The URL can be used to link to this page

Home My WebLink About2021/06/22 - Regular Packet dc�� MASON COUNTY TO: BOARD OF MASON COUNTY COMMISSIONERS Reviewed: FROM: Ginger Kenyon Ext. 380 DEPARTMENT: Support Services Action Agenda DATE: June 22, 2021 No. 4.1 ITEM: Correspondence 4.1.1 Washington State Liquor and Cannabis Board sent in the following Liquor License Applications for Haru Sushi Teriyaki &Wok, Lake Nahwatzel Resort and Liquor & Marijuana renewal applications. 4.1.2 Jann Goodpaster sent her application for the Mason County Historic Preservation Advisory Committee. 4.1.3 Gary &Jan Mazzoncini sent in a letter of support for Hood Canal Communication's American Rescue Plan Funding Request. 4.1.4 Monica Nerney sent in a Solid Waste Advisory Committee Application. 4.1.5 Olympic Region Clean Air Agency (ORCAA) sent in notification of assessment for Calendar year 2022. Attachments: Originals on file with the Clerk of the Board. Cc:CMMRS Neatherlin, Shutty, Trask Washington State Clerk ,Q,tV11?d&M A'PuyJce Liquor and Cannabis Board Al-seezIs 0.S/;i NOTICE OF LIQUOR LICENSE APPLICATION WASHINGTON STATE LIQUOR AND CANNABIS BOARD License Division - P.O. Box 43098 fi;`` ? Olympia,WA 98504-3098 "IVY Customer Service: (360) 664-1600 Fax: (360) 753-2710 Jum o2 ryry,! Website: http://Icb.wa.gov TO: MASON COUNTY COMMISSIONERS RETURN TO: localauthority@sp.lcb.wa.gov RE: NEW APPLICATION DATE: 6/02/21 Mason Cc;.Ir,,ty U B I: 604-741-995-001-0001 Co n1 ai i sS i O r i O rS License: 432009 -2N County: 23 APPLICANTS: Tradename: HARU SUSHI TERIYAKI &WOK HK&JY ENTERTAINMENT, INC Loc Addr: 23961 NE STATE ROUTE 3 STE A LEE, HAN KYOU BELFAIR WA 98528-9698 1976-09-06 LEE, HEE SUN Mail Addr: 23416 HIGHWAY 99 STE B (Spouse) 1980-10-06 EDMONDS WA 98026 YANG, JAEYOUL 1981-09-24 Phone No.: 360-275-1111 YOUNG CHOI Privileges Applied For: BEER/WINE REST-BEERIWINE OFF PREMISES As required by RCW 66.24.010(8), the Liquor and Cannabis Board is notifying you that the above has applied for a liquor license. You have 20 days from the date of this notice to give your input on this application. If we do not receive this notice back within 20 days, we will assume you have no objection to the issuance of the license. If you need additional time to respond, you must submit a written request for an extension of up to 20 days, with the reason(s)you need more time. If you need information on SSN,contact our CHRI desk at (360) 664-1724. YES No 1. Do you approve of applicant? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ 2. Do you approve of location? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ 3. If you disapprove and the Board contemplates issuing a license, do you wish to request an adjudicative hearing before final action is taken? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ (See WAC 314-09-010 for information about this process) 4. If you disapprove,per RCW 66.24.010(8)you MUST attach a letter to the Board detailing the reason(s) for the objection and a statement of all facts on which your objection(s) are based. DATE SIGNATURE OF MAYOR,CITY MANAGER,COUNTY COMMISSIONERS OR DESIGNEE Cc:CMMRS Ne therlin, Shutty, Trask r, Washington State Clerk P-WItO&M A-_W yreG ?? Liquor and Cannabis Board �,��/j � ( 0•ZB►'!.°n NOTICE OF LIQUOR LICENSE APPLIUA ION WASHINGTON STATE LIQUOR AND CANNABIS BOARD License Division - P.O. Box 43098 Olympia,WA 98504-3098 Customer Service: (360) 664-1600 Fax: (360) 753-2710 Website: http://Icb.wa.gov TO: MASON COUNTY COMMISSIONERS RETURN TO: localauthority@sp.lcb.wa.gov RE: NEW APPLICATION DATE: 6/10/21 UBI: 604-749-187-001-0001 License: 083125 -2P County: 23 APPLICANTS: Tradename: LAKE NAHWATZEL RESORT HOT SPRINGS LLC Loc Addr: 12900 W SHELTON MATLOCK SEELY, ERIC SHELTON WA 98584 1983-01-02 SEELY, GWENAVERE Mail Addr: 469 S FORK RD 1983-10-20 RAYMOND WA 98577-9596 Phone No.: 360-591-6900 GWEN SEELY Privileges Applied For: . lit' _ui . SPIRITS/BR/WN REST LOUNGE + Masan County COrnmissioners As required by RCW 66.24.010(8), the Liquor and Cannabis Board is notifying you that the above has applied for a liquor license. You have 20 days from the date of this notice to give your input on this application. If we do not receive this notice back within 20 days,we will assume you have no objection to the issuance of the license. If you need additional time to respond,you must submit a written request for an extension of up to 20 days,with the reason(s)you need more time. If you need information on SSN,contact our CHRI desk at(360) 664-1724. YES No 1. Do you approve of applicant? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ 2. Do you approve of location? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ 3. If you disapprove and the Board contemplates issuing a license,do you wish to request an adjudicative hearing before final action is taken? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ (See WAC 314-09-010 for information about this process) 4. If you disapprove,per RCW 66.24.010(8)you MUST attach a letter to the Board detailing the reason(s)for the objection and a statement of all facts on which your objection(s)are based. DATE SIGNATURE OF MAYOR,CITY MANAGER,COUNTY COMMISSIONERS OR DESIGNEE Cc:CMMRS Neatherlin, Shutty, Trask Clerk =4%6= Washington State Liquor and Cannabis Board NMW PO Box 43098 , Olympia WA 98504-3098, (360) 664-1600 REC OV D www.liq.wa.gov Fax #: (360) 753-2710 JUN 0 6 2021 June 06, 2021 MASON COUNre COMMISSIONERS Dear Local Authority: RE: Liquor License Renewal Applications in Your Jurisdiction - Your Objection Opportunity Enclosed please find a list of liquor-licensed premises in your jurisdiction whose liquor licenses will expire in about 90 days. This is your opportunity to object to these license renewal requests as authorized by RCW 66.24.010 (8) . 1 ) Objection to License Renewal To object to a liquor license renewal: fax or mail a letter to the Washington State Liquor and Cannabis Board (WS-LCB) Licensing Division. This letter must: o Detail the reason(s) for your objection, including a statement of all the facts upon which your objection or objections are based. You may include attachments and supporting documents which contain or confirm the facts upon which your objections are based. o Please note that whether a hearing will be granted or not is within the Board's discretion per RCW 66.24.010 (8) (d) . Your letter or fax of objection must be received by the Board's Licensing Division at least 30 days prior to the license expiration date. If you need additional time you must request that in writing. Please be aware, however, that it is within the Board's discretion to grant or deny any requests for extension of time to submit objections. Your request for extension will be granted or denied in writing. If objections are not timely received, they will not be considered as part of the renewal process. A copy of your objection and any attachments and supporting materials will be made available to the licensee, therefore, it is the Local Authority's responsibility to redact any confidential or non-disclosable information (see RCW 42.56) prior to submission to the WSLCB. 2) Status of License While Objection Pending During the time an objection to a renewal is pending, the permanent liquor license is placed on hold. However, temporary licenses are regularly issued to the licensee until a final decision is made by the Board. 3) Procedure Following Licensing Division Receipt of Objection After we receive your objection, our licensing staff will prepare a report for review by the Licensing Director. The report will include your letter of objection, as well as any attachments and supporting documents you send. The Licensing Director will then decide to renew the liquor license, or to proceed with non-renewal. 4) Procedure if Board Does Not Renew License If the Board decides not to renew a license, we will notify the licensee in writing, stating the reason for this decision. The licensee also has the right to request a hearing to contest non-renewal of their liquor license. RCW 66.24.010 (8) (d) . If the licensee makes a timely request for a hearing, we will notify you. The Board's Licensing Division will be required to present evidence at the hearing before an administrative law judge to support the non-renewal recommendation. You may present evidence in support of your objection or objections. The administrative law judge will consider all of the evidence and issue an initial order for the Board's review. The Board members have final authority to renew the liquor license and will enter a final order announcing their decision. 1�� Cc:CMMRS Neatherlin, Shutty, Trask Clerk Washington State Liquor and Cannabis Board P 0 BOX 43098 JUN 0 6 2021 www.liq.wa.gov Fax #: (360) 753-2710 MASON COUNTY CO&"SS*NERS June 06, 2021 Dear Local Authority: RE: Marijuana License Renewal Applications in Your Jurisdiction - Your Objection Opportunity Enclosed please find a list of marijuana licensed premises in your jurisdiction whose marijuana licenses will expire in abount 90 days. This is your opportunity to object to these license renewal requests as authorized by RCW 69.50.331 (7) . 1 ) Objection to License Renewal To object to a marijuana license rnewal: This letter must: fax or mail a letter to the Washington State Liquor and Cannabis Board (WS-LCB) Licensing Division. o Detail the reason(s) for your objection, including a statement of all the facts upon which your objection or objections are based. o You may include attachments and supporting documents which contain or confirm the facts upon which your objections are based. o Please note that whether a hearing will be granted or not is within the Board's discretion per RCW 69.50.331 (7) (c) . Your letter of objection must be received by the Board's Licensing Division at least 30 days prior to the license expiration date (WAC 314-55-165) . If you need additional time you must request that in writing. Please be aware, however, that it is within the Board's discretion to grant or deny any requests for extension of time to submiti objections. Your request for extension will be granted or denied in writing. If the objection is received within thirty days of the expiration date or the licensee has already renewed the license, the objection will be considered as a complaint and possible license revocation may be pursued by the enforcement division. A copy of your objection and any attachments and supporting materials will be made available to the licensee, therefore, it is the Local Authority's responsibility to redact any confidential or non-disclosable information (see RCW 42.56) prior to submission to the WSLCB. 2) Status of License While Objection Pending During the time an objection to a renewal is pending, the permanent marijuana license is placed on hold. 3) Procedure Following Licensing Division Receipt of Objection After we receive your objection, our licensing staff will prepare a report for review by the Licensing Director. The report will include your letter of objection, as well as any attachments and supporting documents you send. The Licensing Director will then decide to renew the marijuana license, or to proceed with non-renewal. 4) Procedure if Board Does Not Renew License (WAC 314-55-165 (2) (b) ) If the Board decides not to renew a license, we will notify the licensee in writing, stating the reason for this decision. The licensee also has the right to request a hearing to contest non-renewal of their marijuana license. If the licensee makes timely request for a hearing, we will notify you. The Board's Licensing Division will be required to present evidence at the at the hearing before an administrative law judge to support the non-renewal recommendation. You may present evidence in support of your objection or objections. The administrative law judge will consider all of the evidence and issue an initial order fionobhei0gatd6irrdesawioiffhe Board members have final authority to renew the marijuana license and will enter a final C Cc:CMMRS Neatherlin, Sbutty, Trask Clerk jeh M k . IUlac Se�.t S c°p - ;:k MASON COUNTY COMMISSIONERS 411 NORTH FIFTH STREET SHELTON WA 98584 t0I - Fax 360-427-8437; Voice 360-427-9670, Ext. 419,275-4467 or 482-5269 1851 (Mason County I AM SEEKING APPOINTMENT T6MWL0bW6 unty Historic Preservation Advisory Committee NAME: Jann Goodpaster ADDRESS: PHONE: CITY/ZIP: VOTING PRECINCT: WORK PHONE: E-MAIL (OR AREA IN THE COUNTY YOU LIVE) - -------------- ---------------------—------------------------------------------------------ COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED, PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) COMPANY: Risk& Regulatory Consultants 10 YRS Vice Chair of the Mason Co Historic -------- Preservation Advisory Committees; President of the Mason County Historic Society and POSITION: Director of Market Regulations volunteer membership coordinator. COMPANY: State of Oregon, Ins Division YRS POSITION. Market Enforcement Manager In your words, what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: To identify historic sites and place of interests and preserve them for future residents of Mason County. Educate and inform the public of Mason ounty s History. Work in concert with other agencies to enhance tourism that may)mpac Mason Cou y's economy What interests, skills do you wish to offer the Board, Committee, or Council? I have 4+year of Mason County based historical training through my affiiation with various organization. Excellent networking skills. Executive level experience in private and public management. A B.A. in History from the University Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e. create a potential conflict of interest) None Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and Public Records). The trainings would be at no cost to you. Would you be able to attend such trainings? Ves Realistically,how much time can you give to this position? Quarterly ly 4 Weekly Daily Office Use Only 1 ` J!) -1--1 ` Appointment Date Sigj4z fore Date Term Expire Date Cc:CMMRS Neatherlin, Shutty, Trask Clerk W.,I-yl'U C4-4-- May 18, 2021 Mason County Board of Commissioners 411 N. 5th Street Shelton, WA 98584 Re: Letter of Support for HCC's American Rescue Plan Funding Request Dear Commissioners, Mason County r Cornmi_,sioners I am sending this letter to you today to encourage you to approve Hood Canal Communication's funding request for American Rescue Plan monies for their Eldon Broadband Expansion project.The upper Hood Canal has sub-par internet service and spotty coverage. Many of our neighborhoods rely on satellite internet like HughesNet.The residents lucky enough to have cable internet do not have access to high speeds.This impacts small businesses on the Hood Canal as well as any remote learning or telework. HCC is a local company that has supported economic development in Mason County for over 85 years by providing telecom services.Their partnership with Mason PUD 1 demonstrates their ability to collaborate to build public/private partnerships that achieve positive outcomes for Mason County businesses and residents, as well as their desire to meet the community's needs. Residents in Eldon and along the Hood Canal would greatly benefit from having broadband access for our businesses and homes. We have been waiting for this service for years, and these local fiscal recovery fund monies are the perfect opportunity to support this infrastructure project, especially since there are already committed funding partners for other facets of the project like the State of Washington and PUD 1, for the portion of the fiber expansion that coincides with the water system rebuild in Eldon. Funding this project will open HCC up for eligibility for other broadband funding, by providing the required matching dollars for state and federal broadband grants. We wholeheartedly support HCC's project proposal and hope that you will join us by granting their funding request. Sincerely, r .� AW r4df7_zaAlc 'A l �`�Al� "� Cc:CMMRS Neatherlin, Shutty, Trask Clerk J.eK Al'lAk Q. D0GC¢tiWA soN copy, 1 '#C'I MMISSIONERS rp � MASON AN TY O 411 NORTH FIFTH STREET �- SHELTON WA 98584 _-= Fax 360-427-8437; Voice 360-427-9670, Ex(. 419;275-4467 or 482-5269 ason County issa M Commissioners I AM SEEKING APPOINTMENT TO Solid Waste Advisory Committee NAME: Monica Nerney ADDRESS: PHONE: ( CITY/ZIP: VOTING PRECINCT: WORK PHONE: ( (OR AREA IN THE COUNTY YOU LIVE) E-MAIL: ------------------------------------------------------------------------------------------- COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) COMPANY: Squaxin Island Tribe 4 years YRS SIT- Hrnlsing Commission Elections Committee POSITION: Office Asst 5/Solid Waste Manager Reuse/Recycling activities SICDC COMPANY: Squaxin Island Tribe 5 years YRS POSITION: Marketing Assistant -------------------------------------------------------------------------------------------- In your words, what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: To be the voice of the maple and to develop and make program recommendations on waste reduction, recycling. garbage hauling and disposal, illegal dumping and special waste streams to the County Commissioners. What interests, skills do you wish to offer the Board, Committee, or Council? I havp wnrked for the Sal laxin Island Tr'hp as the Solid Waste Manager for f0i ir ypprcz I hnVp aXntallent nrgqn*7.qt*nnal skills as well as customer service. Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e. create a potential conflict of interest) Sqwaxqn 181aAd Tribal Elder, Chair of the Howsipg CGrArnissiop, ThwrStGA CowAty Master RecyGle I:Xorn posters member Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and Public Records).The trainings would be at no cost to you.Would you be able to attend such trainings? Yes, I am able Realistically, how much time can you give to this position? Quarterly X Monthly Weekly Daily Office Use Only I�IEY`t 2 tf 6/9/21 Appointment Date Signature Date Term Expire Date Cc:CMMRS Neatherlin, Shutty, Trask Clerk 2940 Limited Lane NW Olympia, WA 98502 Olympic Region Clean Air Agency Representing Clallam, Grays Harbor,Jefferson, (360) 539-7610 . 1-800-422-5623 ORCA A Mason, Pacific, and Thurston Counties June 11, 2021 JUN 0 6 2021 MASON COUNTI COMMISSIONERS Mason County Commissioners 411 N 5th Shelton, WA 98584 Greetings: The Washington Clean Air Act (RCW 70A.15) requires that prior to the fourth Monday of June each year; the Air Pollution Control Authority shall notify each city, town, and county, within their jurisdiction, of their assessment. At its June 9, 2021 meeting, the Olympic Region Clean Air Agency's Board of Directors established the per capita assessment for 2022 at$0.826. The population figure for the unincorporated Mason County of 55,260 is based upon the publication by the Washington State Office of Financial Management, Forecasting Division, "2020 Population Trends for Washington State." This letter will serve as notification that your Contribution for calendar year 2022 to the Olympic Region Clean Air Agency is $45,667.42. You will receive a statement for this amount in January. Sincerely, c,/ p Francea L. McNair Executive Director South Bend Field Office: 1216 W Robert Bush Drive, South Bend, WA 98586 • (360) 942-2137 NEWS RELEASE June 22,2021 MASON COUNTY COMMISSIONERS 411 NORTH 5TH STREET SHELTON,WA 98584 (360) 427-9670 EXT. 747 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL,THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE,NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN, MASON TRANSIT RE: Eells Hill Transfer Station Advisory—June 24"' and 25'h Eells Hill Transfer Station customers are advised of the MotoAmerica Motorcycle race event at the Ridge MotorSport Park located off of Eells Hill Road this coming Friday and Saturday,June 24t'and 25 h. While traffic impacts to the Eells Hill transfer station are not anticipated,there is the possibility of additional congestion. The Hoodsport, Union or Belfair Drop Box facilities are other good options for disposal and recycling drop off locations. If you have any questions,please contact Public Works at(360)427-9670, Belfair (360)275-4467, or Elma(360)482-5269, Ext. 450. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Kevin Shutty Sharon Trask Chair Vice Chair Commissioner BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of May 24,2021 Monday,May 24,2021 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Shutty and Trask met in Closed Session for a labor discussion via Zoom from 9:03 a.m.to 10:00 a.m.also in attendance was Frank Pinter. The Board took a 5-minute break at 10:00 a.m. 10:00 A.M. Executive Session—RCW 42.30.110(1)(i)Potential litigation Commissioners Neatherlin,Shutty and Trask met in Executive Session from 10:08 a.m. to 10:28 a.m.for potential litigation with Tim Whitehead. Also in attendance was Diane Zoren,McKenzie Smith,and Dawn Twiddy. 10:25 A.M. Community Services—Dave Windom Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom. • Historic Preservation Commission has two vacancies. A news release will be added to the May 25 agenda and plan to make appointments at the June 8 meeting. • Request to create an Accounting Technician position in Public Health to assist with grant accounting and billing. Dave stated grant funds will pay for this position and if the grant goes away,the position would go away. HR has not completed a needs analysis;this position does comply with the union contract. Cmmr.Trask prefers that a Lean process be applied to make sure the position is necessary. Cmmr Shutty would like monthly financial reporting that shows what the grant funding pays for;housing funding status and COVID funding. Dave said the Health Department is transitioning to MUNIS. • Request to extend the contract with Quixote Communities to 9/30/21 was approved to place on the June 8 agenda. • Kell provided an update on the status of Planning/Building appointments which are scheduled out through July. Staff completed the Lean training and will now work on implementing what was learned. 10:40 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom. • A news release will be issued regarding a one-day closure on June 7,2021 for the Eells Hill Transfer Station.This is to install a new outbound scale. • Request to approve an Interlocal Agreement with Kitsap County to provide residential household hazardous waste collection and disposal services. Approved for June 8 agenda. • Request to approve CRAB Rural Arterial Program Prospectus,Amendment 1 for CRP 2020,Old Belfair Highway,resurfacing,restoration and rehabilitation project. Approved for June 8 agenda. • Approval to move forward three Private Line Occupancy Permit requests for Carlen Rorke&Elnar Larson,Si Smith and Greg Morgan. • Commissioners approved the purchase of two truck replacements. • Loretta provided various updates on projects. 1 1:00 A.M. Superior Court—Judge Goodell Commissioners Neatherlin, Shutty and Trask were in attendance via Zoom. • Request to approve the 2021 Court Commissioner professional services agreement for the term of June 15,2021 —December 31,2022. This is for 37 hours per week(.925)split between the Superior Court budget(.625 FTE)and the Therapeutic Courts(.30 FTE). Board of Mason County Commissioners' Briefing Meeting Minutes May 24,2021 This position is treated as an employee and the contract is approved to place on the May 25 agenda. • Request to relocate Therapeutic Courts staff into the back end of the Superior Court Modular Courtroom. The Board wants to review all the space needs including Building 10 to determine the highest space needs. The Commissioners asked Frank to bring this forward with a review of the Capital Facilities Plan. 1 1:15 A.M. Support Services—Frank Pinter • Jenn reviewed the April Financial Statements. Current Expense cash is at$19,122,501. Sales Tax receipts continue to exceed what was budgeted. Jenn will bring forward the reserve policies for the Board to consider increasing the reserves. • Annual Credit Card Inventory approved to move forward. • 2020 Current Use/Open Space Applications.Approved to set a public hearing on June 22. • Ross presented a news release regarding the USFS alcohol ban in the Lake Cushman corridor. • Ross and TJ Cannon presented information on Cyber Security Awareness Training— KnowBe4 that the Risk Pool will pay the majority of the cost for a 3-year subscription of the system.Approved to move forward. • Frank presented information on reclass requests,additional staffing requests for 2022 and cost for Support Services reorganization. The Commissioners requested this be brought back after the June 9 briefing with Prothman. • Frank provided a review of Courthouse Security Proposal from the Courts.The request is for an additional unarmed Security Officer,additional cameras and radios.Request approved. • Frank provided a review of American Rescue Plan Act(ARPA)and potential uses. Mason County is anticipating receiving$13M.Cmmr.Neatherlin supports having a community forum to prioritize uses;Cmmr.Trask stated we need to use caution to make sure we will pass an audit and referred to the ARPA guidelines. Cmmr. Shutty suggested using the CEDS list of projects;wants to maximize the investment;he is especially interested in the fiber optic projects. Frank will create a spreadsheet to keep track of projects. Cmmr. Shutty suggested that for those county projects that are not ARPA funded,to keep track of them and submit for capital funding. The Board agreed to make Jenn Beierle the county contact for ARPA funds. • Frank presented the economic review of Vehicle&Body Cameras for Sheriffs Office and the purchase may be ARPA eligible. The Commissioners are supportive of the purchase and to request reimbursement from ARPA. • Frank provided a change order with Colvos Construction for Building 10 Phase 1.5 to complete the project and gain permanent occupancy. Total cost is$625K from REET 1. • Frank brought up the change in masking requirements for County staff and public.Public Health Officer needs to make recommendation. Dave reported the Health Officer Association recommends to stay in masks;have the choice to operate within L&I guidelines which requires the employer document vaccination status in order to not wear masks. Dr.Stein,Mason County Health Officer,participated via telephone,stated the County will need vaccine status to not require masks and suggested staying status quo with wearing masks;Cmmr.Trask stated the County has been following CDC and L&I guidelines,suggested to continue with this practice(allow no masks for vaccinated)and request attestation for vaccine status;Cmmr.Neatherlin asked about liability with L&I if an elected official doesn't follow the guidance;Cmmr. Shutty doesn't believe there*is a downside to continuing the mask requirement and suggested hosting a pop-up clinic to offer another vaccination opportunity.He suggested we also see what the City of Shelton is doing. Cmmr.Neatherlin supports staying status quo with wearing masks and review this in two weeks. He doesn't want to ask employees or the public their vaccination status. The Commissioners agreed to continue the masking requirements for the next two weeks. Board of Mason County Commissioners' Briefing Meeting Minutes May 24,2021 • Frank asked if the contract should be continued for daily COVID cleaning service.Dr. Stein stated surface transmission is low and is okay with not continuing this service. The Board agreed to not continue the extra daily COVID cleaning service. • Establish Special Fund for ARPA money and add to June 22 budget hearing was approved. • Frank received permission to place an updated Employee Pandemic Exposure,Control, Mitigation and Recovery Policy and Procedures on the June 8 agenda. • Cmmr. Shutty suggested contracting for professional services for a Parks update and identify funding opportunities. The briefing ended at 1:13 p.m. 2:00 P.M. Jail Needs Study—KMB Architects • Three potential jail sites were discussed:the existing downtown jail site,an alternate site on US-101/WA-102,and an alternate site on W Eells Hill property. Area,setbacks and development,requirements,access,utility,and grading were reviewed for each. The existing jail site has all utilities hooked up while the alternate sites would need utilities run. The Eells Hill alternate site would be the most expensive to develop. A building massing study was done using department square footage to create an optimized floor plan showing entrances,exits,and flow. Jeff Niten,City of Shelton,mentioned that the potential vacation of Cedar Street should not be an issue. The City has done a review and update of their Development Code. Bill Valdez,KMB Architects,feels a single-story structure would be easier and safer. The existing modular Court Room,WSU Extension, and fuel station would need to be torn down. Meeting adjourned at 3:39 p.m. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Sharon Trask Kevin Shutty Chair Commissioner Commissioner BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of June 7,2021 Monday,June 7,2021 9:00 A.M. Executive Session—RCW 42.30.110(1)(i)Potential litigation Commissioners Neatherlin,Shutty and Trask met in Executive Session from 9:00 a.m.to 9:30 a.m. Also in attendance was Tim Whitehead,Nichole Wilston,Richard Dickinson and WA Counties Risk Pool staff. 9:30 A.M. Support Services Commissioners Neatherlin, Shutty and Trask were in attendance via Zoom. • Draft 2022 Budget Guidelines were reviewed. Jenn will make some minor changes and remove the 1%levy increase for Current Expense and Roads Fund and bring forward for a final review next Monday. • Take Home Vehicle Request for Jeremy Seymour was delayed because Jenn is waiting for paperwork from Public Works. • Jenn reported that one response was received in response to the RFP for Poor&Infirm Veterans Services. The response was from North Mason Resources. Jenn stated this program could work if reimbursed on a quarterly basis. Jenn will bring forward a contract. The Board asked Jenn to track the amount of staff time this contract takes to know it is cost effective. • Jenn presented changes to the Financial Reserve Policy. Cmmr. Shutty suggested that if the County exceeds the 25%of reserves to consider making debt reduction payments. Cmmr. Neatherlin suggested this be presented to the Audit Committee. Jenn mentioned another option is to build capital reserves. Leo Kim will schedule an Audit Committee meeting. • Annexation between PUD 1 and PUD 3 for Alderbrook Golf&Yacht Club. Approval to place on the June 8 agenda setting the hearing on July 6. • Kelly Frazier reviewed space needs for Therapeutic Courts. The Board agreed to relocate Therapeutic Courts into the back end of the Superior Court Modular Courtroom building. • Ross presented information on a R-ZERO Arc UV Light Disinfection machine that can clean a room of viruses. The cost is approximately$26,000 and an annual maintenance fee. The Commissioners would like a demonstration. • Cmmr.Trask brought forward a recommendation from Memorial Hall Committee to not rent out the Hall to the general public because the regular users including the veteran groups use the hall for the majority of the time. Cmmr.Neatherlin asked to see a calendar and he stated that if we are allowing non-profits to use the hall,we need to allow all non-profits. 10:00 A.M. Community Services—Dave Windom Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom. • Approval to place the Medicaid Transformation Project(MTP)partner contract on the agenda. • Kell reviewed the Lean Process that Community Development staff went through on the permit intake and issuance process through the State Auditor's Office. The team identified 12 major tasks with 47 subtasks. Kell will forward the report. Cmmr. Shutty asked that the Board send a thank you letter to the SAO. • Approval for Community Development to close offices to the public on August 25 for training. • Alex requested an additional temporary Environmental Health Specialist until 12/31/21 at which time they will reevaluate the need. The Commissioners are supportive.Cmmr.Neatherlin stated he would like to invest in the code enforcement program. • Dave Windom brought up masking/unmasking procedure,according to current DOSH Directive, for Mason County employees. Options are to show your vaccination card;sign an attestation that you have received your COVID vaccination or continue to wear your mask. There was discussion about what will happen when the state reaches the 70%vaccination rate and the state is opened up. For now,the directive was to continue wearing masks.Windom will solicit feedback from other elected officials and bring this back next Monday. Board of Mason County Commissioners'Briefing Meeting Minutes Week of June 7,2021 • Windom brought up creating a panel to discuss the community moving forward coming out of Covid. 10:45 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom. • Request to approve contract amendment extending the Kennedy/Jenks consultant agreement. • Mike provided an update on improvements to gravel roads. Cmmr.Neatherlin asked for a cost report on improvements. The meeting adjourned at 11:00 a.m. Wednesday,June 9,2021 1:00 P.M. Prothman Consulting Services Support Services Director Position Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom. • Sonja Prothman introduced herself and stated Prothman Consulting Services was hired to assist with filling the Support Services Director position. Prothman conducted interviews last week with the Commissioners. Two Commissioners support creating a County Administrator position;one Commissioner supports keeping a Support Services Director. Philip Morley provided information on the process and summarized the pros and cons that came out of the Commissioner interviews. Cmmr.Neatherlin does not support an Administrator position;he believes this would separate the Commissioners from staff and the public;if the Commissioners'job duties change,he believes the salary should also change. He will support whatever is decided and is prepared to move forward. Cmmr. Shutty is supportive of Administrator position;believes personnel policies and implementation should not be political and best left to administrative staff;believes the County has come a long ways and improvements can be made;doesn't alleviate the Commissioners' workload;will lead to efficiencies and doesn't believe the county would lose anything. Cmmr.Trask doesn't believe the Commissioners would give up any responsibilities;Mason County will grow and an Administrator will help the county move forward and bring the departments together. Mr.Morley noted there is no wrong answer,the goal is how to best serve the county and constituents. Cmmr. Shutty brought up the severance clause in an Administrator contract that Cmmr.Neatherlin brought up as a con. Cmmr.Neatherlin believes it doesn't serve the county well. Mr.Morley stated it protects the organization because the severance pay is tied to a release of any claims,so if the person is let go,there is no risk. Cmmr.Neatherlin stated it will be hard to keep an Administrator position in their boundaries. He asked what local organization are the other Commissioners trying to emulate. Cmmr.Trask is not trying to emulate any local organization but wants the best county government and with growth,a quicker timeline is more efficient. Mr.Morley pointed out the Board consists of three full-time members which is different than a part-time Board and this position is accountable to the Commissioners. Cmmr. Shutty stated he is interested in what the structure will do for the county;not interested in imitating another jurisdiction. It comes down to how we recruit and hire for this position. Cmmr.Trask stated the Board spends a lot of time on HR issues and believes her time could be better spent on other issues. The Commissioners agreed communication needs to be improved within the county and with outside agencies. Mr.Morley stated it is important to do an annual review and give honest feedback,setting clear expectations and priorities and holding the person accountable. Frank stated this is an opportunity for the County to change its organizational structure. He recommends the person have a high level of public administration;able to deal with high stress; and have great communication skills and work with the different personalities. Board of Mason County Commissioners' Briefing Meeting Minutes Week of June 7,2021 Sonja stated that based on the needed skills,we would get better candidates if we recruit for a County Administrator. The Board agreed to move forward with recruiting for an Administrator and asked Prothman to work with Frank to bring forward a job description and salary range. Information will be available at the June 21 briefing. 3:00 P.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Shutty and Trask met in Closed Session for a labor discussion from 2:37 p.m.to 3:18 p.m. Frank Pinter was also in attendance. No action was taken. The meeting adjourned at 3:18 p.m. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Sharon Trask Kevin Shutty Chair Commissioner Commissioner BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of June 14,2021 Monday,June 14,2021 9:00 A.M. Executive Session—RCW 42.30.110(1)(i)Potential Litigation Commissioners Neatherlin,Shutty and Trask met in Executive Session from 9:00 a.m.to 9:30 a.m. Also in attendance was Tim Whitehead,Dawn Twiddy,Loretta Swanson,Mike Collins and Nichole Wilston. 9:30 A.M. Treasurer—Lisa Frazier Commissioners Neatherlin,Shutty and Trask were in attendance. • Treasurer Frazier requested Resolution 40-08 be amended adding two additional recording cash drawers in the Auditor's Office. This will be placed on the June 22 agenda. 9:40 A.M. Support Services—Frank Pinter Commissioners Neatherlin,Shutty and Trask were in attendance. • Open Space information from Russell Williams/Bernadine Knutz was received. The public hearing is set for July 6. • Diane presented a request to increase the Current Use application fee to keep up with increased recording fees. The fee will increase by$100 to a total of$600 per parcel and the resolution will be on the June 22 agenda. • Jenn presented the May Financials.Current Expense cash balance is$19M. Cmmr.Shutty asked for a quarterly report on the status of county debt. • Final review of 2022 Budget Guidelines was done and will be placed on the agenda. • 2022 Budgeted Rates for Internal Cost Allocations,Information Technology,State Auditor's Office Charges, Motor Pool,&Unemployment were reviewed. • Take Home Vehicle Request for Jeremy Seymour was approved to move forward. • Ross reported he has contacted Bob Droll to assist with updating the 2018 Parks&Trails Comp Plan. Cmmr.Neatherlin noted that he wants to make sure funding for parks is equally distributed among the Commissioner Districts. Cmmr. Shutty wants to make sure there is public outreach in the parks update process. Kell Rowen noted that Planning staff is available to assist in the update. • Frank presented Building 10 change order,$44,325,for permanent certificate of occupancy. Approved for the June 22 agenda. • Consideration of reclassification for the Levy/Personal Property Technician in the Assessor's Office was approved to move forward. • Consideration of reclassification of Financial Analyst to a Senior Financial Analyst in the Auditor's Office was approved to move forward. • Support Services Reorg and Reclass requests.Frank requested approval to create,post and fill for the new position of County Administrator,salary range to be defined in consultation with Prothman Executive Search;approval to create,post and fill for the new position of Human Resources Administrator at a Non- Represented Salary Scale Range 38;approval to reclass the Budget Manager from Salary Range 32 to a Budget Finance Manager at Salary Range 39;approval to reclass the Administrative Services Manager from Salary Range 29 to Central Services Manager at Salary Range 40. Cmmr. Shutty appreciates the work put into this and move to modernize and professionalize our organization and looks forward to supporting these changes. Cmmr.Trask is pleased with using Prothman services,she hasn't looked at the Central Services Manager job description and asked that this be briefed again next Monday. Lisa Frazier requested the Treasurer's staff be exempted in the Budget&Finance Manager position;she is an elected official and will work collaboratively with this position. Cmmr.Neatherlin is not supportive of the County Administrator position and pointed out the other two Commissioners do support moving this position forward and therefore he will support placing on the agenda. It was agreed to place the requests on the June 22 agenda with a final review next Monday. • The recommendation from the Memorial Hall Committee to no longer rent out the Hall was discussed and the Memorial Hall calendar was reviewed.Cmmr.Trask explained the current users will remain on the calendar;Cmmr.Neatherlin is concerned with allowing only certain groups to use the Hall.Cmmr.Shutty would like to talk to staff.No decision was made. • Cmmr. Shutty brought up the requests from area utilities for ARPA funding. This will be briefed next Monday. • Dawn requested permission to place a separation agreement on the June 22 agenda which was approved. Board of Mason County Commissioners'Briefing Meeting Minutes June 15,2021 10:40 A.M. BREAK 10:45 A.M. Community Services—Dave Windom Commissioners Neatherlin,Shutty and Trask were in attendance. • Alex and Kell presented a monthly permitting and complaints report. Cmmr.Neatherlin stated a citizen complained that permitting staff told him building and health are no longer taking in permits concurrently; Kell reported there has been a change requiring septic design be approved first to avoid confusion on potential changes;this will be reviewed for improvements. • Dave presented YTD Community Services financial information. • Dave reported that the mask mandate will stay in place even when the Governor"opens"up the state;Cmmr. Neatherlin suggested allowing staff to unmask,Directors and EO to obtain vaccination information;Cmmr. Shutty summarized the process would be a voluntary vaccination attestation to the EO or Director;Frank noted the County recently purchased KnowB4 software that will be capable of an electronic attestation; discussion of what information is disclosable to the public and where will the attestation log be stored; comments were solicited from other departments and the courts are concerned with unmasking of jurors; Cmmr.Trask stated we have guidelines from CDC and L&I and wants to follow the guidance;let the departments/offices handle their employees. Lisa Frazier is supportive of following L&I guidelines. It was noted Mason County is the employer and is responsible for L&I guidelines. Cmmr. Shutty is supportive of following L&I guidelines and allow unmasking. Cmmr.Trask suggested allowing elected officials to decide how to manage the attestation process. Cmmr.Neatherlin wants to keep the attestation at the highest management level. After discussion it was agreed that EO and Directors will obtain an attestation log and send to HR. Dave will create a log and distribute. 11:00 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Neatherlin,Shutty and Trask were in attendance. • Ecology Local Solid Waste Funding Assistance Grant application approved to move forward. • Approval to revise the Small Works,Consulting and Vendor Roster Resolution to reflect new procurement laws was granted to place on the June 22 agenda. • Loretta provided a variety of project updates for Public Works and Utilities. 11:15 A.M. WSU Extension—Dan Teuteberg Commissioners Neatherlin,Shutty and Trask were in attendance. • Dan presented the quarterly report on accomplishments of the Washington State University Extension office. Kathy Fuller will be retiring as the 4-H Coordinator. 11:30 A.M. Closed Session—RCW 42.30-140(4)Labor Discussion Commissioners Neatherlin,Shutty and Trask met in Closed session from 11:30 a.m.to 11:45 a.m.with Frank Pinter for a labor discussion. 11:45 A.M. Executive Session—RCW 42.30.110(1)(g)—Performance of an Employee Commissioners Neatherlin,Shutty and Trask met in an Executive Session from 11:45 a.m.to 12:09 p.m.to review the performance of an employee. Meeting adjourned at 12:15 p.m.with no action. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Sharon Trask Kevin Shutty Chair Commissioner Commissioner K 0 ,54 ' Board of Mason County Commissioners Proceedings Commission Chambers 411 N 5th St, Shelton, WA 98584 May 11, 2021 1. Call to Order—The Chairperson called the regular meeting to order at 9:01 a.m. 2. Pledge of Allegiance — Cmmr. Shutty led the flag salute. 3. Roll Call — Present: Present: Commissioner District 1 — Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 — Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Economic Development Council of Mason County sent in the 2021 1st Quarter Report. 4.1.2 County Road Administration Board sent in a notification of reimbursement. 4.1.3 Andrew Herold sent in a letter regarding property on Harstine Island. 4.1.4 Planning Advisory Commission District 3 sent in an application from Bob Wilkerson. 4.2 Cmmr. Shutty presented a Proclamation for National Correctional Officers and Employees Week. 4.3 Cmmr. Shutty presented a Proclamation for Peace Officers' Memorial Day and National Police Week. 4.4 Loretta Swanson presented a Proclamation for National Public Works Week. 4.5 Richard Dickinson presented a News Release for Allyn County Owned/Maintained Sanitary Sewer Smoke Testing. 5. Open Forum for Citizen Input No citizen input. 6. Adoption of Agenda Cmmr. Shutty/Trask moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Trask/Shutty moved and seconded to adopt the March 29, 2021, April 5, 2021, and May 3, 2021 Briefing Minutes and April 27, 2021 Regular Minutes as presented. Motion carried unanimously. N-aye; S-aye; T-aye. 8. Approval of Action Agenda 8.1 Approval to set a Public Hearing on Tuesday, June 8, 2021 at 9:15 a.m. to consider a petition for annexation of additional property into Mason County Fire Protection District No. 16. 8.2 Approval to subcontract with Mason County Public Utilities District No. 3 to provide utility arrears through the Treasury Rent Assistance Program Grant. 8.3 Approval to set a Public Hearing on Tuesday, June 8, 2021 at 9:15 a.m. to consider a rezone of a 10.75-acre parcel # 32030-14-90030 from Neighborhood Residential to Mixed Use within the Shelton Urban Growth Area. 8.4 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant # 8079426-8079582 $ 622,225.33 Direct Deposit Fund Warrant # 76980-77373 $ 761,892.05 Salary Clearing Fund Warrant # 7005879-7005903 $ 537,913.87 Treasurer Electronic Remittances $ 2,633,645.51 8.5 Approval of the addendum with Alcohol Monitoring Services, Inc. extending the contract to May 3, 2024 for electronic inmate monitoring services. 8.6 Approval of a resolution selecting the Shelton-Mason CountyJournalas the official County newspaper for publishing certain legal publications. (Exhibit A, Resolution # 2021-019) 8.7 Approval to reappoint Lodging Tax Advisory Committee members for a term ending May 31, 2023. Generators: Shaun Tucker and Nate Welch. Spenders: Pam Volz, Heidi McCutcheon, and Duane Wilson. 8.8 Approval to nominate Jennifer Baria to the Pacific Mountain Workforce Development Board of Directors for an additional three-year term ending June 30, 2024. 8.9 Approval of the interlocal agreement between Mason and Thurston Counties for the Developmental Disabilities Program — Millage Levy. 8.10 Approval of the two contracts with Prothman —one for Executive Search Services and one for Consulting Services. 8.11 Approval to authorize Public Works to procure, award, and execute a contract to upgrade the Public Works Facility security system and enter into a monitoring and maintenance agreement. 8.12 Approval to authorize Public Works to procure and execute an agreement for On-Call Developmental Review services with a maximum payout not to exceed $20,000. 8.13 Approval to authorize Public Works to purchase the specialized bottomless aluminum box culvert structure for the Homer-Adams culvert replacement project, County Road Project(CRP) 2001 at milepost 0.10 to 0.20, as a sole-source purchase in the estimated amount of$170,000 plus tax from Contech Engineered Solutions. (Exhibit B, Resolution # 2021-020) 8.14 Approval to replace Resolution # 2021-009 and execute the revised resolution for CRP 2029 Agate Road and CRP 2030 Old Belfair Highway Hot-Mix-Asphalt overlay projects. (Exhibit C, Resolution # 2021-021) 8.15 Approval to pay Susan Blankenship, Assistant Election Administrator, additional pay for working in a higher class at Non-Represented Salary Range 27, Step 0, effective May 11, 2021 through the replacement process plus two weeks of training a new Election Superintendent. 