MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: May 11, 2020 PREVIOUS BRIEFING DATES: INTERNAL REVIEW (please check all that apply): � Budget/Finance €Human Resources €Legal Other ITEM: Approval of County Road Project 2028 —Agate Road Hot-Mix-Asphalt (HMA) Overlay Projects EXECUTIVE SUMMARY: County Road Project (CRP) 2028 is an HMA overlay project that is identified as 01 on the 2020 Annual Construction Program, from milepost 1.7 to 3.1 that improves existing roadway surface and shoulders and removes and replaces the existing guardrail. BUDGET IMPACTS: The preliminary estimated cost of the project is $803,200. Surface Transportation Program (STP) funding for this project is estimated at $694,768. RECOMMENDED OR REQUESTED ACTION: Recommend the Board execute the resolution for CRP 2028, Mason County Overlay project on Agate Road and authorize the Chair to sign all pertinent documents and Public Works to advertise, set bid opening date/time, award contract and any change orders. Contract award will be announced during a regular meeting of the Board. Attachment: Resolution Map Briefmg Summary MASON COUNTY COMMISSIONERS RESOLUTION NO: COUNTY ROAD PROJECT NO. 2028 WHEREAS,on Mason County Road No.23910,known locally as the Agate Road and more specifically located in Sec.(s) 1,2, 11, 12,13,14,T.20 N,R 3W,WM,at approximately mile post 1.7 to mile post 3.1;work defined as"construction"in the BARS Manual,Page II-63,et seq,is determined to be necessary and proper; and, THEREFORE,BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS that it is their intention to: Hot-Mix-Asphalt(HMA)Overlav Proiect improving existing roadway surface and shoulders and removing and replacing existing guardrail. SAID WORK is to be performed by Contract and/or County Forces in accordance with Washington State Standard Specifications for Road and Bridge Construction as adopted by Mason County (RCW 36.77.020 and/or RCW 36.77.065 and WAC 136-18). BE IT FURTHER RESOLVED that the described County Road Project is necessary and proper,and the estimated costs of said project are herewith set out as follows: Engineering: $ 20,000 Right of Way $ -0- Construction $783,000 The County Road project herein described in HEREBY DECLARED to be a public necessity,and the County Road Engineer is HEREBY ORDERED AND AUTHORIZED to report and proceed thereon as by law,provided and in accordance with RCW 36.75.050,36.80.080 and 36.80.070. ADOPTED this day of 2020. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Sharon Trask,Chair ATTEST: Randy Neatherlin,Vice Chair Melissa Drewry,Clerk of the Board Kevin Shutty,Commissioner APPROVED AS TO FORM: Tim Whitehead,Ch. Deputy Prosecuting Attorney cc: Co.Commissioners Engineer JOURNAL: Publ.It: 2020 Mason County Overlay Program CRP 2028 —Agate Road M.P 1 .7 to M.P 3.1 .E BAYVIEW OR 1.60 MP 1.7 1.70 1.80 1.90.00 i f \ �• i i 2.10 i 2�0 LU2.30 E��� a i Uncle John Creek Q LU Z J � 2.50 LU y � r 2.60 w 2.70 i E AGATE LOOP RE) i i 2.80 Overla Roads i MP 3.1 2.90 d a r f 3.00 Campbell Creek r - tij nderson �\ field r •1 Shelton \ r 3.20 N \\V E GARRETT CT S 3.30 "©:openStree"'tMa�p;(and) contrbutors,CC BY �., < MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Zach Foster & Richard Dickinson DEPARTMENT: Public Works EXT: 652 BRIEFING DATE: May 11, 2020 PREVIOUS BRIEFING DATES: 1993 ITEM: Solid Waste Recycle (Blue Box) Contract & Drop Box Contract EXECUTIVE SUMMARY: The Current Solid Waste contracts for recycling services and drop box hauling services are set to expire August 31, 2020 and October 23, 2020 respectively. Staff met with representatives from Mason County Garbage (MCG), our current service provider for both contracts, to see what direction they were heading with respect to continuing providing these services. No major changes are expected regarding the Drop Box Contract. However, the Recycling Contract is set to experience major changes due to the reduced market value of certain recyclable materials. MCG said to expect an 80% increase on our recycling contract to maintain the status quo. Annual contract costs for 2019 are: • Recycling (Blue Box) $151,000.00 • Drop Box Hauling - $53,000.00 Staff feel there is an opportunity to reduce costs significantly and would like to verify the effectiveness of internalizing both of these contracts. RECOMMENDED OR REQUESTED ACTION: Information provided for discussion.