8.16 Approval of the agreement with S. C. Johnson &Son, Inc., the City of Shelton, and Mason County for a Plastic Film Recycling Pilot Program. 8.17 Approval of a Resolution establishing the Mason County Pandemic Exposure Control, Mitigation, and Recovery Policy and to add it to the Mason County Code. (Exhibit D, Resolution # 2021-022) 8.18 Approval to create,post, and fill one additional Financial Analyst position in the Auditor's Office, as an Interim, for Succession Planning beginning July 1, 2021 to transition into the Senior Financial Analyst position that will be vacant approximately in May, 2022. Cmmr. Shutty/Trask moved and seconded to approve action items 8.1 through 8.18. Motion carried unanimously. N-aye; S-aye; T-aye. 9. Other Business (Department Heads and Elected Officials) No other business. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. 10.1 Public Hearing to consider the proposed ordinance with code changes creating a Mason County Clean Water District and financing mechanism. By: Alex Paysse (Exhibit E, Ordinance # 2021-023) Alex Paysse shared that Mason County has responded to state requirements in forming multiple shellfish protection districts. Currently there are 8 districts that are unsustainable with no reliable funding sources. This ordinance proposes combining the districts reducing administration and reporting requirements. Funding includes an annual parcel fee of$5.06 per RCW 90.72.070. This fee will also fund two additional staff as well as new services in the water quality program such as routine water quality monitoring, improved tracking, and annual reports. Funds could also be used to satisfy grant match requirements. 2 1 May 11 , 2021 Commission Minutes Cmmr. Shutty asked to include the language"recurring 5-year sunset clause thereafter 2022 shall remain in effect requiring review and reauthorization by Mason County Board of County Commissioners"and to insert"Lower Hood Canal Watershed Coalition"after Squaxin Tribe. Alex would like to reach out to partners in the next few months to establish a committee and to pull together resources to report routinely. Erica Marbet, Squaxin Island Tribe, requested the ordinance to read "Squaxin Island Tribe". Testimony Jean Frost, Washington State Department of Health Shellfish Programs, gave her support. Bill Dewey, Taylor Shellfish, gave his support and urges the County to make the annual report available to the public and show how funds are spent. Erica Marbet, Squaxin Island Tribe, gave her support and asks for extreme prudence with taxpayer money. Haley Harguth, Hood Canal Coordinating Council, sent in a letter of support. Constance Ibsen, Lower Hood Canal Watershed Coalition, sent in proposed amendments. The Commissioners shared their thanks and support. Cmmr. Shutty/Trask moved and seconded to create the clean water mechanism with financing and the additions that were mentioned by the Commission including the Squaxin Island Tribe and the request by Cmmr. Shutty requiring revenue and reauthorization wording. Motion carried unanimously. N-aye; S-aye; T-aye. 10.2 Public Hearing to amend the 2021 Annual Construction Program. By: Mike Collins (Exhibit F, Resolution # 2021-024) Mike Collins shared this amends the 2021 Annual Construction Program due to an emergency culvert replacement. Three culvert projects will be added, two will be removed, and County forces reporting on gravel roads will be adjusted increasing the annual budget by $300,000. Cmmr. Trask/Shutty moved and seconded to approve the amendment to the 2021 Annual Construction Program. Motion carried unanimously. N-aye; S- aye; T-aye. 10.3 Public Hearing to amend the 2021-2026 Six-Year Transportation Improvement Program (TIP) by Mike Collins (Exhibit G, Resolution # 2021-025) Mike Collins shared this amendment reflects the same changes as the Annual Construction Program. Jeff Carey, Vice-Chair of TIPCAP, commented that it was a unanimous vote to accept the changes. Cmmr. Shutty/Trask moved and seconded to approve the amendment to the 2021-2026 Six-Year Transportation Program (TIP). Motion carried unanimously. N-aye; S-aye; T-aye. 3 1 May 11 , 2021 Commission Minutes 11. Board's Calendar and Reports—The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned 9:58 at a.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board Randy Neatherlin, Chair Kevin Shutty, Commissioner Sharon Trask, Commissioner 4 1 May 11 , 2021 Commission Minutes Board of Mason County Commissioners Proceedings Commission Chambers ,. 411 N 51h St, Shelton, WA 98584 �u May 25, 2021 1. Call to Order—The Chairperson called the regular meeting to order at 9:01 a.m. 2. Pledge of Allegiance — Deidrick Allen led the flag salute. 3. Roll Call — Present: Present: Commissioner District 1 — Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 — Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Washington State Liquor and Cannabis Board sent in the following: Liquor License for Lake Cushman Store and Marijuana and Liquor Licenses due to expire. 4.1.2 Federal Energy Regulatory Commission sent in a letter for the scheduled comprehensive test of Emergency Action Plan (EAP) for Cushman No. 1, Cushman No. 1 Spillway, Cushman No. 2, Alder, and La Grande dams in 2021 or 2022 and a letter regarding the Seismic Analysis, Cushman No. 1 Development, and Cushman Project. 4.1.3 County Road Administration Board sent in a letter and certificate of Good Practice. 4.1.4 Public Utility District No. 1 of Mason County sent in Resolution No. 2018 authorizing the annexation of territory into Mason County Public Utility District No. 1 pursuant to RCW 54.04.035. 4.2 Richard Dickinson presented a News Release for the Eells Hill Transfer Station One-Day Closure. 4.3 Cmmr. Shutty presented a News Release for the Mason County Historic Preservation Commission. 5. Open Forum for Citizen Input No citizen input. 6. Adoption of Agenda Cmmr. Trask/Shutty moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Shutty/Trask moved and seconded to adopt the April 12, 2021,April 19, 2021, and May 10, 2021 Briefing Minutes as presented. Motion carried unanimously. N-aye; S-aye; T-aye. 8. Approval of Action Agenda 8.1 Approval to set a Public Hearing for Tuesday, June 22, 2021 at 9:15 a.m. to consider approval of budget supplemental appropriations and amendments to the 2021 budget. Total requests for adjustments to authorized expenditure appropriations in the General Fund are $236,627. Total requests to authorized expenditure appropriations in funds other than the General Fund are $8,441,540. (Exhibit A, Resolution # 2021-026) 8.2 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant # 8079583-8080190 $ 489,514.94 Direct Deposit Fund Warrant # 77374-77766 $ 719,894.95 Salary Clearing Fund Warrant # 7005904-7005940 $ 1,081,765.13 Treasurer Electronic Remittances $ 8.3 Approval to sign a letter of support for a Housing Kitsap grant application to the United State Department of Agriculture (USDA) for the Mutual Self-Help Housing Program for the Northdiff Park neighborhood. 8.4 Approval to set a Public Hearing for Tuesday, June 22, 2021 at 9:15 a.m. to allow public comment on the recommended code changes to Chapter 12.08 Highway Approaches. 8.5 Approval of the Resolution to set a Hearing date with the Hearings Examiner for Wednesday, June 23, 2021 at 1:00 p.m. to consider public comment on the vacations of both W Walnut Street and Fourth Street as petitioned, subject to the relocation of a board fence and any existing easements for ingress and egress or any other purpose, if any, and in accordance with RCW 36.87.170, Road Vacation No. 410. (Exhibit B, Resolution # 2021-027) 8.6 Approval for the Chair to sign the contract with GovQA for Public Records Software. 8.7 Approval of Professional Services Contract Amendment 2 with Northwest Event Organizers (NEO) for reimbursement of up to $48,750 for a Visitor Welcome Center study as recommended by the Lodging Tax Advisory Committee (LTAC). 8.8 Approval of the Washington State Parks and Recreation Commission Interagency Agreement # IA 921-416. 8.9 Approval of the United States Department of Agriculture (USDA) Forest Service Participating Agreement # 21-PA-11060900-005 between USDA Forest Service and Mason County Noxious Weed Control Board. 8.10 Approval of the 2021 Court Commissioner Professional Services Agreement for the term of June 16, 2021 through December 31, 2022 and return the original to Superior Court for our records. Cmmr. Shutty/Trask moved and seconded to approve action items 8.1 through 8.10. Motion carried unanimously. N-aye; S-aye; T-aye. Cmmr. Shutty shared that Item 8.1 is an increase for the American Rescue Plan Act to extend federal dollars. 9. Other Business (Department Heads and Elected Officials) Patti McLean, Assessor, asked to resume the Department Head/Elected Official meeting quarterly if possible. Since 2019, as a result of audits and physical inspections, the Assessor's Office has processed around $384,231 in compensating tax. Once every four years the Department of Revenue audits the Assessor's Office for levies, this year was 100% with no findings. Evaluation inspections are done and senior audits were sent out for Areas 1 and 4. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. 10.1 Public Hearing to inform citizens of the availability of funds and eligible uses of the 2021 Public Services Community Development Block Grant (PS-CDBG) and receive comments on proposed activities specifically funding the Community Action Council of Lewis, Mason, and Thurston Counties (CAC) as well as receiving comments on the 2020 program. Staff: Frank Pinter (Exhibit C, Resolution # 2021-028) Frank Pinter shared in 2020 $100,000 was used to provide service referrals to a minimum of 6,000 individuals in Mason and Lewis counties. At least 3,060 of these individuals must meet the HUD's 51% income qualification and at least 300 referrals must be child victims. The allotment this year is$100,080, of which $3,500 will be used for administration costs. This Hearing is for public input on proposed activities, services to be provided, and comments on current programs. Cmmr. Shutty/Trask moved and seconded to approve submission of the CDBG application, sign the resolution authorizing the submission and certifying the County's compliance with CDBG requirements, and authorizing Frank Pinter, 2 May 25 , 2021 Commission Minutes Support Services Director to act as the Chief Administration Official for the CDBG program. Motion carried unanimously. N-aye; S-aye; T-aye. 11. Board's Calendar and Reports—The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned at 9:30 a.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board Randy Neatherlin, Chair Kevin Shutty, Commissioner Sharon Trask, Commissioner 3 1 May 25 , 2021 Commission Minutes MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Ginger Kenyon Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 380 DATE: June 22, 2021 Agenda Item # 8. (Commissioner staff to complete) BRIEFING DATE: BRIEFING PRESENTED BY: [X] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant # 8080840-8081093 $ 506,816.87 Direct Deposit Fund Warrant # 78165-78556 $ 766,554.68 Salary Clearing Fund Warrant # 7005966-4005999 $ 1,041,289.99 Background: The Board approved Resolution No. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD Total $ 18,057,147.07 Direct Deposit YTD Total $ 8,335,791.14 Salary Clearing YTD Total $ 9,036,402.98 Approval of Treasure Electronic Remittances YTD Total $ 12,479,027.47 RECOMMENDED ACTION: Approval to: Move to approve the following warrants Claims Clearing Fund Warrant# 8080840-8081081 $ 506,816.87 Direct Deposit Fund Warrant # 78165-78556 $ 766,554.68 Salary Clearing Fund Warrant # 7005966-4005999 $ 1,041,289.99 Attachment(s): Originals on file with Auditor/Financial Services (Copies on file with Clerk of the Board) MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: June 22, 2021 Agenda Item #,a,]- Commissioner staff to complete) BRIEFING DATE: May 24, 2021 BRIEFING PRESENTED BY: Diane Zoren [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to set a public hearing on Tuesday, July 6, 2021 at 9:15 a.m. to consider the 2020 Open Space applications. Background: The Open Space Taxation Act, enacted in 1970, allows property owners to have their open space, farm and agricultural, and timberlands valued at their current use rather than their highest and best use. RCW 84.34 governs this Act. Mason County has received eight applications for the Current Use program. RECOMMENDED ACTION: Approval to set a public hearing on Tuesday, July 6, 2021 at 9:15 a.m. to consider the 2020 Open Space applications. Attachment: Spreadsheet with application info and Assessor recommendations Recap of 2020 Current Use Applications Line# Parcel# Owner Name Transfer Info Assessor Discussion Assessor Commissioner Recommendation Approval 1 62021-14-00000 Johnathon Fasick&Samantha Reclassified as Open Space This parcel is 6.58 Acres that has The Assessor and Kilby been in Current Use—Farm& Community Dev Agriculture since 1976.The Administrator both taxpayer is requesting 4.58 Acres recommend Approval be re-classified as Open Space of this transfer. Farm&Agriculture Conservation with the balance of 2 Acres assessed at market value due to the improvements. 2 31903-41-00070 Micah&Christina Lohmeyer Reclassified as Open Space This is a 3.85 Acre parcel that was The Assessor and in DFL when it was purchased in Community Dev March 2020.Size of the parcel Administrator both does not meet minimum to recommend Approval remain in DFL,taxpayer requests of this transfer. to transfer to Current Use/Open Space. 3 12107-31-90042 Ian&Dawn Shaw Reclassified as Current Use/Farm & The Assessor and Agriculture This is a 2 Acre parcel contiguous Community Dev with 12107-31-00030,also owned Administrator both by Ian&dawn Shaw.It has been recommend Approval of classified as Farm&Agriculture this transfer. and the taxpayer would like to transfer to Current Use/Farm& Agriculture Conservation. 4 32022-12-50010 Lawrence Bosworth New Application The Assessor and This is a 19.74 Acre parcel that has not previously been classified in any Community Dev program.It is undeveloped land,in its Administrator both natural state.The taxpayer is recommend Approval of requesting all 19.74 Acres be placed this transfer. in Current Use/Open Space. 5 51915-40-900004 John&Jennifer Lingle Reclassifed as Open Space This parcel is 8.48 Acres that has The Assessor and been in Designated Forest Land Community Dev classification since September of Administrator both 2001.The taxpayer is requesting 7.48 recommend Approval of Acres be re-classified as Current this transfer. Use/Open Space with the one remaining acre assessed at market value. J:\CURRENT USE\2018\2018 applications Recap of 2020 Current Use Applications 6 12107-31-00030 Ian&Dawn Shaw Reclassified as Current Use/Farm & The Assessor and Agriculture This is a 5 Acre parcel that Community Dev includes several structures.It was Administrator both previously in Farm&Agriculture recommend Approval of classification.The taxpayer would this transfer. like to request transfer of 2 Acres into Current Use/Farm& Agriculture Conservation. 7 62015-12-00000 Russell Williams&Bernadine Reclassifed as Open Space This is a 10 Acre parcel that was The Assessor and Knutz classified as Timberland in 1998.The Community Dev trees were harvested from this Administrator both property some years ago and never recommend a denial of re-planted.When the parcel sold Aug. this transfer. 17,2020,it no longer qualified to remain in DFL(Buyer did not intend to plant trees)so they applied to transfer to Open Space. 8 31903-22-90020 B1,LLC(Blain Burgess) New Application This is a 3.22 Acre parcel The Assessor and purchased in December 2020. Community Dev Taxpayer would like to build on Administrator both one acre of the property and recommend denial of transfer the balance of 2.22 Acres this transfer. into Current Use/Open Space.It was previously classified as DFL, but no longer qualifies due to different ownership of contiguous parcels. 1:\CURRENT USE\2018\2018 applications MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: June 22, 2021 Agenda Item # $ Commissioner staff to com lete BRIEFING DATE: June 14, 2021 BRIEFING PRESENTED BY: Support Services [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of the resolution increasing the per parcel fee to $600 for new applications and reclassifications for the Open Space, Farm and Agriculture and Designated Forest Land programs due to the increase of Auditor recording fees. Background: increasing the per parcel fee, currently at $500, for new applications and reclassifications for the Open Space, Farm and Agriculture and Designated Forest Land programs due to the increase of recording fees. The recording fee increase is effective 7/26/21 and this resolution increases the per parcel fee effective 8/1/21. Budget Impacts: Revenue increase to offset the expense of program RECOMMENDED ACTION: Approval of the resolution increasing the fee to $600 per parcel for new applications and reclassifications for the Open Space, Farm and Agriculture and Designated Forest Land programs effective 8/1/21. Attachment(s): Draft Resolution; RCW 84.34.030 Resolution No. Amends Resolution No. 2020-13 Fee Schedule for Current Use Assessment Programs and Designated Forest Land WHEREAS,the Open Space Taxation Act, enacted in 1970, allows property owners to have their Open Space, Farm and Agricultural, and Timber Lands valued at their current use rather than their highest and best use; WHEREAS, RCW 84.34.030 states"An owner...desiring current use classification...The application shall be accompanied by a reasonable processing fee if such processing fee is established by the city or county legislative authority..."; WHEREAS, RCW 84.33.130 (2) states "An owner of land desiring that it be designated as forest land...The application shall be accompanied by a reasonable processing fee when the county legislative authority has established the requirement for such a fee." WHEREAS, the agreements for these programs are recorded in the Auditor's office and the Auditor's Recording Fee will increase by $100 effective July 26, 2021. It is recommended to increase the per parcel fee to$600 for new applications and reclassifications for the Open Space,Farm and Agriculture and Designated Forest Land programs; NOW,THEREFORE BE IT HEREBY RESOLVED BY THE MASON COUNTY BOARD OF COMMISSIONERS TO amend the fee to $600 per parcel for new applications and reclassifications for the Open Space, Farm and Agriculture and Designated Forest Land programs effective August 1,2021. Adopted this 22nd day of June, 2021. Board of County Commissioners ATTEST: Mason County,Washington McKenzie Smith,Clerk of the Board Randy Neatherlin,Chair APPROVED AS TO FORM: Sharon Trask,Commissioner Timothy Whitehead, Chief Deputy Prosecuting Attorney Kevin Shutty, Commissioner MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Lisa Frazier Action Agenda x Public Hearing Other DEPARTMENT: Treasurer EXT: 484 DATE: June 22, 2021 Agenda Item #8, 4 Commissioner staff to complete) BRIEFING DATE: June 14, 2021 BRIEFING PRESENTED BY: Lisa Frazier [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Resolution to Amend Resolution #40-08 - adding two additional recording cash drawers in the Auditor's Office. Background: The Auditor's Office (Recording Department) has requested to add two additional cash drawers at $50 totaling an additional $100 and bringing their cash drawers from 2 to 4 totaling $200. Resolution #40-08 requires amending to update as requested. The Treasurer has approved the request. Budget Impacts: Reduces the Auditor's (Recording Department) 2021 budget by $100. RECOMMENDED ACTION: Approval of the attached resolution amending Resolution #40-08. Attachment(s): Resolution RESOLUTION NO TO AMEND RESOLUTION #40-08 MASON COUNTY AUDITOR'S OFFICE CASH DRAWERS WHEREAS, Resolution No.40-08 amended Resolution No.127-00 and established two(2)cash drawers at $50 each totaling$100 for the Recording Department of the Mason County Auditor's Office WHEREAS,the Auditor's Office finds that they now need four(4)cash drawers at$50 each totaling$200 for the Recording Department WHEREAS,Resolution#33-07 authorizes that all requests or changes in petty cash funds be submitted to the Mason County Treasurer for review and approval before coming to the Board of County Commissioners for approval in an open public meeting WHEREAS,the Treasurer of Mason County has reviewed and approved the changes as submitted in this resolution to amend Resolution No.40-08 WHEREAS,on approval this resolution by the Board of County Commissioners,the Mason County Auditor is authorized to voucher$100 from the Recording Department Current Expense budget to fund the new cash drawers. NOW,THEREFORE BE IT RESOLVED,by the Mason County Commission that Resolution#40-08 is amended to establish the cash drawers for the Recording Department in the Mason County Auditor's Office as follows: Recording Department (4)Cash Drawers$50 each for a total of$200 DATED this day of June,2021. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Randy Neatherlin,Chair Sharon Trask,Commissioner Kevin Shutty,Commissioner Attest: McKenzie Smith,Clerk of the Board Approved as to form: Tim Whitehead,Chief Deputy Prosecutor Cc:Auditor,Auditor's Finance,Treasurer MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Alex Paysse, EH Manager Action Agenda x Public Hearing Other DEPARTMENT: Community Services EXT: 279 DATE: 6/22/2021 Agenda Item # 8.5 Commissioner staff to complete) BRIEFING DATE: 6/7/2021 BRIEFING PRESENTED BY: Alex Paysse [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Request for additional Environmental Health Specialist (EHS) Background: Community Services is requesting an additional temporary Environmental Health Specialist to assist with the increases in EH reviews, permits, and enforcement cases till 12/31/2021. Well construction, sewage disposal, and building permit review has been steadily increasing the past several years. 2021 is showing continued growth in these programs. Last request for additional EH staff in permitting was in 2018, since then EH permit activity has risen 64%. In addition, Environmental Health Complaints have also increased and grown in complexity requiring additional staffing to properly track and resolve health violations. The amount of work to do has simply surpassed the ability of our current staffing levels. An additional EHS will significantly improve these essential services to the public. Budget Impacts: $24,725 - $34,516 depending on qualifications of chosen candidate. Increases in DOH grant funding will cover the costs of this request. RECOMMENDED ACTION: Approval to fill one additional temporary full time EHS. Attachment(s): None MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Frank Pinter Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 530 COMMISSION MEETING DATE: June 22, 2021 Ag 1.enda Item # 1p Commissioner staff to complete) BRIEFING DATE: June 14, 2021 BRIEFING PRESENTED BY: Frank Pinter ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Building 10 Phase 1.5 Civil / Sitework Construction Cost approval for Permanent Certificate of Occupancy Backaround• As the County has completed Phase 1 of the Building 10 remodel, by developing a facility that will accommodate the ability to hold Superior Court and District Court socially distanced in-person Jury Trials, the planning component of Phase 1.5 will begin. However, because the City of Shelton has put conditions on the County in order to get the Certificate of Occupancy for the ability to use the facility as planned in Phase 1 we have to complete Civil and Sitework improvements that would not have been necessary until Phase 2, specifically Helix Design Group Civil Engineering - $5,500 Landscape Design - $3,025 Architectural Drawings - $10.800 Construction Management- $25,000 Total - $44,325 Colvos Construction Proposed Change Order #12 Total $660,865.37 Grand Total $705,190.37 RECOMMENDED ACTION: At the June 22, 2021, Regular Meeting of the BOCC, authorize the Director of Support Services to approve and pay above invoices when received. Attachment: Helix Proposal Colvos Construction PCO #12 Helix design group March 23,2021 Frank Pinter,Support Service Director Mason County Bldg. 1 411 B. 5�1 Street Shelton,WA 98584 RE: District Court House Remodel,414 W.Franklin Street,Shelton. Phase 1 Sitework Construction. Dear Mr. Pinter: Per your request,we are pleased to submit the following proposal for Phase 1 Sitework Construction support services,and permit documentation to address City of Shelton requirements. Services required and proposed include: • Architecture • Civil Engineering • Landscape Design We are pleased to submit the following proposal for your consideration. A. SERVICES 1. CIVIL ENGINEERING Please see attached proposal from Momentum Civil. FEE: $5,500 Momentum Civil,Construction Support: $5,000 Helix Mark-up @ 10%: 500 2. LANDSCAPE DESIGN Please see attached proposal from Lyon Landscape Architects. FEE: $3,025 Lyon-Construction Support: $2,750 Helix Mark-up @ 10%: 275 3. ARCHITECTURE Site Work Permit tasks include: • Update Phase 2 concept plan for parking calculations. • Provide campus map drawing for parking calculations to show how parking requirements will be met. FEE: Hourly/Not to Exceed $10,800 Construction Support tasks include: ARCHITECTURE INTERIORS GRAPHICS PLANNING • Coordination with consultants. • Support construction process. • Respond to construction questions, RFI's,etc. • Attend virtual meetings. • Prepare punchlist at substantial completion phase. FEE: Hourly/Not to Exceed $25,000 TOTAL: Not to Exceed $44,325 4. REIMBURSABLE EXPENSES Reimbursable expenses, e.g. copies: prints: mileage;will be invoiced as incurred at cost plus 10%; personal auto mileage at$0.575/mile. Reimbursable expenses are not included in our proposal fees. 5. ASSUMPTIONS a. 3-month construction schedule. We hope this proposal is acceptable. If so, please sign in the"Approval"block below and return a copy to us by e- mail. If you have any questions, please let us know. Thank you! Sincerely yours, HELIX DESIGN GROUP, INC. Approval to proceed with services as outlined above: w �Slgnature? (Title) Bruce McKean,AIA Principal i Go^ipany i i Date! ARCHITECTURE INTERIORS GRAPHICS PLANNING oG__ _a^St^eetE'tt. tuc _.;i .,cry .:"'-15424-13G8 56,4= -°C3• ^;vi,6he.l4 c .;rgroLpn1t^ coR"OS PCO #012 Colvos Construction Project: -21-025 Mason County Courthouse Exterior 711 Court C 414 West Franklin St Tacoma,Washington 98402 Shelton,Washington 98584 Phone:(253)844-4640 Prime Contract Potential Change Order #012: Phase 2 Exterior Improvements TO: Mason County FROM: Colvos Construction 411 North 5th St 711 Court C Shelton,Washington 98584 Tacoma,Washington 98402 PCO NUMBERIREVISION: 01210 CONTRACT: 1-21-025 Mason County Courthouse Exterior Prime Contract REQUEST RECEIVED FROM: CREATED BY: Casey Angeline(Colvos Construction) STATUS: Pending-In Review CREATED DATE: 6/8/2021 REFERENCE: 5.03.21 Permit Drawings PRIME CONTRACT None CHANGE ORDER: FIELD CHANGE: No LOCATION: ACCOUNTING METHOD: Amount Based SCHEDULE IMPACT: 84 days PAID IN FULL: No EXECUTED: No SIGNED CHANGE ORDER RECEIVED DATE: TOTAL AMOUNT: $660,655.37 POTENTIAL CHANGE ORDER TITLE:Phase 2 Exterior Improvements CHANGE REASON:Client Request POTENTIAL CHANGE ORDER DESCRIPTION:(The Contract Is Changed As Follows) Mason CountyCourthouse-Phase 2 Clarifications Estimate and clarifications below is based on the May 3,2021 civil drawings permit submittal plans Division 1:General Conditions-12 Week Duration(84 calendar days from mobilization to site • Includes full-time onsite supervision • Includes Project Management and Project Engineering Includes Temporary Job Trailer • Includes onsite portable restroom facilities,fencing,dumpsters,and safety supplies/inspections for the duration of the project. • Includes an allowance of$10,000 for Traffic Control services and will be re-evaluated once the plan is approved. Includes Site Cleaning at the end of the project • Payment and Performance Bond,Builders Risk Insurance and Maintenance Bond included Division 2;Existing Conditions - Survey Scope Field Control Establishment Sawcut Staking (1)Set of Line and Grade Staking for Concrete Curbs (1)Set of Line and Grade Staking for Edge of Concrete and Valley Gutters (1)Set of Line and Grade Staking for Driveway Approach Staking (1)Set of Line and Grade Staking for Curbed ADA Ramp Includes necessary Field Coordination and Office Calculations Division 5:Metals • Includes 40 LF of Guard Rail at the NW Approach Division 22.Plumbing Colvos Construction Page 1 of 4 Printed On:6/9/2021 04:04 PM colvos PCO #012 • Design-Build Budget of$7,500 for potential hose bibs if needed. Division 31:Earthwork • Temporary Erosion Control Set-Up • Demolition of Concrete&Asphalt • Exporting 80 yards of Unsuitable Soils Additional export will be charged at a rate of$40/Yard • Import 140 yards of Structural Fill Additional Import will be charged at a rate of$50/Yard • Prep and Installation of Trench Drains • Removal of Existing Fire Hydrant and Relocation/Installation of New Hydrant • New Storm System Complete Division 32_Exterior Improvements • Site Concrete Scope Concrete Traffic Curbs Curb&gutter Valley Gutters with Fiber Mesh 4"Sidewalk 6"Drive Approaches Truncated Domes at Approaches • Asphalt Paving 3"HMA 1/2 on prepared grade on-site 5"HMA 112 on prepared grade off-site • Striping 4 EA-Parallel Parking Stalls 62 EA-Parking Stalls 3 EA-Handicap Stencils with Blue Background and White Border 2 EA-ADA Walkway 3 EA-Handicap Sign on Surface Mounted Posts 13 EA-Concrete Wheelstops in front of Handicap Signs 27 EA-"Compact"Stencils Yellow Painted Curb 530 LF-Extruded Concrete Curb attached with Cement Slurry Glue 1 EA-Installation of Existing Stop Sign on New Post and SB3 Base 1 EA-Thermoplastic Crosswalk 1 EA-Thermoplastic Stop Bar 25,500 SF-Powerbroom and Blow Clean with Application of 1 Heavy Coat of Special Asphalt XLR8 Sealcoat(in lieu of Fog Seal) Restriping of Items Listed below 45 Days after Opening 4 EA-Parallel Parking Stalls • 62 EA-Parking Stalls • 3 EA-Handicap Stencils with Blue Background and White Border • 2 EA-ADA Walkway • 27 EA-Compact Stalls • Landscaping Material and Installation of Landscaping indicated on Sheets L1.0 L1.3. Design Build Irrigation Exclusions • Field Surveying/Office Calculations for Earthwork Quantities • Field Surveying for Remedial Grading except as noted in drawings • Engineering Services • Wet Utility Certifications not Specifically in Scope Listed above • Site Furnishings • Water Meter • Electrical Sourcing Colvos Construction Page 2 of 4 Printed On:6/9/2021 04!04 PM COlVOS PCO #012 • Asphalt Patching that is not described above • Joint Utility Trenching • Plumbing Trenching • Street Light Trenching Fencing • Street light relocations Unforeseen conditions • Delays due to City permit comments and jurisdictional shutdowns • New utility connection or jurisdictional fees for street use and ROW permits • Building permit and fees • Work to the building of any kind • Other work than listed above • Permit comments or updates beyond the plan set listed above ATTACHMENTS: Phase 2 Subcontractor Quotes.pdf # Budget Code Description Amount 1 01-30-20.0 Project Executive.Other $3.000.00 2 01-30-13.0 Project Su pen ntendent.Other $50,400.00 3 01-30-19.0 Project Manager.Other $117040.00 4 01-30-23.0 Project Engineer.Other $23.520.00 5 01-30-26.0 Project Administration.Other $6.700.00 6 01-30-32.0 Fuel/Oil/Maint/Parts.Other $1,500.00 7 01-32-13.0 Blueprints/Drawings/Specs.Other $150.00 8 01-51-36.0 Temporary Water.Other $375.00 9 01-52-17.0 Safety Supplies/Inspections.Other $1,800.00 10 01-52-19.0 Sani Cans.Other $1,050.00 11 01-02-13.0 Temporary Field Office.Other $4.500.00 12 01-53-09.0 Temporary Fencing.Other $5.000.00 13 01-55-25.0 Traffic Control.Other $11.000.00 14 01-74-13.0 Continuous Cleanup.Other $8,400.00 15 01-74-19.0 Dumpster.Other $1,600.00 16 01-74-23.0 Final Cleaning.Other $5,000.00 17 05-50-30.0 Metal Railings.Other $6.000.00 18 22-40-01.0 Plumbing.Other $7,500.00 19 31-10-10.0 Earthwork.Other $126,415.00 20 02-21-13.0 Site Survey.Other $17,000.00 21 03-47-03.0 Site Concrete.Other $135,161.52 22 32-12-16.0 Asphalt Paving.Other $28,690.00 23 32-17-23.0 Pavement Markings.Other $19.525.00 24 32-80-13.0 Landscaping.Other $35,000.00 25 32-80-23.0 1 rrigati on.Other $15,000.00 26 90-10-72.0 Bond.Other Construction Bond $8,500.00 27 90-10-72.0 Bond.Other 3-Year Maintenance Bond $2,500.00 Cotvos Construction Page 3 of 4 Printed On:6/9/2021 04:04 PM c°la"°s PCO #012 # Budget Code Description Amount 28 90 10 16.0 Builders Risk Insurance.Other Project Builder's Risk Insurance $5,000.00 Subtotal: $540,326.52 Liability Insurance(1.50%Applies to all line item types.): $8,104.90 Contractor Fee(10.00%Applies to all line Rem types.): $54,843.14 B&O Tax(=0.69%Applies to all line item types.): $4,138.46 Sales Taxes(8.80%Applies to all line item types.): $53,452.35 Grand Total: $880,865.37 Bruce McKean(Helix Design Group) Mason County Colvos Construction 6021 12th St E,Suite 201 411 North 5th St 711 Court C Tacoma,Washington 98424 Shelton,Washington 98584 Tacoma,Washington 98402 SIGNATURE DATE SIGNATURE DATE SIGNATURE DATE Colvos Construction Page 4 of 4 Printed On:6/9/2021 04:04 PM MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: June 22, 2021 Agenda Item # 8.q Commissioner staff to complete) BRIEFING DATE: June 7, 2021 BRIEFING PRESENTED BY: Support Services [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of the 2021-2023 Biennium Contract No. K2216 between the Washington State Conservation Commission and Mason County for the Voluntary Stewardship Program implementation. Background: The WA State Legislature created a Voluntary Stewardship Program (VSP) for protection of critical areas associated with agricultural activities. Mason County elected to participate in the VSP on January 17, 2012 by adoption of Resolution 07-12. Mason County received the 2021-23 Biennium Contract with the WA State Conservation Commission for this program. Funding will not exceed $235,000. Mason County will contract with the Mason Conversation District to implement and administer the VSP. Budget Impacts: None, funding is paid directly from the State to Mason Conservation. RECOMMENDED ACTION: Approval of the 2021-2023 Biennium Contract No. K2216 between the Washington State Conservation Commission and Mason County for the Voluntary Stewardship Program implementation. Attachment(s): Contract C� F a t• rn Jz •�'j >� tri89 r STATE OF WASHINGTON CONSERVATION COMMISSION PO Box 47721 • Olympia, Washington 985 04-7 72 1 • (360) 407-6200 • FAX(360) 407-621.5 May 26, 2021 Evan Bauder, District Manager Mason Conservation District Mason County 450 W. Business Park Road Shelton, WA 98584 Re: Continued Implementation of the Voluntary Stewardship Program Dear Mr. Bauder, During the recent legislative session, the state legislature continued funding for the Voluntary Stewardship Program (VSP) into the next biennium (2021-23). As a county who opted-in to the VSP, I'm writing to formally notify you funding will be available for the next fiscal year beginning July 1, 2021 for implementation of the VSP. The Commission deems this level of funding adequate funding to meet the implementation needs of the counties who have opted into VSP. This funding is the only funding available from the Commission for VSP implementation. Attached for your review is a contract for the VSP funding for the 2021-23 biennium. Once the county has signed the agreement and returned to the Commission, the Executive Director of the Commission will sign the contract. A fully executed contract will be returned to the county. The effective date of this contract will beJuly 1,2021. However, delays without reasonable explanation on the part of the county in signing this contract past August 31, 2021 may result in the Commission denying any reimbursement during that time. If you find you cannot comply with signing this contract by August 31, 2021, you must contact Karla Heintz at 360-407-6212 or by email at kheinitzC&scc.wa_goov immediately. WSCC Letter to VSP Counties Re Contract Page 2 of 3 Also, I wanted to highlight some important provisions that continue from last biennia's contract into this new 2021-23 biennium contract. Those include, but are not limited to: 1. Funding available for reimbursement under this contract will not exceed $235,000 for the entire 2021-2023 biennium. 2. If the county assigns a VSP lead entity, the Commission will require a copy of any subcontract between the county and a VSP lead entity. 3. If the County updates its work plan while this contract is in effect, the County is required to provide to the Commission the most recent version of the county's VSP work plan, which includes all attachments and/or appendices. This can be accomplished by sending to Alicia McClendon, VSP Administrative Assistant, an electronic link which the Commission can use to download the plan. The link should be sent to amcclendon@scc.wa.gov. 4. The Commission will require the county to create an implementation budget to ensure all requirements related to VSP implementation are accounted for during this contract period, and to ensure the two-year status and five-year review and evaluation reporting requirements will be met. The county must provide the budget to the Commission no later than 120 days from the date of signature of the contract by the County. 5. The Commission requires any VSP funds used by the county for cost-share projects abide by the Commission's Grant and Contract Procedures Manual. 6. Mason County's two year status report is due to the Commission no later than August 30, 2021. 7. The failure of the county to provide any of the following are explicit grounds for termination of the contract: a. To complete the scope of work in a reasonable time frame; b. To provide timely quarterly status reports; c. To submit monthly invoices for reimbursement to the Commission's VSP Contract Manager; and d. To identify and keep current the responsible individual as identified in Appendix D— Responsible Individuals. WSCC Letter to VSP Counties Re Contract Page 3 of 3 Thank you for your continued engagement in and support of VSP. I look forward to working with you and your staff on program implementation. If you have any questions, please feel free to contact me. Sincerely, t Ron D. Shultz Policy Director Enclosure: VSP 2021-23 Biennium Contract between the Commission and the County 2021-23 Biennium Contract No. K2216 BETWEEN The Washington State Conservation Commission AND Mason County FOR Voluntary Stewardship Program Implementation THIS AGREEMENT is made and entered into by and between the Washington State Conservation Commission, hereinafter referred to as "COMMISSION" and Mason County, hereinafter referred to as "COUNTY". IT IS THE PURPOSE OF THIS AGREEMENT to provide funding to the COUNTY for the implementation of the work plan as required for the Voluntary Stewardship Program (VSP), consistent with RCW 36.70A.700-760 and related statutes. THEREFORE, IT IS MUTUALLYAGREED THAT the COMMISSION will provide funding consistent with the terms of this contract, the policies of the COMMISSION, and the laws of the State of Washington; and the COUNTY will implement the terms of this contract with the funding provided consistent with the policies of the COMMISSION and the laws of the State of Washington. 1.0 PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this agreement shall be from July 1, 2021 through June 30, 2023, unless either extended by agreement of the parties or terminated sooner, as provided herein. 2.0 SCOPE OF WORK It is the intent of the parties that the COUNTY will perform its duties consistent with the timelines set forth in RCW 36.70A.720-735, subject to available funding, and subject to state contracting requirements. The COUNTY shall furnish the necessary personnel, equipment, material and/or service(s),or contract with third parties to accomplish the same, and otherwise do all things necessary for or incidental to the performance of the work set forth herein. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 1 of 19 The COUNTY shall report in writing within 30 days any problems, delays or adverse conditions that will materially affect their ability to meet project objectives or time schedules stated herein. This disclosure shall be accompanied by a statement of the action taken or proposed and any assistance needed to resolve the situation. The COUNTY shall complete the work listed in APPENDIX B—SCOPE OF WORK, herein. 3.0 FUNDING AVAILABILITY AND COSTS The parties expect legislative appropriation for this work shall not exceed $235,000. Payment for satisfactory performance of the work accomplished under this agreement shall not exceed this amount. The COMMISSION'S ability to make payments is contingent on availability of funding. In the event funding from the state is withdrawn, reduced, limited or otherwise determined by the COMMISSION to be inadequate in any way after the effective date and prior to completion or expiration date of this agreement, the COMMISSION, at its sole discretion, may elect to terminate the agreement, in whole or part, for convenience or to renegotiate the agreement subject to new funding limitations and conditions. The COMMISSION may also elect to suspend performance of the agreement until the COMMISSION determines the funding insufficiency is resolved. Should the COMMISSION determine funding needs to be reduced, the COMMISSION will provide 30-days notice of an intent to reduce the amount of funding available under this agreement. 3.1 Eligible Costs The COMMISSION will pay the following costs, but only upon full COUNTY compliance with APPENDIX C— BILLING PROCEDURE: ■ Salaries and benefits, 20% indirect of salaries and benefits is allowed on COUNTY personnel or any subcontractor personnel designated by the COUNTY to qualify for indirect costs. ■ Travel, including mileage and per diem for program staff, consistent with state law. Travel and expenses paid directly to work group member participants is not allowed. ■ Meeting rooms and light refreshments for working meetings. If light refreshments will be provided for meetings a Meeting Expense Authorization form needs to be approved prior to the purchase of the refreshments and approved by an authorized signatory. Light refreshments are defined as: an edible item that may be served between meals, for example, doughnuts, sweet rolls, and pieces of fruit or cheese. A list of meeting attendees and an agenda are also required to be eligible for reimbursement. ■ Facilitation, reports, studies, research and document preparation, which may be accomplished through either staff efforts or qualified contractors. Contractor services shall conform to ordinary billing rates and overhead multipliers for the type and location of the services within the COUNTY. ■ Copy and printing costs. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 2 of 19 ■ Equipment. The COUNTY agrees and understands that pre-approval by the COMMISSION is required for equipment purchases over$1,000. All equipment should be directly related to the activities of the watershed group and the implementation of the VSP. Equipment may include, but is not limited to, computers, data base software, and GIS software. The COUNTY agrees to use the COMMISSION's VSP Equipment Request form (https://www.formstack.com/forms/?4320646-BuPBLSyaEi) for equipment purchases over $1,000. 3.2 Cost-Share Programs The COUNTY may choose to offer a cost-share program to achieve the goals and objectives of the county work plan and RCW Chapter 36.70A. If the COUNTY so chooses to offer a cost- share program to VSP participants using funds provided under this contract, the COUNTY hereby agrees that COMMISSION cost-share policies and procedures will be abided by, regardless of who is administering the cost-share program (the COUNTY or some other entity on behalf of the COUNTY). Further, the COUNTY must be in compliance with APPENDIX C — BILLING PROCEDURE and must also: • Consult with COMMISSION STAFF identified in APPENDIX C — BILLING PROCEDURE, prior to using VSP funds for a cost-share program, • Provide written documentation that the county work group has approved the cost share program, • Receive training regarding COMMISSION cost-share policies and procedures, from COMMISSION STAFF identified in APPENDIX C — BILLING PROCEDURE, prior to using VSP funds for a cost-share program, unless COUNTY staff or the entity or entities administering such a cost-share program have already received such training from the COMMISSION, and • VSP cost-share projects that are funded using any amount of COMMISSION VSP funds shall be documented in the Conservation Practice Database System(CPDS) under RCW 36.70A.720 (2) (b) (i) and (c) (i). • Any cost-share project using any amount of COMMISSION VSP funds shall only use the cost-share contract provided in CPDS. 3.3 Disallowed Costs The COUNTY is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its Subcontractors (such as consultants),and Assignees. If the COUNTY expends more than the amount of the COMMISSION funding in this agreement in anticipation of receiving additional funds from the COMMISSION, it does so at its own risk. The COMMISSION is not legally obligated to reimburse the COUNTY for costs incurred in excess of this agreement. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 3 of 19 3A Insufficient Funds The obligation of the COMMISSION to make payments is contingent on the availability of state and federal funds through legislative appropriation and state allotment. When this contract crosses over state fiscal years the obligation of the COMMISSION is contingent upon the appropriation of funds during the next fiscal year. The failure of the legislature or federal agencies to appropriate or allot such funds to the program shall be good cause to terminate this contract and for the Executive Director of the COMMISSION to determine that the watershed has not received adequate funding to implement the program consistent with RCW 36.70A.735 (d). 3.5 Method of Compensation Payment shall be made on a reimbursable basis for costs or obligations. Eligible costs incurred by the COUNTY will be considered to have been paid by the COUNTY under this contract at the time the COUNTY seeks reimbursement from the COMMISSION. No payments in advance of or in anticipation of goods or services to be provided under this agreement shall be made by the COMMISSION. The COUNTY must fully comply with APPENDIX C- BILLING PROCEDURE to be eligible for reimbursement. 4.0 ASSIGNMENT The COUNTY may not assign this contract. The COUNTY may however, delegate the work to be completed under this agreement to an Agent. Any such Agent shall comply with the requirements of this agreement. Within any such delegation the COUNTY shall remain liable for any claim arising thereunder, and the COUNTY shall remain responsible for compliance with this agreement and RCW 36.70A.700-735, and with all applicable Federal, State and local laws, orders, regulations and permits. COUNTY retains the right to subcontract any portion or portions of the work as it deems necessary to complete the work. If COUNTY chooses to delegate tasks to a lead entity for VSP, a copy of the subcontract must be sent to the Commission's VSP Contract Manager identified in APPENDIX C—BILLING PROCEDURE as soon as the subcontract has been signed by both parties. 5.0 CONTRACT MANAGEMENT Each party shall assign a specific individual to be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. Those individuals will be set out in APPENDIX D — RESPONSIBLE INDIVIDUALS herein incorporated by reference. If for any reason the individuals identified in Appendix D change,the parties agree to immediately identify and notify each other of another in writing of the new responsible individual for this agreement. VSP 2021-23 Biennium Contract Between the WSCC and County- Page 4 of 19 6.0 TERMINATION The COUNTY may terminate this agreement upon 30-days' prior written notification to the COMMISSION. If this agreement is terminated by the COUNTY, the COUNTY shall be reimbursed only for performance rendered or costs incurred in accordance with the terms of this agreement prior to the effective date of termination. If this agreement is terminated by the COMMISSION, the COUNTY shall be reimbursed only for performance rendered or costs incurred in accordance with the terms of this agreement prior to the effective date of termination. If the COUNTY terminates this agreement prior to the work plan's approval, or prior to when the work plan's goals and benchmarks are met,the COUNTY may be subject to the requirements of RCW 36.70A.735 and related statutory sections. The COMMISSION may terminate this agreement upon 30-days' prior written notification to the COUNTY for cause,or for any reason or combination of reasons listed below,each of which constitute a breach of this contract in accordance with Section 7.0 BREACH: 6.1 Failure to complete the requirements of Section 2.0 SCOPE OF WORK and/or APPENDIX B - SCOPE OF WORK in a reasonable time frame, or for the reasons listed in 3.0 FUNDING AVAILABILITY above. 6.2 The failure to provide timely quarterly status reports are grounds for the termination of this agreement, at the sole determination of the COMMISSION. 6.3 The failure to abide by the conditions set out in Section 3.2 above, related to the administration of a cost-share program are grounds for the termination of this agreement, at the sole determination of the COMMISSION. 6.4 The failure of the COUNTY to fully comply with the provisions in APPENDIX C — BILLING PROCEDURE shall be grounds for termination of this agreement. 6.5 The failure of the COUNTY to submit monthly invoices for reimbursement to the COMMISSION's VSP Contract Manager, in accordance with APPENDIX C — BILLING PROCEDURE, shall be grounds for termination of this agreement. 6.6 The failure of the COUNTY to identify and keep current the responsible individual as identified in APPENDIX D— RESPONSIBLE INDIVIDUALS, shall be grounds for termination of this agreement. The COUNTY or the COMMISSION may terminate this agreement upon 60-days' prior written notification for convenience, without any showing of cause. 7.0 BREACH The COUNTY shall not be relieved of any liability to the COMMISSION for damages sustained by the COMMISSION and/or the State of Washington because of any breach of VSP 2021-23 Biennium Contract Between the WSCC and County-Page 5 of 19 contract by the COUNTY. The COMMISSION may withhold payments for the purpose of setoff until such time as the exact amount of damages due the COMMISSION from the COUNTY is determined. In the event the COUNTY fails to commence work on the project funded herein within the timelines established under RCW Chapter 36.70A., the COUNTY shall be subject to the requirements of RCW 36.70A.735. 8.0 ENTIRE AGREEMENT AND CHANGES, MODIFICATIONS AND AMENDMENTS This agreement and the attached APPENDICES (APPENDIX A-D) contain the entire integrated agreement of the parties may be changed, modified or amended by written agreement executed by both parties. 9.0 EFFECTIVE DATE The effective date of this agreement shall be July 1, 2021. This date shall be the "receipt of funds" date for purposes of RCW 36.70A.703 (9) and RCW 36.70A.725 (5) and (6). 10.0 ORDER OF PRECEDENCE Each of the exhibits listed below is by this reference hereby incorporated into this contract. In the event of a conflict in such terms, or between the terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: ■ Applicable Federal and state of Washington statutes and regulations. ■ Mutually agreed written amendments to this Contract. ■ Appendix B—Scope of Work ■ This Contract. ■ Appendix A—General Terms and Conditions ■ Appendix C—Billing Procedure ■ Appendix D—Responsible Individuals ■ Any other provision, term or material incorporated by reference or otherwise incorporated. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 6 of 19 11.0 APPROVAL This contract shall be subject to the written approval of representatives of both parties and shall not be binding until so approved. The contract may be altered, amended, or waived only by a written amendment executed by both parties. The signatories to this contract represent that they have the authority to execute this contract. Washington State Conservation Commission Mason County Signature Signature Executive Director Date Title Date APPROVED AS TO FORM BY THE WASHINGTON STATE ATTORNEY GENERAL'S OFFICE VSP 2021-23 Biennium Contract Between the WSCC and County-Page 7 of 19 2021-23 Biennium Voluntary Stewardship Program COMMISSION and COUNTY Agreement APPENDIX A-GENERAL TERMS AND CONDITIONS I. DEFINITIONS Terms used throughout this contract are defined below: "Agreement" shall mean the contract agreement to which these terms and conditions are affixed. "Agent"shall mean any entity to which the COUNTY has assigned responsibilities as allowed in the agreement. "Best management practice (BMP)" is a technique designed to protect the air, water, soil, animals, plants, and humans. BMPs must meet NRCS standards, or alternative practice designs approved by a licensed professional engineer. NRCS Practice Standards and Specifications are contained in the USDA NRCS Field Office Technical Guide (FOTG). SCC also maintains a list of approved practices eligible for cost share for special programs. "COMMISSION" shall mean the Washington State Conservation Commission, any division, section, office, including the Office of Farmland Preservation, unit or other entity of the COMMISSION, or any of the officers or other officials lawfully representing the COMMISSION. "Cost-share" is funding used to reimburse landowners for a percentage of the costs associated with the implementation of Best Management Practice(s) BMP(s). Examples of costs include, but are not limited to labor, materials, and permits. "COUNTY" shall mean the County receiving the funds as identified in the agreement that this Appendix is a part of, and is performing activities under this contract, and shall include all employees of the COUNTY. "Current fiscal year" shall mean July 1, 2021 through June 30, 2023. "Five year report" shall mean written report, provided not later than five years after the receipt of funding for a participating watershed and every five years thereafter, to the Executive Director of the COMMISSION and to the COUNTY on whether the COUNTY has met the COUNTY work plan's protection and enhancement goals and benchmarks, as described in RCW 36.70A.720 (2) (b) (i) and (c) (i). "Implement" and "implementation" shall mean to execute any requirements of RCW 36.70A.700-760 and associated statutes. "Project Officer" shall mean the specific employee of the COMMISSION that is assigned as the primary contact for purposes of the fulfillment of this agreement. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 8 of 19 "Two year report" shall mean the written report of the status of plans and accomplishments that shall be provided to the COUNTY and to the COMMISSION within sixty days after the end of each biennium, as described in RCW 36.70A.720 (1) 0). "Voluntary Stewardship Program" and "VSP" shall mean the program established in, and governed by, RCW 36.70A.700-760 and associated statutes. "Watershed group" means an entity designated by a county under the provisions of RCW 36.70A.715. "Work group participants" means those volunteer members of the county VSP work group designated by the COUNTY who are working to implement the work plan and fulfill ancillary VSP statutory requirements. "Work plan" means a watershed work plan developed under the provisions of RCW 36.70A.720. II. DISPUTES Except as otherwise provided in this contract, any dispute arising under this contract shall be decided in the following manner: By the Commission's Project Officer or other designated official who shall provide a written statement of decision to the COUNTY. The decision of the Project Officer or other designated official shall be final and conclusive unless, within thirty days from the date the COMMISSION receives such statement, the COUNTY mails or otherwise furnishes to the Executive Director of the COMMISSION a written appeal. An appeal of the Project Officer's decision shall be addressed by the COMMISSION's Executive Director. The COUNTY shall have the opportunity to meet with the Executive Director to be heard either in person or by phone and to provide documents in support of their appeal. The decision of the COMMISSION's Executive Director for the resolution of such appeals shall be final and conclusive and constitutes a final agency action for the purposes of the Washington Administrative Procedures Act, RCW 34.05. Pending final decision of dispute hereunder, the COUNTY shall proceed diligently with the performance of this contract and in accordance with the decision rendered. III. GOVERNANCE This agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this agreement shall be construed to conform to those laws. The COUNTY and any Agent shall comply fully with all applicable federal, state and local laws, orders, regulations and permits. Any action brought to enforce the terms of this agreement shall be in the Superior Court for Thurston County. Except as otherwise provided in this agreement, in the event of litigation or other action brought to enforce contract terms, each party agrees to bear its own attorney fees and costs. VSP 2021-23 Biennium Contract Between the WSCC and County- Page 9 of 19 IV. CONTRACTING FOR SERVICES Contracts for personal services, purchased services/goods, and public works shall be awarded through a competitive process, if required by State law. The COUNTY shall retain copies of all bids received and contracts awarded, for inspection and use by the COMMISSION. Retention of copies shall be consistent with time periods established herein. V. INDEMNIFICATION The COMMISSION shall in no way be held responsible for payment of salaries,consultant fees, and other costs related to the project described herein, except as provided in the scope of work through the reimbursement procedures described in this agreement. To the fullest extent permitted by law,the COUNTY shall indemnify, defend and hold harmless the State of Washington, agencies of the State and all officials, agents and employees of the State, from and against all claims arising out of or resulting from the performance of the contract.The COUNTY'S obligation to indemnify,defend,and hold harmless includes any claim by the COUNTY'S agents, employees, representatives, or any subcontractor or a subcontractor's employees. The COUNTY expressly agrees to indemnify, defend, and hold harmless the State of Washington and the COMMISSION for any claim arising out of or incident to the COUNTY's or any subcontractor's performance or failure to perform the contract. The COUNTY's obligation to indemnify, defend, and hold harmless the State of Washington and the COMMISSION shall not be eliminated or reduced by any actual or alleged concurrent negligence of the State or its agents, agencies, employees and officials. The COUNTY waives its immunity under Title S1 RCW (Industrial Insurance) to the extent it is required to indemnify, defend and hold harmless State and its agencies, officials, agents or employees. The COMMISSION shall be responsible for any liability arising from its own actions. However, any liability by the COMMISSION shall not mitigate the COUNTY's duty to indemnify the COMMISSION for all claims arising out of its performance of the contract. VI. RECOVERY OF PAYMENTS In the event the COUNTY fails, through the failure to exercise reasonable diligence unrelated to the State's failure to fully fund the stewardship process, to perform obligations required of it by this contract, the COUNTY may be required to repay to the COMMISSION any funds that were spent by the county without exercising reasonable diligence or a portion of funds disbursed to the COUNTY for those parts of the project that are rendered worthless by such failure to exercise reasonable diligence. In the event that the COUNTY fails to expend funds under this contract in accordance with state laws and/or the provisions of this contract, the COMMISSION reserves the right to VSP 2021-23 Biennium Contract Between the WSCC and County- Page 10 of 19 recapture state funds in an amount equivalent to the extent of the noncompliance in addition to any other remedies available at law or in equity. Such rights of recapture shall exist for a period of two years following contract termination. Repayment by the COUNTY of funds under this recapture provision shall occur within 30 days of demand. In the event that the COMMISSION elects to institute legal proceedings to enforce the recapture provision,the prevailing party in any litigation for"recapture"shall be entitled to reasonable attorney fees. VI I. INELIGIBILITY The COUNTY certifies that neither it nor its principals are presently debarred, declared ineligible, or voluntarily excluded from participation in transactions by any federal department or state agency. VIII. INDEPENDENT RELATIONSHIP The COUNTY or COUNTY's Agent(s) performing under this contract are not employees or agents of the COMMISSION. The COUNTY shall not hold themselves out as nor claim to be an officer or employee of the COMMISSION or of the State of Washington by reason hereof, nor will the COUNTY make any claim of right, privilege or benefit which would accrue to such employee under law. Conduct and control of the work outlined in the scope of work shall be solely with the COUNTY. IX. KICKBACKS The COUNTY and its employees and authorized representatives are prohibited from inducing by any means any person employed or otherwise involved in this project to give up any part of the compensation to which he/she is otherwise entitled or, receive any fee, commission or gift in return for award of a subcontract hereunder. X. INTELLECTUAL PROPERTY Copyrights and Patents. Should the COUNTY or COUNTY's Agent(s)create any copyrightable materials or invent any patentable property in the course of the scope of work governed by this agreement, the COUNTY may copyright or patent the same but shall grant the COMMISSION a royalty-free, nonexclusive and irrevocable license to reproduce, publish, recover or otherwise use the material(s) or property and to authorize others to use the same for federal,state or local government purposes. Where federal funding is involved,the federal government may have a proprietary interest in patent rights to any inventions developed by the COUNTY as provided in 35 U.S.C. §§ 200-212. Publications. When the COUNTY, COUNTY's Agent(s), or persons employed by the COUNTY use or publish information of the COMMISSION;present papers, lectures,or seminars involving information supplied by the COMMISSION; use logos, reports, maps or other data, in printed reports, signs, brochures, pamphlets, etc., appropriate credit shall be given to the COMMISSION. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 11 of 19 XI. PROPERTY MANAGEMENT The COMMISSION'S Property and Records Management Policy,contained in the Commission's Grants and Contracts Manual,hereby incorporated by reference,and any updates thereto,shall control the use and disposition of all real and personal property purchases wholly or in part with funds furnished by the COMMISSION in the absence of state, federal statute(s), regulations(s), or policy(s) to the contrary or upon specific instructions with respect thereto in the scope of work. XII. RECORDS MAINTENANCE The parties to this agreement shall each maintain books, records, documents and other information which sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein.These records shall be kept in accordance with the provisions contained on the Secretary of State archives, for records retention, hereby incorporated by reference, and any updates thereto. These records shall be subject to inspection, review or audit by personnel of both parties, other personnel duly authorized by either party,the Office of the State Auditor,federal officials so authorized by law, and as provided by the state Public Records Act, RCW 42.56. All books, records, documents, and other material relevant to this agreement will be retained for six years after expiration and the Office of the State Auditor,federal auditors,and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. XIII. SEVERABILITY If any provision of this agreement or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this agreement, which can be given effect without the invalid provision if such remainder conforms to the requirements of applicable law and the fundamental purpose of this agreement, and to this end the provisions of this agreement are declared to be severable. XIV. WAIVER A failure by either party to exercise its rights under this agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original agreement. XV. ACCESSIBILITY REQUIREMENTS COUNTY will remain current with Federal and Washington State accessibility standards and comply with OC/OPo/icy 188—Accessibiiitylocated at https://ocio.wa.gov/policy/accessibility. VSP 2021-23 Biennium Contract Between the WSCC and County- Page 12 of 19 2021-23 Biennium Voluntary Stewardship Program COMMISSION and COUNTY Agreement APPENDIX B—SCOPE OF WORK The scope of the work to be performed by the COUNTY, or its contractors, under this agreement is the following: 1) Organize, convene, and maintain a watershed group. This includes providing necessary staff support and facilitation for the watershed group. Assist the watershed group in the implementation of the approved VSP work plan, including A. Working closely with the watershed group and technical service providers to ensure full compliance with the requirements and intent of VSP. B. Ensure that every effort is made to maintain effective communication between the watershed group, the technical service providers, the COUNTY, local stakeholders, and participating state and federal agencies and personnel. C. The COUNTY will organize members of a VSP watershed group with representatives from a variety of stakeholder groups including but not limited to tribes, environmental groups, and agriculture. Organization of a vetted core watershed group comprised of a broad representation of key watershed stakeholders and, at a minimum, representatives of agricultural and environmental groups and tribes that agree to participate. The COUNTY will encourage existing lead entities, watershed planning units, or other integrating organizations to serve as the watershed group. D. The COUNTY will develop and/or maintain watershed group meeting bylaws, rules, and/or policies. E. The COUNTY will provide facilitation for watershed group meetings or other actions of the watershed group. 2) Implement the VSP work plan, including implementing the requirements of the VSP and RCW Chapter 36.70A.700-760. Implementation includes: A. Identifying critical areas and agricultural activities within those critical areas. B. Identifying a public outreach plan to contact landowners. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 13 of 19 C. Identifying and designating entity(ies) to provide landowner assistance (voluntary stewardship plans). D. Identifying measurable programmatic and implementation goals and benchmarks. E. Reviewing and incorporating applicable water quality, watershed management, farmland protection, and required species recovery data and plans. F. Seeking input from tribes, agencies and stakeholders. G. Developing goals for participation by agricultural operators conducting commercial and noncommercial agricultural activities in the watershed necessary to meet the protection and enhancement benchmarks of the work plan. H. Ensuring outreach and technical assistance is provided to producers and operators in the various watersheds of the county. I. Creating measurable benchmarks that,within ten years after receipt of funding,are designed to result in (i) the protection of critical areas functions and values and (ii) the enhancement of critical areas functions and values through voluntary, incentive based measures. J. Incorporating into the work plan any existing development regulations relied upon to achieve the goals and benchmarks for protection of critical areas. K. Establishing baseline monitoring for (i) participation and implementation of voluntary stewardship plans and projects, (ii) stewardship activities, and (iii) the effects on critical areas and agriculture relevant to protection and enhancement benchmarks. L. Developing timelines for periodic evaluations, adaptive management, and provide written reports of plan status and/or accomplishments to the COMMISSION. M. Coordinating monitoring programs with other state agency activities. N. Meeting any other requirement for the successful implementation of VSP in RCW 36.70A.720. Deliverables: 1) Organize, convene and maintain a watershed group that meets regularly and as necessary for implementation of the county VSP work plan. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 14 of 19 2) Implement the VSP work plan, including implementing the requirements of the VSP and RCW Chapter 36.70A.700-760. A. Two year status reports. No later than August 30, 2021, provide the written biennial report to the COMMISSION. The biennial report must provide the status of plans and accomplishments of the work plan to COMMISSION. The biennial report should include a summary of how plan implementation is affecting each of the following: 1) The protection and enhancement of critical areas within the area where agricultural activities are conducted; 2) The maintenance and improvement of the long-term viability of agriculture; 3) Reducing the conversion of farmland to other uses; 4) The maximization of the use of voluntary incentive programs to encourage good riparian and ecosystem stewardship as an alternative to historic approaches used to protect critical areas; 5) The leveraging of existing resources by relying upon existing work and plans in counties and local watersheds, as well as existing state and federal programs to the maximum extent practicable to achieve program goals; 6) Ongoing efforts to encourage and foster a spirit of cooperation and partnership among county, tribal, environmental, and agricultural interests to better assure the program success; 7) Ongoing efforts to improve compliance with other laws designed to protect water quality and fish habitat; and 8) A description of efforts showing how relying upon voluntary stewardship practices as the primary method of protecting critical areas and does not require the cessation of agricultural activities. B. Five year review and evaluation report. If a Five year VSP report is due during this contract period, than no later than the current deadline for submittal of the report to the COMMISSION, and in conjunction with the county watershed group, facilitate, develop, assist and submit the five year report to the director of the COMMISSION. See RCW 36.70A.720 (2) (b) (i) and (c) (i). When submitting the five-year review and evaluation report to the COMMISSION, as per RCW 36.70A.720 and RCW 36.70A.730,the COUNTY agrees to use the COMMISSION'S Guide and Template. The Guide is available for download on the COMMISSION's VSP 2021-23 Biennium Contract Between the WSCC and County-Page 15 of 19 VSP web page: (https://www.scc.wa. oq v/vsp/implementation).The Template will be provided or made available by the COMMISSION to the COUNTY. C. At five year intervals from the date of receipt of funding, each county watershed group must submit a report to the director of the Commission and the COUNTY on whether it has met the work plan's protection and enhancement goals and benchmarks. The five year review and evaluation report should include a summary of how plan implementation is satisfying the flowing plan elements through VSP implementation: 1) Develop goals for participation by agricultural operators conducting commercial and noncommercial agricultural activities in the watershed necessary to meet the protection and enhancement benchmarks of the work plan; 2) Ensure outreach and technical assistance is provided to agricultural operators in the watershed; 3) Create measurable benchmarks that, within ten years after the receipt of funding, are designed to result in (i) the protection of critical area functions and values and (ii) the enhancement of critical area functions and values through voluntary, incentive-based measures; 4) Work with the entity providing technical assistance to ensure that individual stewardship plans contribute to the goals and benchmarks of the work plan; 5) Incorporate into the work plan any existing development regulations relied upon to achieve the goals and benchmarks for protection; 6) Establish baseline monitoring for: (i) Participation activities and implementation of the voluntary stewardship plans and projects; (ii) stewardship activities; and (iii) the effects on critical areas and agriculture relevant to the protection and enhancement benchmarks developed for the watershed; 7) Conduct periodic evaluations, institute adaptive management, and provide a written report of the status of plans and accomplishments to the county and to the commission within sixty days after the end of each biennium; 8) Assist state agencies in their monitoring programs; and 9) Satisfy any other reporting requirements of the program. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 16 of 19 10) The COUNTY agrees that VSP cost-share projects funded using any amount of COMMISSION VSP funds shall be reported in the Conservation Practices Database System (CPDS). D. Provide a timely quarterly status report to the VSP Program Manager in a form and manner prescribed by the COMMISSION, and deemed reasonable by COUNTY staff. Reports are to be submitted online to the COMMISSION. Quarterly reports are here: https://www.formstack.com/forms/?2221155- U3eHg4N8zh. E. Quarterly reports are due quarterly for this Agreement: July 2021 —June 2022: Period of July 1 —September 30, 2021 — Due October 10, 2021 Period of October 1 — December 31, 2021 — Due January 10, 2022 Period of January 1 — March 31, 2022— Due April 10, 2022 Period of April 1 —June 30, 2022— Due July 10, 2022 July 2022 - June 2023: Period of July 1 —September 30, 2022— Due October 10, 2022 Period of October 1 — December 31, 2022— Due January 10, 2023 Period of January 1 — March 31, 2023— Due April 10, 2023 Period of April 1 —June 30, 2023 — Due July 10, 2023 F. Ensure that the COMMISSION has the most recent version of the COUNTY's VSP work plan by providing to the COMMISSION's Project Officer, identified herein in APPENDIX D — RESPONSIBLE INDIVIDUALS, the most current version of the COUNTY's VSP work plan, which includes all attachments and / or appendices. This can be accomplished by sending the COMMISSION an electronic link which the COMMISSION can use to download the plan. G. Provide to the COMMISSION's VSP Contract Manager, no later than 120 days from the date this agreement is signed by the COUNTY, an implementation budget designed to ensure all requirements related to VSP implementation are accounted for during the performance of this agreement, and to ensure that the two year and five year reporting requirements will be met. VSP 2021-23 Biennium Contract Between the WSCC and County-Page 17 of 19 2021-23 Biennium Voluntary Stewardship Program COMMISSION and COUNTY Agreement APPENDIX C- BILLING PROCEDURE The COUNTY shall submit monthly invoices in the form and manner identified by the COMMISSION to the Commission's VSP Contract Manager: Karla Heinitz VSP Contract Manager Washington State Conservation Commission P.O. Box 47721 Olympia, WA 98504 Send invoices to: sccgrants@sccgrants.wa.aov For billing questions, contact: kheinitz@scc.wa.gov; phone: 360-407-6212 Invoices will follow procedures outlined in the most current Grant and Contract Procedure Manual. Invoices for payment shall be submitted monthly. An invoice shall be submitted regardless of whether work has been performed on the project, this is considered a "No Activity" Invoice. Quarterly billings are not allowed and will not be accepted. A time summary for staff costs, including compensation or billing rates, shall be attached. Individual time records will be kept available at the COUNTY for review, in accordance with the Secretary of State's document retention schedule of the Secretary of State archives. A copy of any contractor invoices, or other receipts will be attached to the billing. Equipment purchases for equipment over$1,000 shall be made using the COMMISSION's VSP Equipment Request form (https://www.formstack.com/forms/?4320646-BuPBLSygEi). Payment to the COUNTY for approved and completed work will be made by account transfer by the COMMISSION monthly upon receipt of the invoice. Payment will be made to the person identified at the COUNTY in APPENDIX D — RESPONSIBLE INDIVIDUALS unless the COUNTY shall identify and provide contact information to the COMMISSION to the person listed in APPENDIX C - BILLING PROCEDURE herein. Final Request for Payment: The COUNTY must submit final requests for compensation during the current fiscal year no later than July 10 after the end of the current fiscal year. Failure to comply with this timeline may result in denial of any such claim. VSP 2021-23 Biennium Contract Between the WSCC and County- Page 18 of 19 2021-23 Biennium Voluntary Stewardship Program COMMISSION and COUNTY Agreement APPENDIX D- RESPONSIBLE INDIVIDUALS The Project Officer for the COMMISSION is: Ron Shultz Policy Director Washington State Conservation Commission P.O. Box 47721 Olympia, Washington 98504 (360) 407-7507 rshultz@scc.wa.aov The responsible individual for the COUNTY is: NAME: Jennifer Beierle TITLE: Budget Manager AGENCY: Mason County MAIL ADDRESS: 411 North 51h Street CITY, STATE, ZIP:Shelton, WA 98584 PHONE: 360-427-9670 ext. 532 EMAIL: jb@co.mason.wa.us The COUNTY Billing Contact (if different than the responsible individual for the COUNTY above): NAME: TITLE: AGENCY: MAIL ADDRESS: CITY, STATE, ZIP: PHONE: EMAIL: VSP 2021-23 Biennium Contract Between the WSCC and County- Page 1 of 1 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: June 22, 2021 Agenda Item #S,a Commissioner staff to complete) BRIEFING DATE: June 7, 2021 BRIEFING PRESENTED BY: Support Services [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of the Amendment to Mason County Contract #19-053, Interlocal Agreement with Mason Conservation District relating to the Voluntary Stewardship Program. This amendment extends the contract to Jun 30, 2023. Background: The WA State Legislature created a Voluntary Stewardship Program (VSP) for protection of critical areas associated with agricultural activities. Mason County received the 2021-23 Biennium Contract with the WA State Conservation Commission for this program and will contract Funding will not exceed $235,000. Mason County will contract with the Mason Conversation District to implement and administer the VSP. Budget Impacts: None, funding is paid directly from the State to Mason Conservation. RECOMMENDED ACTION: Approval of the Amendment to Mason County Contract #19-053, Interlocal Agreement with Mason Conservation District relating to the Voluntary Stewardship Program. This amendment extends the contract to Jun 30, 2023. Attachment(s): Contract Amendment MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM AMENDMENT to MC CONTRACT#19-053 INTERLOCAL AGREEMENT between MASON COUNTY and MASON CONSERVATION DISTRICT This Amendment, issued pursuant to the Interlocal Cooperation Act,Chapter 39.34 RCW,extends the Interlocal Agreement, MC Contract #19-053, dated July 1, 2019, relating to the Voluntary Stewardship Program, for a two year period through June 30, 2023. 1.0 PERIOD OF PERFORMANCE It is the intent of the parties that the period of performance will be consistent with the timelines set forth in RCW 36.70A.720-760,subject to available funding. Subject to its other provisions, the period of performance of this Amendment shall commence on July 1, 2021 and be completed on June 30, 2023, unless either extended by agreement of the parties or terminated sooner, as provided under the Interlocal Agreement. 2.0 SCOPE OF WORK The Mason Conservation District shall furnish the necessary personnel,equipment, material and/or service(s), or contract with third parties to accomplish the same, and otherwise do all things necessary for or incidental to the performance of the work as set forth in Attachment A-Scope of Work. 3.0 PAYMENT Compensation for the work provided in accordance with this Amendment has been established under the terms of chapter 39.34.130 RCW. The parties have estimated that the cost of accomplishing the work herein will not exceed $235.000. 4.0 EFFECTIVE DATE The effective date of this Amendment shall be July 1, 2021. All other terms and conditions of the Interlocal Agreement, MC Contract #19-053, shall remain in full force and effect. Dated this day of , 2021. MASON CONSERVATION DISTRICT: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Jason Ragan, Chair Randy Neatherlin, Chair APPROVED AS TO FORM: Tim Whitehead, Chief DPA 2021-2023 Biennium Contract Amendment Between Mason County and Mason Conservation District 1 MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM ATTACHMENT A-SCOPE OF WORK COUNTY has designated the DISTRICT as the Lead Entity responsible for administering VSP funds and coordinating the VSP Watershed Work Group. COUNTY is responsible for the overall administration of the Mason County VSP including program and fiscal responsibilities and compliance. 1) Organize, convene, and maintain a watershed group. This includes providing necessary staff support and facilitation for the watershed group. Assist the watershed group in the implementation of the approved VSP work plan, including A. Working closely with the watershed group and technical service providers to ensure full compliance with the requirements and intent of VSP. B. Ensure that every effort is made to maintain effective communication between the watershed group, the technical service providers, the COUNTY, local stakeholders, and participating state and federal agencies and personnel. C.The DISTRICT will organize members of a VSP watershed group with representatives from a variety of stakeholder groups including but not limited to tribes, environmental groups, and agriculture. Organization of a vetted core watershed group comprised of a broad representation of key watershed stakeholders and, at a minimum, representatives of agricultural and environmental groups and tribes that agree to participate.The DISTRICT will encourage existing lead entities, watershed planning units, or other integrating organizations to serve as the watershed group. D. The DISTRICT will develop and/or maintain watershed group meeting bylaws, rules, and/or policies. E. The DISTRICT will provide facilitation for watershed group meetings or other actions of the watershed group. 2) Implement the VSP work plan, including implementing the requirements of the VSP and RCW Chapter 36.70A.700-760. Implementation includes: A. Identifying critical areas and agricultural activities within those critical areas. B. Identifying a public outreach plan to contact landowners. C. Identifying and designating entity(ies) to provide landowner assistance (voluntary stewardship plans). D. Identifying measurable programmatic and implementation goals and benchmarks. E. Reviewing and incorporating applicable water quality,watershed management,farmland protection, and required species recovery data and plans. F. Seeking input from tribes, agencies and stakeholders. G. Developing goals for participation by agricultural operators conducting commercial and noncommercial agricultural activities in the watershed necessaryto meet the protection and enhancement benchmarks of the work plan. 2021-2023 Biennium Contract Amendment Between Mason County and Mason Conservation District 2 MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM H. Ensuring outreach and technical assistance is provided to producers and operators in the various watersheds of the county. I. Creating measurable benchmarks that, within ten years after receipt of funding, are designed to result in (i) the protection of critical areas functions and values and (ii) the enhancement of critical areas functions and values through voluntary, incentive based measures. J. Incorporating into the work plan any existing development regulations relied upon to achieve the goals and benchmarks for protection of critical areas. K. Establishing baseline monitoring for (i) participation and implementation of voluntary stewardship plans and projects,(ii)stewardship activities,and (iii)the effects on critical areas and agriculture relevant to protection and enhancement benchmarks. L. Developing timelines for periodic evaluations,adaptive management, and provide written reports of plan status and/or accomplishments to the COMMISSION. M. Coordinating monitoring programs with other state agency activities. N. Meeting any other requirement for the successful implementation of VSP in RCW 36.70A.720. Deliverables: 1) Organize, convene and maintain a watershed group that meets regularly and as necessary for implementation of the county VSP work plan. 2) Implement the VSP work plan, including implementing the requirements of the VSP and RCW Chapter 36.70A.700-760. A. Two year status reports. No later than August 30, 2021, provide the written biennial report to the COMMISSION. The biennial report must provide the status of plans and accomplishments of the work plan to COMMISSION. The biennial report should include a summary of how plan implementation is affecting each of the following: 1) The protection and enhancement of critical areas within the area where agricultural activities are conducted; 2)The maintenance and improvement of the long-term viability of agriculture; 3) Reducing the conversion of farmland to other uses; 4) The maximization of the use of voluntary incentive programs to encourage good riparian and ecosystem stewardship as an alternative to historic approaches used to protect critical areas; 5) The leveraging of existing resources by relying upon existing work and plans in counties and local watersheds, as well as existing state and federal programs to the maximum extent practicable to achieve program goals; 2021-2023 Biennium Contract Amendment Between Mason County and Mason Conservation District 3 MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 6) Ongoing efforts to encourage and foster a spirit of cooperation and partnership among county, tribal, environmental, and agricultural interests to better assure the program success; 7) Ongoing efforts to improve compliance with other laws designed to protect water quality and fish habitat; and 8) A description of efforts showing how relying upon voluntary stewardship practices as the primary method of protecting critical areas and does not require the cessation of agricultural activities. B. Five year review and evaluation report. If a Five year VSP report is due during this contract period, than no later than the current deadline for submittal of the report to the COMMISSION, and in conjunction with the county watershed group, facilitate, develop, assist and submit the five year report to the director of the COMMISSION. See RCW 36.70A.720 (2) (b) (i) and (c) (i). When submitting the five-year review and evaluation report to the COMMISSION, as per RCW 36.70A.720 and RCW 36.70A.730, the DISTRICT agrees to use the COMMISSION'S Guide and Template. The Guide is available for download on the COMMISSION's VSP web page: (https://www.scc.wa.gov/vsp/implementation). The Template will be provided or made available by the COMMISSION to the DISTRICT. C. At five year intervals from the date of receipt of funding, each county watershed group must submit a report to the director of the Commission and the COUNTY on whether it has met the work plan's protection and enhancement goals and benchmarks. The five year review and evaluation report should include a summary of how plan implementation is satisfying the flowing plan elements through VSP implementation: 1) Develop goals for participation by agricultural operators conducting commercial and noncommercial agricultural activities in the watershed necessary to meet the protection and enhancement benchmarks of the work plan; 2) Ensure outreach and technical assistance is provided to agricultural operators in the watershed; 3) Create measurable benchmarks that,within ten years after the receipt of funding, are designed to result in (i) the protection of critical area functions and values and (ii) the enhancement of critical area functions and values through voluntary, incentive-based measures; 4) Work with the entity providing technical assistance to ensure that individual stewardship plans contribute to the goals and benchmarks of the work plan; 5) Incorporate into the work plan any existing development regulations relied upon to achieve the goals and benchmarks for protection; 6) Establish baseline monitoring for: (i) Participation activities and implementation of the voluntary stewardship plans and projects; (ii) stewardship activities; and (iii)the effects on critical areas and agriculture relevant to the protection and enhancement benchmarks developed for the watershed; 2021-2023 Biennium Contract Amendment Between Mason County and Mason Conservation District 4 MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 7) Conduct periodic evaluations, institute adaptive management, and provide a written report of the status of plans and accomplishments to the county and to the commission within sixty days after the end of each biennium; 8)Assist state agencies in their monitoring programs; and 9) Satisfy any other reporting requirements of the program. 10) The COUNTY agrees that VSP cost-share projects funded using any amount of COMMISSION VSP funds shall be reported in the Conservation Practices Database System (CPDS). D. Provide a timely quarterly status report to the VSP Program Manager in a form and manner prescribed by the COMMISSION,and deemed reasonable by DISTRICT staff. Reports are to be submitted online to the COMMISSION. Quarterly reports are here: https://www.formstack.com/forms/?2221155-U3eHg4N8zh. E. Quarterly reports are due quarterly: July 2021—June 2022: Period of July 1—September 30, 2021—Due October 10, 2021 Period of October 1—December 31, 2021—Due January 10, 2022 Period of January 1—March 31, 2022—Due April 10, 2022 Period of April 1—June 30, 2022—Due July 10, 2022 July 2022-June 2023: Period of July 1—September 30, 2022—Due October 10, 2022 Period of October 1—December 31, 2022—Due January 10, 2023 Period of January 1—March 31, 2023—Due April 10, 2023 Period of April 1—June 30, 2023—Due July 10, 2023 F. Ensure that the COMMISSION has the most recent version of the COUNTY's VSP work plan by providing to the COMMISSION's Project Officer, identified herein in APPENDIX D — RESPONSIBLE INDIVIDUALS,the most current version of the COUNTY's VSP work plan,which includes all attachments and / or appendices. This can be accomplished by sending the COMMISSION an electronic link which the COMMISSION can use to download the plan. G. Provide to the COMMISSION's VSP Contract Manager, no later than 120 days from the date this agreement is signed by the DISTRICT, an implementation budget designed to ensure all requirements related to VSP implementation are accounted for during the performance of this agreement, and to ensure that the two year and five year reporting requirements will be met. 2021-2023 Biennium Contract Amendment Between Mason County and Mason Conservation District 5 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Dawn Twiddy Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 422 COMMISSION MEETING DATE: 6/22/21 Agenda Item # BaLj (Commissioner staff to complete) BRIEFING DATE: 6/14/21 BRIEFING PRESENTED BY: Dawn Twiddy [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to accept a resignation in lieu of termination from Phillip Franklin effective July 2, 2021 and to approve the Separation, Release and Hold Harmless Agreement to release and forever discharge Mason County, its officers, agents, employees, agencies, and departments from any and all existing and future claims, damages and causes of action foreseen and unforeseen of any nature whatsoever arising out of Phillip Franklin's employment with Mason County and to pay the sum of $5,772.08, as agreed. Background: The approval of this Release and Hold Harmless Agreement is a compromise of any and all existing and/or future claims, damages and causes of action of any kind and that the payment made is not to be construed as an admission of liability on the part of the parry or parties hereby released, and that the said Releasee deny liability therefor, and further that such shall not be a basis for claims for indemnity, contribution or breach of any Federal, state, local law. RECOMMENDED ACTION: Approval to accept a resignation in lieu of termination from Phillip Franklin effective July 2, 2021 and to approve the Separation, Release and Hold Harmless Agreement to release and forever discharge Mason County, its officers, agents, employees, agencies, and departments from any and all existing and future claims, damages and causes of action foreseen and unforeseen of any nature whatsoever arising out of Phillip Franklin's employment with Mason County and to pay the sum of $5,772.08, as agreed. Attachment: Separation, Release and Hold Harmless Agreement on file with Clerk of the Board. MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Casey Bingham Action Agenda _X Public Hearing Other DEPARTMENT: Community Services EXT: 562 DATE: 6/22/2021 Agenda Item #8 to Commissioner staff to complete) BRIEFING DATE: 04/05/2021 BRIEFING PRESENTED BY: David Windom [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Consolidated Contract CLH18253 Amendment 20 Amends Statement of Work for: 1. COVID-19 Coordinated Response: Adds 1,131,353 in funding for Covid-19 support. 2. Division of Emergency Preparedness & Response: Extends the usage dates of the funding sources, we have already expended them. 3. Office of Drinking Water: Adds 24,400 for Group A sanitary surveys and technical assistance. BUDGET IMPACTS: The Drinking water funding was budgeted for 2021. The covid funding was not budgeted for 2021 and the Health departments budget will need to be amended to accommodate this funding. RECOMMENDED OR REQUESTED ACTION: Move Amendment 20 CLH18253 Consolidated Contract to the Action Agenda. 6/14/2021 MASON COUNTY PUBLIC HEALTH 2018—2021 CONSOLIDATED CONTRACT CONTRACT NUMBER: CLH18253 AMENDMENT NUMBER: 20 PURPOSE OF CHANGE: To amend this contract between the DEPARTMENT OF HEALTH hereinafter referred to as "DOH",and MASON COUNTY PUBLIC HEALTH,a Local Health Jurisdiction,hereinafter referred to as"LHJ", pursuant to the Modifications/Waivers clause,and to make necessary changes within the scope of this contract and any subsequent amendments thereto. IT IS MUTUALLY AGREED: That the contract is hereby amended as follows: 1. Exhibit A Statements of Work, attached and incorporated by this reference,are amended as follows: ❑ Adds Statements of Work for the following programs: ® Amends Statements of Work for the following programs: • COVID-19 Coordinated Response-Effective July 1,2020 • Division of Emergency Preparedness&Response COVID-19-Effective January 20,2020 • Office of Drinking Water Group A Program-Effective January 1,2018 ❑ Deletes Statements of Work for the following programs: 2. Exhibit B-20 Allocations,attached and incorporated by this reference,amends and replaces Exhibit B-19 Allocations as follows: ® Increase of$1,155,753 for a revised maximum consideration of$5,029,797. ❑ Decrease of for a revised maximum consideration of ❑ No change in the maximum consideration of Exhibit B Allocations are attached only for informational purposes. 3. Exhibit C-16 Schedule of Federal Awards,attached and incorporated by this reference,amends and replaces Exhibit C-15. Unless designated otherwise herein,the effective date of this amendment is the date of execution. ALL OTHER TERMS AND CONDITIONS of the original contract and any subsequent amendments remain in full force and effect. IN WITNESS WHEREOF,the undersigned has affixed his/her signature in execution thereof. MASON COUNTY PUBLIC HEALTH STATE OF WASHINGTON DEPARTMENT OF HEALTH Date Date APPROVED AS TO FORM ONLY Assistant Attorney General Page 1 of 30 AMENDMENT#20 2018-2021 CONSOLIDATED CONTRACT EXHIBIT A STATEMENTS OF WORK TABLE OF CONTENTS DOH Program Name or Title: COVID-19 Coordinated Response-Effective July 1,2020...............................................................................................................3 DOH Program Name or Title: Division of Emergency Preparedness&Response-COVID-19 -Effective January 20,2020......................................................... 16 DOH Program Name or Title: Office of Drinking Water Group A Program -Effective January 1,2018 .......................................................................................26 Exhibit A,Statements of Work Page 2 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Exhibit A Statement of Work Contract Term: 2018-2021 DOH Program Name or Title•. COVID-19 Coordinated Response- Local Health Jurisdiction Name: Mason County Public Health Effective July 1.2020 Contract Number: CLH18253 SOW Type: Revision Revision#(for this SOW) 2 Funding Source Federal Compliance Type of Payment ®Federal Subrecipient (check if applicable) ®Reimbursement ❑State ❑Other ®FFATA(Transparency Act) ❑Fixed Price Period of Performance: July 1,2020 through December 31,2021 ®Federal*Contractor El Research&Development Statement of Work Purpose: The purpose of this statement of work is to provide supplemental funding for the LHJ to ensure adequate culturally and linguistically responsive testing,investigation and contact tracing resources to limit the spread of COVID-19 NOTE: Pending execution of a new consolidated contract term or an extension to the 2018-2021 consolidated contracts which currently end December 31,2021,DOH plans to continue the task activities and funding as noted in the task(s)below in a new or revised statement of work effective January 1,2022. Revision Purpose: The purpose of this revision is to extend the period of performance from June 30,2021 to December 31,2021;add funding and extend end date for Task 3 FFY21 COVID19 VACCINE SERVICES-CARES through December 31,2021;remove FFY21 COVID GFS LHJ REGIONAL funding;add FFY20 ELC EDE LHJ ALLOCATION and FFY19 ELC COVID ED LHJ ALLOCATION funding and revise language for Tasks 1 and 2;add Task 4 and funding information for MASS VACCINATION FEMA 100%and add Program Specific Requirements and DOH program and fiscal contact information. Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total Revenue Index (LHJ Use Only) Consideration Increase(+) Consideration Code Code Start Date End Date BITV-COVID ED LHJ ALLOCATION-CARES 21.019 333.21.01 189 1129V 07/01/20 12/30/21 351,672 0 351,672 FEMA-75 COVID LHJ ALLOCATION 97.036 333.97.03 1897129W 07/01/20 12/30/20 0 0 0 FFY21 COVID19 VACCINE SERVICES-CARES 93.268 333.96.26 74310209 07/01/20 12/31/21 14,582 354,803 369,385 FFY21 COVID GFS LHJ REGIONAL N/A 334.04.92 1897211G 12/31/20 06/30/21 175,000 -657,521 0 FFY20 ELC EDE LHJ ALLOCATION 93.323 333.93.32 1897120D 01/15/21 12/31/21 0 657,521 657,521 FFY19 ELC COVID ED LHJ ALLOCATION 93.323 333.93.32 1897129G 01/01/21 12/31/21 0 294,029 294,029 *MASS VACCINATION FEMA 100% 97.036 333.97.03 934V0200 01/21/21 04/20/21 0 0 0 TOTALS 541,254 1,131,353 1 672,607 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description Standards/Measures Amount Participate in public health emergency preparedness and response activities for COVID-19.This may include surveillance,epidemiology,laboratory capacity,infection control, mitigation,communications and or other preparedness and response activities for COVID-19. Examples of key activities include: • Incident management for the response • Testing Exhibit A,Statements of Work Page 3 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description Standards/Measures Amount • Case Investigation/Contact Tracing • Sustainable isolation and quarantine • Care coordination • Surge management • Data reporting Crisis Cooperative Agreement funding,state Disaster Recovery Account funding)must be fully utilized before Previous funding provided by DOH for COVID response(federal these funds can be accessed.The total state funding consideration is for the period of December 31,2020 through June 30,2021. NOTE:The purpose of this agreement is to supplement existing funds for local health jurisdictions to carry out surveillance, epidemiology,case investigations&contact tracing, laboratory capacity,infection control,mitigation,communications,community engagement,and other,ublic health preparedness and response activities for COVID-19. DCHS COVID-19 Response-Tasks 1 and 2 EF stablish a budget plan and narrative to be submitted to the Submit the budget plan Within 30 days of Reimbursement of Department of Health(DOH)Contract Manager. DOH will and narrative using the receiving any new actual costs send the"Budget narrative Template","Budget Guidance" template provided. award for DCHS incurred,not to and any other applicable documents that may be identified. COVID-19 Response exceed$1,303,222 tasks. total. DOH does recognize the public health response goes $351,672 BITV- beyond December 2020 2021 and authorizes local health COVID ED LHJ jurisdictions the ability to maximize funding streams ALLOCATION- available to them by using short term funding first to CARES Funding have longer term funding available to continue to (MI 1897129V) support the local health jurisdiction response activities beyond December 2020 2021 as applicable. 75 000 FV t 2 1) LHJ Active monitoring activities.In partnership with Data collected and Enter performance , VID GFS . WA DOH and neighboring Tribes,the LHJ must ensure reported into DOH metrics daily into DOH ,-.Q r REGIOA;4 h adequate culturally and linguistically responsive testing, systems daily. identified systems Andi investigation and contact tracing resources to limit the spread disease.LHJs must conduct the following activities in accordance with the guidance to be provided $657,521 FFY20 by DOH. ELC EDE LHJ ALLOCATION a. Allocate enough funding to ensure the following Enter all contact tracing Quarterly performance Funding Contact Tracing and Case Investigation Support: data in CREST following reporting updates (MI 1897120D) Hire a minimum of 1.0 data entry FTE to assure guidance from DOH. system requirements for task 2.La. $294,029 FFY19 i. Contact tracing ELC COVID ED 1. Strive to maintain the capacity to surge a LHJALLOCATION minimum of five(5)contact tracers for Funding every 100,000 people in the jurisdiction,as MI 1897129G Page 4 of 30 Contract Number CLH18253-20 Exhibit A,Statements of Work Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description Standards/Measures Amount needed,based on disease rates.DOH centralized investigations will count towards this minimum. 2. Have staff that reflect the demographic makeup of the jurisdiction and who can provide culturally and linguistically competent and responsive services.In addition,or alternatively,enter into an agreement(s)with Tribal, community- based and/or culturally-specific organizations to provide such services. DOH centralized investigations will count towards this minimum. 3. Ensure all contact tracing staff are trained in accordance with DOH investigative guidelines and data entry protocols. 4. Coordinate with Tribal partners in conducting contact tracing.for Tribal members. 5. ° 6. Ensure contact tracing and case investigations activities meet DOH case and Contact Tracing Metrics. (Metrics to be determined collaboratively by DOH, LHJs and Tribes.) Work with DOH to develop a corrective action plan if unable to meet metrics. FQseh9yes6ga6_ G 7. Perform daily monitoring for symptoms during quarantine period of contacts Exhibit A,Statements of Work Page 5 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Task/Activity/Description Number Standsrds/Measures Amount ii. Case investigation Enter all case 1. Strive to maintain the capacity to surge a investigation data in minimum of five(5)case investigators and WDRS-following contact tracers for every 100,000 people in guidance from-DOH. the jurisdiction,as needed,based on disease rates.DOH centralized investigation will count toward this minimum. 2. Enter all case investigation and outbreak data in WDRS following DOH guidance. a) Strive to enter all case investigation and outbreak data into CREST as directed by DOH. b) Ensure all staff designated to utilize WDRS have access and are trained in the system. c) Include if new positive cases are tied to a known existing positive case or indicate community spread. d) Conduct case investigation and monitor outbreaks. e) Coordinate with Tribal partners in conducting case investigations for tribal members. lrr�fE�14E'H�9 3. Ensure contact tracing and case investigation activities meet DOH Case and Contact Tracing Metrics. (Metrics to be determined collaboratively by DOH, LHJs, and Tribes.) Work with DOH to develop a corrective action plan if unable to meet metrics. b. Testing i. Work with partners and Tribes to ensure Maintain a current list of testing is available to every person within the entities providing jurisdiction meeting current DOH criteria for COVID-19 testing and at testing and other local testing needs. what volume.Provide reports to DOH Contract Page 6 of 30 Contract Number CLH18253-20 Exhibit A,Statements of Work Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description WActivity/Description Standards/Measures Amount ii. Work with partners and Tribes to ensure manager on testing testing is provided in a culturally and locations and volume as linguistically responsive manner with an requested. emphasis on making testing available to disproportionately impacted communities and as a part of the jurisdiction's contact tracing strategy. iii. Maintain a current list of entities providing COVID-19 testing and at what volume. Provide reports to DOH on testing locations and volume as requested. c. Surveillance FTE support at a minimum of.5 FTE Epidemiologist to support daily reporting needs below. i. Ensure all COVID positive lab test results from LHJ are entered in to WDRS by 1)entering data directly in to WDRS,2)sending test results to DOH to enter,or 3)working with DOH and entities conducting tests to implement an electronic method for test result submission. ii. Maintain records of all COVID negative lab test results from the LHJ and enter into WDRS when resources permit or send test results to DOH. iii. Collaborate with Tribes to ensure Tribal entities with appropriate public health authority have read/write access to WDRS and CREST to ensure that all COVID lab results from their jurisdictions are entered in WDRS or shared with the LHJ or DOHfor entry. d. Tribal Support. Ensure alignment of contact tracing Quarterly performance and support for patients and family by coordinating updates related to with local tribes if a patient identified as American culturally and linguistic Indian/Alaska Native and/or a member of a WA competency and tribe, ' responsiveness,tribal support,infection e. Support Infection Prevention and control for high- prevention and control for risk populations high-risk populations, i. Migrant and seasonal farmworker support. community education and Partner with farmers,agriculture sector and regional active monitoring farmworker service organizations to develop activities. Performance Exhibit A,Statements of Work Page 7 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Task/Activity/Description Standards/Measures Amount Number and execute plans for testing,quarantine and update should include isolation,and social service needs for migrant status of all projects and seasonal farmworkers. listed. ii. Congregate care facilities: In collaboration with the state licensing agency(DSHS), support infection prevention assessments, testing.Infection control and isolation and quarantine protocols in congregate care facilities. iii. High risk businesses or community-based operations. In collaboration with state licensing agencies and Labor and Industries, partner with food processing and manufacturing businesses to ensure adequate practices to prevent COVID-19 exposure, conduct testing and respond to outbreaks. iv. Healthcare: Support infection prevention and control assessments,testing,cohorting,and isolation procedures.Provide educational resources to a variety of healthcare setting types(e.g.,nursing homes,hospitals,dental, dialysis). v. Non-healthcare settings that house vulnerable populations:In collaboration with state corrections agency(DOC)and other state partners,support testing,infection control, isolation and quarantine and social services and wraparound supports for individuals living or temporarily residing in congregate living settings,including detention centers,prisons, jails,transition housing,homeless shelters, and other vulnerable populations. vi. Schools:In collaboration with OSPI and local health jurisdictions,support infection prevention and control and outbreak response in K-12 and university school settings. f. Ensure adequate resources are directed towards h28 housing facilities within communities,fishing industries and long-term care facilities to prevent and control disease transmission. Funds can be used to hire support staff provide incentives or Page 8 of 30 Contract Number CLH18253-20 Exhibit A,Statements of Work Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description Standards/Measures Amount facility-based,fundingfor onsite infection prevention efforts, etc. g. Community education. Work with Tribes and partners to provide culturally and linguistically responsive community outreach and education related to COVID-19. h. Establish sustainable isolation and quarantine Quarterly performance measures. updates to include name, i. Have at least one(1)location identified and address and capacity of confirmed through contract/formal agreement identified location that that can support isolation and quarantine can support isolation and adequate to the population for your jurisdiction quarantine,date of with the ability to expand;alternatively, exercise to be conducted establish with an adjacent jurisdiction a formal and confirmation of agreement to provide the isolation and appropriate planning and quarantine capacity adequate to the population coordination as required. for your jurisdiction with the ability to expand. ii. Conduct at least one(1)exercise per year with the identified isolation and quarantine site to include a minimum of.confirmation of wrap around services(food service/delivery,laundry service,water/septic,garbage,ambulance service,cleaning/sanitation),facility intake and discharge procedures,transport procedures, and staffing. iii. Planning must incorporate transfer or receipt of isolation and quarantine patients to from adjacent jurisdictions or state facilities in the event of localized increased need. iv. Planning must incorporate triggers and coordination to request state isolation and quarantine support either through mobile teams or the state facility to include site identification and access Exhibit A,Statements of Work Page 9 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Task/Activity/Description Standards/Measures Amount Number t term effective January 1,2022.Any unspent funds may be carried forward. COVID-19 Vaccine Services-Task 3—will be extended through June 30,2022 in new contrnc Summary of the January 31,2021- Reimbursement of 3.A Identify activity/activities to support COVID vaccine engagement strategies to Annually actual costs response in your community,using the examples below as a be used with health care incurred,not to guideline. exceed: Example 1:Develop and implement communication providers and other strategies with health care providers,community,and/or partners,and the locally 8.2$369,385 other partners to help build vaccine confidence broadly and identified populationon tto be o FFY21 COVID19 among groups anticipated to receive early vaccination,as reached. VACCINE well as dispel vaccine misinformation.Document and SERVICES-CARES provide a plan that shows the communication strategies used Funding with health care providers and other partners and the locally (MI 74310209) identified population anticipated to reach. Example 2:Engage in other vaccination planning activities such as partnership development,provider education, vaccination point of dispensing(POD)planning,tabletop exercises,engagement with communities,leaders,non- traditional provider,or vulnerable populations to develop strategies to ensure equitable access to vaccination services Mid-term written report March 31,J-424- 3.B Implement the communication strategies or other activities, describing Annually working with health care providers and other partners to activity/activities and reach the locally identified population,support providers in vaccination plans,and support equitable access to progress made and (template ( vaccination services. strategies used(templ to beprovided) Final written report, June 30,�-I-Annually 3.0 Catalog activities and conduct an evaluation of the strategies showing the strategies used used and the final progress of the reach (template to be provided) Exhibit A,Statements of Work Page 10 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Task/Activity/Description Standards/Measures Amount Number Regional Incident Management Team(IMT)Mass Vaccination Clinics—Task 4 *Reimbursement of *NOTE. Task 4 activities for Mass Vaccination Clinics in eligible costs. this statement of work are NOT CONSIDERED SUBRECIPIENT but are as a CONTRACTOR of DOH. MASS VACCINATION DOH reimbursement provided for local mass vaccination FEMA 100% clinic(see definition below)planning,implementation and Funding operations in coordination between Unified Command and (MI 934V0200) the Regional IMT to administer the vaccine as efficiently, quickly,equitably,and safely in all regions of Washington (See Program State. State Supported,Regionally Coordinated,Locally Specific Implemented. Requirements for Mass Vaccination Definition: Mass vaccination clinics defined as those Task 4 below) outside of the usual healthcare delivery. method such as pop-tip clinics, mobile clinics, non-clinical facility (fairgrounds, arenas, etc.). Leaders Intent about this work from DOH is included as an attachment. Guidance on vaccination protocols must be followed as provided by DOH and CDC. of 4.A Local health jurisdiction(LHJ)will coordinate planning Submit DOH a mass Within days and implementation of mass vaccination clinics/sites vaccination plan contractt amendment provided within the county(s)with a regional incident including: execution. management team/organization as approved by DOH. • type of site, • site locations, Request for regional IAIT should be submitted through the 0 throughput, normal process through WebEOC. • considerations made to ensure Local health jurisdiction is the coordinating agency.for the equity to mass vaccination plan within the county. historically marginalLed Regional IMT will be tinder the delegation authority of populations, DOH and they are to provide support and coordination for • and to the extent all efforts around vaccine planning, resource support and possible a general guidance and information sharing in order to regional map of regionally coordinate efforts. Local jurisdictions will sites/locations. Exhibit A,Statements of Work Page 11 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description Standards/Measures Amount maintain all decisional authority around vaccination planning and execution within their jurisdiction/district. Provide any information as requested by the regional IMT. d.B Funding for eligible Mass Vaccination activities are Submit estimated budget Within 30 days of or the mass vaccination contract amendment reimbursed on actual costs as outlined in the DOH guidance off or execution. to provide the services and to carry out the mission. Funding will be dependent on full participation in the LHJ Monthly Cost Summary Monthly and IMT processes and all documentation will be required Y to be provided to fully close out funding requests by the end Spreadsheet to the of the mission period of performance. IMTIIMO by the fifth of the following month. Allowable costs include expenses such as facility rentals, staff to conduct planning, management,support and operation of the site, medical personnel for vaccinations, site security personnel, wraparound services for staff`' (meals, travel, lodging), equipment(which must be pre- approved by IMT/DOH if it exceeds$5,000 each),supplies for vaccinations and site operation. LHJs should provide narratives to help assist IMT and DOHfinance know what expenditures were necessary to carry out the mission. 4.C Vaccination data—will be maintained according to current Submission of vaccine use Daily state and federal requirements. into WA IIS database within 24hrs of use. Vaccine Registration Systems—If a local jurisdiction or Jurisdiction/Regions will region does not have a registration system ensure aair and the include equitable rocess or internet based,phone option and other methods to ensure registration ion o elifor equitable registration, the state PrepMod system and tools Washingtonians across all ble will be available for use. available modalities. 4.D Regularly report on vaccinations sites and operational Provide monthly situation Monthly activities(number of vaccinations,personnel to operate the report to IMT/IMO on site, challenges,successes to share for learning across the status of implementation public health system). of mass vaccination plan, or more frequently if that is the LHJ procedure. Sites operating for the time period, vaccines administered by site for the time Deriod, estimated Exhibit A,Statements of Work Page 12 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Payment Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or Number Task/Activity/Description Sta nda rds/Measu res Amount costs for the time period, any challenges/successes of note, including assistance requested *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: hqp//wwwphaboard or,Lwp content/ul2loads/PHAB-Standards-and-Measures-Version-1.O.vdf Special Requirements Federal Fundin¢Accountability and Transparency Act(FFATAI This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number. Information about the LHJ and this statement of work will be made available on USASSpending.gov by DOH as required by P.L. 109-282. Program Specific Requirements/Narrative DCHS COVID-19 Response- Tasks I and 2 Restrictions on Funds:Indirects are NOT allowable for CARES funding from September 2,2020 forward—LHJ can charge administrative activities as direct costs but not incur indirects from September 2,2020 through December 30,2020 for activities funded with CARES funds(COVID LOCAL CARES -COVID LHJ OFM ALLOCATION-CARES,BITV-COVID ED LHJ ALLOCATION-CARES,FEMA-75 COVID LHJ ALLOCATION) o Since the federal guidance was not updated until September 2,2020,DOH understands that indirects could be charged from March—August 2020. Payment: Upon approval of deliverables and receipt of an invoice voucher,DOH will reimburse for actual allowable costs incurred. Billings for services on a monthly fraction of the budget will not be accepted or approved. Submission of Invoice Vouchers: The LHJ shall submit correct monthly A19-IA invoice vouchers for amounts billable under this statement of work to DOH by the 251 of the following month or on a frequency no less often than quarterly. Mass Vaccination—Task 4 Program Manual,Handbook,Policy References Emergency Response Plan(or equivalent) Medical Countermeasure/Mass Vaccination Plan Restrictions on Funds(what funds can be used for which activities,not direct payments,etc.): Non-mass vaccination efforts are not allowable through this funding stream. Duplication of billing(sending request for reimbursement)to entities outside of this agreement is prohibited Indirect rates are not applicable to these funds. Page 13 of 30 Contract Number CLH18253-20 Exhibit A,Statements of Work Revised as of January 15,2021 AMENDMENT#20 Special References(RCWs, WACs,etc.) County Health Emergency Documentation if applicable Monitoring Visits(frequency,type): Occasional visits from DOH or IMT/IMO personnel for the purpose of monitoring and surveillance of mass vaccination activities may be expected. Definitions Mass vaccination clinic are those outside of the usual healthcare delivery methods such as pop-up clinics, mobile clinics, non-clinical facility clinics(i.e.,fairgroun , arenas, etc). Special Billing Requirements: Monthly invoices must be submitted timely to the regional IMT/Organization for review/approval prior to submission to DOHfor reimbursement. Contract(MI)Code: 934VO200 General Mass Vaccination BARS Revenue Code:333.97.03 Mass Vaccination Reimbursement Special Instructions: The LHJ is considered a CONTRACTOR of DON not a subrecipient for this portion of the statement of work.An allocation of funds is not provided as these FEMA funds are on y available as reimbursement of costs associated with implementation of the mass vaccination plan. Detailed documentation must be maintained as directed by the regional IMT/Organization and DOH to substantiate costs associated with these activities for submission to FEMA upon request by DOH. Eligible costs from the timeframe of January 21, 2021 through April 20, 2021 include facility rentals, medical and support stafffor planning, management, support, and operations;as well as wrap-around services for staff(i.e., meals, travel, lodging). Regular and overtime pay associated with this project is allowable for all stcf`'working under this project and must be billed as a direct charge; timesheets are required documentation and must be available upon request by DOH. Indirect rates are not applicable to these funds. Eligible equipment includes facility infection control measures,personal protective equipment(PPE),storage equipment, coolers,freezers, temperature monitoring devices, portable vaccine units for transportation,supplies such as emergency medical supplies(for emergency medical care needs that may arise in the administration of the vaccine), containers for medical waste, as well as proper storage as needed for canisters of liquid nitrogen or dry ice. Eligible equipment purchase costs should not exceed$5,000 per piece. leased rather than purchased Any diversion from the list ofpre-approved expenses will require a Equipment over$5,000 a piece must be preapproved by the IMT and should be narrative on the purchase rationale and will be subject to IMT approval prior to reimbursement. Timesheets are required documentation for all activities related to this project. Staff time-in/time-out must be recorded, as well as a brief description of their activities.A general description of activities is acceptable for those working at the vaccine site; more detailed/specific description is required for those not working at the vaccine site. DOH Program Contact Ko9ej 4KWker-Alyssa Lavin,LHJ Contract Manager DOH,PHOCIS 1610 NE 1501 St,Shoreline,WA 98155 larsev-w�t1l �le�ws. alvssa lavinaa doh wa.gov/360-236-3273 DOH BITV-COVID ED LHJ Allocation-CARES Fiscal Contact(Tasks 1 and 2) Sheri Spezze DOH,Office of Program Financial Management PO Box 47840,Olympia,WA 98504-7841 Ph:360-236-4447/Fax:360-664-2216/sheri suezze@doh.wa.aov Exhibit A,Statements of Work Page 14 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 DOH GFS ELC Allocation Fiscal Contact(Tasks 1 and 2) Christie Durkin DOH,Office of Program Financial Management PO Box 47840,Olympia,WA 98504-7841 Ph:360-236-4235/christie durkin_(@.doh.wa.gov DOH COVID19 Vaccine Services Program Contacts(Task 3) Sonja Moms,Program Manager Tawney Harper,MPA Misty Ellis,Project Manager Enhanced Influenza and COVID-19 Response Deputy Director I Operations Manager CDC Public Health Advisor Office of Immunization and Child Profile Office of Immunization and Child Profile Office of Immunization and Child Profile Department of Health Department of Health Department of Health P PO Box 47843 Olympia,WA 98504-7843 PO Box 47843,Olympia WA 98504-7843 PO Box 47843,Olympia WA 98504-7843 ymp� tawnev haMerna doh.wa.eov/360-236-3525 misty ellis a doh.wa.gov/360-236-3675 Sonia morrisna doh.wa.eov/360-236-3545 DOH General Mass Vaccination Program and Fiscal Contact(Task 4) Patrick Plumb Janice Baumgardt COVID FEMA Project Management Analyst Financial Operations Manager Washington State Department of Health Washington State Department of Health Office of Financial Services Dice of Financial Services I I I Israel Road SE, Tumwater, WA 98501 111 Israel Road SE, Tumwater, WA 98501 pgtrick.,21umb@doh.wa.gov/(360)236-4291 Janice baumgardtna doh.wa.Qov/(360)236-4505 Contract Number CLH18253-20 Exhibit A,Statements of Work Page 15 of 30 Revised as of January 15,2021 AMENDMENT#20 Exhibit A Statement of Work Contract Term: 2018-2021 DOH Program Name or Title: Division of Emergency Preparedness&Response- Local Health Jurisdiction Name: Mason County Public Health COVID-19-Effective January 20,2020 Contract Number: CLH18253 SOW Type: Revision Revision#(for this SOW) 2 Funding Source Federal Compliance Type of Payment ®Federal Subrecipient (check if applicable) ®Reimbursement ® State ®FFATA(Transparency Act) ® One-Time Period of Performance: Januaa 20,2020 through December 31.2021 ❑Other ❑Research&Development Distribution Statement of Work Purpose: The purpose of this statement of work is to establish funding and tasks for LHJs to prevent,prepare for,and respond to the COVID-19 disease outbreak. Revision Purpose: The purpose of this revision is to extend the period of performance from June 30,2021 to December 31,2021,extend the funding period for federal COVID-19 funds,and add report deliverables and due dates.The funding period end date for the state Disaster Response funds remains June 30,2021. NOTE: Pending execution of a new contract or an extension to the 2018-2021 consolidated contracts which currently end December 31,2021,program plans to extend the period of performance and funding in this statement of work through March 15,2022.Deliverable due dates after December 31,2021 are referenced for informational purposes only and will be updated in a new or revised statement of work effective January 1,2022. Chart of Accounts Program Name or Title CFDA# BARS Master Period Current Change TotalRevenue Index (LHJ Us Only) ConsiderationConsiderationCode Code :StFundin art Date End Date 130,871 FFY20 CDC COVID-19 Crisis Res LHJ-Tribe 93.354 333.93.35 31104102 01/20/20 12/31/21 130,871 0 119,129 FY20/21 COV ID-19 Disaster Response N/A 334.04.92 934A0101 01/20/20 06/30/21 119,129 0 250,000 0 250.000 TOTALS *May Support PHAB Due Date/Time Payment Information Task Task/Activity/Description Deliverables/Outcomes Frame and/or Amount Number Standards/Measures 1 Activity report(s)on template June 30,2020 Reimbursement for actual Federal Funds Participate in public health emergency preparedness to be provided DOH. December 31,2020 costs not to exceed total Amreh 15, �� funding consideration and response activities for COVID-19.This may -`�� June 30, include surveillance,epidemiology,laboratory 1 capacity,infection control,mitigation, Decemberr amount 3 31, 2021, March 15, 2022 Note: Per Federal communications,and or other preparedness and funding requirements, response activities for COVID-19. Frequency and due prior approval from dates of reports may DOH is required for Activities must address one or more of the following change based on reimbursement of six domains: federal requirements. I expenses incurred on or Exhibit A,Statements of Work Page 16 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 *May Support PHAB Due Date/Time Payment Information Task Task/Activity/Description Standards/Measures Deliverables/Outcomes Frame and/or Amount Number • Incident management for early crisis DOH will notify LHJ after January 20,2020 of any changes via through March 4,2020. response email. • Jurisdictional recovery • Information management A final activity report After approval is • Countermeasures and mitigation is required prior to received from DOH, • Surge management DOH releasing the LHJ must submit a • Biosurveillance final amount of separate invoice for funding. reimbursement of these DOH will provide additional guidance and technical expenses. assistance. Note:The total federal funding consideration is for the period of January 20,2020 through March 15, 24-4 2022. Any unspent funds, tasks and deliverables with due dates after December 31, 2021 will be included in a new statement of work under the new consolidated contract term beginning January 1, 2022. 2 State Funds Activity report(s)on template July 15,2020 LHJ has already receive Participate in public health emergency preparedness to be provided DOH. October 15,2020 these funds as a one-time and response activities for COVID-19.This may January 15,2021 distribution. include surveillance,epidemiology,laboratory April 15,2021 capacity,infection control,mitigation, June 30,2021 communications,and or other preparedness and response activities for COVID-19. Activities must address one or more of the following six domains: • Incident management for early crisis response • Jurisdictional recovery • Information management • Countermeasures and mitigation • Surge management • Biosurveillance DOH will provide additional guidance and technical assistance. Note:The total state funding consideration is for the period of January 20,2020 through June 30,2021. Exhibit A,Statements of Work Page 17 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: http//www Rhaboard o wn content/uploads/PHAB-Standards-and-Measures-Version-1.0.ndf Program Specific Reg uirements/Na rrative Any subcontracts must be approved by DOH prior to executing the contracts. Deliverables are to be submitted to the ConCon deliverables mailbox at concondeliverables@doh.wa.eov Special Requirements Federal Funding Accountability and Transparency Act(FFATAI This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS(Z)number. Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282. Restrictions on Funds(what funds can be used for which activities,not direct payments,etc) Please reference the Code of Federal Regulations: i-bin/retrieveECFR? =1&SID=58ffddb5363a27f26e9d12ccec462549& =HTNII.&h=L&mc=rue&r—PART&n= t2.1.20 # e2.1.200 1439 hs://www.ecfr. ov/c Allowable Activities-See list of allowable activities below,Appendix 2 from COVID-19 Crisis Response Cooperative Agreement—Components A and B Supplemental Funding, Interim Guidance,March 15,2020. Costs that are NOT allowable • Facility purchases—May be if prior approval received from the feds and state. Send those requests to Amy Ferris(7a doh.wa.gov • Research • Clinical care except as provided for individuals while under state or federal quarantine and isolation orders that are not eligible for payment by another source. • Publicity and propaganda(lobbying): • Other than for normal and recognized executive-legislative relationships,no funds may be used for: o publicity or propaganda purposes,for the preparation,distribution,or use of any material designed to support or defeat the enactment of legislation before any legislative body o the salary or expenses of any grant or contract recipient,or agent acting for such recipient,related to any activity designed to influence the enactment o legislation,appropriations,regulation,administrative action,or Executive order proposed or pending before any legislative body o See Additional Requirement(AR) 12 for detailed guidance on this prohibition and additional guidance on lobbying for CDC recipients: httRs/l www cdc gov/grants/documents/Anti Lobbying Restrictions for CDC Grantees July 2012.pdf • Funds cannot be used to supplant existing federal funds awarded by other federal sources • Funds cannot be used to match funding on other federal awards. DOH Program Contact Tory Henderson,Contracts&Finance Specialist Department of Health P O Box 47960,Olympia,WA 98504-7960 Office:360-236-4596 Mobile:360-789-7262/toryhenderson n doh.wa.gov Exhibit A,Statements of Work Page 18 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT 420 Apprenclix 2. Allowable Activities . , . , . Z Incident Management Emergency Operations Examples of allowable activltles: for Early Crisis Response and coordination a Conduct jurisdictional COVID-19 risk assessment. Identify and prioritize risk-red uctlon strategies and risk-rn/tigation efforts In coordination with community partners and stakeholders. • Implement public health actions designed to mitigate risks in accordance with CDC guidance. o Implement public health response-plans based an CDC COVID-19 Preparedness and Response Planning Guidance for state,Local,Terrttorial, and Tribal Public Health Agencies, c+ provide technical assistance to local and tribal health departments on development of COViD-19 response plans and respond to requests for public health assistance. c� Activate the jurisdiction's emergency operations center(EDC)at a level appropriate to meet the needs of the response. • Staff the EOC with the numbers and skills necessary to support the response, assure worker safety, and continually monitor absenteeism, r use established systems to ensure contlnulty of operations (COOP)and Implement COOP plans as needed.. Establish call centers or other communication capacittrfor Information sharing,public information,and directing residents to available resources. activate emergency hiring authorities and expedited contracting processes, o Assess the jurisdiction's public health and healthcare system training needs. Provide materials and facilitate training designed to improve the jurisdiction's public health and healthcare system response. Focus on infection prevention and control strategies and implementation/triggers.Tor crisis/contingency standards of care_ • Implement procedures to notify relevant personnel and participate In CDC national calls and Clinician outreach and Communication Activity(COCA)calls. o Ensure plans and jurisdictional response actions incorporate the latest CDC guidance and direction. Responder Safety and Examples of allowable activities: Health _� Assure the health and safety of the jurisdiction's workforce, including but riot limited to Imprementation of staff resiliency programs,occupational health/safety programs,and responder mental health support-Determine gaps and implement corrective actions_ c, Implement personal protective equipment(PPE)-sparing strategies for public hoalth/hwalthcara systom workforce in accordanca with fadaral guidalinos_ c� Develop an occupational safety and health strike team to ensure workers are protected, imptement corrective actions, and gather lessons learned_ o Establish.a team of communicators who can interpret CDC guidance and assist witki Implementation ofworkersafety and health strategies. o Create tools to assist and anticipate supply chain shortages,track PRE Inventory. o Develop PPE strategies consistent with cDc guidance for hospitals,outpatient clinics,long- term care facilities, and other health facilities;work with suppliers and coalitions to develop statewide plans for caching or redistributing/sharing.This strategy should be integrated with health care coalitions'system plans for purchasing, caching,and distributing PPE and accessing the Strategic National Stockpile. ._. purchase required PPE (if available)_ Exhibit A,Statements of Work Page 19 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Id-entIflcatlon of Examples of allowable activities: vulnerable populations a Implement mitigation strategies for populations at rlsfcfor morbidity, mortality,and other adverse outcomes. 17 update response and recovery plans to Include populations at risk. Enlist other governmental and nongovernmental programs that can be leveraged to provide social services and ensure that patients with cCJW7D-19 virus(or at risk of exposure) receive proper information to connect them with available social services. o Leverage social services and behavioral health within the community, including the Administration for Children and Families(ACF)and Health Resources and Services AdmInistfation(HRSA). tr Conduct rapid assessment(egg.,focus group3l of concerns and need's of.the community slated to COVID-19 prevention- o Identify gaps and implement strategies that encourage risk-reduction behaviors. Jurisdictional Recovery Jurisdictional Recovery Examples of allowabie activities: Recovery efforts to restore to pre-event functioning. Conduct a hot wash/after-action review and develop an improvement plan. Exhibit A,Statements of Work Page 20 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 r . I Examples of allowable activities: nforinatlon information Sharing Managemerst o Ensure information sharing among public health staff, healthcare personnel, airport entry screening personnel, emergency medical services(EMS) providers, and the public. Develop,coordinate.and disseminate information,alerts,warnings,and notifications rogarding risks and soli-protective mQasuros to the public, particularly with at-risk and vulnerable populations and incident management responders. ems or utilize existing.systems to rapidly Develop commc health clata. a ity messages-that arereport Develop new re accurate,, timely,and reach at�irisk populations Emergency Public Exa mples of allowable activities: are for pushing out messages to the public and the Information and warning o Ensure redundant platforms are In.pi and Risk communication: healthcare sector regarding risks to the public,risk of transmission, and protective measures. Work with health communicators and educators on risk communications a tarts • designed to prevent the spread of COVID-19 virus. g alerts, o updato scripts for jurisdictional call cantors with %pacific COVID-19 mossy ing warnings, and notifications). o her communication materials and, based an feedback Evaluate COVID-19 messaging and ot from target audiences, revise messages and materials as needed. Conduct rapid assossmont(o_g_,focus groups)of existing massaging and communications activities(e.g.,web-based, social media) related to COVID-19 prevention. Monitor local news stories and social media postings to determine if infvrma'tia ` n is accurate. identify mossagtng gaps,and adjust comet^ntinati 5n^ass and d a Contract with local vendors for translation (as rttcessary). p & B B audiovisual/public service announcement development and dissemination. ,z Identify gaps and develop culturally appropriate risk messages for at-rtsk populations including messages thatfocus on risk-reduction behav[cirs. c, Develop a c0VID-19-specific media relations strategy.Including Itlentincation of key spokes people and an approach for regular media outreach_ Exhibit A,Statements of Work Page 21 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 ' •coordinate communrcatron massages,products vv ,and programs rth key partners and r stakeholders to harmonize response messaging. c� Clearly communicate steps that health care providers should take it they suspect a patient has COVID-19 virus infection je.g., diagnostic testing, dinical guidance)- Countermeasures and. PCo1-YpE�armaceuticel Examples of alloiwablec ncti.vitits- Mitigation 0Develop plans and triggers for the implementabon of cornmuriity interventions,including-, + Activating ennergeflcy o,peratlons plans for schools, higher education,and mass gatherings; Ensuring,that community,faith-based,and business organizations are Prepared to support interventions to prevent spread,and intagrating intorvantions ralatod to sooal zarvicos providars,criminal justica systems, homeless persons,and other vulnerable populations and at-risk populations. a Anticipate disruption caused by community spread and Interventions to prevent further spread- Planning for school dFsm lss.al including continuity of education and other school- based services Ce.g., meals}; provide guidance on closure of businesses, Ensuring systems are active to government offices,and social services agencies; + Ensuring systems are in place to monitor social disruption(e_g.,school cGosures); and ousing,transportation,toad-)are In place-for that services (e.g„h communitv members impacted by social distancing Interventions. Quarantine and Isolation Examples of allowable activities: includin food and beverage,Gleaning,waste Support Provide lodging and wrap-around services, g management, maintenance, repairs at quarantine/isolation sites,and clinical care costs ror individuals while under state or federal quarantine and isolation order that are not eligible for payment by another source. c Review and update state quarantine and isolation laws,regulations, and protedures. Funds may also be used to develop training and educational materlais for local health departments and judicial officlais. Exhibit A,Statements of Work Page 22 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 U •identify and secure safe housing for persons sub�ectto restricted movement and other public health orders. oevelo and im lement behavioral health strata iesto su art affected populations. Distribution and use of Examples of allowable activities: Modical Material Ensura�jurisdictional capacity for a ma zz vaccination campaign onto vacc�na bcacomas available. including: Enhancement of Immunization Information systems Maintaining ability for vaccine-specific cold chain management Coordinating mass vaccination clinics for emergency response Assessing a nd tracking vaccination coverage Rapidly Identifying high-risk persons requiring vaccine • planning to prioritize limited medical countermeasures{MCM)based on, gvidanoe from CDC and the Department of Health and Human services(HHS) C� Ensure jurisdictional capacity for distribution of MCM and suppliesallowable activities: Surge Management Surge Staffing Ecxa mplesof Apt vate me h nisms for surging public health responder staff. Activate volunteerorganlzations including but nct Iimited to Medtcal Reserve,Corps. public i-laalth £xamplas cf.2114: ably a,ctivitios: Coordination with a In partnarship with health cara coalitions, davalop triggors for enacting crisisfcankrngoncy Healthcare Systems standards of care. a Co-ordinate with Hospital preparedness Program ("Pp)entities, healthcare coalitions,health care organizations,emergency management,and other relevant partners and stakeholders to assess the public health and medical surge needs of the comrt>,unity_ a Prepare for increased demands forservices, expansions of pu.bllc health functions, increases In administrative management requirements, and other emergency response surge needs. o Train hospitals, tong-term care facilities and other high-risk facilities an infection prevention and control. o Activeiy monttor healthcare system capacity and develop mitigation strategies to preserve healthcare system resources. Exhibit A,Statements of Work Page 23 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 r_, •Execute authorities for responding to healthcare system surge and implement activities o mitigate demands on the healthcare systPm. Plan to acthrate cr"Is/contingency standards of care. Infection Control Examples of allowable activities: Follow updated CDC guidance on infection control and prevention and PPE. c Engage with healthcare providers and healthcare coalitions to address issues related to infection prevention measures,such as: • Changes in hospital/healthcare facility visitation policies, + social distancing,and • Infection control practices in hospitals and long-term care facilities,such as: . PPE use, • Hand hygiene, • source control,and . Isolation of pationts. Riasurveillance pubic 1-4e'alth Examples of allowable activities: surveillance and Real- a Conduct surveillance and case Identiffeatfon (including,but not limited to, public hiealth time Re•portin.g epide•miologicai investigation activities such as contact inliow-up)- a Assess risk of travelers and other persons with potential COV ID-19 exposures. n Enhance surveillance systems to provide case-based and aggregate epidemiological data. r a Enhance existing syndrQmicsurveillance for respiratory illness such as influenza-like illness (ILI)or acute respiratory Illness(ARI) by expanding data, inputs,and sites. o Enhance systems to identify and monitorthe outcomes of severe disease outcomes, including among vulnerable populations. o Enhance systems to track outcomes of pregnancies affected by COV ID-1% Develo models for anticipating disease progression within the community. Public Health Laboratory Examples of allowable activities: Testing,Equipment, = Assess commercial and public health capacity for lab testing. 5upplies,and shipping _ Develop a list ofavallable testing sites and criteria fortesting and disseminate to cllnlcCans and the ublic. Exhibit A,Statements of Work Page 24 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 r . c, +Appropriately collect and handle hospital and other clinical laboratory specimens that require testing and shipping to Laboratory Response Network(LRN)or CDC laboratories designated for testing. Rapidly report test results between the laboratory,the public health department, healthcare facilities, and CDC to support public health investigations. .a Test a sample of outpatients wtth ILI or A RI for GOVID-19 and other respiratory viruses and complete the foltowtirg: a Report weekly percent positive COVID-19 outpatient visits by age group_ a Determine the rate of ILI/AARi Outpatient visits and the rate of COVtD-14-crirvflrni.ed ILI patients- This allowable.activity is similar to"Sentinel COVID-14 Surveillance,March 2020.and ILINet Enhancements In 2019."It may include,but Is not limited to the following: — conduct testing at public health laaboratorles — Describe modification of protocols and validation of specimen type other than NP/OP swabs. Including validation of different swab types and self-swabbing for COVID-19 c Collaborate with Emerging Infection program and Influenza.Hospitalization Surveillance Network to modify existing FluSurv-NET program for COVID-19. a Enhance laboratory surge capacity plans_ o Determine maximum lab testing capacity and establish prtorltSzation criteria and contingency plans for testing if maximum capacity Is reached. Work with laboratory partners to ensure labs receive updated guidance on appropriate testing algorithms and sample types as additional information is acquired. Ensure clear guidance Is communicated to clinical labs and physicians on how to obtain appropriate lab testing. provide tasting for impactod individuals. Data ivSanagement Examples of allowable activities: Ensure data management systems are In.place and,meet the needs of the Jurisdiction. o implement analysis,visualization,and reporting for surveillance and other available data to support understanding of the outbreak,transmission,and impact of interventions. a Ensure efficient and timely data collection. Ensure ability to rapidy r:lrtchang�claim with public health partnrn including CDC)and other relevant partners. o coordinate data systems fore epidemiological and laborato surveillance_ Exhibit A,Statements of Work Page 25 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Exhibit A Statement of Work Contract Term: 2018-2021 DOH Program Name or Title: Office of Drinking Water Group A Program- Local Health Jurisdiction Name: Mason County Public Health Effective January 1,2018 Contract Number: CLH18253 Funding Source T(check ral Compliance Type of Payment SOW Type: Revision Revision#(for this SOW) 8 ®Federal Contractor if applicable) ❑Reimbursement ® State FATA(Transparency Act) ®Fixed Price Period of Performance: January 1,2018 through December 31,2021 Other esearch&Development Statement of Work Purpose: The purpose of this statement of work is to provide funding to the LHJ for conducting sanitary surveys and providing technical assistance to small community and non-community Group A water systems. riod of Performance thru December 31,2021,provide Sanitary Survey and Technical Assistance funding in Revision Purpose: The purpose of this revision is to extend the Pe Year 23,revise Special Billing Requirements and Special Instructions,and change DOH Fiscal Contact. Chart of Accounts Program Name or Title CFDA# BARS Master F un din od Current Change Total Only) Consideration Consideration Revenue Index Increase(+) Code Code :Start Dateo N/A 346.26.64 2413922031/18 0 0 0 Yr 20 SRF-Local Asst 15/o S SS 0 34,200 Sanitary Survey Fees FO-SW SS-State N/A 346.26.65 24232522 01/01/18 12/31/20 34,2000 0 0 Yr 20 SRF-Local Asst(15% S TA N/A 346.26.66 24139220 O1/O1/18 12/31/18 0 11,200 Yr 21 SRF-Local Asst 15% FS SS N/A 346.26.64 24139221 01/01/18 06/30/19 11,200 0 0 o N/A 346.26.66 24139221 01/01/18 06/30/19 0 Yr 21 SRF-Local Asst 15/o FS TA 0 23,000 Yr 22 SRF-Local Asst(15% (FO-SW SS N/A 346.26.64 24239222 01/01/19 12/31/20 23,000 0 4,000 Yr 22 SRF-Local Asst(15% FO-SW TA N/A 346.26.66 24239222 01/01/19 12/31/20 4,000 o N/A 346.26.64 24239223 01/01/21 12/31/21 0 22,400 22,400 Yr 23 SRF-Local Asst 15/o FO-SW SS 0 2,000 2,000 Yr 23 SRF-Local Asst 15% O-SW)TA N/A 340.26.66 1 24239223 01/01/21 12/31/21 72 400 24 400 96,800 TOTALS *May Support PHAB Due Date/Time Payment Information and/or Amount Task Task/Activity/Description Deliverables/Outcomes Frame Y Number Standards/Measures 1 Trained LHJ staff will conduct Provide Final* Sanitary Final Sanitary Upon ODW acceptance of the Final sanitary surveys of small community Survey Reports to ODW Survey Reports Sanitary Survey Report,the LHJ shall be Regional Office.Complete must be received by paid$400 for each sanitary survey of a non- and non-community Group A water Sanitary Survey Reports the ODW Regional community system with three or fewer systems identified by the DOH Office of Drinking Water(ODW)Regional include: Office within 30 connections. Office. 1. Cover letter identifying calendar days of shall inc si nificant deficiencies, Exhibit A,Statements of Work Page 26 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 *May Support PHAB Due Date/Time Task Frame Payment Information and/or Amount Task/Activity/Description Deliverables/Outcomes Y Number Standards/Measures See Special Instructions for task significant findings, conducting the Upon ODW acceptance of the Final activity. observations, sanitary survey. Sanitary Survey Report,the LHJ shall be recommendations,and paid$800 for each sanitary survey of a non- referrals for further community system with four or more ODW follow-up. connections and each community system. 2. Completed Small Water Payment is inclusive of all associated costs System checklist. such as travel,lodging,per diem. 3. Updated Water Facilities Inventory (WFI) Payment is authorized upon receipt and 4. Photos of water system acceptance of the Final Sanitary Survey with text identifying Report within the 30-day deadline. features 5. Any other supporting Late or incomplete reports may not be documents. accepted for payment. *Final Reports reviewed and accepted by the ODW Regional Office. 2 Trained LHJ staff will conduct Provide completed SPI Completed SPI Upon acceptance of the completed SPI Special Purpose Investigations(SPI) Report and any supporting Reports must be Report,the LHJ shall be paid$800 for each of small community and non- documents and photos to received by the SPI. community Group A water systems ODW Regional Office. ODW Regional identified by the ODW Regional Office within 2 Payment is inclusive of all associated costs Office. working days of the such as travel,lodging,per diem. service request. See Special Instructions for task Payment is authorized upon receipt and acceptance of completed SPI Report within activity. the 2 working day deadline. Late or incomplete reports may not be acce ted for payment. 3 Trained LHJ staff will provide direct Provide completed TA Completed TA Upon acceptance of the completed TA technical assistance(TA)to small Report and any supporting Report must be Report,the LHJ shall be paid for each community and non-community documents and photos to received by the technical assistance activity as follows: Group A water systems identified by ODW Regional Office. ODW Regional • Up to 3 hours of work: $250 the ODW Regional Office. Office within 30 • 3-6 hours of work: $500 calendar days of . More than 6 hours of work: $750 See Special Instructions for task providing technical activity. assistance. Payment is inclusive of all associated costs such as consulting fee,travel,lodging,per diem. Page 27 of 30 Contract Number CLH18253-20 Exhibit A,Statements of Work Revised as of January 15,2021 AMENDMENT#20 *May Support PHAB Due Date/Time Payment Information and/or Amount Task Task/Activity/Description Deliverables/Outcomes Frame y Number Standards/Measures Payment is authorized upon receipt and acceptance of completed TA Report within the 30-day deadline. Late or incomplete reports may not be accepted for payment. 4 LHJ staff performing the activities Prior to attending the Annually LHJ shall be paid mileage,per diem, training,submit an lodging,and registration costs as approved under tasks 1,2 and 3 must have g� completed the mandatory Sanitary "Authorization for Travel on the pre-authorization form in accordance Survey Training. (Non-Employee)"DOH with the current rates listed on the OFM Form 710-013 to the ODW Website � See Special Instructions for task Pro Contact below for b=://www.ofm wa sov/resources/travel.asa activity. approval(to ensure that enough funds are available). *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: h!W//www Dhaboard org/n content/unloads/PHAB-Standards-and-Measures-Version-1.O.pdf Program Specific Reauirements/Narrative Special References(RCWs,WACs,etc) Chapter 246-290 WAC is the set of rules that regulate Group A water systems. By this statement of work,ODW contracts with the LHJ to conduct sanitary surveys(and SPIs,an provide technical assistance)for small community and non-community water systems with groundwater sources. ODW retains responsibility for conducting sanitary surveys(and SPIs,and provide technical assistance)for small community and non-community water systems with surface water sources,large water systems,and systems with complex treatment. LHJ staff assigned to perform activities under tasks 1,2,and 3 must be trained and approved by ODW prior to performing work.See special instructions under Task 4,below. Special Billing Requirements The LHJ shall submit quarterly invoices within 30 days following the end of the quarter in which work was completed,noting on the invoice the quarter and year being billed for. Payment cannot exceed a maximum accumulative fee of-$68,40 $90,800 for Task 1,and$4,000$6,000 for Task 2,Task 3 and Task 4 combined during the contracting period, to be paid at the rates specified in the Payment Method/Amount section above. When i icing for s iUO serve s bill half to BARS Revenue Code 346.26.64 and half to BARS Revenue Code 346.26.65. When invoicing for Task 1,submit the list of WS Name,ID#,Amount Billed,Survey Date and Letter Date that you are requesting payment. When invoicing for Task 2-3,submit the list of WS Name,ID#,TA Date and description of TA work performed,and Amount Billed. When invoicing for Task 4,submit receipts and the signed pre-authorization form for non-employee travel to the ODW Program Contact below and a signed A19-IA Invoice Voucher to the DOH Grants Management,billing to BARS Revenue Code 346.26.66 under Technical Assistance(TA). Exhibit A,Statements of Work Page 28 of 30 Contract Number CLHI8253-20 Revised as of January 15,2021 AMENDMENT#20 Special Instructions Task 1 Trained LHJ staff will evaluate the water system for physical and operational deficiencies and prepare a Final Sanitary Survey Report which has been accepted by ODW.Detailed guidance is provided in the Field Guide for Sanitary Surveys,Special Purpose Investigations and Technical Assistance(Field Guide).The sanitary survey will include an evaluation of the following eight elements:source;treatment;distribution system;finished water storage;pumps,pump facilities and controls;monitoring,reporting and data verification;system management and operation;and certified operator compliance. If a system is more complex than anticipated or other significant issues arise,the LHJ may request ODW assistance. • No more than 0 surveys of non-community systems with three or fewer connections to be completed between January 1,2018 and December 31,2018. • No more than 28 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2018 and December 31,2018. • No more than 10 surveys of non-community systems with three or fewer connections to be completed between January 1,2019 and December 31,2019. • No more than 29 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2019 and December 31,2019. • No more than 14 surveys of non-community systems with three or fewer connections to be completed between January 1,2020 and December 31,2020. • No more than 21 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2020 and December 31,2020. • No more than 8 surveys of non-community systems with three or fewer connections to be completed between January 1,completed and December 31, 1,021. 0 • No more than 24 surveys of non-community systems with four or more connections and all community systems to be completed between January 1, 2021 and December 31, 2021. The process for assignment of surveys to the LHJ,notification of the water system,and ODW follow-up with unresponsive water systems;and other roles and responsibilities of the LHJ are described in the Field Guide. Task 2 Trained LHJ staff will perform Special Purpose Investigations(SPIs)as assigned by ODW.SPIs are inspections to determine the cause of positive coliform samples or the cause o other emergency conditions.SPIs may also include sanitary surveys of newly discovered Group A water systems.Additional detail about conducting SPIs is described in the Field Guide.The ODW Regional Office must authorize in advance any SPI conducted by LHJ staff. Task 3 Trained LHJ staff will conduct Technical assistance as assigned by ODW.Technical Assistance includes assisting water system personnel in completing work or verifying work has been addressed as required,requested,or advised by the ODW to meet applicable drinking water regulations. Examples of technical assistance activities are described in the Field Guide.The ODW Regional Office must authorize in advance any technical assistance provided by the LHJ to a water system. Task 4 LHJ staff assigned to perform activities under tasks 1,2,and 3 must be trained and approved by ODW prior to performing work.LHJ staff performing the activities under tasks , 2 and 3 must have completed,with a passing score,the ODW Online Sanitary Survey Training and the ODW Sanitary Survey Field Training.LHJ staff performing activities under tasks 1,2,and 3 must attend the Annual ODW Sanitary Survey Workshop,and are expected to attend the Regional ODW LHJ Drinking Water Meetings. If required trainings,workshops or meetings are not available,not scheduled,or if the LHJ staff person is unable to attend these activities prior to conducting assigned tasks,the LHJ staff person may,with ODW approval,substitute other training activities to be determined by ODW.Such substitute activities may include one-on-one training with ODW staff,co-surveys with ODW staff,or other activities as arranged and pre-approved by ODW.LHJ staff may not perform the activities under tasks 1,2,and 3 without completing the training that has been arranged and approved by ODW. Exhibit A,Statements of Work Page 29 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 AMENDMENT#20 Program Manual,Handbook,Policy References htti)://www.doh.wa.gov/Portals/l/Documents/Pu s/331--486.pdf DOH Program Contact DOH Fiscal Contact Denise Miles Kampga AkGovem Marcea Kato DOH Office of Drinking Water DOH Office of Drinking Water 243 Israel Rd SE 243 Israel Rd SE Tumwater,WA 98501 Tumwater,WA 98501 Denise Milesna doh.wa.gov Marcea Katoaa doh.wa.gov (360)236-3028 (360)236-3094 Exhibit A,Statements of Work Page 30 of 30 Contract Number CLH18253-20 Revised as of January 15,2021 EXHIBIT B-20 ALLOCATIONS Contract Number: CLH18253 Mason County Public Health Date: January 15,2021 Contract Term:2018-2021 Indirect Rate as of January 2018:13.71% "`' DOH Use Only Indirect Rate as of January 2019:14.53% Funding Chart of BARS Statement of Work Chart of Accounts g Accounts Revenue Funding Period Funding Period Period Federal Award Total Chart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total B1TV-COVID Ed LHJ Allocation-CARES NGA Not Received Amd 19 21.019 333.21.01 07/O1/20 12/30/21 07/01/20 12/30/21 $263,754 $351,672 $351,672 07/Ol/20 12/30/21 07/O1/20 12/30/21 $87,918 BITV-COVID Ed LHJ Allocation-CARES NGA Not Received Amd 17,19 21.019 333.21.01 COVID LHJ OFM Allocation-CARES NGA Not Received Amd17,19 21.019 333.21.01 03/01/20 06/30/21 03/01/20 06/30/21 $1,389,600 $1,389,600 $1,389,600 SS Community Outreach PN NGA Not Received Amd 18 21.019 333.21.01 07/O1/20 12/30/20 07/01/20 12/30/20 $20,000 $20,000 $20,000 NEP 5-6 Onsite Sewage Management OOJ88801 Amd.2,8 66.123 333.66.12 01/O1/18 06/30/19 10/01/14 08/31/19:' $10,904 $85,330 $85,330 NEP 5-6 Onsite Sewage Management OOJ88801 N/A,Amd 8 66.123 333.66.12 01/01/18 06/30/19 10/01/14 08/31/19 $74,426 PS SSI 1-5 OSS Task 4 OU18001 Amd 2,8 66.123 333.66.12 01/01/18 06/30/19 07/01/17 06/30/19 ($13,337) $86,541 $86,541 PS SSI 1-5 OSS Task 4 OIJ18001 N/A,Amd 8 66.123 333.66.12 01/O1/18 06/30/19 07/01/17 06/30/19 $99,878 FFY17 EPR PHEP BPI LHJ Funding NU90TP921889-01 Amd 2 93.069 333.93.06 01/01/18 06/30/18 07/01/17 07/02/18 $9,062 $28,979 $28,979 N/A 93.069 333.93.06 01/01/18 06/30/18 :07/01l17 07/02/18 $19,917 FFY17 EPR PHEP BPI LHJ Funding NU90TP921889-01 FFY18 EPR PHEP BPI Supp LHJ Funding NU90TP921889-01 Amd 5 93.069 333.93.06 07/O1/18 06/30/19 07/01/18 06/30/19 $888 $49,341 $49,341 Amd 4 93.069 333.93.06 07/01/18 06/30/19 07/O1/18 06/30/19 $48,453 FFY18 EPR PREP BPI Supp LHJ Funding NU90TP921889-01 FFY20 PHEP BP2 LHJ Funding NU90TP922043 Amd 18 93.069 333.93.06 07/01/20 06/30/21 07/01/20 06/30/21 $19,737 $49,342 $98,684 FFY20 PHEP BP2 LHJ Funding NU90TP922043 Amd 17,18 93.069 333.93.06 07/01/20 06/30/21 b'07/01/20 06/30/21 $29,605 FFY19 PHEP BPI LHJ Funding NU90TP922043 Amd 10 93.069 333.93.06 07/01/19 06/30/20 07/01/19 06/30/20 $49,342 $49,342 $100,000 FFY20 Overdose Data to Action Prev NU17CE925007 Amd 17,19 93.136 333.93.13 09/O1/20 08/31/21 09/01/20 08/31/21 $50,000 $50,000 FFY19 Overdose Data to Action Prev NU17CE925007 Amd 11 93.136 333.93.13 09/01/19 08/31/20 09/01/19 08/31/20 $50,000 $50,000 FFY18 Prescription Drug OD-Supp NU17CE002734 Amd 8 93.136 333.93.13 09/01/IS 08/31/19 09/01/18 08/31/19 $35,000 $110,000 $173,027 FFY18 Prescription Drug OD-Supp NU17CE002734 Amd 4 93.136 333.93.13 09/01/19 08/31/]9 a 09/O1/18 08/31/19 $75,000 FFY17 Prescription Drug OD-Supp U17CE002734 Amd2 93,136 333.93.13 01/O1/18 08/31/IS 09/01/17 08/31/18 $29,627 $63,027 FFY17 Prescription Drug OD-Supp U17CE002734 N/A 93,136 333.93.13 01/O1/18 09/31/18 09/O1/17 08/31/18 $33,400 FFY17 Increasing Immunization Rates NH23IP000762 Amd 3,4 93.268 333.93.26 07/01/18 06/30/19 07/01/18 06/30/19 $5,600 $5,600 $5,600 FFY21 PPHF Ops NH23IP922419 Amd 18 93.268 333.93.26 07/01/20 06/30C11 ' 07/O1120 06/30/21 $250 $500 $1,500 FFY21 PPHF Ops NH23IP922619 Amd 16,18 93.268 333.93.26 07/01/20 06/30/21 07/01/20 06/30/21 $250 FFY20 PPHF Ops NH231P922619 Amd 9 93.268 333.93.26 07/01/19 06/30/20 07/Ol/19 06/30/20 $500 $500 FFY17 PPHF Ops NH231P000762 Amd 3,4 93.268 333.93.26 07/01/18 06/30/19 07/01/18 06/30/19 $500 $500 FFY17 317 Ops 5NH23IP000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $1,423 $1,423 $1,423 Page 1 of 4 EXHIBIT B-20 ALLOCATIONS Contract Number: CLH18253 Mason County Public Health Date: January 15,2021 Contract Term:2018-2021 Indirect Rate as of January 2018:13.71% DOH Use Only Indirect Rate as of January 2019:14.53% Funding Chart of BARS Statement of Work Chart of Accounts g Accounts Revenue Funding Period Funding Period Period Federal Award Total Chart of Accounts Program Title Identification# Amend 4 CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total FFY17 AFIX 5NH23IP000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $4,293 $4,293 $4,293 FFY21 COVIDI9 Vaccine Services-CARES NH23YP922619 Amd 20 93.268 333.93.26 07/01/20 12/31/21 07/01/20 12/31/21 $354,803 $369,385 $369,385 FFY21 COVID19 Vaccine Services-CARES NH231P922619 Amd 19,20 93.268 333.93.26 07/01/20 12/31/21 07/01/20 12/31/21 $14,582 FFY21 VFC Ops NH23IP922619 Amd 16 93.268 333.93.26 07/01/20 12/31/20 07/01/20 06/30/21 $2,800 $2,800 $10,628 FFY20 VFC Ops NH231P922619 Amd 9 93.268 333.93.26 07/01/19 06/30/20 07/01/19 06/30/20 $5,600 $5,600 FFY17 VFC Ops 5NB231P000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $2,228 $2,228 FFY19 COVID CARES NU50CK000515 Amd 16,19 93.323 333.93.32 06/01/20 12/31/21 -#06/O1/2D 12/31/21 $65,595 $65,595 $65,595 FFY19 ELC COVID Ed LHJ Allocation NGA Not Received Amd 20 93.323 333.93.32 01/01/21 12/31/21 01/01/21 12/31/21 q $294,029 $294,029 $294,029 FFY20 ELC EDE LHJ Allocation NGA Not Received Amd 20 93.323 333.93.32 01/15/21 12/31/21 ,Ol/15/21 12/31/21 $657,521 $657,521 $6579521 FFY20 CDC COVID-19 Crisis Resp LHJ-Tribe N J90TP922069 Amd 14,19,20 93.354 333.93.35 01/20/20 12/31/21 01/01/20 12/31/21 $130,871 $130,871 $130,871 FFY21 MCHBG LHJ Contracts B0440169 Amd 18 93.994 333.93.99 10/01/20 09/30/21 10/01/20 09/30/21 $67,694 $67,694 $259,197 FFY20 MCHBG LHJ Contracts B04MC32578 Amd 10 93.994 333.93.99 10/01/19 09/30/20 10/01/19 09/30/20 $67,694 $67,694 FFY19 MCHBG LHJ Contracts B04MC32578 Amd 4 93.994 333.93.99 10/01/18 09/30/19 10/01/18 09/30/19 $67,694 $67,694 FFY 18 MCHBG LHJ Contracts B04MC31524 Amd2 93.994 333.93.99 01/01/18 09/30/18 j,10/01/17 09/30/18 $5,344 $56,115 FFY18 MCHBG LHJ Contracts B04MC31524 N/A 93.994 333.93.99 01/01/18 09/30/18 110/01/17 09/30/18 $50,771 $0 FEMA-75 COVID LHJ Allocation NGA Not Received Amd 19 97.036 333.97.03 07/01/20 12/30/20 07/01/20 12/30/20 ($263,754) $0 FEMA-75 COVID LHJ Allocation NGA Not Received Amd 17 97.036 333.97.03 07/01/20 12/30/20 07/01/20 12/30/20 $263,754 FY2 Group B Programs for DW(FO-SW) Amd 11 N/A 334.04.90 07/01/18 06/30/19 07/01/17 06/30/19 ($272) $4,728 $4,728 FY2 Group B Programs for DW(FO-SW) Amd 3 N/A 334.04.90 07/01/18 06/30/19 07/01/17 06/30/19 $5,000 GFS Group B(FO-SW) Amd 10 N/A 334.04.90 07/01/20 12/31/20 07/01/19 06/30/21 $2,500 $2,500 $7,500 O-SW) Amd 10 N/A 334.04.90 07/01/19 06/30/20 . 07/01/19 06/30/21 $2,500 $2,500 GFS-Group B(F N/A N/A 334.04.90 01/01/18 06/30/18 07/01/17 06/30/19 $2,500 $2,500 GFS-Group B O-SW)) Op Permit Fees(FO-SW) Amd 11 N/A 334.04.90 02/01/19 02/28/19 07/01/17 06/30/19 $272 $272 $272 Amd 12 N/A 334.04.91 07/01/19 06/30/20 07/01/19 06/30/21 ($1,370) $0 $0 Healthy Communities Healthy Communities Amd 10 N/A 334.04.91 07/Ol/19 06/30/10 07J01/19 06/30/21 $1,370 Amd 14,19 N/A 334.04.92 01/20l20 06/30/21 01/01I20 06/30/21 $119,129 $119,129 $119,129 FY20/21 COVID-19 Disaster Response Acct Page 2 of 4 EXHIBIT B-20 ALLOCATIONS Contract Number: CLH18253 Mason County Public Health Date: January 15,2021 Contract Term:2018-2021 Indirect Rate as of January 2018:13.71% DOH Use Only Indirect Rate as of January 2019:14.53% Funding Chart of BARS Statement of Work Chart of Accounts g Accounts Revenue Funding Period Funding Period Period Federal Award Total Chart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total FFY21 COVID GFS LHJ Regional Amd 20 N/A 334.04.92 12/31/20 06/30/21 12/31/20 06/30/21 ($175,000) $0 $0 Amd 19 N/A 334.04.92 12/31/20 06/30/21 12/31/20 06/30/21 $175,000 FFY21 COVID GFS LHJ Regional FPH Lead Case Mgmt-FPH Amd 12 N/A 334.04.93 07/01/19 06/30/20 07/01/19 06/30/20 $1,370 $1,370 $1,370 SFY2 Lead Environments of Children Amd 4 N/A 334.04.93 07/01/18 06/30/19 07/01/18 06/30/19„ $1,500 $1,500 $4,500 2 Lead Environments of Children Amd 2 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500 $3,000 SFY Amd 1 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500 SFY Lead Environments of Children Rec ShellfishBiotoxin Amd 19 N/A 334.04.93 07/01/19 06/30/21 07/01/19 06/30/21 $1,750 $7,000 $14,500 Rec Shellfish/Biotoxin Amd 16,19 N/A 334.04.93 07/01/19 06/30/21 07/01/19 06/30/21 $1,750 Rec Shellfish/Biotoxin Amd 9,16,19 N/A 334.04.93 07/01/19 06/30/21 07/01/19 06/30/21 $3,500 N/A N/A 334.04.93 01/01/18 06/30/19 07/01/17 06/30/19 $7,500 $7,500 Rec Shellfish/Biotoxin Wastewater Management-GFS Amd 19 N/A 334.04.93 01/01/21 06/30/21 07/01/19 06/30/21 $30,000 $30,000 $150,000 Wastewater Management-GFS Amd 9,19 N/A 334.04.93 07/01/20 06/30/21 07/01/19 06/30/21 $30,000 $30,000 Wastewater Management-GFS Amd 9,19 N/A 334.04.93 07/01/20 06/30/21 07/01/19 06/30/21 $30,000 $30,000 Wastewater Management-GFS Amd 5 N/A 334.04.93 07/01/18 06/30/19 07/01/17 06/30/19 $43,274 $43,274 Wastewater Management-GFS Amd 5 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/19 ($43,274) $16,726 Wastewater Management-GFS N/A,Amd 5 N/A 334.04.93 0MIl18 06/30/18 07/01/17 06/30/19 $60,000 FPHS Funding for LHJs Amd 17,19 N/A 336.04.25 07/01/20 06/30/21 07/01/19 06/30/21 $160,891 $202,891 $447,782 FPHS Funding for LHJs Amd 10,19 N/A 336.04.25 07/01/20 06/30/21 07/01/19 06/30/21 $42,000 202 891 FPHS Funding for LHJs Amd 17 N/A 336.04.25 07/01/19 06/30/20" $42 07/01/19 06/30/21 $ , FPHS Funding for LHJs Amd 10 N/A 336.04.25 07/Ol/19 06/30/20' 07/01/19 06/30/21 $42,000000 FPHS Funding for LHJs D r Amd 3 N/A 336.04.25 07/01/18 06/30/19 07/01/17 06/30/19 $42,000 $42,000 o Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/O1/l7 12/31/18 ($12,000) $0 $0 YR 20 SRF-Local Asst(15/o)(FS)-SS YR 20 SRF-Local Asst(15%)(FS)-SS N/A,Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 12/31/18 $12,000 YR 21 SRF-Local Asst(15%)(FS)SS Amd 10 NIA 346.26.64 01/01/18 06/30/19 1,,07/01/17 06/30/19 ($13,600) $11,200 $11,200 YR 21 SRF-Local Asst(15%)(FS)SS Amd 7,10 N/A 346.26.64 Ol/Ol/18 06/30/19 07/01/17 06/30/19 $800 YR 21 SRF-Local Asst(15%)(FS)-SS Amd 6,10 N/A 346.26.64 01/01/18 06/30/19 i'07/01/17 06/30/19 $12,000 YR 21 SRF-Local Asst(15%)(FS)-SS Amd 3,10 N/A 346.26.64 01/01/18 06/30/19 07/01/17 06/30/19 $12,000 YR 22 SRF-Local Asst(15%)(FO-SW)SS Amd 15 N/A 346.26.64 01/01/19 12/31/20 07/01/19 06/30/21 ($1,800) $23,000 $23,000 YR 22 SRF-Local Asst(15%)(FO-SW)SS Amd 12 N/A 346.26.64 01/01/19 12/31/20;07/01/19 06/30/21 $11,200 Amd 10,12 N/A 346.26.64 01/01/19 12/31/20 07/01/19 06/30/21 $23,600 YR 22 SRF-Local Asst(15%)(FO-SW)SS YR 23 SRF-Local Asst(15%)(FO-SW)SS Amd 20 N/A 346.26.64 01/01/21 12/31/21 09/Ol/20 06/30/21 $22,400 $22,400 $22,400 Page 3 of 4 EXHIBIT B-20 ALLOCATIONS Contract Number: CLH18253 Mason County Public Health Date: January 15,2021 Contract Term:2018-2021 Indirect Rate as of January 2018:13.71% DOH Use Only Indirect Rate as of January 2019:14.53% Funding Chart of BARS Statement of Work Chart of Accounts g Accounts Revenue Funding Period Funding Period Period Federal Award Total Chart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total Sanitary Survey Fees(FO-SW)-SS State Amd 15 N/A 346.26.65 01/01/18 12/31/20 07/01/17 06/30/21 ($1,800) $34,200 $34,200 Sanitary Survey Fees(FO-SW)-SS State Amd 12 N/A 346.26.65 01/01/18 12/31/20 07/01/17 06/30/21 $11,200 Sanitary Survey Fees(FO-SW)-SS State Amd 7,12 N/A 346.26.65 01/01/18 12/31/20 07/01/17 06/30/21 $800 Sanitary Survey Fees(FO-SW)-SS State Amd 6,12 N/A 346.26.65 01/01/18 12/31/20 07/01/17 06/30/21 $12,000 Sanitary Survey Fees(FO-SW)-SS State N/A,Amd 3,6,12 N/A 346.26.65 01/01/18 12/31/20 07/01/17 06/30/21 $12,000 ° Amd 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 12/31/18 ($2,000) $0 $0 YR 20 SRF-Local Asst(15/o)(FS)-TA N/A,Amd 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 12/31J18 $2,000 YR 20 SRF-Local Asst(15%)(FS)-TA ° Amd 10 N/A 346.26.66 01/01/18 06/30/19 07/01/17 06/30/19 ($4,000) $0 $0 YR 21 SRF-Local Asst(15/o)(FS)TA Amd 6,10 N/A 346.26.66 01/01/18 06/30/19 07/01/17 06/30/19 $2,000 YR 21 SRF-Local Asst(15%)(FS)-TA YR 21 SRF-Local Asst(15%)(FS)-TA Amd 3,10 N/A 346.26.66 01/01/18 06/30/19 07/01/17 06/30/19 $2,000 YR 22 SRF-Local Asst(15%)(FO-SW)TA Amd 12 N/A 346.26.66 01/01/19 12/31/20109/01/20 O1/01/19 06/30/21 $2,000 $4,000 $4,000 YR 22 SRF-Local Asst(15%)(FO-SW)TA Amd 10,12 N/A 346.26.66 01/01/19 12/31/2001/01/19 06/30/21 $2,000 YR 22 SRF-Local Asst(15%)(FO-SW)TA Amd 20 N/A 346.26.66 01/01/21 12/31/21 06/30/21 S2,000 $2,000 $2,000 $5,029,797 $5,029,797 TOTAL GRAND TOTAL $5,029,797 Total consideration: $3,8749044 $1,155,753 Total Fed $4,183,216 GRAND TOTAL $5,029,797 Total State $846,581 *Catalog of Federal Domestic Assistance **Federal revenue codes begin with"333". State revenue codes begin with"334". Page 4 of 4 AMENDMENT#20 Exhibit C-16 Schedule of Federal Awards Date:January 15,2021 MASON COUNTY HEALTH SERVICES-SWV0001893-04 CONTRACT CLH18253-Mason County Public Health CONTRACT PERIOD: 01101/2 01 8-1 2/31/2 0 21 DOH Total Amt Allocation Period Federal Award Federal Grant Award Name Federal Federal Start End Contract Amt CFDA CFDA Program Title Federal Agency Name Identification Number Chart of Accounts Program Title BARS Award Date Award Date Date NGA Not NGA Not Treasury NGA Not Received NGA Not Received SS COMMUNITY OUTREACH PN 333.21.01 Received Received 07/01f20 12/30l20 $20,000 21.019 Coronavirus Relief Fund Department of the NGA Not NGA Not Treasury NGA Not Received NGA Not Received COVID LHJ OFM ALLOCATION-CARES 333.21.01 Received Received 03I01/20 O6I30/21 $1,389,600 21.019 Coronavirus Relief Fund Department of the NGA Not NGA Not Treasury NGA Not Received NGA Not Received BIN-COVID ED LHJ ALLOCATION-CARES 333.21.01 Received Received 07/01/20 12/30/21 $351,672 21.019 Coronavirus Relief Fund Department of the Puget Sound Action Agenda: Environmental Protection Agency 01J18001 PUGET SOUND SHELLFISH PS SSI 1-5 OSS TASK 4 333.66.12 08/02/16 $5,000,000 01/01/18 06/30119 $86,541 66.123 Technical Investigations and Region 10 STRATEGIC INITIATIVE LEAD Implementation Assistance Program _. - - - Puget Sound Action Agenda: Environmental Protection Agency PROJEUGET SOUND RESTORATION 330 66.123 Technical Investigations and OOJ8880I PROJECT NEP 5-6 ONSITE SEWAGE MANAGEMENT 333.66.12 01I09/11 $2,490,000 01/01/18 06/30/19 $85, Implementation Assistance Program Region 10 Department of Health and Human PUBLIC HEALTH EMERGE NCY Public Health Emergency Services Centers for Disease Control NU90TP922043 PREPAREDNESS(PREP) FFY20 PHEP BP2 LHJ FUNDING 333.93.06 06/12/20 $11,365,797 07/01/20 06/30/21 $49,342 93.069 Preparedness and Prevention COOPERATIVE AGREEMENT - - - --- -- --- - - Department of Health and Human PUBLIC HEALTH EMERGENCY FFY19 PHEP BPI LHJ FUNDING 333.93.06 06/29/19 $11,307,904 07/01/19 06/30120 $49 342 93.069 Public Health Emergency Services Centers for Disease Control NU90TP922043 PREPAREDNESS(PREP) Preparedness and Prevention COOPERATIVE AGREEMENT HOSPITAL PREPAREDNESS PROGRAM Department of Health and Human AND PUBLIC HEALTH EMERGENCY Public Health Emergency Services Centers for Disease Control NU90TP921889-01 PREPAREDNESS COOPERATIVE FFYI8 EPR PHEP BPI SUPP LHJ FUNDING 333.93.06 08101118 $11,062,782 07/01/18 O6I30I19 $49,341 93.069 Preparedness and Prevention AGREEMENT - -- --- - ---- - - _ -- - - - --- Department of Health and Human HPP AND PHEP COOPERATIVE Public Health Emergency Services Centers for Disease Control NU90TP921889-01 AGREEMENT FFY17 EPR PHEP BPI LHJ FUNDING 333.93.06 07/18/17 $11,062,782 01/01/18 O6l30116 $28 979 93.069 Preparedness and Prevention WASHINGTON STATE DEPARTMENT Injury Prevention and Control Department of Health and Human FFY20 OVERDOSE DATA TO ACTION PREV 333.93.13 11/06/20 $4,390,240 09/O1I20 0813121 $50,000 93.136 Research and State and Community-Services Prevention ntters for Disease Control NU17CE925007 OF HEATLH OVERDOSE DATA TO Based Programs ._ - -"— -°--- - "-----'-"� ION Department of Health and Human WASHINGTON STATE DEPARTMENT - - Injury Prevention and Control Services-Centers for Disease Control NU17CE925007 OF NEATEN OVERDOSE DATA TO FFYI9 OVERDOSE DATA TO ACTION PREV 333.93.13 OBl12/19 $4,390,240 09/01/19 08/31/20 $50,000 93.136 Research and State and Community-and Prevention National Center for ACTION Based Programs Injury Prevention and Control "Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE FFY18 PRESCRIPTION DRUG ODSUPP 333.93.13 OS/31117 $8,223,623 09101118 08131119 $110,000 93.138 Research and Based Programs and and Community Services and Prevention rs for Disease Control U17CE002 FOR STATES Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE FFY17 PRESCRIPTION DRUG ODSUPP 333.93.13 03/16/16 $4,031,632 01/01/18 08/3I/18 $63,027 93.136 Research and State and Community and Prevention etrs for Disease Control U17CE002734 Services FOR STATES Based Programs Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P922619 FOR CHILDREN PROGRAM FFY21 VFC Ops 333.93.26 0710120 $9,082,252 07/01/20 12/31120 $2,600 93.268 Agreements and Prevention _ Page 1 of 3 AMENDMENT#20 Exhibit C-16 Schedule of Federal Awards Date:January 15,2021 MASON COUNTY HEALTH SERVICESSWV0001893-04 CONTRACT CLH18253-Mason County Public Health CONTRACT PERIOD: 0110 112 01 8-1 2131/2 021 DOH Total Amt Allocation Period Federal Award Federal Grant Award Name BARS Federal Federal Start End Contract Amt CFDA CFDA Program Title Federal Agency Name Identification Number Chart of Accounts Program Title Award Date Award Date Date Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P922619 FOR CHILDREN PROGRAM FFY21 PPHF OPS 333.93.26 07/01/20 $9,082,252 07/01/20 06/30/21 $500 93.268 Agreements and Prevention Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P922619 FOR CHILDREN PROGRAM FFY21 COVID19 VACCINE SERVICES-CARES 333.93.26 01/15121 $68,807,053 07/01/20 12/31121 $369,385 93.268 Agreements and Prevention _ - - Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P922619 FOR CHILDREN PROGRAM FFY20 VFC OPS 333.93,26 07/01/19 $9,234,835 07/01/19 06/30/20 $5,600 93.268 Agreements and Prevention - -- --- - - Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P922519 FOR CHILDREN PROGRAM FFY20 PPHF OPS 333.93.25 07/01/19 $9,234,835 07/01119 06130/20 $500 93.268 Agreements and Prevention Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control 5NH231P000762-05-00 FOR CHILDREN'S PROGRAM FFY17 VFC OPS 333.93.26 03103/17 $1,201,605 01/01/18 06/30/18 $2,228 93.268 Agreements and Prevention - Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P000762 FOR CHILDREN'S PROGRAM FFY17 PPHF OPS 333 93.26 06/29/18 $3,634,512 07/01/18 06/30119 $500 93.268 Agreements and Prevention .. -- - -- Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control NH231P000762 FOR CHILDREN'S PROGRAM FFY17 INCREASING IMMUNIZATION RATES 333.93.26 06/29/18 $1.722,443 07/0111 O6I30119 $5,600 93.268 Agreements and Prevention --- Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control 5NH231P000762-05-00 FOR CHILDREN'S PROGRAM FFY77 AFIX 333.93.26 03/03117 $1,672,289 01/01/18 06/30/18 $4,293 93.268 Agreements and Prevention Department of Health and Human IMMUNIZATION GRANT AND VACCINES Immunization Cooperative Services Centers for Disease Control 5NH231P000762-05-00 FOR CHILDREN'S PROGRAM FFY17 317 OPS 333.93.26 03/03117 $575,969 01/01/18 06/30/18 $1,423 93.268 Agreements and Prevention Epidemiology and Laboratory Department of Health and Human NGA Not NGA Not Capacity for Infectious Diseases Services Centers for Disease Control NGA Not Received NGA Not Received FFY20 ELC EDE LHJ ALLOCATION 333.93.32 O1I15l21 12131121 $657,521 93.323 (ELC)-Building and Laboratory Strengthening and Prevention _. Received Received Epidemiology,Laboratory and Epidemiology and Laboratory - -- Capacity for Infectious Diseases Department of Health and Human NGA Not NGA Not 01/01/21 12/31/21 $294,029 93.323 (ELC)-Building and Strengthening Services Centers for Disease Control NGA Not Received NGA Not Received FFY19 ELC COVID ED LHJ ALLOCATION 333.93.32 Received Received and Prevention Epidemiology,Laboratory and .,..._. . _ .�._ '_EPIDEMIOLOGY&LABORATORY Epidemiology and Laboratory Capacity for Infectious Diseases Services C of Health and Human CAPACITY FOR INFECTIOUS EKING (ELC)-Building and Strengthening Services Centers for Disease Control NU50CK000515 (ELC)-BUILDING 8 STRENGTHENING FFY19 COVID CARES 333.93.32 04123/20 $22.581.799 06/01/20 12/31/21 $65.595 93.323 and Prevention EPIDEMIOLOGY,LABORATORY 6 Epidemiology,Laboratory and "— _ -._- CDC COOPERATIVE AGREEMENT FOR Public Health Emergency - - - Response:Cooperative Agreement Department of Health and Human EMERGENCY RESPONSE:PUBLIC for Emergency Response:Public Services Centers for Disease Control NU90TP922069 HEALTH CRISIS RESPONSE CDC-RFA- FFY20 CDC COVID-19 CRISIS RESP LHJ-TRIBE 333.93.35 03116/20 $13,230,799 01/20/20 12/31121 $130,871 93.354 Health Crisis Response and Prevention TP18-1802 - - Department of Health and Human MATERNAL AND CHILD HEALTH Maternal and Child Health Services Services Health Resources and B0440169 SERVICES BLOCK GRANT FFY21 MCHBG LHJ CONTRACTS 333 93 99 02/08/21 $2,662.201 10/01/20 09/30121 $67.694 93.994 Block Grant to the States Services Administration - Page 2 of 3 AMENDMENT#20 Exhibit C-16 Schedule of Federal Awards Date:January 15,2021 MASON COUNTY HEALTH SERVICESSWV0001893-04 CONTRACT CLH18253-Mason County Public Health CONTRACT PERIOD: 01101/201 8-1 2/31/2 0 21 DOH Total Amt Allocation Period Federal Award Federal Grant Award Name Federal Federal Start End Chart of Accounts Program Title BARS Contract Amt CFDA CFDA Program Title Federal Agency Name Identification Number Award Date Award Date Date Department of Health and Human MATERNAL AND CHILD HEALTH Maternal and Child Health Services Services Health Resources and B04MC32578 SERVICES BLOCK GRANT FFY20 MCHBG LHJ CONTRACTS 333.93.99 11/14118 $2,225,977 10/01/19 09130/20 $67,694 93.994 Block Grant to the Slates Services Administration _- - - - Department of Health and Human MATERNAL AND CHILD HEALTH Maternal and Child Health Services Services Health Resources and B04MC3257B SERVICES BLOCK GRANT FFY19 MCHBG LHJ CONTRACTS 333.93.99 11/14118 $2,225,977 10/01118 09130119 $67,694 93.994 Block Grant to the Slates Services Administration - - - - - - - - Department of Health and Human MATERNAL AND CHILD HEALTH Maternal and Child Health Services Services Health Resources and B04MC31524 SERVICES FFY18 MCHBG LHJ CONTRACTS 333.93.99 10/20/17 $1,650,528 01/01118 09/30/18 $56,115 93.994 Block Grant to the States Services Administration -.. TOTAL $4,183,216 Page 3 of 3 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: David Windom Action Agenda x Public Hearing Other DEPARTMENT: MCCS EXT: DATE: 6/22/21 Agenda Item # Commissioner staff to complete) BRIEFING DATE: 6/7/21 BRIEFING PRESENTED BY: David Windom [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Medicaid Transformation Project (MTP) partner contract EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): This contract is an extension and Amendment to an existing contract to provide opioid response and overdose intervention. BUDGET IMPACT: May earn up to $88,100 PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) Briefing and action agenda RECOMMENDED OR REQUESTED ACTION: Approve proposed agreement. ATTACHMENTS: Agreement CASCADE PACIFICJJ ACTION ALLIANCE MTP 2021 Contract Amendment CPAA ACH LLC ❑New Contract 1217 4t"Ave E., Suite 200 Olympia, WA 98506 ® Bilateral Amendment/Modification No: K2293-202025- (360) 539-7576 01 PARTNER INFORMATION Agency Name Address Federal ID# Mason County Community Services 415 N. 6th Street 916001354 Shelton, WA 98584 Contract Signatory Title Phone Number Randy Neatherlin Commision Chair N/A Email Address Fax Number N/A 360-427-7787 CPAA INFORMATION Contract Signatory Title Phone Number Jean Clark Chief Executive Officer (360) 539-7576 x116 Email Address Fax Number ClarkJ@crhn.org (360) 943-1164 AMENDMENT This amendment is made between Mason County Community Services, hereinafter called "PARTNER" and CASCADE PACIFIC ACTION ALLIANCE, hereinafter called "CPAA". It is mutually understood and agreed by and between the undersigned contracting parties to further amend the previously executed Medicaid Transformation Project (MTP) partner contract: A. To define funds available for 2021 B. To provide the 2021 Partner reporting schedule & performance expectations C. To provide information about the 2021 reporting template D. To define the purpose and methodology for a performance improvement plan (PIP) ATTACHMENTS Attachment A: Payment Information Attachment B: Reporting and Milestone Achievement Schedule Attachment C: Approved Partner Change Plan Attachment D: Performance Improvement Processes Attachment E: Updated CPAA Contacts Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 1 Term of Amendment IN WITNESS THEREOF, CPAA and the PARTNER hereby acknowledge and accept the terms and conditions of this amendment. This amendment shall become effective upon signature of both parties. Signed versions of this contracted transmitted by facsimile copy or electronic mail shall be the equivalent of original signatures on original versions. Partner Signature CPAA Signature Printed Name Randy Neatherlin Printed Name Jean Clark Title Commision Chair Title Chief Executive Officer Date Date Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 1 2 Attachment A: Payment Information PARTNER has the ability to earn funds in 2021 based upon compliance with the terms of this Amendment; as well as efforts towards fulfilling the Scope of Work stated in the PARTNER'S approved Change Plan for 2021 (see Attachment C of this amendment). Payment will also include evaluation of the Partner's performance on stated interventions and project milestones. CPAA as an Accountable Community of Health (ACH) is responsible for assuring targeted levels of progression towards project-specific goals (milestones). In 2021, partners are expected to achieve 90%completion of milestones with a minimum of 60%completion required to receive immediate funding. Base payments will be disbursed upon receipt of executed amendment and Financial Executor payment release schedule. Upon receipt and approval, Q1, Q2, Q3, and Q4 reports will trigger quarterly reporting payments. Multi-project participation bonus, if eligible, will be disbursed quarterly with each reporting payment. The payment schedule outlined below: Payment Type Up to Amount Payment Date Base Incentive $22,580 Upon Amendment Execution Multi-Project Participation for *Example, $2,188 earned Upon receipt of Q1, Q2, Q3, two or more projects. per eligible quarter for 2 and Q4 reports and milestone (Number of qualifying projects (two) total projects achievement at a minimum for multi-project quarterly *Example, $4,377 earned target threshold of 60%. payment will be determined per eligible quarter for 3 each quarter, not annually). (three) total projects *Pertains only to eligible *Example, $6,565 earned partners. per eligible quarter for 4 (four) total projects *Example, $8,754 earned per eligible quarter for 5 (five) total projects *Example, $10,942 earned per eligible quarter for 6 (six) total projects Quarter 1 Report $16,380 Upon receipt of Q1 report and milestone achievement at a minimum target threshold of 60%. Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 3 Quarter 2 Report $16,380 Upon receipt of Q2 report and milestone achievement at a minimum target threshold of 60%. Quarter 3 Report $16,380 Upon receipt of Q3 report and milestone achievement at a minimum target threshold of 60%. Quarter 4 Report $16,380 Upon receipt of Q4 report and milestone achievement at a minimum target threshold of 60%. MTP Project areas were developed by Washington State's Health Care Authority. Participation in the various Project Areas was determined by each ACH. CPAA selected to participate in the following project areas: • 2A: Bi-Directional Integration of Care • 26: Community-Based Care Coordination • 2C: Transitional Care • 3A: Addressing the Opioid Use Public Health Crisis • 313: Reproductive and Maternal/Child Health • 3D: Chronic Disease Prevention and Control MTP Interventions support each of the six MTP Project areas. Every project area has its own menu of state-approved, evidence-based interventions as defined in the MTP project toolkit that must be pursued to achieve targeted levels of improvement for project-specific outcomes. • Failure to meet the minimum target milestone threshold in Q1, Q2, Q3, or Q4 will result in the organization being placed on a Performance Improvement Plan (PIP). o Additional PIP information is included in Attachment D. Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 14 Attachment B: Reporting and Milestone Achievement Schedule Reporting for 2021 will follow the schedule listed in the table below. CPAA Program Managers will provide each partner with an updated reporting template based on the approved change plan for 2021. Quarterly Reporting Timeframe Reporting Due Date Quarter 1 (January 1— March 31, 2021) April 30, 2021 Quarter 2 (April 1—June 30, 2021) July 31, 2021 Quarter 3 (July 1—September 30, 2021) October 31, 2021 Quarter 4(October 1—December 31, 2021) January 31, 2022 Twice per year, CPAA is required to collect Pay for Reporting (P4R) metrics established by the Washington State Health Care Authority (HCA) from partners participating in projects: • 2A: Bi-Directional Integration of Care o The McHAF Site-Self Assessment must be completed and submitted semiannually by June 30, 2021 and December 31, 2021. • 3A: Opioid Response o The CPAA Opioid Response P4R Metrics Survey must be completed and submitted semiannually by June 30, 2021 and December 31, 2021. CPAA Program Managers will reach out to partners directly to collect this information. Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 15 Attachment C: Approved Partner Change Plan The modified 2021 Change Plan below has been approved for your organization and will serve as the 2021 milestone reporting template. • The Partner will complete tasks and deliverables as set forth in the Change Plan and agrees to notify CPAA Program Managers if the timeline or deliverables will not be submitted as required. • The Partner may request technical assistance from CPAA Program Managers as needed. (Detail Change Plan on next page) Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 16 Change Plan Legend • Complete,Deliverable Met • c• Mason County Public Health CASCADE PACIFIIJ Fulfilled for Quarter,Remains in Progress Lydia Buchheit Delayed,Remains in Progress (360)427-9670 ext.404 ACTION ALLIANCE Not Started 7Lvdiao0co.mason.wa.us Update Status for the Quarter 50%milestone achievement standard in effect,per quarter Milestone achievement standard TBO QuarterReporting DescriptionProject Area Intervention 3/31/2020 r r r r r r • r r9/30/2021 12/31/2021 SMART Goal:By December 2021,mobile outreach staff will have increased the percent of referrals to the Opioid Treatment Network,MAT services and Behavioral Health for psychosocial care though our mobile outreach program from 0%to 20%. How confident are you that you will achieve your SMART goal?Please select a confidence level for the quarter. 5-Completely 5-Completely 5-Completely confident confident confident Assess capacity to provide screening and treatment for HIV/Hep 3A:Opioid Response Treatment C and other communicable diseases 3A:Opioid Response Treatment Provide HCV screening and referrals to care. 3A:Opioid Response Treatment Assess capacity to provide wound care 3A:Opioid Response Treatment Assess program sustainability and research other funding Develop informational pamphlet around soft tissue infections 3A:Opioid Response Treatment and educate participants on infection prevention. 3A:Opioid Response Treatment Assess program sustainability,research other funding,and develop sustainability plan. 3A:Opioid Response Treatment Maintain provider relationships through quarterly or bi-annual provider meetings. Evaluate referral process to OTN,MAT,BH psychosocial care for 3A:Opioid Response Treatment effectiveness through collected data SMART Goal: Increase naloxone kit distribution from 0 to 800 naloxone kits through the Substance Use Mobile Outreach by 12/31/2021. How confident are you that you will achieve your SMART goal?Please select a confidence level for the quarter. 5-Completely 5-Completely 5-Completely confident confident confident SMART Goal: Increase engagement from 0 to 85 heroin users about overdose prevention and provide them with naloxone kits through mobile outreach by 12/31/2021 How confident are you that you will achieve your SMART goal?Please select a confidence level for the quarter. 5-Completely 5-Completely 5-Completely confident confident confident SMART Goal: By December 2021,mobile outreach staff will have increased the percent of individuals referred to recovery support services from 0%to 10%. How confident are you that you will achieve your SMART goal?Please select a confidence level for the quarter. 5-Completely 5-Completely 5-Completely confident confident confident Assess naloxone distribution progress for efficacy and implement 3A:Opioid Response Overdose Prevention QI as needed 3A:Opioid Response Overdose Prevention Continue research on naloxone kit funding for sustainability 3A:Opioid Response Overdose Prevention Evaluate recovery support services referral system and implement QI as needed Cascade Pacific Action Alliance Page 6-1 Date Project Area Intervention Description Milestone Reporting Quarter End Identify and orient new support service providers to recovery 3A:Opioid Response Overdose Prevention system Cascade Pacific Action Alliance Page 6-2 Attachment D: Performance Improvement Processes A Performance Improvement Plan (PIP) will be initiated for one of two reasons: I. When milestone target of 60% has not been achieved. II. When the Partner's progress on specific milestones does not meet the expectations as stated in items X (ten) and XI (eleven) of the original MTP Contract under section "Partner's Roles & responsibilities." a. The Partner will complete tasks and deliverables as set forth in the Change Plan. b. Partner will show evidence for expansion or deepening of partnership's projects. The purpose of the PIP is to define areas of concern and/or gaps in a partner's performance, iterate CPAA's expectations going forward, and allow the partner an opportunity to demonstrate rapid improvement following quarterly reporting. To facilitate sustained improvement, the PIP will be used in conjunction with your organization's modified Change Plan to monitor progress on MTP work. If the Partner is placed on a PIP, improvement expectations must be satisfied in the timeframe listed below. If expectations are not met within the timeframe, an extension may be granted. Until the PIP is completed, quarterly payments may be delayed. PIP activities should be fulfilled, as necessary, along with any overlapping milestones in subsequent quarters. PIP Timeframe: 30 days upon receipt of signed PIP and approved PIP activities. Steps 1. Once CPAA establishes that a partner's performance is below the quarterly milestone completion target, CPAA will meet with the partner to discuss the PIP process. 2. CPAA will complete the PIP form, email it to the partner to be signed, and approve PIP activities developed by the partner. 3.The partner and CPAA will work together during the PIP time period on performance monitoring and to document the partner's progress. 4. At the end of the PIP timeframe, CPAA will assess whether the partner has met the improvement expectations outlined below. If the PIP has been completed to satisfaction, CPAA will meet with the partner to formally close the PIP and release any delayed quarterly payments. If sufficient improvement has not occurred, an extension may be granted or your organization may be dropped from a project area or as a Medicaid Transformation Partner. Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 17 Improvement Expectations • Develop a list of granular activities leading to the completion of unmet milestones or a list of activities to satisfy a related scope of work if unmet milestones cannot be achieved. These activities will be documented in a new tab in the partner's Change Plan, provided by CPAA. • Activities should adequately reflect the scope of work being implemented. • Achieve 90% compliance of completed activities by the end of the PIP timeframe. • At the end of the PIP timeframe, attend a meeting with CPAA Program Managers to discuss progress. If your organization is currently on a Performance Improvement Plan (PIP),the timeline to demonstrate improvement will be no later than 90 days after receipt of a signed PIP. Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment Page 18 Attachment E: Updated CPAA Contacts If you have questions about MTP contracts, finance, or program-specific questions, please use the single point of contact information below. Phone: (360) 539-7576 ext. 100 Contract or finance questions: finance@crhn.org Reporting questions: reporting@cpaawa.org Program-specific questions: info@cpaawa.org Contract# K2293-202025-01 CPAA MTP 2021 Contract Amendment P a g e 19 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 532 DATE: June 22, 2021 Agenda Item # Commissioner staff to complete) BRIEFING DATE: June 7, 2021 BRIEFING PRESENTED BY: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: Mason County Reserve and Contingency Policy to Amend Resolution No. 72-19 Background: In 2017, the Mason County Board of County Commissioners adopted Resolution No. 58-17 setting a reserve and contingency policy for the County's General Fund. This resolution was amended in 2019 to include select Special Revenue and Other County Fund reserves, and to increase the General Fund Operating Reserve from 12-15% to 15-20% of the prior year's expenditures. Fund balance reserve needs vary greatly between different entities. Typically, the Government Finance Officers Association (GFOA) recommends at least two months (about 16.67%) of operating expenditures for the general fund. The following are the current suggested changes to Resolution No. 72-19: • Increase the General Fund Operating Reserve, County Road Fund Operating Reserve, Sales and Use Tax Fund, and Equipment Rental & Revolving Fund Reserves from 15-20% to 15-25% of the prior year's expenditures • Expand the wording under Section A, General Policy, Paragraph 4, to include conditions for budgeting in the general fund Making these changes to the current Reserve and Contingency Policy will make the County's reserve balances more conservative and better prepared in the event of an economic downturn or cash flow shortage. Recommended Action: Permission for the Board to Approve and Sign the Mason County Reserve and Contingency Policy to Amend Resolution No. 72-19 Attachment: Resolution for Reserve and Contingency Policy - Draft J:\Budget Office\Briefmg,Agenda,&Public Hearing Items\202 RAction Agenda 6.22.2021 -Reserve& Contingency Policy.doc RESOLUTION NO. AMENDING RESOLUTION 38-1772-19 IN THE MATTER OF ESTABLISHING A FINANCIAL RESERVE AND CONTINGENCY POLICY FOR MASON COUNTY, WASHINGTON WHEREAS,the Mason County Board of County Commissioners, as the county legislative authority and the Mason County Finance Committee deem it to be fiscally responsible to maintain cash flow reserves in the County Funds and to provide sufficient reserve funds as required by law to cover bond covenants, the smooth running of the County and pay current obligations; NOW THEREFORE BE IT RESOLVED by the Mason County Board of County Commissioners that the Financial Reserve and Contingency Policy be adopted as part of the County Budget process to achieve the goals outlined. These goals were established by the Mason County Board of County Commissioners beginning in 2018 over a five year period for all reserves except the Contingency Reserve which was established beginning in 2019 over the successive next five years. A. General Policy The County shall maintain reserves required by law, ordinance and/or bond covenants. All expenditures drawn from reserve accounts shall require prior Board approval unless previously authorized by the Board for expenditure within the County's annual budget. The County Finance Committee will review annually the required reserve levels necessary to meet the reserves established herein. If it is determined that the reserves should be adjusted, the County Finance Committee shall propose an amendment to these policies. If reserves and/or fund balances fall below required levels as set by this policy, the County shall include within its annual budget a plan to restore reserves and/or fund balance to the required levels. The County's annual general fund budget will be adopted in the positive with expenditures not exceeding revenues, excluding beginning and ending fund balances unless an, of f the following conditions exist: the Mason County Board of County Commissioners develop a plan to restore the shortfall to the reserve balances within one calendar year; the offset of expenditures over revenue is due to "one-time" expenditures, or;the offset is due to conservative budgeting and the net revenue over expenditures for the previous calendar year is at least equal to the amount of the excess in expenditures over revenues in the current budget year- The County will allocate any funds from unanticipated excess revenues and/or unexpended budget authority in the year following the actual recognition of these funds first to funding reserves as set out in this policy then to other unanticipated expenditures. All reserves will be presented in the County's annual budget. 1 B. General Fund Operating Reserves The County will maintain a General Fund Operating Reserve to provide for adequate cash flow, budget contingencies, and insurance reserves. Under this policy, General Operating Reserves will be budgeted in the range of 15% - 250% of the prior year's actual expenditures, excluding beginning and ending fund balances. C. General Fund Contingency Reserve The County will maintain a Contingency Fund and shall maintain a reserve equal to $1,000,000 to provide a financial cushion to cover revenue shortfalls resulting from unexpected economic changes or recessionary periods or to provide funds in the event of major unplanned expenditures the County could face. D. General Fund Technology Replacement Reserves The County will maintain a Technology Replacement Reserve for replacement of costs entity wide to cover computer hardware, software, or telephone equipment identified in the County's Technology Replacement listing. The required level of reserve will equal each year's scheduled costs. For example, if the 2019 equipment costs are budgeted at$100,000 the fund reserve balance must equal or exceed $100,000. Contributions will be made through assessments to the using funds and departments and maintained on a per asset basis. E. General Fund Equipment and Vehicle Replacement Reserves The County will maintain a General Fund reserve for the replacement of vehicles and equipment identified on the County's equipment replacement listing. The required level of reserves will equal each year's scheduled replacement costs. For example, if the 2019 equipment replacement costs are budgeted at $100,000, the fund reserve balance must equal or exceed $100,000. Contributions will be made through assessments to the using funds and departments and maintained on a per asset basis. F. General Fund Accrued Leave Reserve The County will maintain an Accrued Leave Reserve to cover the cost of the liability in its Accrued Leave Account. The reserve will be at least sufficient to cover one years estimated accrued leave payout as well as any accrued leave payouts known and required to be paid out in future years. G. Sales and Use Tax Fund Reserve The County will maintain a Sales and Use Tax Fund Reserve equal to 15%to 250% of the prior year's actual expenditures, excluding beginning and ending fund balances. H. County Road Fund Operating Reserves The County will maintain a County Road Fund Operating Reserve to provide for adequate cash flow. Under this policy, General Operating Reserves will be budgeted in the range of 15% - 250% of the prior year's actual expenditures, excluding beginning and ending fund balances. 2 I. County Road New Road Projects Fund Reserve The County will maintain a County Road New Road Projects Fund Reserve equal to $4,000,000, or other amount set by the Board and adopted during the annual budget process. J. REET 2 Fund Reserve The County will maintain a REET 2 Fund Reserve to provide for future debt payments within the Belfair Wastewater& Water Reclamation Fund. The reserve will increase each year, economic conditions permitting, by up to one-half of the scheduled transfer amount from the REET 2 Fund into the Belfair Sewer Fund until the reserve is equal to $3,000,000, or other amount set by the Board and adopted during the annual budget process. K. Equipment Rental &Revolving Fund Reserve The County will maintain an Equipment Rental & Revolving Fund Balance Reserve equal to 15% - 258% of the prior year's actual expenditures, excluding beginning and ending fund balances. Approved this_day of ,202149. Mason County Board of Commissioners Randy Neatherli ,Chair Kevin ShuttvRandy+Iea*.eFIift,Commissioner Sharon Trask, Commissioner Approved this_day of , 20214-9. Mason County Finance Committee Lisa Frazier,Mason County Treasurer,Chair Paddy McGuire,Mason County Auditor, Secretary Randy Neatherli -evin Sha ,Mason County Commissioner Attest: McKenzie Smith 4ekssa-B Clerk of the Board Approved as to form: 3 Tim Whitehead Chief Deputy Prosecuting Attorney 4 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 532 DATE: June 22, 2021 Agenda Item # �. Commissioner staff to complete) BRIEFING DATE: June 7 &June 14, 2021 BRIEFING PRESENTED BY: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Mason County 2022 and 2023 Preliminary Budget Preparation Guidelines EXECUTIVE SUMMARY: The call for budgets goes out to departments on or before the second Monday in July, per RCW 36.40.010. In the past, the Budget Office has sent the Board's preliminary budget instructions to departments on or around the same day as the Auditor's call for budgets. In a continuous effort to better prepare for the extensive annual budget process, the Budget Office plans to send out the Board's budget guidelines and rates to departments on June 22nd BUDGET IMPACTS: The Preliminary Budget Guidelines will have a direct impact on the Commissioners' 2022 adopted budget decisions and will help to serve as a plan for the 2023 "shadow budget". RECOMMENDED ACTION: Approval of the Mason County Commissioners' 2022 and 2023 Preliminary Budget Preparation Guidelines ATTACHMENTS: Mason County Commissioners' 2022 and 2023 Preliminary Budget Preparation Guidelines J:\Budget Office\Briefing,Agenda,&Public Hearing Items\202 RAction Agenda-Budget Guidelines 6.22.21.doc June 22, 2021 S Co To: Elected Officials& Department Heads Re: Mason County Commissioners' 2022 and 2023 Preliminary Budget — _ Preparation Guidelines 1854 The following are the Board of County Commissioners' guidelines for the Preliminary Budget. Preliminary budgets are due to the Auditor in the Munis Financial System by close of business on Monday,August 9, 2021. MASON COUNTY The economic forecast for 2022 is uncertain due to the on-going implications of BOARD COVID-19. Elected Officials and Department Heads are asked to present a 2022 OF status quo budget at 2021 adopted budget levels, and a 2023 "shadow budget" COMMISSIONERS at 2022 levels.Approved contractual increases are added to the department's bottom line in a status quo budget. Please implement the following guidelines when developing both 2022 and 2023 1sT District RANDY NEATHERLIN Preliminary Budgets: BEGINNING FUND BALANCE (BFB) 2nd District KEWN SHUTTY ■ BFB estimates are attached. Any differences in calculation should be communicated back to the Budget Office. 3rd District SHARON TRASK REVENUE LEVELS ■ Current Expense Property Tax levy will include no increase. Mason County Building 1 ■ Roads Property Tax levy will include no increase. ■ Budget with existing fees and service charge schedules; review for proposed fee 411 North Fifth Street increases if possible. Shelton, WA 98584-3400 ■ Grants should be budgeted conservatively with projected amounts to be (360)427-9670 ext. 419 received within the proper budget year. ■ Interest rates on investments will be .15%. (360)275-4467 ext. 4]9 ■Transfers in—Fill out the attached transfer form and send to the transferring (360)482-5269 ext. 419 department for signature, and return to the budget office.Transfers in without a form or equivalent transfer out offset will not be considered in the budget. Fax(360)427-8437 ■ Reimbursable interdepartmental revenue budgeted in one fund should be .budgeted as an expense in another fund via the attached form. Requests without a form or equivalent offset will not be considered in the budget. This includes departments receiving Mental Health Fund revenue. EXPENDITURE LEVELS ■ Salary& Benefit Projections will be emailed to Departments by the Budget Office. Differences in calculations should be entered into the spreadsheet provided and sent back with an explanation. 1 ■ Wages for union represented employees with signed union contracts should CO reflect general wage, step, and COLA increases as outlined in the contracts. ■ Wages for non-represented employees shall reflect step increases only.The BOCC may increase non-represented wages at a later date. — ■ Wages for Elected Officials shall reflect the increase stated in Resolution No. 39- 1854 19, except for Prosecuting Attorney wages in Resolution No. 22-19, and BOCC wages in Resolution No. 73-12. ■The total dollar amount of salary and benefits for each new position request MASON COUNTY should be entered on a BARS line titled "2022 Unapproved Budget Request". BOARD ■ 2022 Motor Pool rates are attached (use budget expense accounts ending in OF 5xx777 &5xx778) COMMISSIONERS ■ 2022 ER&R vehicle rates are attached (use budget expense accounts ending in 545951). 1ST District RANDY NEAT14ERLIN 'Traffic Policing Diversion at$1,080,000—Funding from Roads Property Tax Levy. The BOCC may change the diversion amount during budget preparation. 2"District KEV1N SHUTTY • Budget any debt service per the attached Treasurer's Debt Service schedule. 3ra District ■Transfers out—The attached transfer form is signed by the transferring from SHARON TRASK department and returned to the budget office for processing during the budget year. ■ Reimbursable interdepartmental expenses budgeted in one fund should be Mason County Building 1 budgeted as revenue in another fund and approved by the other department via the attached form. 411 North Fifth Street ■ Human Resources will supply the Benefit Rate Sheet and Medical Allocation (use Shelton, WA 98584-3400 budget expense accounts ending in 520040 for medical) for 2022 and 2023. Medical budgets should reflect maximum amounts paid by the County times the (360)427-9670 ext. 419 number of FTE's. (360)275-4467 ext. 419 ' 2022 and 2023 Unemployment rates are attached. Rates are $200 per FTE based on 2021's adopted budget FTE counts. Elected Officials do not receive an (360)482-5269 ext. 419 unemployment rate charge. (Use budget expense accounts ending in 546096). Fax(360)427-8437 ■ 2022 internal allocation amounts are attached—see tab A-1 (use budget expense accounts ending in 541019). ■ 2022 Information Technology charges are attached (use budget expense accounts ending in 545952). ■ 2022 State Auditor Charges are attached (use budget expense accounts ending in 541510). ■ Building remodel request forms emailed to departments should be returned to Facilities so that Facilities may budget accordingly. 2 ■ Expenditure authority shall be adopted as two bottom lines for all Elected co Officials and County Department budgets, including Special Funds, in accordance with Resolution No. 26-17: one bottom line for the total salaries and benefits and one bottom line for operational expenses. Ending Fund Balance is not an appropriation. 1854 ■ Overall expenditures will be reviewed in relation to reserve requirements identified in Resolution No. 58-17. ■ Departments are encouraged to seek out new grant awards.Additional MASON COUNTY expenditure requests in order to hire a grant writer will be considered by the BOARD BOCC. OF MUNIS BUDGET COMMISSIONERS Prepare your internal budget analysis via any mechanism you prefer in preparation of Munis entry.The Auditor will send processing instructions to 1ST District submit budgets in Munis. RANDY NEATHERLIN The 2022 Munis budget entry will include the following: 2❑d District ■ Budget 1—Preliminary Budget Request—Budget Level 1 will be populated with KEVIN SHUTTY 2021 adopted budget numbers at 1/1/21. Departments may change the numbers 3rd District to the requested amounts. SHARON TRASK ■ Budget 2—Auditor's Preliminary Budget—The Auditor will make error correction changes to preliminary budget requests. :dopted Budget 3-Maintenance Level Changes(MLC)—This is departments' 2021 Mason County Building 1 budget plus non-discretionary changes, i.e. CBA's in effect, L&I, DRS, and 411 North Fifth Street medical changes. Budget Level 3 will be entered by the Budget Office. ■ Budget 4—Policy Level Requests (PLR)—This is the difference between Budget Shelton, WA 98584-3400 Level 2 and Budget Level 3, and will populate automatically.The Budget Office (360)427-9670 ext.419 will email the budget level spreadsheet to departments after August 9th.An explanation or justification and project number should be entered into the (360)275-4467 ext.419 'Comments' and 'Project No.' columns for any amount in Budget Level 4. In addition,the attached project form may be filled out for EACH new"project" (360)482-5269 ext.419 requested in the 2022 budget.A project request may include multiple BARS lines, and both revenue and expenses to show how the "project" was derived.The Fax(360)427-8437 following are considered projects: 1. New staffing request(s) 2. Capital &Vehicle Purchases 3. Operational requests by project 4. All other items over Maintenance Level Changes The 2023 Munis budget entry will include the following: ■ Budget 1—Enter any changes to the 2022 budget for the 2023 budget. 3 ��goa BUDGET NARRATIVES co��rA A Budget Narrative should include the following information and is due to the Budget Manager via email (no paper copies) by September 141n: -- ■ 2020, 2021, and 2022 FTE count, and Organizational Chart 1854 ■ FTE position allocations and funding sources, if any ■ Proposed Fee Increases MASON COUNTY ■ Workload Indicators—include a 3 year history comparison BOARD ■ Project Level Changes(Budget Level 4 in Munis— Instructions and training to OF follow) COMMISSIONERS Countywide trainings will be provided by the Budget Manager in the Commission Chambers on July 1st at 9:00 am.There will be a Zoom option available for training. 1ST District RANDY NEATHERLIN Departmental budget workshops with the Board will begin in October.The first workshop scheduled will be an overview of the entire budget. 2nd District KEVIN SHUTTY Sincerely, 3,d District BOARD OF MASON COUNTY COMMISSIONERS S1 ARON TRASK Mason County Building 1 Randy Neatherlin Kevin Shutty Sharon Trask Chair Commissioner Commissioner 411 North Fifth Street Shelton, WA 98584-3400 (360)427-9670 ext.419 (360)275-4467 ext. 419 (360)482-5269 ext. 419 Fax(360)427-8437 4 ��soN BUDGET NARRATIVES aor,�rA A Budget Narrative should include the following information and is due to the Budget Manager via email (no paper copies) by September 14tn: ■ 2020, 2021, and 2022 FTE count, and Organizational Chart 1854 ■ FTE position allocations and funding sources, if any ■ Proposed Fee Increases MASON COUNTY ■ Workload Indicators—include a 3 year history comparison BOARD ■ Project Level Changes(Budget Level 4 in Munis—Instructions and training to OF follow) COMMISSIONERS Countywide trainings will be provided by the Budget Manager in the Commission Chambers on July 1st at 9:00 am.There will be a Zoom option available for 1ST District training. RANDY NEATHERLIN Departmental budget workshops with the Board will begin in October.The first workshop scheduled will be an overview of the entire budget. 2°d District KEVIN SHUTTY Sincerely, 3`d District BOARD OF MASON COUNTY COMMISSIONERS SHARON TRASK Mason County Building 1 Randy Neatherlin Kevin Shutty Sharon Trask Chair Commissioner Commissioner 411 North Fifth Street Shelton, WA 98584-3400 (360)427-9670 ext.419 (360)275-4467 ext. 419 (360)482-5269 ext. 419 Fax(360)427-8437 4 Cp� June 22, 2021 To: Elected Officials& Department Heads Re: Mason County Commissioners' 2022 and 2023 Preliminary Budget — _ Preparation Guidelines I854 The following are the Board of County Commissioners' guidelines for the Preliminary Budget. Preliminary budgets are due to the Auditor in the Munis Financial System by close of business on Monday,August 9, 2021. MASON COUNTY The economic forecast for 2022 is uncertain due to the on-going implications of BOARD COVID-19. Elected Officials and Department Heads are asked to present a 2022 OF status quo budget at 2021 adopted budget levels,and a 2023"shadow budget" COMMISSIONERS at 2022 levels.Approved contractual increases are added to the department's bottom line in a status quo budget. Please implement the following guidelines when developing both 2022 and 2023 1ST District RANDY NEATHERLIN Preliminary Budgets: 2"d District BEGINNING FUND BALANCE (BFB) KEVIN SHUTTY ■ BFB estimates are attached.Any differences in calculation should be communicated back to the Budget Office. 3`d District SHARON TRASK REVENUE LEVELS ■ Current Expense Property Tax levy will include no increase. Mason County Building 1 ■ Roads Property Tax levy will include no increase. ■ Budget with existing fees and service charge schedules; review for proposed fee 411 North Fifth Street increases if possible. Shelton, WA 98584-3400 ■ Grants should be budgeted conservatively with projected amounts to be (360)427-9670 ext.419 received within the proper budget year. ■ Interest rates on investments will be .15%. (360)275-4467 ext. 419 ■ Transfers in—Fill out the attached transfer form and send to the transferring (360)482-5269 ext.419 department for signature, and return to the budget office.Transfers in without a form or equivalent transfer out offset will not be considered in the budget. Fax(360)427-8437 ■ Reimbursable interdepartmental revenue budgeted in one fund should be budgeted as an expense in another fund via the attached form. Requests without a form or equivalent offset will not be considered in the budget.This includes departments receiving Mental Health Fund revenue. EXPENDITURE LEVELS ■ Salary& Benefit Projections will be emailed to Departments by the Budget Office. Differences in calculations should be entered into the spreadsheet provided and sent back with an explanation. 1 ■ Wages for union represented employees with signed union contracts should CO��TA reflect general wage, step,and COLA increases as outlined in the contracts. ■ Wages for non-represented employees shall reflect step increases only.The BOCC may increase non-represented wages at a later date. - — ■ Wages for Elected Officials shall reflect the increase stated in Resolution No. 39- 1854 19, except for Prosecuting Attorney wages in Resolution No. 22-19, and BOCC wages in Resolution No. 73-12. ■The total dollar amount of salary and benefits for each new position request MASON COUNTY should be entered on a BARS line titled "2022 Unapproved Budget Request". BOARD ■ 2022 Motor Pool rates are attached (use budget expense accounts ending in OF 5xx777 &5xx778) COMMISSIONERS ■ 2022 ER&R vehicle rates are attached (use budget expense accounts ending in 545951). 1"District RANDY NEATHERLIN •Traffic Policing Diversion at$1,080,000—Funding from Roads Property Tax Levy. The BOCC may change the diversion amount during budget preparation. District 2°d DISt rICt KE S • Budget any debt service per the attached Treasurer's Debt Service schedule. 3`d District ■Transfers out—The attached transfer form is signed by the transferring from SHARON TRASK department and returned to the budget office for processing during the budget year. ■ Reimbursable interdepartmental expenses budgeted in one fund should be Mason County Building 1 budgeted as revenue in another fund and approved by the other department via the attached form. 411 North Fifth Street ■ Human Resources will supply the Benefit Rate Sheet and Medical Allocation (use Shelton, WA 98584-3400 budget expense accounts ending in 520040 for medical) for 2022 and 2023. Medical budgets should reflect maximum amounts paid by the County times the (360)427-9670 ext.419 number of FTE's. (360)275-4467 ext. 419 • 2022 and 2023 Unemployment rates are attached. Rates are$200 per FTE based on 2021's adopted budget FTE counts. Elected Officials do not receive an (360)482-5269 ext. 419 unemployment rate charge. (Use budget expense accounts ending in 546096). Fax(360)427-8437 • 2022 internal allocation amounts are attached—see tab A-1 (use budget expense accounts ending in 541019). ■ 2022 Information Technology charges are attached (use budget expense accounts ending in 545952). ■ 2022 State Auditor Charges are attached (use budget expense accounts ending in 541510). ■ Building remodel request forms emailed to departments should be returned to Facilities so that Facilities may budget accordingly. 2 ■ Expenditure authority shall be adopted as two bottom lines for all Elected �s°N COO�'ap Officials and County Department budgets, including Special Funds, in accordance with Resolution No. 26-17: one bottom line for the total salaries and benefits and one bottom line for operational expenses. Ending Fund Balance is not an appropriation. lesa „,Y ■ Overall expenditures will be reviewed in relation to reserve requirements identified in Resolution No. 58-17. ■ Departments are encouraged to seek out new grant awards. Additional MASON COUNTY expenditure requests in order to hire a grant writer will be considered by the BOARD BOCC. OF MUNIS BUDGET COMMISSIONERS Prepare your internal budget analysis via any mechanism you prefer in preparation of Munis entry.The Auditor will send processing instructions to 1IT District submit budgets in Munis. RANDY NEATHERLIN The 2022 Munis budget entry will include the following: 2"d District ■ Budget 1—Preliminary Budget Request—Budget Level 1 will be populated with KEVIN SHUTTY 2021 adopted budget numbers at 1/1/21. Departments may change the numbers 3`d District to the requested amounts. SHARON TRASK ■ Budget 2—Auditor's Preliminary Budget—The Auditor will make error correction changes to preliminary budget requests. ■ Budget 3- Maintenance Level Changes(MLC)—This is departments' 2021 Mason Count}' Building 1 adopted budget plus non-discretionary changes, i.e. CBA's in effect, L&I, DRS, and 411 North Fifth Street medical changes. Budget Level 3 will be entered by the Budget Office. ■ Budget 4—Policy Level Requests (PLR)—This is the difference between Budget Shelton, WA 98584-3400 Level 2 and Budget Level 3, and will populate automatically.The Budget Office (360)427-9670 ext. 419 will email the budget level spreadsheet to departments after August 9th.An explanation or justification and project number should be entered into the (360)275-4467 ext. 419 'Comments' and 'Project No.' columns for any amount in Budget Level 4. In addition, the attached project form may be filled out for EACH new"project" (360)482-5269 ext. 419 requested in the 2022 budget.A project request may include multiple BARS lines, and both revenue and expenses to show how the "project" was derived.The Fax(360)427-8437 following are considered projects: 1. New staffing request(s) 2. Capital &Vehicle Purchases 3. Operational requests by project 4. All other items over Maintenance Level Changes The 2023 Munis budget entry will include the following: ■ Budget 1—Enter any changes to the 2022 budget for the 2023 budget. 3 MASON COUNTY AGENDA ITEM SUMMARY FORM To: Board of Mason County Commissioners From: Jennifer Beierle Action Agenda _X_ Public Hearing Other Department: Support Services Ext: _532_ Date: June 22, 2021 Agenda Item # S 4 Commissioner staff to complete) Briefing Date: June 14, 2021 Briefing Presented By: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: 2021 Take Home Vehicle assignment approval by Board of County Commissioners for the following individual: Jeremy Seymour Background: Take-Home Vehicles are only to be assigned to those meeting the IRS requirements of qualified non-personal use vehicles as identified in Publication 5137, or meet the Emergency Response, Specialized Equipment, or Economic Benefit as defined by IRS and outlined in the Mason County Personnel Policy, Chapter 13, Vehicle Use Policy. Recommended Action: Request to place on the June 22, 2021 Consent Agenda consideration of one Vehicle Take-Home Assignment Authorization Request Forms for the calendar year 2021 Approval to: Approval for the Chair to sign the Vehicle Take-Home Assignment Authorization Request forms for the following individual: Jeremy Seymour Attachment(s): Vehicle Take-Home Assignment Authorization Request Form J:\Budget Office\Briefing,Agenda, &Public Hearing Items\2021\Action Agenda-6.22.2021 Take Home Vehicles.doc RequestVehicle Take-Honie Assignment Authorization Employee Name Department L106 v Title/Position 'rC, 0_,, ) Division Vehicle No&Type County of Residence , Primary Work Station 1pl •r u.t(ck Current Odometer Reading Daily Commute Miles )Mileage outsite of County(if Daily Business Miles f applicable) Number of emergency call-outs in previous years: April 1-Sept.30: Oct.1-March 31: Per Mason County Personally policy adopted April 2017 resolution..........,requests to authorize Take-Home vehicles must meet at least of of the following criteria. ❑ Emergency Response: The employee has the primary responsibility for responding to emergency situations which require immediate response to protect life or property and the employee is called out at least 12 times per quarter. A"call-out"is defined as a directive to an employee to report to work site during off duty time. Documentation listing the number and nature of call-outs for the six month period from the prior year. In addition,there must be an explanation of why alternate transpiration cannot be used and why a County vehicle cannot be picked up from a designated County parking area. Attach all justification and back-up documentation to this form. ❑ Economic Benefit: There is an economic benefit to the County.This means the cost of travel reimbursement would exceed the costs associated with Take-Home vehicle. A calculation of this benefit must be submitted with the Take-Home Vehicle request. The cost of lost productivity cannot be part of the calculation. Attached all justification and back-up documentation to this form. Special Equipment: The Employee has the primary responsibility for responding to emergency situations which require immediate response to protect life or property and the employee needs a special vehicle and or carries specialized equipment other than communications equipment in order to perform their work outside of normal working hours. A description of this equipment must be submitted with Take-Home Vehicle requests.Attach all justiflcatlons and back-up documentation to this form. ❑ Union Contract: Collective bargaining agreement may provide general language for department directorto approve Take-Home Vehicle assignment. Provide union name,contract number,and attached a copy of relevant contract language. Union Local: i i Note:A County owned Take-Home Vehicle is a fringe benefit that generates a tax liability.if your request for a Take-Home Vehicle assignment is appr ed,you are requited to check with payroll to determine your liability. tR uestor's igna ire Date a, re nd nderstand the County Policy governing Take-Home vehicles and County Vehicle use. I certify that this request meets the requirements. I De rtment Director Date I ce fLth�t this request meets the requirements of the County Policy and recommended the BOCC approve the request. ❑ Approved ❑ Denied Chair of BOCC Date *Please submit this form to the Risk Manager by September 30th of each year. Original to Risk Management Payroll Take-Home L g r I 1 t j Special Equipment Justification Documentation Vehicle#I 180 I a)Searchlight F b) Flood Lights c) Emergency Strobe Lights d)Tool Box with emergency response items such as road flares, chain saw, hand tools, etc. e) CB radio i f)Company 2 way vhf radio g) Permanently mounted bulkfuel tank&dispenser t This vehicle is used for 24 hr callouts. it contains specialized equipment needed to respond to wind, rain, floods,slides, accidents, road hazards, and snow/ice events, natural disasters. i Per agreement with Frank Pinter and the BOCC, record keeping not required s I i i i I 1 t r i 1 Vehicle Take-Home Assignment Authorization Request Employee Name •Qvtv—A Department Title/Position -f V t C - U�Ac, Division -C Vehicle No&Type s County of Residence Primary Work Station ti�lc� ItiO��t t t 1��T ACurrent Odometer Reading Daily Commute Miles Pileage outsite of County(if Daily Business Miles applicable) Number of emergency call-outs in previous years: April 1-Sept.30: Oct.1-March 31: Per Mason County Personally policy adopted April 2017 resolution..........,requests to authorize Take-Home vehicles must meet at least of of the following criteria. ❑ Emergency Response: The employee has the primary responsibility for responding to emergency situations which require immediate response to protect life or property and the employee is called out at least 12 times per quarter. A"call-out"is defined as a directive to an employee to report to work site during off duty time. Documentation listing the number and nature of call-outs for the six month period from the prior year. In addition,there must be an explanation of why alternate transpiration cannot be used and why a County vehicle cannot be picked up from a designated County parking area. Attach all justification and back-up documentation to this form. ❑ Economic Benefit: There is an economic benefit to the County.This means the cost of travel reimbursement would exceed the costs associated with Take-Home vehicle. A calculation of this benefit must be submitted with the Take-Home Vehicle request. The cost of lost productivity cannot be part of the calculation. Attached all justification and back-up documentation to this form. Special Equipment: The Employee has the primary responsibility for responding to emergency situations which require immediate response to protect life or property and the employee needs a special vehicle and or carries specialized equipment other than communications equipment in order to perform their work outside of normal working hours. A description of this equipment must be submitted with Take-Home Vehicle requests. Attach all justifications and back-up documentation to this form. ❑ Union Contract: Collective bargaining agreement may provide general language for department director to approve Take-Home Vehicle assignment. Provide union name,contract number,and attached a copy of relevant contract language. Union Local: Note:A County owned Take-Home Vehicle is a fringe benefit that generates a tax liability.If your request for a Take-Home Vehicle assignment is appr ed,you are requited to check with payroll to determine your liability. F--D R uestor's ignyyo re Date ave re ndrGnderstand the County Policy governing Take-Home vehicles and County Vehicle use. I certify that this request meets the requirements. De4artment Director Date I ce if�that this request meets the requirements of the County Policy and recommended the BOCC approve the request. ❑ Approved ❑ Denied Chair of BOCC Date Please submit this form to the Risk Manager by September 30th of each year. Original to Risk Management Payroll Take-Home Log V Special Equipment Justification Documentation Vehicle#( 180 a)Searchlight b) Flood Lights c) Emergency Strobe Lights d)Tool Box with emergency response items such as road flares, chain saw, hand tools, etc. e) CB radio f) Company 2 way Of radio g) Permanently mounted bulk fuel tank&dispenser This vehicle is used for 24 hr callouts. It contains specialized equipment needed to respond to wind, rain,floods, slides, accidents, road hazards, and snow/ice events, natural disasters. Per agreement with Frank Pinter and the BOCC, record keeping not required MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 532 DATE: June 22, 2021 Agenda Item # 8.k15 Commissioner staff to complete) BRIEFING DATE: June 7, 2021 BRIEFING PRESENTED BY: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: Contract for Poor & Infirm Veterans Services with North Mason Resources Background: During the 2021 budget process, the Board set aside $5,000 in the Current Expense Non-Departmental budget for the purpose of providing essential items to the poor and infirm with a strong preference towards veterans. After going through the Request for Proposals (RFP) process, a draft contract has been established with North Mason Resources providing approximately $2,500 worth of services to the North end of the County and $2,500 to the South end of the County. Recommended Action: Approval for the Board to authorize the Chair to sign and enter the County into a professional services agreement with North Mason Resources, for the period of July 1, 2021 through December 31, 2021, to provide basic essential items to the poor or infirm with a strong preference towards veterans in Mason County. Attachment: Draft Contract J:\Budget Office\Briefmg,Agenda,&Public Hearing Items\2021\Action Agenda 6.22.2021 -Contract w-NMR for Poor-Infirm Vets.doc MASON COUNTY PROFESSIONAL SERVICES CONTRACT 2021 NORTH MASON RESOURCES POOR AND INFIRM WITH STRONG PREFERENCE TOWARDS VETERANS SERVICES THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and North Mason Resources, hereinafter referred to as"CONTRACTOR"for poor and infirm veteran services. RECITALS: WHEREAS, COUNTY desires to retain a person or firm to provide the following serve: Provide basic essential items as identified in "Exhibit A Scope-of-Services," to the poor or infirm with a strong preference towards veterans in Mason County; and WHEREAS, CONTRACTOR warrants that is qualified and competent to render the services. NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be made by COUNTY, the parties agree to the following: Special Conditions Funding Source: General Fund Non-Departmental (Fund 001) Invoices: CONTRACTOR shall receive reimbursement for services as stated in this CONTRACT for services to be provided by North Mason Resources. Treatment of Assets: Ownership of all property/equipment purchased with County funds shall be owned by Mason County. The CONTRACTOR shall surrender to the COUNTY all property of the COUNTY within thirty days after termination or completion of this CONTRACT unless mutually agreed up on by the parties. A detailed inventory shall be maintained by the CONTRACTOR and reported to the County by January 31, 2022. Reporting Requirements: CONTRACTOR shall submit an accounting of reimbursement requests that shall include but not be limited to the information as outlined in "Exhibit B Compensation" to this agreement. Individuals Served: Individuals served under this CONTRACT by CONTRACTOR must meet the definition of poor or infirm as stated in this agreement. Approximately half of the individuals served must live in the North end of Mason County and half of the individuals served must live in the South end of Mason County. Definition of Poor or Infirm: The individual served under this CONTRACT is receiving one of the following types of public assistance: Temporary assistance for needy families, ages, blind, or disabled assistance benefits, pregnant women assistance benefits, poverty-related veterans' benefits, food stamps or food stamp benefits transferred electronically, refugee resettlement benefits, Medicaid, medical care services, or supplemental security income; AND the individual's household receiving services annual income, after taxes, is up to one hundred fifty (150) percent or less of the current federally established poverty level. Each individual served is limited to one transaction per week with a maximum value of fifty dollars in any one transaction under this CONTRACT. General Conditions Scope of Services: The CONTRACTOR agrees to provide to COUNTY the services and any materials as set forth as identified in "Exhibit A Scope-of-Services," during the CONTRACT period. No material, labor or facilities will be furnished by the COUNTY, unless otherwise provided for in the CONTRACT. Term: J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 1 of 17 This is a six-month CONTRACT for the period of July 1, 2021 through December 31, 2021. Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. Compensation: CONTRACT for 2021 is not to exceed $5,000. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be in accordance with Article 8, Section 7 of the Washington State Constitution and set forth in "Exhibit B Compensation". Unless specifically stated in "Exhibit B" or approved in writing in advance by the official executing this CONTRACT for the COUNTY or his designee (hereinafter referred to as the"Administrative Officer") the COUNTY will not disburse funds up front to the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. The COUNTY or his designee Administrative Officer will reimburse funds no more often than quarterly to the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT in accordance with "Exhibit B Compensation". There shall be a ten percent(10%) allowance for administrative costs under this contract. The ten percent administrative costs shall be included as part of the total CONTRACT amount, and not over and above the CONTRACT amount. Taxes: CONTRACTOR understands and acknowledges that the COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes the COUONTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify the COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which the COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 2 of 17 CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Independent Contractor: CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in "Exhibit B Compensation" and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of COUNTY. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY at the present time or in the future. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY's interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 3 of 17 COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Ownership of Items Produces: All writings, programs, data, public records or other materials prepared by CONTRACTOR and/or its consultants or sub-contractors, in connection with performance of this CONTRACT, shall be the sole and absolute property of COUNTY. Work Product: CONTRACTOR will provide COUNTY with all work products and source documents used and/or produced by the CONTRACTOR including plans, data, maps (digital and paper), reports, photos, videos, marketing media, client e-mails, access to analytical accounts, and art work within 30 days after termination or completion of this CONTRACT unless mutually agreed upon by the parties. All work products shall belong to the COUNTY. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY, to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 4 of 17 B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six(6)years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit C Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR's strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Proof of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. CONTRACTOR Commitments,Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 5 of 17 A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting therefrom)which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers, or CONTRACTOR's subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been mutually negotiated by the parties. Provider's initials acknowledging indemnity terms: Participation by County— No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT. Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR's indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY. E-Verify: The E-Verify contractor program for Mason County applies to contracts of$100,000 or more and subcontracts for$25,000 or more if the primary contract is for$100,000 or more. CONTRACTOR represents and warrants that it will, for at least the duration of this CONTRACT, register and participate in the status verification system for all newly hired employees. The term "employee" as used herein means any person that is hired to perform work for Mason County. As used herein, "status verification system" means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program, or any other successor electronic verification system replacing the E-Verify Program. CONTRACTOR agrees to maintain records of such compliance and, upon request of the COUNTY, to provide a copy of each such verification to the COUNTY. CONTRACTOR further represents and warrants that any person assigned to perform services hereunder meets the employment eligibility requirements of all immigration laws of the State of Washington. CONTRACTOR understands and agrees that any breach of these warranties may subject CONTRACTOR to the following: (a) termination of this CONTRACT and ineligibility for any Mason County Contract for up to three (3) years, with notice of such cancellation/termination being made public. In the event of such termination/cancellation, CONTRACTOR would also be liable for any additional costs incurred by the COUNTY due to contract cancellation or loss of license or permit." CONTRACTOR will review and enroll in the E-Verify program through this website: www.uscis.gov J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 6 of 17 Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Budget Manager and his or her designee, as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Jennifer Beierle, Budget Manager 411 North 5th Street Shelton, WA 98584 (360)427-9670, extension 532 jbCa�co.mason.wa.us Contractor Contact Information: North Mason Resources Steve Abels P.O. Box 2052 140 NE State Route 300 Belfair, WA 98528 (360)552-2303 director(a)nmresources.org Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 7 of 17 COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available project funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope- of-Services and Exhibit B Compensation. Disputes: Differences between CONTRACTOR and COUNTY, arising under and by virtue of the CONTRACT Documents, shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. Except for such objections as are made of record in the manner hereinafter specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. Notice of Potential Claims: CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for(1) any act or failure to act by the Administrative Officer or COUNTY, or(2) the happening of any event or occurrence, unless CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. Detailed Claim: CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief(including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 8 of 17 exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, regulations, policies, procedures, federal Office of Management and Budget(OMB) circulars and federal and state executive orders. B. Funding source agreement(s) including attachments C. Exhibit C Insurance Requirements D. Special Conditions E. General Condition F. Exhibits A and B, Scope of Services and Compensation Entire Contract: This written CONTRACT, comprised of the Request for Proposals as published, Proposal as submitted, writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions or understandings between the parties. JABudget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 9 of 17 IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as of the date and year last written below. DATED this 22"d day of June, 2021. NORTH MASON RESOURCES BOARD OF COUNTY COMMISSIONERS SHELTON,WA MASON COUNTY,WASHINGTON Steve Abels, Executive Director Randy Neatherlin, Chair Dated: Dated: APPROVED AS TO FORM: Tim Whitehead, Chief DPA J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 10 of 17 EXHIBIT A SCOPE OF SERVICES North Mason Resources called "CONTRACTOR"will be responsible for providing the following services as well as others as detailed throughout this CONTRACT. CONTRACTOR will provide the following Services: 1. Necessary essential items to the poor and infirm,with a strong preference towards veterans 2. The necessary essential items may include but not be limited to: food, water, shower tokens, bus passes, hygiene kits, towels, propane, fuel, and blankets 3. Provide to the COUNTY proof of payment for the services rendered to include but not be limited to: copies of detailed invoices and copies of detailed receipts J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 11 of 17 EXHIBIT B COMPENSATION The following costs,which are directly related to necessary items for the poor and infirm, are allowed: Food Water Shower Tokens Bus Passes Hygiene Kits Towels Propane Fuel Blankets There shall be no payments made for repairs and maintenance. There shall be a ten percent(10%) allowance for administrative costs under this contract. The 10% administrative costs shall be included as part of the total contract amount, and not over and above the contract amount. COUNTY shall reimburse the CONTRACTOR for costs incurred up to the dollar amount in this CONTRACT. Reimbursement request must include appropriate backup documentation to prove the CONTRACTOR incurred such costs. Appropriate backup documentation includes detailed copies of invoices, detailed copies of receipts, copies of bank statements showing the debit to the CONTRACTOR's account for costs incurred, the form provided in Exhibit E for each distribution, and a detailed spreadsheet itemizing the purchase and distribution of items provided. Reimbursement requests submitted without appropriate backup documentation will not be paid by COUNTY to CONTRACTOR. Reimbursement requests may be submitted to the COUNTY quarterly. Acceptable invoices will be processed within thirty(30) days of receipt. Invoices for the Poor and Infirm Services with a strong preference towards veterans shall not exceed$5,000 including a 10%administrative allowance unless additional awards are made by the COUNTY to CONTRACTOR. JABudget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 12 of 17 EXHIBIT C INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 2. Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits for CONTRACTOR's, with two (2) or more employees and/or volunteers, no less than $1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. 4. Professional liability (errors &omissions) insurance. CONTRACTOR shall maintain professional liability insurance that covers the services to be performed in connection with this CONTRACT, in the minimum amount of$1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this CONTRACT and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this CONTRACT. 5. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be"pay on behalf', with defense costs payable in addition to policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to COUNTY for injury to employees of CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of COUNTY following receipt of proof of insurance as required herein. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties") to comply with these provisions. 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3. All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY, or must specifically allow the named insured to waive subrogation prior to a loss. JABudget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 13 of 17 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY's protection without COUNTY's prior written consent. 5 CONTRACTOR agrees upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self-insured retention, the self- insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self-insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 11. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII. 13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this CONTRACT are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14. CONTRACTOR agrees to provide prompt notice to COUNTY of any notice of cancellation of any required policy or of any material alteration or non-renewal of any such policy, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any of its employees, agents or subcontractors engaged by or on behalf of CONTRACTOR in relation to this CONTRACT. 15. COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 14 of 17 types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR's compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this CONTRACT. COUNTY assumes no obligation or liability by such notice, but has the right(but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. D. Contract Specific Requirements: See WCRP Contracts Manual 2nd Edition for additional coverage per activity/services being provided. JABudget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 15 of 17 EXHIBIT D CERTIFICATE OF INSURANCE (Placeholder) J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 16 of 17 EXHIBIT E MASON COUNTY & NORTH MASON RESOURCES OUTREACH FORM Date: Time: Location: Recipient Address: Name of Recipient: Phone Number: Other Contact Info: Service Provided: attest that I am on one of the following: Temporary assistance for needy families, ages, blind, or diabled assistance benefits, pregnant women assistance benefits, poverty-related veterans' benefits, food stamps or food stamp benefits transferred electronically, refugee resettlement benefits, Medicaid, medical care services, or supplemental security income; AND my household receiving an annual income, after taxes, is up to one hundred fifty (150) percent or less of the current federally established poverty level. Check if Veteran ❑ Signature of Recipient Dollar value of Service Provided: Advocate Name: Signature of Advocate JABudget Office\Contracts\2021 RFP Process for Veterans Services\2021 Contract for services-North Mason Resources.docx Page 17 of 17 2021 Sa lary Table Assessor Job Salary Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Class Range Administrative Data Technician 1093 26 4,249.56 4,464.97 4,690.34 4,931.85 5,178.41 5,306.64 5,442.39 5,578.45 5,717.91 5,860.86 Levy/Personal Property Technician 1705 21 3,753.54 3,946.66 4,145.87 4,356.06 4,575.92 4,688.90 4,811.57 4,931.86 5,055.16 5,181.54 Real Property Technician 1704 20 3,658.84 3,850.78 4,043.83 4,249.17 4,462.96 4,575.92 4,688.90 4,806.12 4,926.27 5,049.43 Senior Appraisal Technician 1703 1 20 1 3,658.841 3,850.781 4,043.831 4,249.17 4,462.961 4,575.921 4,688.901 4,806.121 4,926.271 5,049.43 Appraisal Technician 1702 16 3,317.441 3,485.071 3,658.841 3,850.781 4,043.831 4,145.871 4,249.171 4,355.391 4,464.281 4,575.89 Clerk 1701 14 3,157.111 3,317.441 3,485.071 3,658.841 3,850.781 3,946.661 4,043.831 4,144.921 4,248.551 4,354.76 Auditor Job Salary Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Class Range Senior Financial Analyst TBD 4791.37 5034.23 5288.32 5560.68 5838.65 5983.25 6136.30 6289.70 6446.95 6608.12 Financial Analyst 1016 27 4,355.79 4,576.57 4,807.56 5,055.16 5,307.86 5,439.32 5,578.45 5,717.91 5,860.86 6,007.38 Recording Manager/Archive Specialist 1079 26 4,249.56 4,464.97 4,690.34 4,931.85 5,178.41 5,306.64 5,442.39 5,578.45 5,717.91 5,860.86 Licensing Manager 1085 23 3,946.66 4,145.87 4,356.06 4,575.92 4,811.57 4,925.75 5,052.08 5,178.38 5,307.84 5,440.54 Accounting Technician 1709 18 3,485.07 3,658.84 3,850.78 4,043.83 4,249.17 4,356.06 4,462.96 4,574.53 4,688.90 4,806.12 Sr.Office Technician 1708 18 3,485.07 3,658.84 3,850.78 4,043.83 4,249.17 4,356.06 4,462.96 4,574.53 4,688.90 4,806.12 Assistant Elections Administrator 1081 18 3,485.07 3,658.84 3,850.78 4,043.83 4,249.17 4,356.06 4,462.96 4,574.53 4,688.90 4,806.12 Office Technician 1707 14 3,157.11 3,317.44 3,485.07 3,658.84 3,850.78 3,946.66 4,043.83 4,144.92 4,248.55 4,354.76 Elections Technician 1706 14 3,157.11 3,317.44 3,485.07 3,658.84 3,850.78 3,946.661 4,043.831 4,144.92 4,248.55 4,354.76 County Clerk Job SalaryStep 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 30 Class I Range Jury Manager/Records Manager 1115 18 3,485.07 3,658.84 3,850.78 4,043.83 4,249.17 4,356.06 4,462.96 4,574.53 4,688.90 4,806.12 Deputy Clerk III 1742 18 3,485.07 3,658.84 3,850.78 4,043.83 4,249.17 4,356.06 4,462.96 4,574.53 4,688.90 4,806.12 Deputy Clerk II 1741 16 3,317.44 3,485.07 3,658.84 3,850.78 4,043.83 4,145.87 4,249.17 4,355.39 4,464.28 4,575.89 Deputy Clerk 1 1740 14 3,157.111 3,317.441 3,485.071 3,658.841 3,850.78 3,946.661 4,043.831 4,144.92 4,248.55 4,354.76 District Court Job SalaryStep 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 30 Class I Range District Court Administrative Assistant 1129 25 4,145.87 4,356.06 4,575.92 4,811.57 5,052.08 5,177.22 5,309.63 5,442.37 5,578.43 5,717.89 Judicial Support Specialist III 1712 18 3,485.07 3,658.84 3,850.78 4,043.83 4,249.17 4,356.06 4,462.96 4,574.53 4,688.90 4,806.12 Judicial Support Specialist II 1711 16 3,317.44 3,485.07 3,658.84 3,850.78 4,043.83 4,145.87 4,249.17 4,355.39 4,464.28 4,575.89 Judicial Support Specialist 1 1710 14 3,157.111 3,317.441 3,485.071 3,658.841 3,850.781 3,946.661 4,043.831 4,144.92 4,248.55 4,354.76 Emergency Management Job Salary Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Class Ran e Senior Emergency Management Coordinator 1122 26 4,249.56 4,464.97 4,690.34 4,931.85 5,178.411 5,306.64 5,442.39 5,578.45 5,717.911 5,860.86 Emergency Management Training/Exercise Coordinator 1121 23 3,946.66 4,145.87 4,356.06 4,575.92 4,811.571 4,925.75 5,052.08 5,178.38 5,307.841 5,440.54 Treasurer Job Salary Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Class Range Finance Accounting Deputy-Investments-Banking 1719 22 3,850.78 4,043.83 4,249.17 4,462.96 4,688.90 4,811.57 4,925.75 5,048.90 5,175.12 7304.50 Finance Accounting Deputy-IT-Billing Specialist 1717 22 3,850.78 4,043.83 4,249.17 4,462.96 4,688.90 4,811.57 4,925.75 5,048.90 5,175.12 5,304.50 Cashier Deputy-Foreclosure 1716 22 3,850.78 4,043.83 4,249.17 4,462.96 4,688.90 4,811.57 4,925.75 5,048.90 5,175.12 5,304.50 Finance Accounting Deputy 1718 18 3,485.07 3,658.841 3,850.781 4,043.831 4,249.171 4,356.061 4,462.961 4,574.53 4,688.90 4,806.12 Cashier Deputy-Collections 1715 18 3,485.07 3,658.84 3,850.781 4,043.831 4,249.171 4,356.061 4,462.961 4,574.53 4,688.90 4,806.12 Senior Cashier 1714 16 3,317.44 3,485.07 3,658.84 3,850.781 4,043.831 4,145.871 4,249.171 4,355.39 4,464.28 4,575.89 Cashier 1 113 14 3,157.11 3,317.44 3,485-071 3,658.841 3,850.781 3,946.661 4,043.831 4,144.921 4,248.551 4,354.76 RESOLUTION NO. AMENDING RESOLUTION NO. 2021-018 TO REVISE THE NON-REPRESENTED SALARY SCALE RANGE ALIGNEMENT TO RECLASSIFY THE BUDGET MANAGER FROM SALARY RANGE 32 TO BUDGET& FINANCE MANAGER AT SALARY RANGE 39 AND RECLASSIFY THE ADMINISTRATIVE SERVICES MANAGER FROM SALARY RANGE 29 TO CENTRAL SERVICES MANAGER AT SALARY RANGE 40 AND CREATE, POST AND FILL A COUNTY ADMINSITRATOR POSITION AT SALARY RANGE 47 AND HUMAN RESOURCES ADMINISTRATOR AT SALALRY RANGE 38 ON THE NON REPRESENTED SALARY RANGE SCALE WHEREAS, RCW 36.16.070 states that ... The Board shall fix the compensation of all employees..., WHEREAS, The Board, has approved to reclassify the Budget Manager from Salary Range 32 to a Budget & Finance Manager at Salary Range 39, and place the incumbent at Step 5, effective July 1, 2021, on the Non-Represented Salary Scale; and WHEREAS, The Board, has approved to reclassify the Administrative Services Manager from Salary Range 29 to a Central Services Manager at Salary Range 40, and place the incumbent at Step 5, effective July 1, 2021, on the Non-Represented Salary Scale; and WHEREAS, The Board, has approved to create, post, and fill a County Administrator at Salary Range 47 on the Non-Represented Salary Scale; and WHEREAS, The Board, has approved to create, post, and fill a Human Resources Administrator at Salary Range 38 on the Non-Represented Salary Scale; and NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners does hereby revise the Non-Represented Salary Scale Range Alignment approving a reclassification of the Budget Manager at Salary Range 32 to Budget & Finance Manager at Salary Range 39, and place the incumbent at Step 5, effective July 1, 2021, reclassify the Administrative Services Manager at Salary Range 29 to Central Services Manager at Salary Range 40, and place the incumbent at Step 5, effective July 1, 2021, and create, post, and fill a County Administrator position at Salary Range 47 and a Human Resources Administrator at Salary Range 38. DATED this day of June 2021. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Randy Neatherlin, Chair McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: Kevin Shutty, Commissioner Tim Whitehead, Chief DPA Sharon Trask, Commissioner Attachment A NON-REPRESENTED SALARY RANGE ALIGNMENT SALARY RANGE NUMBER CLASSIFICATION TITLE JOB CLASS 47 County Administrator TBD 46 Community Services Director 1015 Public Works & Utilities Director 4005 Support Services Director 1156 Undersheriff 3000 44 Deputy Director Public Works/Utilities &Waste Mgmt 4010 County Engineer 4008 43 Chief Public Defender 1160 Chief Criminal Deputy 3002 Chief Jail 3003 Chief Superior Court Administrator 4650 41 Jail Lieutenant 3005 40 Engineering and Construction Manager 4030 Central Services Manager TBD Community Development Administrator 39 Chief Finance Officer 2000 Budget & Finance Manager TBD 38 DEM/IT/Parks & Trails Manager 2059 Water&Wastewater Manager 4015 Chief Civil Deputy 3001 County Surveyor 4058 Facilities Manager 2058 Human Resources Administrator TBD 35 District Court Administrator 1180 Juvenile Court Services Deputy Administrator 1052 34 Road Operations & Maintenance Manager 4021 33 Engineer III 4033 Personal Health Manager 2171 Environmental Health Manager 2169 32 Project Support Services Manager 4201 31 Public Works Finance Manager 2011 30 Engineering & Construction Assistant Manager 4029 Page I 1 of 2 Attachment A NON-REPRESENTED SALARY RANGE ALIGNMENT SALARY RANGE NUMBER CLASSIFICATION TITLE JOB CLASS 29 Equipment Maintenance Supervisor 4080 Finance Manager 2010 Road Operations & Maintenance Supervisor 4022 Chief Deputy Treasurer 1139 Human Resources/Risk Manager 1154 Chief Deputy Assessor 1099 Administrative Manager 2149 Chief Deputy Clerk 1108 Juvenile Detention Manager TBD 28 Engineer II 4032 27 Elections Superintendent 1080 26 Engineer 1 4031 25 Program Manager 1 2200 Therapeutic Court Program Manager 2199 23 Public Works Office Administrator 2045 21 Financial Analyst Risk & Safety Compliance Manager 1057 Personnel Analyst 1152 Noxious Weed Coordinator 2226 Personnel & Risk Analyst 20 Office Manager 2040 19 Official Court Recorder/Judicial Assistant 1193 Official Court Recorder/Family Law Facilitator 1192 Clerk of the Board/Records Specialist 1056 Administrative Clerk 1055 17 Administrative Assistant 1040 13 Administrative Secretary 1046 Legal Secretary 2152 Victim/Witness Advocate 2154 11 Senior Deputy Coroner 3071 10 Receptionist/Secretary 2041 Therapeutic Courts Caseworker 1185 1 Central Shop Assistant 4099 Page 12 of 2 ENTRY RANGE ANNUAL ENTRo1;'Step STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 MAX ANNUAL 47 TBD TBD TBD TBD TBD TBD TBD TBD 46 $ 118,229.76 $ 9,852.48 $ 10,105.16 $ 10,364.26 $ 10,629.96 $ 10,902.56 $ 11,182.06 $ 134,184.72 45 $ 96,295.92 $ 8,024.66 $ 8,424.62 $ 8,847.04 $ 9,068.26 $ 9,295.44 $ 9,526.14 $ 114,313.68 44 $ 93,981.36 $ 7,831.78 $ 8,224.60 $ 8,636.38 $ 8,851.72 $ 9,072.98 $ 9,300.16 $ 111,601.92 43 $ 91,681.20 $ 7,640.10 $ 8,022.32 $ 8,423.40 $ 8,635.22 $ 8,849.36 $ 9,071.80 $ 108,861.60 42 $ 89,536.80 $ 7,461.40 $ 7,834.18 $ 8,224.60 $ 8,431.68 $ 8,642.30 $ 8,857.64 $ 106,291.68 41 $ 87,322.08 $ 7,276.84 $ 7,640.10 $ 8,023.44 $ 8,223.44 $ 8,429.32 $ 8,639.94 $ 103,679.28 40 $ 85,263.36 $ 7,105.28 $ 7,461.40 $ 7,832.96 $ 8,029.42 $ 8,230.56 $ 8,436.42 $ 101,237.04 39 $ 83,176.32 $ 6,931.36 $ 7,279.26 $ 7,642.50 $ 7,832.96 $ 8,029.42 $ 8,230.56 $ 98,766.72 38 $ 81,188.64 $ 6,765.72 $ 7,104.10 $ 7,459.06 $ 7,647.22 $ 7,835.30 $ 8,032.92 $ 96,395.04 37 $ 79,200.72 $ 6,600.06 $ 6,930.16 $ 7,278.04 $ 7,459.06 $ 7,646.04 $ 7,836.50 $ 94,038.00 36 $ 77,312.16 $ 6,442.68 $ 6,765.72 $ 7,104.10 $ 7,282.76 $ 7,465.04 $ 7,651.92 $ 91,823.04 35 $ 75,452.16 $ 6,287.68 $ 6,602.40 $ 6,932.54 $ 7,105.28 $ 7,283.92 $ 7,466.20 $ 89,594.40 34 $ 73,662.96 $ 6,138.58 $ 6,443.90 $ 6,766.90 $ 6,936.08 $ 7,110.00 $ 7,287.52 $ 87,450.24 33 $ 71,859.60 $ 5,988.30 $ 6,287.68 $ 6,602.40 $ 6,766.90 $ 6,936.08 $ 7,110.00 $ 85,320.00 32 $ 70,170.24 $ 5,847.52 $ 6,139.76 $ 6,445.06 $ 6,605.94 $ 6,771.60 $ 6,940.84 $ 83,290.08 31 $ 68,409.84 $ 5,700.82 $ 5,987.14 $ 6,286.50 $ 6,442.68 $ 6,604.74 $ 6,770.42 $ 81,245.04 30 $ 66,818.88 $ 5,568.24 $ 5,846.32 $ 6,138.58 $ 6,292.38 $ 6,447.40 $ 6,609.48 $ 79,313.76 29 $ 65,200.80 $ 5,433.40 $ 5,703.16 $ 5,988.30 $ 6,139.76 $ 6,292.38 $ 6,449.78 $ 77,397.36 28 $ 63,638.40 $ 5,303.20 $ 5,568.24 $ 5,846.32 $ 5,991.84 $ 6,143.32 $ 6,297.14 $ 75,565.68 27 $ 62,091.12 $ 5,174.26 $ 5,432.22 $ 5,701.98 $ 5,846.32 $ 5,991.84 $ 6,140.98 $ 73,691.76 26 $ 60,614.40 $ 5,051.20 $ 5,303.20 $ 5,568.24 $ 5,705.52 $ 5,849.86 $ 5,996.60 $ 71,959.20 25 $ 59,123.52 $ 4,926.96 $ 5,173.04 $ 5,431.08 $ 5,567.08 $ 5,704.36 $ 5,848.68 $ 70,184.16 24 $ 57,732.24 $ 4,811.02 $ 5,051.20 $ 5,303.20 $ 5,435.76 $ 5,570.64 $ 5,711.46 $ 68,537.52 23 $ 56,311.68 $ 4,692.64 $ 4,926.96 $ 5,173.04 $ 5,303.20 $ 5,435.76 $ 5,570.64 $ 66,847.68 22 $ 54,977.76 $ 4,581.48 $ 4,811.02 $ 5,052.40 $ 5,177.78 $ 5,306.76 $ 5,439.30 $ 65,271.60 21 $ 53,628.48 $ 4,469.04 $ 4,692.64 $ 4,928.16 $ 5,051.20 $ 5,176.62 $ 5,305.60 $ 63,667.20 20 $ 52,336.56 $ 4,361.38 $ 4,580.28 $ 4,809.82 $ 4,929.32 $ 5,053.56 $ 5,178.98 $ 62,147.76 19 $ 51,072.48 $ 4,256.04 $ 4,469.04 $ 4,692.64 $ 4,811.02 $ 4,930.50 $ 5,054.76 $ 60,657.12 18 $ 49,866.00 $ 4,155.50 $ 4,362.56 $ 4,581.48 $ 4,695.04 $ 4,813.38 $ 4,932.90 $ 59,194.80 17 $ 48,644.88 $ 4,053.74 $ 4,257.22 $ 4,470.26 $ 4,582.68 $ 4,696.22 $ 4,814.56 $ 57,774.72 16 $ 47,480.40 $ 3,956.70 $ 4,155.50 $ 4,362.56 $ 4,472.62 $ 4,583.86 $ 4,697.38 $ 56,368.56 15 $ 46,330.32 $ 3,860.86 $ 4,054.92 $ 4,256.04 $ 4,361.38 $ 4,469.04 $ 4,581.48 $ 54,977.76 14 $ 45,209.28 $ 3,767.44 $ 3,955.54 $ 4,153.14 $ 4,257.22 $ 4,363.74 $ 4,473.80 $ 53,685.60 13 $ 44,115.36 $ 3,676.28 $ 3,859.70 $ 4,053.74 $ 4,154.32 $ 4,258.42 $ 4,364.94 $ 52,379.28 12 $ 43,050.72 $ 3,587.56 $ 3,767.44 $ 3,955.54 $ 4,054.92 $ 4,156.70 $ 4,259.60 $ 51,115.20 11 $ 42,014.40 $ 3,501.20 $ 3,676.28 $ 3,859.70 $ 3,956.70 $ 4,056.12 $ 4,156.70 $ 49,880.40 10 $ 41,020.08 $ 3,418.34 $ 3,587.56 $ 3,767.44 $ 3,860.86 $ 3,957.90 $ 4,057.30 $ 48,687.60 9 $ 40,012.08 $ 3,334.34 $ 3,501.20 $ 3,676.28 $ 3,767.44 $ 3,862.06 $ 3,957.90 $ 47,494.80 8 $ 39,060.72 $ 3,255.06 $ 3,415.96 $ 3,587.56 $ 3,677.46 $ 3,768.58 $ 3,863.26 $ 46,359.12 7 $ 38,094.96 $ 3,174.58 $ 3,334.34 $ 3,501.20 $ 3,587.56 $ 3,677.46 $ 3,770.98 $ 45,251.76 6 $ 37,200.96 $ 3,100.08 $ 3,256.26 $ 3,418.34 $ 3,503.54 $ 3,591.10 $ 3,681.04 $ 44,172.48 5 $ 36,292.08 $ 3,024.34 $ 3,174.58 $ 3,334.34 $ 3,418.34 $ 3,503.54 $ 3,591.10 $ 43,093.20 4 $ 35,440.32 $ 2,953.36 $ 3,100.08 $ 3,256.26 $ 3,337.96 $ 3,421.90 $ 3,505.94 $ 42,071.28 3 $ 34,573.92 $ 2,881.16 $ 3,025.52 $ 3,175.78 $ 3,256.26 $ 3,337.96 $ 3,421.90 $ 41,062.80 2 $ 33,736.32 $ 2,811.36 $ 2,952.16 $ 3,100.08 $ 3,176.94 $ 3,257.44 $ 3,337.96 $ 40,055.52 1 $ 32,940.96 $ 2,745.08 $ 2,881.16 $ 3,024.34 $ 3,100.08 $ 3,176.94 $ 3,257.44 $ 39,089.28 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Richard Dickinson, Deputy Director/U&W Action DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: June 22, 2021 Agenda Item # .is BRIEFING DATE: June 14, 2021 BRIEFING PRESENTED BY: Richard Dickinson [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Ecology Local Solid Waste Funding Assistance (LSWFA) Grant Application BACKGROUND: The 2021-2023 state capital budget included funding for Local Solid Waste Funding Assistance (LSWFA) grants through the Department of Ecology. Mason County was allocated $390,657 over the 7/1/21— 6/30/23 biennium which includes $119,528 for solid waste enforcement and $271,129 for planning and implementation. Application for funds must be made by June 8, 2021. The purpose of Local Solid Waste Financial Assistance (LSWFA) is to: • Provide financial assistance for local solid and hazardous waste planning. • Promote regional solutions and intergovernmental cooperation for eligible projects. ■ Promote efficient implementation of programs contained in local solid and hazardous waste management plans. • Help local governments prevent or minimize environmental contamination through compliance with state and local solid and hazardous waste laws and rules. Mason County Solid Waste uses this grant to offset costs associated with the recycling and household hazardous waste programs. These programs are free of charge to residents. Fund #402 budget pays vendors to dispose of HHW and recycling materials and then the county is reimbursed by Ecology. The $271,129 grant represents a reimbursement of about 30% of the expenses Mason County will incur during the two-year period. The remaining costs are covered by solid waste tipping fees. This grant reduces the ratepayer cost to carry out the County's current household hazardous waste disposal and recycling operations. It does not encumber the County to participate in any programs that are not already budgeted and in operation. RECOMMENDED ACTION: Approve submittal of the 2021 — 2023 LSWFA grant application to the Department of Ecology and authorize the Public Works Director and/or Deputy Director/Utilities and Waste Management to sign the necessary agreements. Attachment: 1. Grant Questionnaire Mason County GRANT QUESTIONNAIRE Date: Office/Department: Public Works Contact Person: Richard Dickinson 1) Name of Grant/Program 2021 -2023 Ecology Local Solid Waste Funding Application 2) New Grant ® Renewing Grant ❑ Term (# of years) 2 3) Is the grant unchanged, and does not require Current Expense funding? Y X N 4) How will this grant benefit the County's citizens? Grant funds will be used to support the Household Hazardous Waste (HHW)and recycling programs. at Mason County solid waste facilities in Shelton, Union, Hoodsport, and Belfair. Funds will go toward paying vendors that the County uses to dispose of HHW and recycling materials. 5) Is this a program grant or an equipment grant? This is a solid waste program implementation grant. 6) Is this a "one-time only grant" or is it renewable? If renewable, how long is grant anticipated to last? It is not renewable but Mason County has regularly received funding in previous state budgets. 7) If this is a new grant how will the grant support a current program OR how will the program change? This grant will support the HHW and recycling portions of the County Solid Waste Program It will funding not change current operations. only provide support for existing operations. 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? HHW and recycling expenses are paid for out of Fund #402 budget and then reimbursed by Ecology. The Ecology grant has traditionally covered -- 30% of the County's HHW and recycling costs over the 2 year period. The remaining expenses are paid for by solid waste tipping fees. 9) How many employees (new or current) will be paid by the grant? N 0 C 0 a. If this grant requires new hire(s) and grant ends, how will unemployment costs be funded? Page 1 rev. 3-11 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? The grant requires a 25% match from the County_ Since the grant only covers 30% of nur actual costs for operations, our match will be much larger than the required minimum. 11) Would the grant allow for an annual COLA in salary, increase in medical insurance premiums or increases in any personnel benefits? Y N/A 12) What fund would support a cash match (if required)? Solid Waste Fund#402 13) If required what is the TOTAL cost of the match over the life of the grant? $97,664.25'b 14) What fund would support the administration of the grant?Solid Waste Fund#402 15) Will the grant allow for the County cost allocation plan to be funded? Y X 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 N X 18) If so, would the grant provide for the cost of the automobile and/or liability insurance? Y N 19) Would the grant require activities by other county offices/departments? (i.e. legal review, technology services assistance, new BARS numbers.) Y X N If so, what activities? The final agreement will need to be reviewed and approved by the Deputy Prosecuting Attorney, 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 rev. 3-11 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. Most of the gram is suonorted by tipping fens nnw If states funding raasPs in thQ fhtlLP topping fees may need to be increased to cover the costs that are now reimbursed by Ecoloay. 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: _ lt �'ii�lrj Elected Official/Department Head Date Approved by: Chair, Board of County Commissioners Date Page 3 Local Solid Waste Financial Assistance The Local Solid Waste Financial Assistance program provides funding to local governments for solid and hazardous waste planning and implementation, as well as enforcement of solid waste rules and regulations. want to... > Apply for or manage a grantor loan 11 Get guidance for managing a grantor loan Funding cycle Amount of funding available:$24 million Funding allocated: Grant award limit:Formula based allocation Amount of matching funds required:25 percent Application information Who's eligible Eligible project types Enforce solid waste rules and regulations. Develop and maintain local solid and hazardous waste plans. Implement eligible programs in local solid and hazard waste plans,including: Moderate risk waste Waste reduction and recycling Organics Eligible project types Applications are currently being accepted, Start date:May 25,2021 End date:Jun 22,2021 e will accept 2021 applications from 8 a.m.May 25,until 5 p.m.June 22. o stay informed about other LSWFA information,please join our email list C. Eligible project types Funding is available for the following entities: Eligible local governments—typically counties,cities,orjurisdictional health departments. More information about this funding program Fundi o.aEQgcan-guidelines See funding history on th ology GranfS and Loans(EAGL)map- Read additional information about this funding oo rtuniV. 2021-2023 ffunding,pLgram auidellines G 2021-2023"lication instructions c; 2019-2021 funding gram guidelines e General measf irement standards and r pord gguidelines e Frame uently asked questions-Product stewardship and LSWFA a Related links Local Solid Waste Financial Assistance email list j Public Participation Grants i Waste Reduction and Recycling Education Grans f IIIt i MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director Action DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: June 22, 2021 Agenda Item # G1 BRIEFING DATE: June 14, 2021 BRIEFING PRESENTED BY: Loretta Swanson [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Resolution Update for the Small Works, Consultant and Vendor Rosters BACKGROUND: Mason County Board of Commissioners adopted Resolution 56-17 on October 3, 2017, allowing the county to use a Small Works, Consultant and Vendor Rosters as an alternative contracting process to fulfill small to medium sized contracting needs more efficiently. In July of 2019, Legislation passed ESSB 5418 that made a number of changes to the procurement laws impacting counties, including two that require updating the County Small Work, Consultant and Vendor Rosters resolution to reflect and utilize these changes: • increasing small works roster limits from $300,000 to $350,000 • increasing the limited public work process from $35,000 to $50,000 RECOMMENDED ACTION: Recommend the Board approve the revised Small Works, Consulting and Vendor Roster Resolution that replaces Resolution No. 56-17 and amends Ch. 3.48 of the Mason County Code. ATTACHMENT: 1. Resolution RESOLUTION NO. REPLACING RESOLUTION NO. 56-17 FOR MASON COUNTY SMALL PUBLIC WORKS, CONSULTANT AND VENDOR ROSTERS A RESOLUTION OF THE COMMISSIONERS OF MASON COUNTY WASHINGTON,ON THE SUBJECTS OF ESTABLISHING A SMALL PUBLIC WORKS ROSTER PROCESS TO AWARD PUBLIC WORKS CONTRACTS,A CONSULTING SERVICES ROSTER FOR ARCHITECTIURAL, ENGINEERING,AND OTHER PROFESSIONAL SERVICES AND A VENDOR ROSTER FOR GOODS AND SERVICES NOT RELATED TO PUBLIC WORKS CONTRACTS. WHEREAS,RCW 39.04.155,was recently amended and other laws regarding contracting for public works by municipalities,allow certain contracts to be awarded by a small work and other laws regarding contracting for public works by municipalities,allow certain contracts to be awarded by a small works roster process;and WHEREAS,Ch.39.80 RCW and other laws regarding contracting for consulting services by municipalities allow certain contracts to be awarded by a consultant roster process;and WHEREAS,RCW 39.04.190,regarding purchase of materials, supplies,or equipment not connected to a public works project,allows certain purchasing contracts to be awarded by a vendor roster process; NOW,THEREFORE,THE BOARD OF COMMISSIONERS OF MASON COUNTY,WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Resolution No. 56-17 hereby replaced,amending Chapter 3.48 of the Mason County Code. Section 2. MRSC Rosters. The County has contracted with the Municipal Research and Services Center of Washington(MRSC)to have their official rosters hosted in the online database for County use for small public works contracts,consulting services,and vendor services developed and maintained by MRSC through MRSC Rosters and the Public Works Director is authorized to sign the contract. Section 3. Small Public Works Roster.The following small works roster procedures are established for use by the County pursuant to RCW 39.04.155: 1. Cost.The County need not comply with formal sealed bidding procedures for the construction, building,renovation,remodeling,alteration,repair,or improvement of real property where the estimated cost does not exceed Three Hundred and Fifty Thousand Dollars($350,000),which includes the costs of labor,material, equipment, sales,or use taxes as applicable.Instead,the County may use the Small Public Works Roster procedures for public works projects as set forth in this resolution.The breaking of any project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. Page 1 of 6 Small Works,Consultant and Vendor Roster Resolution 2. Publication. At least once a year,MRSC shall,on behalf of the County publish in a newspaper of general circulation within the municipality's jurisdiction a notice of the existence of the small works roster and solicit the names of contractors for the small works roster.MRSC shall add responsible contractors to the small works roster at any time that a contractor completes the online application provided by MRSC,and meets minimum State requirements for roster listing. 3. Telephone,Written,or Electronic Quotations.The County shall obtain telephone,written,or electronic quotations for public works contracts from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1).The County may establish supplementary bidder criteria under RCW 39.04.350(2)to be considered in the process of awarding a contract. a) A contract awarded from a small works roster will not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. b) Quotations may be invited from all appropriate contractors on the appropriate small works roster.As an alternative,quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. "Equitably distribute"means that the County may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. If the estimated cost of the work is from one hundred and fifty thousand dollars ($150,000)to three hundred fifty thousand dollars($350,000),the County may choose to solicit bids from less than all the appropriate contractors on the appropriate small works roster but must notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The County has the sole option of determining whether this notice to the remaining contractors is made by: (i) .publishing notice in a legal newspaper in general circulation in the area where the work is to be done; (ii) mailing a notice to these contractors;or (iii) sending a notice to these contractors by facsimile or email. c) At the time bids are solicited,County staff shall not inform a contractor of the terms or amount of any other contractor's bid for the same project; d) A written record shall be made by County staff of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made,the bid quotations obtained shall be recorded,open to public inspection and available by telephone and/or electronic request. Page 2 of 6 Small Works,Consultant and Vendor Roster Resolution 4. Limited Public Works Process. The County may award a contract for work,construction, alteration,repair,or improvement project is estimated to cost less than fifty thousand dollars ($50,000),the County may award such a contract using the limited public works process provided under RCW 39.04.155 (3).For a limited public works project,the County will solicit electronic or written quotations from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010.After an award is made,the quotations shall be open to public inspection and available by electronic request. For limited public works projects,the County may waive the payment and performance bond requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers,mechanics, subcontractors,material men,suppliers,and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However,the County shall have the right of recovery against the contractor for any payments made on the contractor's behalf. The County shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process,including the name of the contractor, the contractor's registration number,the amount of the contract,a brief description of the type of work performed,and the date the contract was awarded. County staff using this process shall submit the required information to the IS Department to add to the award list that is kept on the Mason County webpage. 5. Determining Lowest Responsible Bidder.The Board or authorized designee shall award the contract for the public works project to the lowest responsible bidder provided that,whenever there is a reason to believe that the lowest acceptable bid is not the best price obtainable,all bids may be rejected and the Board may call for new bids.A responsible bidder shall be a registered or licensed contractor who meets the mandatory bidder responsibility criteria established by RCW 39.04.350 and who meets any supplementary bidder responsibility criteria established by the County. The mandatory bidder responsibility criteria of RCW 39.04.350 now includes a requirement for the County to verify a bidder has received training on prevailing wage and public works requirements or that the bidder is exempt from this training because they have completed three or more public works projects and have had a valid Washington business license for three or more years. This verification is required prior to awarding a contract for prevailing wage public works projects. In addition,as required by RCW 39.06.020,a public works contractor must verify responsibility criteria for each first-tier subcontractor and a subcontractor of any tier that hires other subcontractors must verify responsibility for each of its subcontractors.Verification shall include that each subcontractor,at the time of subcontract executions,meets the responsibility criteria listed in RCW 39.04.350 and, if appropriate,possesses licenses required by Chapter 19.28 RCW or 70.87 RCW. This verification requirement,as well as the responsibility requirement,must be included in every public works contract and subcontract of every tier. 6. Award. All of the bids or quotations shall be collected by County staff. Page 3 of 6 Small Works,Consultant and Vendor Roster Resolution a) County staff shall then present all bids or quotations and their recommendation for award of the contract to the Board. The Board shall consider all bids or quotations received, determine the lowest responsible bidder,and award the contract;or b) The Board may delegate authority to a County department to request informal or formal bids and to award public works contracts to the lowest bidder for projects costing more than the authorized County department purchasing thresholds. Section 4. Consulting Services Roster.The following consulting services roster procedures are established for use by the County pursuant to RCW 39.80.030: 1. Consulting Services.Consulting services are professional services that have a primarily intellectual output or product and include architectural and engineering services as defined in RCW 39.80.020. 2. Publication. At least once a year,MRSC shall,on behalf of the County publish in a newspaper of general circulation within the municipality's jurisdiction a notice of the existence of the consulting services roster and solicit the names of consultants for the consulting services roster. MRSC shall add responsible consultants to the consulting services roster at any time that a consultant completes the online application provided by MRSC,upload a Statement of Qualifications,and meets minimum State requirements for roster listing. 3. Review and Selection of the Statement of Qualifications Proposals.The County shall use the following process to select the most highly qualified Architectural or Engineering firm off of the Consulting Services Roster to provide the required services: a) County staff shall have an established criterion that must be consider in evaluating Architectural or Engineering firms for a given project. Such criteria shall include a plan to ensure that minority and women-owned firms and veteran-owned firms are afforded the maximum practicable opportunity to compete for and obtain public contracts for architectural or engineering services.The level of participation by minority and women- owned firms and veteran-owned firms shall be consistent with their general availability within the jurisdiction of the county. b) County staff shall evaluate the written statements of qualifications and performance data on file with the county at the time that architectural or engineering services are required; c) Such evaluations shall be based on the criteria established by County staff. d) County staff shall conduct discussions with one or more firms regarding anticipated concepts and the relative utility of alternative methods of approach for furnishing the required services. e) The firm deemed most highly qualified by the agency to do the project will be selected. Page 4 of 6 Small Works,Consultant and Vendor Roster Resolution 4. Award. a) The Board considers the proposal received and awards the contract;or b) The Board may delegate authority to a County department to award projects for consulting services for projects costing more than the authorized County department purchasing thresholds. Section 5. Vendor List Roster.The following vendor list roster procedures are established for use by the county pursuant to RCW 39.04.190: 1. Purchase of materials,supplies or equipment not connected to a public works project in an amount of$10,000 or less. The County is not required to use formal sealed bidding procedures to purchase materials,supplies or equipment,not connected to a public works project where the cost will not exceed$10,000.The County will attempt to obtain the lowest practical price for such goods and services. 2. Purchase of materials,supplies or equipment not connected to a public works project in an amount between$10,000 and$50,000.The County may use the following vendor list procedure.Purchases more than$50,000 require Formal Competitive Bidding. a)Publication.At least twice per year,MRSC shall,on behalf of the County publish in a newspaper of general circulation within the municipality's jurisdiction a notice of the existence of the vendor list roster and solicit the names of vendors for the vendor list roster. MRSC shall add responsible vendors to the vendor list roster at any time when a vendor completes the online application provided by MRSC,and meets minimum State requirements for roster listing. b)Telephone,Written,or Electronic Quotations. The County shall use the following process to obtain telephone,written or electronic quotations from vendors for the purchase of materials, supplies,or equipment not connected to a public works project: (i) A written description shall be drafted of the specific materials, supplies,or equipment to be purchased,including the number,quantity,quality,and type desired,the proposed delivery date,and any other significant terms of purchase; (ii) County staff,shall make a good faith effort to contact at least three(3)of the vendors on the roster to obtain telephone or written quotations from the vendors for the required materials,supplies,or equipment; (iii) County staff, shall not share telephone,written or electronic quotations received from one vendor with other vendors soliciting for the bid to provide the materials, supplies,or equipment; (iv) A written record shall be made by County of each vendor's bid on the material, supplies,or equipment,and of any conditions imposed on the bid by such vendor, Page 5 of 6 Small Works,Consultant and Vendor Roster Resolution 3. Determining the Lowest Responsible Bidder. The County shall purchase the materials, supplies,or equipment from the lowest responsible bidder,provided that whenever there is reason to believe that the lowest acceptable bid is not the best price obtainable,all bids may be rejected and the County may call for new bids. 4. Award. All of the bids or quotations shall be collected by the County. County shall create a written record of all bids or quotations received,which shall be made open to public inspection or telephone inquiry after the award of the contract.Any contract awarded under this subsection need not be advertised. a) County staff shall then present all bids or quotations and their recommendation for award of the contract to the Board.The Board shall consider all bids or quotations received, determine the lowest responsible bidder, and award the contract; or b) The Board may delegate authority to a County department to award bids for materials, supplies or equipment costing more than the authorized County department purchasing thresholds. 5. Posting.A list of all contracts awarded under this procedure shall be posted on the County webpage.The list shall contain the department/location of bid documents,name of the vendor awarded the contract,the amount of the contract,a brief description of the items purchased,and the date it was awarded. County staff using the vendor roster,shall submit the required information to the IS Department to add to the award list that is kept on the Mason County webpage. EFFECTIVE this_day of June,2021 BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: McKenzie Smith, RANDY NEATHERLIN, Chair Clerk of the Board APPROVED AS TO FORM: KEVIN SHUTTY,Vice Chair TIM WHITEHEAD,Ch. DPA SHARON TRASK,Commissioner Page 6 of 6 Small Works,Consultant and Vendor Roster Resolution MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Richard Dickinson, Deputy Director/U&W Action DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: June 22, 2021 Agenda Item # .1W BRIEFING DATE: June 7 2021 BRIEFING PRESENTED BY: Richard Dickinson [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: CONTRACT AMENDMENT 4 — KENNEDY-JENKS BACKGROUND: Commissioners approved a contract with Kennedy-Jenks on April 23, 2019 to complete two projects for extending sewer service to the Puget Sound Industrial Center (PSIC): Project 1 - Sewer system pre-design report and General Sewer Plan Amendment Project 2 - Sewer system design The contract has had three previous amendments: Amendment No. 1, amended the Belfair General Sewer Plan and added 6 months to the contract term, adding an additional $87,759 and increased the total compensation under the agreement to $527,576. Amendment No. 2, amended scope of work for Project 2, adding an additional $842,916 and increased the total compensation under the agreement to $1,370,492. Amendment No. 3, added an additional 6 months to the contract term. The contract will be expiring June 30, 2021 and to complete Project 2, Public Works is requesting the Board authorize a time extension to the contract. RECOMMENDED ACTION: Recommend the Board approve Contract Amendment 4 for a time extension with Kennedy/Jenks Consultants, Inc. to wrap up the project and submit the general sewer plan to Ecology for the Belfair sewer extension phase 2 project. ATTACHMENT: 1. Contract Amendment 4 MC#19-034 MASON COUNTY BELFAIR SEWER EXTENSION CONTRACT AMENDMENT NO. 4 WITH KENNEDY/JENKS CONSULTANT, INC. The CONTRACT between MASON COUNTY PUBLIC WORKS and CONTRACTOR is amended as follows: 1. 6-month time extension changing the contract expiration date to December 30, 2021 2. All other language of the original contract is not altered by this amendment and remains in effect. Amendment dated this day of June, 2021 . KENNEY /JENKS CONSULTANTS, BOARD OF COUNTY COMMISSIONERS INC. MASON COUNTY, WASHINGTON Travis Tormanen, Vice-President Randy Neatherlin, Chair APPROVED AS TO FORM: Tim Whitehead, Ch. D.P.A. MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: David Windom Action Agenda x Public Hearing Other DEPARTMENT: MCCS EXT: DATE: 6/22/21 Agenda Item # Commissioner staff to complete) BRIEFING DATE: 6/7/21 BRIEFING PRESENTED BY: David Windom [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Unmasking procedure EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): DOSH has updated its Directive to be consistent with current CDC, Washington State DOH, and Washington State Governor's guidance for persons fully vaccinated for COVID-19. Local Health Jurisdictions may have additional requirements related to COVID-19. This updated Directive addresses vaccination status verification in Section IV.E, and supersedes DID 1.70, dated December 22, 2020. Mason County adopts the following procedure to be consistent with the Mason County Pandemic Policy. This guidance allows employees to unmask in work environments when fully vaccinated. BUDGET IMPACT: NA PUBLIC OUTREACH:(include any legal requirements, direct notice, website, community meetings, etc.) Briefing and action agenda RECOMMENDED OR REQUESTED ACTION: Approve proposed procedure. ATTACHMENTS: Procedure Background The Governor has announced that even though he intends to open the state up once vaccination levels reach 70% or by June 301h, masking policies through the Secretary of Health will remain in place indefinitely. The following procedure allows Mason County to adopt an unmasking procedure in compliance with DOSH 1.70. Masking/Unmasking Procedure DOSH has updated its Directive to be consistent with current CDC, Washington State DOH, and Washington State Governor's guidance for persons fully vaccinated for COVID-19. Local Health Jurisdictions may have additional requirements related to COVID-19.This updated Directive addresses vaccination status verification in Section IV.E, and supersedes DD 1.70, dated December 22, 2020. Mason County adopts the following procedure to be consistent with the Mason County Pandemic Policy. This guidance allows employees to unmask in work environments when fully vaccinated. Vaccination Status Verification. Workers who are vaccinated against COVID-19 by a two-dose mRNA vaccine (such as Moderna and Pfizer), or a single dose vaccine (such as Johnson &Johnson), are considered "fully vaccinated"two weeks after the final dose of vaccine (the second dose for a two-dose regimen, or the single dose for a single-dose regimen). An employee is eligible to unmask when the following criteria are met: • The employee has completed the full vaccination series. • The appropriate amount of time has passed according to the manufacturer's guidance for the employee to be fully protected. Workers who have not received an FDA-authorized or WHO- listed COVID-19 vaccine must not be considered fully vaccinated. • The employer is not required to verify vaccination status if masking and physical distancing are to be maintained; employers have the choice to maintain masking and physical distancing in their workplaces. • If a worker declines to provide verification of their vaccination status,they are not considered fully vaccinated. • Mason County must have a demonstrable process to verify vaccination status but will not keep a copy of employee vaccination records which may require secure and confidential handling as a medical record.The following procedure applies: 1. The employee presents proof of vaccination to that employee's manager.Acceptable verification of vaccination status is: a. A CDC vaccination card (which includes name of person vaccinated,type of vaccine provided, and date last dose administered), OR b. A photo of a CDC vaccination card as a separate document or a photo of the attendee's vaccine card stored on a phone or electronic device, OR c. Documentation of vaccination from a health care provider or state immunization information system record, OR d. A hard copy or electronically signed self-attestation from the employee. Mason County will provide an electronic or hard copy attestation form. 2.The employee's director, manager, or elected will document the verification and log that information on a form provided by HR and return the documentation to the employee. 3. Attestations and logs will be retained by the County. Logs and attestations will be safeguarded and held in the strictest confidence. Directors and elected officials will turn in logs and attestations by the end of Friday of each week. Documents shall be destroyed upon the rescinding of ORDER OF THE SECRETARY OF HEALTH AMENDING ORDER 20-03, 20-03.2 4. Mason County must provide evidence of their process to verify employee vaccination status to L&I upon request. This procedure shall take effect on 2021,and remain in effect until rescinded or superseded by a subsequent order of the Secretary of Health or until the Governor issues a proclamation declaring the termination of the State of Emergency declared by Proclamation 20-05,as amended and extended by subsequent amendatory proclamations,whichever is earlier Attestation of Vaccination In accordance with CDC guidelines and Washington Labor and Industries guideline DOSH Directive 1.70 (Updated: May 21, 2021) (www.ini.wa.gov/DD170), I attest that I am fully vaccinated for COVID-19. Fully vaccinated is defined as two weeks after the final dose of vaccine (the second dose for a two-dose regimen,or the single dose for a single-dose regimen). Signature Date Proof of Vaccination Log Name Department Vaccine Attestation Date Card Attach attestation to the Proof Log MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda Public Hearing _X_ _ Other DEPARTMENT: Support Services EXT: 532 DATE: June 22, 2021 Agenda Item # \Q. Commissioner staff to complete) BRIEFING DATE: May 3, 2021 & May 10, 2021 BRIEFING PRESENTED BY: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: Hold a Public Hearing on June 22, 2021 at 9:15 a.m. to consider approval of budget supplemental appropriations and amendments to the 2021 budget. Background: Requests for 2021 budget supplemental appropriations and amendments. Total Adjustments to authorized expenditure appropriations in the General Fund: $236,627 Total Adjustments to authorized expenditure appropriations in funds other than the General Fund: $8,441,540 J:\Budget Office\Briefing, Agenda,& Public Hearing Items\Budget Hearings\202 1\6.22.2021 Budget Hearing\Public Hearing Cover Sheet 6.22.21.docx RESOLUTION NO. U?-�-NU 2021 BUDGET BUDGET SUPPLEMENTAL APPROPRIATIONS AND AMENDMENT REQUESTS-NOTICE OF HEARING WHEREAS,by reason of conditions which could not be reasonably foreseen at the time of making the budget for the year 2021,it is necessary to make provisions for supplemental appropriations and amendments to the budget as required by RCW 36.40.100,and RCW 36.40.195;and WHEREAS,the revenue and expenditure adjustments to County funds,as listed in Attachment A& B to this Resolution,are required in order to incorporate into the budget the revenues and expenditures now identified,which were not known at the time of original budget adoption;and WHEREAS,the net total of adjustments to 2021 authorized expenditure appropriations in the General Fund is an increase of$236,627;and WHEREAS, the net total of adjustments to 2021 authorized expenditure appropriations in funds other than the General Fund is an increase of$8,441,540;and THEREFORE,BE IT RESOLVED BY THE Board of Mason County Commissioners: That the 22"d day of June,2021 at the hour of 9:15 a.m.,in the Mason County Commissioners Chambers in Courthouse Building I,411 North 5th Street,Shelton,Washington,is hereby fixed as the time and place for a public hearing upon the matter of Budget Amendment Requests to the 2021 Budget as provided in Attachments A&B to this Resolution. Contact person:Jennifer Beierle, Budget Manager,(360)427-9670 ext.532 A copy of this resolution and the proposed amendments to the 2021 budget is available by contacting Kelly Bergh at(360)427-9670 ext.644. The Clerk of the Board is hereby authorized,empowered,and directed to cause notice of such hearing to be published as provided by law. DATED this 25"of May,2021 ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON McKenzie S ' h,Clerk of the Board Ran Neather i Chair APPROVED AS TO FORM: Kevin Shutty,Com issioner Tim Whitehead,Chief DPA CC: Auditor—Financial Services Sharon Trask,Commissioner Publish 2x 6/3&6/10 bill to Commissioners, 411 North 51h Street,Shelton Printed from Mason County DMS ATTACHMENT A TO RESOLUTION NO. 2021 BUDGET AMENDMENT#1 DETAIL i 2021 2021 !FUND REVENUE EXPENDITURE LINEINO FUND NAME _ DEPARTMENT CHANGE CHANGE DESCRIPTION 1 1 1001 !GENERAL FUND MANAGEMENT 2,823 2,823 !E20-250 EMPG-S GRANT INCREASE j �AOC FUNDING FOR COVID EXPENDITURES& 2 001 GENERAL FUND_ _ DISTRICT COURT 25,269 25,269 REIMBURSEMENT FOR INTERPRETER SERVICES 3 001 GENERAL FUND SUPERIOR COURT 7,315 7,315_ AOC FUNDING FOR COVID EXPENDITURES f WSU MOA INCREASE FOR 3/4 TIME EMPLOYEE 4 001 GENERAL FUND WSU 6,0.0_0 ITO TO FULL TIME EMPLOYEE EMERGENCY FEMA COVID EXPENSE FOR DEM OT&DRIVER IRECORDS 5 001 GENERAL FUND MANAGEMENT 1,700 FACILITIES& ' 6 001 GENERAL FUND GROUNDS 4,500 I INCREASE TO BUDGETED MOTOR POOL FUEL i COMMUNITY i BERK BELFAIR UGA EIS CONTRACT INCREASE& 7 001 GENERAL FUND DEVELOPMENT 43,150 MOVING 2020 UNEXPENDED PORTION TO 2021 8 1001 GENERAL FUND PARKS&TRAILS 4,500 INCREASE TO BUDGETED MOTOR POOL FUEL 9 001 GENERAL FUND NON DEPARTMENTAL & - - - :COUNTY CONTRIBUTION TO GORST COALITION D_EN_TAL ; 5,000 !TRANSFER VEH#268 BUDGETED IN MOTOR 10 .001 GENERAL FUND GROUNDS 6,430 POOLTO FACILITIES TRANSFER VEH#268 BUDGETED IN MOTOR 11 001 (GENERAL FUND MOTOR POOL (6,430).POOL TO FACILITIES 12 1001 (GENERAL FUND (THERAPEUTIC COURT ! 84,368 84,368 ;NEW AOC GRANT FOR FAMILY RECOVERY COURT INTERIM FINANCIAL ANALYST FOR SUCCESSION 13 GENERAL FUND AUDITOR 52,002 PLAT NNING,MAY 2022 001 1 BUILDING 10 REMODELING-PORTION OF PHASE 14 350 REET 1 300,000 11 HIGHER THAN EXPECTED CFC REVENUE USED TO 15 403 NORTH BAY SEWER 125,000 125,000 IMPROVE LIFT STATIONS ------ EQUIPMENT RENTAL --- --.--_-- PURCHASE TWO DUMP TRUCKS ON BEHALF OF 16 501 &REVOLVING 652,500 652,500 COUNTY ROADS__ INCREASE ER&R RATE FOR THE PURCHASE OF 17 105 COUNTY ROAD 652,500 ;TWO DUMP TRUCKS COMPLETION OF SALT SHED PROJECT APPROVED 18 105 COUNTY ROAD 126,100 IN THE 2020 BUDGET REFINANCE OF DEBT IN 2020 RESULTED IN 19 413 BELFAIR SEWER 100,989 !HIGHER PRINCIPAL PAYMENT DUE IN 2021 _—._.. - I ---- - i ------rUNE OTTRYAMERTCAN-RESCUE-PIAN ACT FUNDS.KNOWN EXPENDITURE OF SHERIFF'S i ! !OFFICE BODY&VEHICLE CAMERAS FOR 702K 'AMERICAN RESCUE ;AND OTHER BOCC APPROVED EXPENDITURES 20 155 PLAN ACT FUND 6,484,451 6,484,451 TBD GENERAL FUND TOTAL 119,775 236,627 OTHER FUNDS TOTAL 7,261,951 8,441,540 _ -- ALL FUNDS GRAND TOTAL 7,381,726 8,678,167 Printed from Mason County DMS Page 1 of 1 ATTACHMENT B TO RESOLUTION NO. 2021 BUDGET AMENDMENT#1 DETAILED BUDGET ENTRIES Line i I Proposed i from' ( I I (Budgeted EFB, A Account lType; I/D Revenue I Expenditure EFBChange Total i Description 1 001.000000.050.000.333.97.300250.0000.00. 1 2 1 2,823 i E20-250 EM_PG-5 GRANT ---�--1 i 1 ;_ 1 001.000000.050.000.525.10.510600.0000.00. 2 i 1 2,823 !EXTRA HELP 2 001.000000.100.000.336.01.310500.000000 2_ I_, 10269 _ _ . _ _ ___--_----_-- I AOC CARES 2 001.000000.100.000.333.21.301906.000000 2 I I � 15000 � �NTERPRETERREIMBURSEMENT i 2 001.000000.100.000.512.40.531010.0000.00. 2 1 1 4,960 • !OFFICE SUPPLIES 2 001.000000.100.000.512.40.531020.0000.00. 2 i 1 700 !JUROR SUPPLIES 2 001.000000.100.000.512.40.535010.0000.00. 2 I 11 - i 2,227 ALL TOOLS&MINOR EQUIPMENT 2 001.000000.100.000.512.40.535099.0000.00. 2 1 ( 2,000 TRACKABLE TOOLS/EQUIPMENT 2 001.01 00000.100.000.512.40.548010.0000.00. 2 I 3,313 MACHINE MAINTENANCE -T- _. - - -- .-_ ---- - 2 1001.000000.100.000.512.40.549010.0000.00. 2 I 1 1,800' �1 ;MISCELLANEOUS 2 001.000000.100.000.512.40.541050.0000.0n 2 1 1Q269 INTERPRETER 3 1001,000000.250.000.333.21.301906.0000.00:- 2 I ! 6,015 I I AOC CARES 3 :001.000000.250.000.369.91.300000.0000 00 2 1 13001 _ AOC-OTHER MISC REVENUE -3 rt - I - ---� - --- 001.000000.250.000.512.21.535098.0000 00, 2 I 4,470 ITTRACKABLE EQUIPMENT- _ T _ 3 001.000000.250.000.512.21.531010.0000.00. 2 1 2,845 OFFICE SUPPLIES 4 001.000000.010.000.571.21.541516.0000.00__ ! 1 1 6,000 j j WSU MOU 4 001.000000.320.000.508.80.500000.0000.00. 1 D 1 6,000: 2,007,885 -END FUND BALANCE UNRESERVED - j 5 001.000000.050.000.525.10.512000.0000.00. 1 I 1,200 OVERTIME 001.000000.050.000.525.10.541010.0000.00. j 1 1 I 5001 DRIVER RECORDS 5 001.000000.320.000.508.80.500000.000000. 1 D 1,700 ; 2,006,185 END FUND BALANCE UNRESERVED 6 001000000.055.000.518.30.532777.0000.00. 1 1 I I 4,500� _ - _MOTOR POOL FUEL 6 001.000000.320.000.508.80.500000.0000.00. 1 D 4,500 1 2,001,685 END FUND BALANCE UNRESERVED 7 '001.000000.125.146.558.60.541021.0000.00. 1 1 43,150 ! BERK UGA EIS 7 '001000000.320.000.508 80.500000.0000.00. 1 I D 43,150 1,958,535 END FUND BALANCE UNRESERVED 8 001.000000.146.000.576.80.532777.0000.00. 1 1 4,500 MOTOR POOL FUEL 8 j001.000000.320.000.508.80.500000.0000_00. 1 i D� - 1 4,5001 1,954,035 'END FUND BALANCE UNRESERVED 001.000000.300.000.518.63.541010.0000.00. 1 I+ _ 5,000 y__-_ - - ------- - - 9 GORST COALITION _ 9 001.000000.320.000.508.80.500000.0000.00. 1 D T 5,000 1,949,035_END FUND BALANCE UNRESERVED 10 001.000000.055.000.518.30.548777.0000.00. _ _ t _� 3 1 I 6,430� ,MOTOR POOL MAINT-MONTHLY 11 001.000000.305 000.594.18.564777.0000 00 3 D 6,430 ^MOTOR POOL CAPITAL LEASE -- 12 4001.000000.256.100.333.16.338310.0000.00. 2 I , 84,368 'FTC-AOC 12 001.000000.256.100.512.22.510055.0000.00. E 2 I 30,162 FRC CASEWORKER PT/PROJECT 12 '001.000000.256.100.512.22.520010.0000.00. 2 { I rt 173 INDUSTRIAL INSURANCE 12 001.000000.256.100.512.22.520020.0000.00. 2 1 _ 2,308 SOCIAL SECURITY/MEDICARE 12 1001.000000.256.100.512.22.520030.0000.00. 2 ! 1 - 3,8801 _ I STATE RETIREMENT 00 12 001.000000.256.100.512.22.520040.0000. . 2 1 11,7001 MED/DENT/VIS/LIFE 12 :001.000000.256.100_512_22.520045.0000.00. - 2 I L _ �__ -_45 _ _ _. _ IWASHINGTON PAID FMLA 12 001.000000.256.100.512.22.531010.0000.00. 2 1 I 1,800 (OFFICE/OPERATING SUPPLIES 12 001000000.256.100.512.22.535010.0000.00. 2 1 19,300 (SMALL EQUIPMENT 12 001.000000.256.100.512.22.541020.0000.00. 2 I 15,000 T - -S R PROVIDERS _ 13 001.000000.030.031.514.23.510047.0000.00. 1 11 _ j 52,002 1 FINANCIAL ANALYST --- -- - 13 001.000000.320.00D.508 80.500000.0000 00. 1 D 52 002 1 1,897,033 END FUND BALANCE UNRESERVED ---- - - 14 350.000000.300.000.594.12.562000.0000.00. 1 1 300,000 _ CAP IMPROVMNTS JUDICIAL BLDGS _ 14 350.000000.000.000.508.10.500000.0000.00. 1 1 300,000 314,924 ;.END FUND RESERVED 15 '403.000000.100.020.367.00.300000.0000.00. 2 1 125,000 _ CAPITAL CONTRIBUTIONS 15 403.000000.100.020.594.35.5620010000.00: 2 1 125,000 L MINOR FACILITY IMPROVEMENTS 16 501.000000.000.000.348.30.300000.0000.00. 2 1 6_52,500 1 _ _�_- ;VEHICLE/EQUIPMENT REPAIR CHARG 16 501.000000.000.000.594.48.564000.0000.00. 2 1 552,5 00 I CAPITAL MACHINERY&EQUIPMENT i 17 105.000000.000.000.542.10.545951.0000.00. 1 I L 652,500 ER&R VEHICLES 6 17 105 00000 0.000 000.508.10 500000 0000 00. 1 D 652,500 (3,936) END FUND RESERVED Printed from Mason bounty DMS Page 1 of 2 ATTACHMENT B TO RESOLUTION NO. 2021 BUDGET AMENDMENT#1 DETAILED BUDGET ENTRIES Line I I Proposed i from ;Budgeted EFBI A Account Type I/D'I Revenue Expenditure EFB Change Total I Description 17 105.000000.000.000.308.10.300000.0000.00. 1 I 1 3,936 IBEG FUND RESERVED 18105.000000.000.000.594.44.565000.0000.00. 1 1 126,100 CONSTRUCTION OF CAPITAL ASSETS 18 .105 000000.000.000.508.10.500000.0000.00 1 D 126,100 (130,036) END FUND RESERVED 18 105.000000.000.000.308.10.300000.0000.00. 1 1 13Q036JBEG FUND RESERVED 19 413.000000.000.000.591.35.578250.0000.00. 1 1 100,989 LTGO BOND 2020A PRINCIPAL 19 413.000000.000.000.508.10.500000.0000.00. 1 D 1_— 100,989 258,574 END FUND RESERVED 20 155.000000.000.000.331.12.300000.0000.00. 2 I 6,484,451 ARPA FUNDS 20 :155.000000.000.000.521.10.535010.0000.00. 2 1 -- 702,364 TACTICAL EQUIPMENT 20 155.000000.000.000.594.18.564010.0000.00. 2 1 5,782,087 CAPITAL EXPENDITURES General Fund Total: i 119,775 236,627 116,852 Other Funds Total: ! 7,261,951 8,441,540 ! 1,179,589 All Funds Grand Total: 7,381,726 8,678,167 1,296,441 I7 r A ll a e F II c,, Il II fl a s o n /j--J.'c u i1 0 i��,,,7 E),B L� Printed from Mason County DUI Page 2 of 2 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins P.E, PLS, County Engineer Hearin DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: June 22, 2021 Agenda Item #k03, BRIEFING DATE: Aril 12, 2021 BRIEFING PRESENTED BY: Mike Collins [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Mason County Code update to Chapter 12.08 Highway Approaches — Hearing BACKGROUND: Mason County Code, Chapter 12.08 for Highway Approaches was adopted in December of 1973. This code is the procedure for road approaches along County roads and is considerable outdated. Public Works has recommended the numerous changes highlighted in red on attached "Draft" document. These changes will bring the code up to current state laws, defined in RCW 36.75 and county policy, including rules, regulations and standards (Public Works has also updated the permit application that includes a checklist and new diagrams that will benefit applicants doing business with the County. With the recommended code updates, the County would be charging a $200 non-refundable Road Approach Permit fee. This fee will cover administrative processing and field site inspections costs. RECOMMENDED ACTION: Recommend the Board of County Commissioners approve the changes to Chapter 12.08 - Highway Approaches of the Mason County Code. ATTACHMENTS: 1. Changes to current code 2. Resolution/updated code DRAFT Chapter 12.08 - HIGHWAY APPROACHES* Sections: 12.08.010 — Purpose 12.08.020 — Regulations adopted -Scope — Conformance required 12.08.030 —Access 12.08.040 —Approach Construction Required 12.08.050 — Permit Required Application Review 12.08.060 — Permit Fees 12.08.070 — Inspections 12.08.080 — Construction- Requirements 12.08.090 — Construction - Improper 12.08.100 — Responsibility for Cost 12.08.110 — Maintenance 12.08.120 — Expectations 12.08.010 — Purpose. The purpose of this chapter is to provide reasonable rules for the construction of road approaches from abutting property to county roads pursuant to RCW 36.75.130 et seq. This chapter requires permits provides for inspection of proposed and actual construction of said approaches, and provides penalties for violations of this chapter. 12.08.0240 - Regulations adopted—Scope—Conformance required. The following rules and regulations for the location and construction of approaches to county roads in Mason County are adopted--Gn as of 2021 DeGember 24, 1973. These amended regulations shall supersede all prior regulations and practices in Mason County and shall govern all approaches, including but not necessarily limited to driveways and private access roads_, net approved by the beard prier to the date hereof-. The GE)n6trUGtiE)R of all @PprOaGhes W GGURty roads 'R MaSGR County, Washington, shall GGMPIY with these regulatieRs and with Any person wishing to construct or modify an approach onto any mason county roadway shall obtain a permit for such work within the right-of-way from the Public Works Department and shall comply with these regulations, county road standards and Chapter 36.75 RCW. . The County Engineer or their designee shall be authorized to issue permits for road approaches to county roads provided that the applicant complies with appropriate rules regulations and conditional requirements of the issued permit. The county may limit the number, width, location and configuration of driveway(s) to provide access to any property, as may be necessary in the public interest for reasons of safety. 12.08.030 — Access. Each property owner is entitled to reasonable access to the county road system. Access to a particular roadway and/or at a particular location may be restricted in certain circumstances including, but not limited to: 1. Locations where limited access rights have been obtained by the county. 2. When reasonable access can be established through other roadways or lanes, DRAFT both public and private. 3. When topographic features may cause the access to be unsafe or undesirable to the county. 12.08.04-20 =Approach Construction Required. All property owners shall be required to construct a new road approach to County standards, any time an access point is added to the County road system or in conjunction with any construction or change in use of the property that may increase the traffic volume or change the type of traffic entering or exiting the roadway. A building permit issued by the Mason County Building Department shall not pass a final inspection until the County Engineer or their designee has verified that permitted access exists or an approach permit has been issued for the intended use. In evaluating if a new road approach is required or if an existing approach must be brought up to current standards as a condition of issuing a permit required by the Mason County Building Department, the County Engineer or their designee,will use the following thresholds: • Construction of any dwelling or accessory dwelling • Construction of any commercial or industrial structure • Placement or replacement of a manufactured home • Ingress or egress to a county road for commercial or industrial purposes other than temporary approaches Any subdivision or modification of parcel boundaries that results in an approach serving more than a single parcel shall be required to construct one approach, unless circumstances warrant more than one (sight distance, topography, etc.) for the new parcels lacking an approach to county standards as a condition of approval and must be surveyed and recorded with the Mason County Auditor's Department. A road approach permit will need to be issued and pass final inspection as part of this process. For new joint use approaches that are not a result of a division of land,the first applicant for a road approach permit shall be required to constructthe approach toCounty standards. 12.08.050 - Permit Required, Application Review All property owners constructing a new road approach or making upgrades or modifications to an existing approach shall first file an approach permit application with the Public Works Department. The application forms are available from the department and online. Applications that are turned in incomplete will not be accepted and returned to applicant. When a completed application is received, the County Engineer or their designee, will review the application and approve, deny or request additional information. Public Works will make every effort to complete the application review and inspection process within 7-10 business days. The review of the application will include: DRAFT • Ensuring the information on the application is accurate and appropriate to the subject property. • Ensuring the site sketch is accurate as to the location and type of approach requested by the applicant. • A site visit to determine any conditional requirements that may need to be added to the permit (the access shall be marked by the applicant). If approved the applicant will then proceed with construction of their access if the required permit fees have been paid. If not approved. the County Engineer or their designee will notify the applicant. If during the course of the review it is determined that the approach is already permitted, and conforms to all permit requirements at the time of original issuance, and the permittee is not proposing any modifications to the approach, the reviewer will update the current County permitting program and notify applicant that no additional action is required in relation to the approach. Generally, no new approach permit will be issued. 12.08.060 - Permit requi edfees. Bond or Gash deposit required.- No new approach or alteration of an existing approach to any County road shall be constructed until the person benefitted by or desiring such approach shall havehas been issued a permit by the Public Works Department on a form which will be provided; except that the Csounty may alter or improve any existing approach to a county road when such alteration or improvement is necessary to the proper maintenance of the county road. After approval of the permit for a new approach or modification to an existing approach the applicant shall pay a non-refundable permit fee of $200 dollars. The fee may be waived in the following circumstances: • The approach is existing and found to be in conformance with the standard and policies at the time of its original permitting and no modifications to the approach are proposed or required. • The approach connects directly to a private road which provide access to the County road system If the permit expires or the work has not been completed after 360-days the applicant shall re- apply and pay the permit fee again. In addition to the permit fee, a bond (or cash deposit) may be required in an amount to be determined by the County Engineer or designee. DRAFT 12.08.070 —Inspection. All construction within the county right of way is subject to inspection and approval by the County Engineer or their designee for the permit to be considered valid. All debris, including wind blow sand/dirt and debris shall be removed from the roadway, road shoulder and roadside ditch along the entire frontage of the property before final inspection will be approved. Inspection of the work may include, but is not limited to, the following: • Verification that the geometric layout is consistent with permit requirements • Verification and/or testing of compaction for base course and pavement within the County right of way • Verification of laver thickness for base course and pavement within the County right ofway • Verification that all conditional requirements have been satisfied The applicant shall request an inspection by calling or emailing the Public Works Department when their access is ready for inspection. If the work is not ready for inspection, the inspection will be failed and the applicant will be required to schedule a new inspection. If the applicant establishes a history of requesting inspections when the work to be inspected has not been completed, an additional hundred dollars ($100) fee may be added to the permit in order to compensate the County for costs incurred. Work completed without a required prerequisite inspection being approved will be automatically failed and Public Works will require the permittee to demonstrate that the previous work meets all permit requirements or all such work shall be removed by the owner at their own expense. Records for each road approach will be kept on file in the Public Works Department. Records will consist of all applications, whether approved or not, and all permits with supporting construction records. Records will be maintained in accordance with Mason County record retention policy and applicable state laws. 12 08 030 Responsibility for GOS All GOStS Gf GenStFUGtien of appreaGhes to any GGunty road shall be at the expense Gf the persen benefitted by er desiring SUGh appFGaGh and all work shall be dGRe in aGGerdaRGe with spedfiG requirements stipulated by the beard and issued by the Mason County read rd8paFtMeRt T 12.08.0480 - Construction—Requirements. General features Of GenStFUGtien shall be as fellows� After approval of permit application and permit fee has been paid, the applicant will be issued the permit. The permittee shall install the access per their permit requirements and current minimum standard specifications DRAFT MOROMUM GE)VeF shall be six 'RGhes. Size, IGGatiGR, distaRGe from shoulder ef rGadway elevation of G ilvert nine shall he as determined by the rni info enninnnr (b) N E) aPPFE)@Gh shall be less thaR, fifteeR feet 'R width eut A- a PeiRt five feet frem t sheulder ef the GeURty read, and Re appFoaGh G61'VeFt shall be less thaR tWeRty feet iR IeRgth. (G) The grade of the appFGaGh shall slope dGWR from the shoulder of the read at a rate Rot less thaR three eighths iRGh per feet and ROt more thaR E)Re iRGh per feet fer a distaRGe C-4 flelve- feet from the readway shoulder. The appreaGh shall be 60 GeRstrUGted that ne water frem the egress tG and frem the roadway GeRS'steRt with leGal GGR&iGRS of grade and teF4R. (e) AppreaGhes shall be sur-faGed with a material whiGh Will Ret Spill, wash, traGk or GtheFw'se- These minimum standard specifications may not be sufficient for all approach types. It is the sole responsibility of the permittee to provide a road approach design that is appropriate for the intended use. Public Works makes no certification that approaches constructed to minimum standards will be sufficient and if due to special use of or conditions on an approach, the County Engineer and their designee may direct that additional design work be required. This may include. but not be limited to certification of the adequacy of the approach by a licensed engineer. All approaches shall pass a final inspection by the County Engineer or their designee in order for the permit to be finalized. Final inspection shall include a review of the approach surface, size and location. All debris including wind blow sand/dirt and debris shall be removed from the roadway, road shoulder and roadside ditch along the entire frontage of the property before final inspection will be approved. Any damage to the roadway, roadway shoulder or drainage ditch resulting from the permittee's activities shall be repaired at the permittee's sole cost and expense and paid prior to final approval of the road approach permit. In accordance with RCW 19.122.030 the property owner shall be responsible to obtain utility locates by using the statewide one-number locating service. 12.08.09050 - Construction—Improper. by er desiring the apprc)aGh. All access points to the county road system shall have a permit and shall comply with all requirements of that permit. Approaches that were constructed under previous versions of this policy, but are considered to be non-conforming approaches under the current version, shall be considered unpermitted approaches when changing property use and will need to re-apply. Pursuant to RCW 36.75.130 any person failing to obtain the permission from the Public Works Department prior to constructing an approach is quilts of a misdemeanor and subject to prosecution. The Public Works Department will issue a warning to any property owner observed to be constructing or have constructed an unpermitted approach. The warning will give the DRAFT Property owner ten (10) business days in which to remove said approach or complete an approach permit application. If the property owner fails to comply with the conditions of the warning letter,the matter will be forwarded to the Mason County Sheriff Department forfurther action. Upon failure of the permittee to use, occupy, or maintain an approach the County Engineer orr their designee will notify the permittee verbally (if possible) and by first class letter of the non-compliance. If, after thirty (30) days the non-compliance has not been corrected the County Engineer or their designee may order any such work to be done to remove the approach. The County Engineer or their designee reserves the right to revoke or deny any and all approach permits when the approach creates a danger to the traveling public. In addition to all other enforcement actions authorized under the code, any person, firm, partnership, association, joint venture, corporation or other legal entity who fails to correct an approach will be required to compensate the county for the removal of the approach. Compensation shall include administration time as well as equipment and materials to remove or improve the approach. Reimbursement shall be made to the Public Works Department. department will at the eXpe Rse of the appliGa Rt Gonstri Gt approaGhes out to the limit of the GGunty right of way. At the time of appliGatiGn for permit, the appkant shall deposit with the Mason County read departmeRt a Sulmll te be deatermiRed by the GOURty engineer. Costs will be (1) Twelve iRGh diameter GUlvert and fill aGreSs normal roadway &Gh only, seven dollars and nermal roadway ditGh, aGtUal payroll, equipment, and material GeStS plus nermal fringe beRefits, urgenGy of the appliGant's need. When mutually agreeable, between the owner and the GE)unty, a paved valley may be The mainteRanGe Of appFGaGhes outside the roadway limits Gf the Gounty read is the responsibility Gf the PeFSOR whose preperty is served by the appreaGh. GleariRg Of SRGW from approaGhes is the responsibility of the property owner. 12.08.100 - Responsibility for Cost. Pursuant to RCW 36.75.130, all costs of construction and maintenance of approaches to any county road shall be at the expense of the person benefitted by or desiring such approach and all work shall be done in accordance with specific requirements stipulated by the County Engineer or their designee and permit issued by the Public Works Department. DRAFT 12.08.110 - Maintenance. The maintenance of a-an approaches outside the roadway limits of the GGURty read off of a county-maintained road is the responsibility of the person,_whose property is served by the approach including culvert replacements. In the event a culvert needs emergency maintenance or replacement, to preserve a County road, or, if, because of a County road or maintenance project, a culvert needs to be relocated or removed, the County will be responsible for the cost. In the event a culvert needs replacement due to age or damage, it is the property owner's responsibility. If a culvert is causing damage to a County road. the County may opt to replace the culvert, and back charge the property owner associated costs. Clearing of snow from approaches is the responsibility of the property owner. 12.08.12080 - Expectations. Where the board fiRds that eXtFaGrdiRary haFd6hwp will FeSUlt frGM 6tF'Gt GomplianGe Wit details Of GonStFUGtion eRWmeFated herein, it may permit deviatiORS therefrom in a manRer net to Nothing in these regulations shall be construed to prohibit the Csounty from building approaches to replace existing approaches during reconstruction or majeFinaintenance of any county road, or providing necessary access to property adjacent to roads constructed on new alignment. The construction of approaches on new construction shall be as agreed negotiated by the County and the property owner at the time right-of-way is secured for the improvement. RESOLUTION NUMBER 2021- A RESOLUTION REPLACING A RESOLUTION ADOPTED DECEMBER 24, 1973 TITLED "REGULATIONS GOVERNING THE CONSTRUCTION OF APPROACHES TO COUNTY ROADS" WHEREAS, RCW 36.75.130, provides that no person shall be permitted to build or have an approach to a County road without first obtaining permission from the Board of Commissioner and provides that the Board may adopt reasonable rules for the construction of approaches and provides that the construction of approaches shall be under the supervision of the County Engineer and that the cost for the approach shall be at the expense of the person benefitted; and WHEREAS, RCW 36.75.140, provides that it shall be the duty of the Board to perform all acts necessary and proper for the administration of the County roads; and, WHEREAS, a resolution adopted in 1973 codified as Mason County Code Chapter 12.08 set forth the rules and regulations for the location and construction of approaches to County roads in Mason County; and, WHEREAS, the County Engineer recommends amending Mason County Code, Chapter 12.08 "Highway Approaches", to reflect current state laws and county policies; and, WHEREAS, it appears to be in the public interest that the Board continue to delegate authority to the County Engineer and/or their designee to carry out the hereafter policy including rules, regulations and standards. NOW THEREFORE, BE IT ORDAINED, the amended regulation shall supersede all prior regulations and practices in Mason County and shall govern all approaches, including but not limited to driveways and private access roads, not approve by the County prior to the adopted date below. NOW THEREFORE, BE IT FURTHER ORDAINED, the Board of Mason County Commissioners replace the resolution adopted on December 24, 1973 (signed December 26, 1973) with the revised Mason County Code Chapter 12.08 as shown on the attached. ADOPTED this_day of , 2021. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board Randy Neatherlin, Chair APPROVED AS TO FORM: Kevin Shutty, Commissioner Tim Whitehead, Ch. Deputy Prosecuting Attorney Sharon Trask, Commissioner Chapter 12.08 - HIGHWAY APPROACHES* Sections: 12.08.010— Purpose 12.08.020— Regulations adopted -Scope —Conformance required 12.08.030 —Access 12.08.040—Approach Construction Required 12.08.050— Permit Required, Application Review 12.08.060— Permit Fees 12.08.070— Inspections 12.08.080— Construction- Requirements 12.08.090—Construction - Improper 12.08.100— Responsibility for Cost 12.08.110— Maintenance 12.08.120— Expectations 12.08.010— Purpose. The purpose of this chapter is to provide reasonable rules for the construction of road approaches from abutting property to county roads pursuant to RCW 36.75.130 et seq. This chapter requires permits, provides for inspection of proposed and actual construction of said approaches, and provides penalties for violations of this chapter. 12.08.020 - Regulations adopted—Scope—Conformance required. The following rules and regulations for the location and construction of approaches to county roads in Mason County are adopted as of June 22, 2021. These amended regulations shall supersede all prior regulations and practices in Mason County and shall govern all approaches, including but not necessarily limited to driveways and private access roads. Any person wishing to construct or modify an approach onto any mason county roadway shall obtain a permit for such work within the right-of-way from the Public Works Department and shall comply with these regulations, county road standards and Chapter 36.75 RCW. The County Engineer or their designee shall be authorized to issue permits for road approaches to county roads; provided that the applicant complies with appropriate rules, regulations and conditional requirements of the issued permit. The county may limit the number, width, location and configuration of driveway(s) to provide access to any property, as may be necessary in the public interest for reasons of safety. 12.08.030—Access. Each property owner is entitled to reasonable access to the county road system. Access to a particular roadway and/or at a particular location may be restricted in certain circumstances including, but not limited to: 1. Locations where limited access rights have been obtained by the county. 2. When reasonable access can be established through other roadways or lanes, both public and private. 3. When topographic features may cause the access to be unsafe or undesirable to the county. 12.08.040—Approach Construction Required. All property owners shall be required to construct a new road approach, to County standards, any time an access point is added to the County road system or in conjunction with any construction or change in use of the property that may increase the traffic volume or change the type of traffic entering or exiting the roadway. A building permit issued by the Mason County Building Department shall not pass a final inspection until the County Engineer or their designee has verified that permitted access exists or an approach permit has been issued for the intended use. In evaluating if a new road approach is required or if an existing approach must be brought up to current standards as a condition of issuing a permit required by the Mason County Building Department, the County Engineer or their designee,will use the following thresholds: • Construction of any dwelling or accessory dwelling • Construction of any commercial or industrial structure • Placement or replacement of a manufactured home • Ingress or egress to a county road for commercial or industrial purposes other than temporary approaches Any subdivision or modification of parcel boundaries that results in an approach serving more than a single parcel shall be required to construct one approach, unless circumstances warrant more than one (sight distance, topography, etc.) for the new parcels lacking an approach to county standards as a condition of approval and must be surveyed and recorded with the Mason County Auditor's Department. A road approach permit will need to be issued and pass final inspection as part of this process. For new joint use approaches that are not a result of a division of land,the first applicant for a road approach permit shall be required to construct the approach toCounty standards. 12.08.050 - Permit Required, Application Review All property owners constructing a new road approach or making upgrades or modifications to an existing approach shall first file an approach permit application with the Public Works Department. The application forms are available from the department and online. Applications that are turned in incomplete will not be accepted and returned to applicant. When a completed application is received, the County Engineer or their designee, will review the application and approve, deny or request additional information. Public Works will make every effort to complete the application review and inspection process within 7-10 business days. The review of the application will include: • Ensuring the information on the application is accurate and appropriate to the subject property. • Ensuring the site sketch is accurate as to the location and type of approach requested by the applicant. • A site visit to determine any conditional requirements that may need to be added to the permit (the access shall be marked by the applicant). If approved, the applicant will then proceed with construction of their access if the required permit fees have been paid. If not approved, the County Engineer or their designee will notify the applicant. If during the course of the review it is determined that the approach is already permitted, and conforms to all permit requirements at the time of original issuance, and the permittee is not proposing any modifications to the approach, the reviewer will update the current County permitting program and notify applicant that no additional action is required in relation to the approach. Generally, no new approach permit will be issued. 12.08.060 - Permit fees. No new approach or alteration of an existing approach to any County road shall be constructed until the person benefitted by or desiring such approach has been issued a permit by the Public Works Department on a form which will be provided; except that the County may alter or improve any existing approach to a county road when such alteration or improvement is necessary to the proper maintenance of the county road. After approval of the permit for a new approach or modification to an existing approach the applicant shall pay a non-refundable permit fee of two hundred dollars ($200). The fee may be waived in the following circumstances: • The approach is existing and found to be in conformance with the standard and policies at the time of its original permitting and no modifications to the approach are proposed or required. • The approach connects directly to a private road which provide access to the County road system. If the permit expires or the work has not been completed after 360-days the applicant shall re- apply and pay the permit fee again. In addition to the permit fee, a bond (or cash deposit) may be required in an amount to be determined by the County Engineer or designee. 12.08.070—Inspection. All construction within the county right of way is subject to inspection and approval by the County Engineer or their designee for the permit to be considered valid. All debris, including wind blow sand/dirt and debris shall be removed from the roadway, road shoulder and roadside ditch along the entire frontage of the property before final inspection will be approved. Inspection of the work may include, but is not limited to, the following: • Verification that the geometric layout is consistent with permit requirements • Verification and/or testing of compaction for base course and pavement within the County right of way • Verification of layer thickness for base course and pavement within the County right ofway • Verification that all conditional requirements have been satisfied The applicant shall request an inspection by online permit portal, calling or emailing the Public Works Department when their access is ready for inspection. If the work is not ready for inspection, the inspection will be failed and the applicant will be required to schedule a new inspection. If the applicant establishes a history of requesting inspections when the work to be inspected has not been completed, an additional hundred dollars ($100) fee may be added to the permit in order to compensate the County for costs incurred. Work completed without a required prerequisite inspection being approved will be automatically failed and Public Works will require the permittee to demonstrate that the previous work meets all permit requirements or all such work shall be removed by the owner at their own expense. Records for each road approach will be kept on file in the Public Works Department. Records will consist of all applications,whether approved or not, and all permits with supporting construction records. Records will be maintained in accordance with Mason County record retention policy and applicable state laws. 12.08.080 - Construction—Requirements. After approval of permit application and permit fee has been paid, the applicant will be issued the permit. The permittee shall install the access per their permit requirements and current minimum standard specifications. These minimum standard specifications may not be sufficient for all approach types. It is the sole responsibility of the permittee to provide a road approach design that is appropriate for the intended use. Public Works makes no certification that approaches constructed to minimum standards will be sufficient and, if due to special use of or conditions on an approach, the County Engineer and their designee may direct that additional design work be required. This may include, but not be limited to, certification of the adequacy of the approach by a licensed engineer. All approaches shall pass a final inspection by the County Engineer or their designee in order for the permit to be finalized. Final inspection shall include a review of the approach surface, size and location. All debris, including wind blow sand/dirt and debris shall be removed from the roadway, road shoulder and roadside ditch along the entire frontage of the property before final inspection will be approved. Any damage to the roadway, roadway shoulder or drainage ditch resulting from the permittee's activities shall be repaired at the permittee's sole cost and expense and paid prior to final approval of the road approach permit. In accordance with RCW 19.122.030, the property owner shall be responsible to obtain utility locates by using the statewide one-number locating service. 12.08.090 - Construction—Improper. All access points to the county road system shall have a permit and shall comply with all requirements of that permit. Approaches that were constructed under previous versions of this policy, but are considered to be non-conforming approaches under the current version, shall be considered unpermitted approaches when changing property use and will need to re-apply. Pursuant to RCW 36.75.130, any person failing to obtain the permission from the Public Works Department prior to constructing an approach is guilty of a misdemeanor and subject to prosecution. The Public Works Department will issue a warning to any property owner observed to be constructing or have constructed an unpermitted approach. The warning will give the property owner ten (10) business days in which to remove said approach or complete an approach permit application. If the property owner fails to comply with the conditions of the warning letter,the matter will be forwarded to the Mason County Sheriff Department for further action. Upon failure of the permittee to use, occupy, or maintain an approach the County Engineer or their designee will notify the permittee verbally (if possible) and by first class letter of the non-compliance. If, after thirty (30) days the non-compliance has not been corrected, the County Engineer or their designee may order any such work to be done to remove the approach. The County Engineer or their designee reserves the right to revoke or deny any and all approach permits when the approach creates a danger to the traveling public. In addition to all other enforcement actions authorized under the code, any person, firm, partnership, association,joint venture, corporation or other legal entity who fails to correct an approach will be required to compensate the county for the removal of the approach. Compensation shall include administration time as well as equipment and materials to remove or improve the approach. Reimbursement shall be made to the Public Works Department. 12.08.100 - Responsibility for Cost. Pursuant to RCW 36.75.130, all costs of construction and maintenance of approaches to any county road shall be at the expense of the person benefitted by or desiring such approach and all work shall be done in accordance with specific requirements stipulated by the County Engineer or their designee and permit issued by the Public Works Department. 12.08.110 - Maintenance. The maintenance of an approach off of a county-maintained road is the responsibility of the person, whose property is served by the approach, including culvert replacements. In the event a culvert needs emergency maintenance or replacement, to preserve a County road, or, if, because of a County road or maintenance project, a culvert needs to be relocated or removed, the County will be responsible for the cost. In the event a culvert needs replacement due to age or damage, it is the property owner's responsibility. If a culvert is causing damage to a County road, the County may opt to replace the culvert, and back charge the property owner associated costs. Clearing of snow from approaches is the responsibility of the property owner. 12.08.120 - Expectations. Nothing in these regulations shall be construed to prohibit the County from building approaches to replace existing approaches during reconstruction or maintenance of any county road, or providing necessary access to property adjacent to roads constructed on new alignment. The construction of approaches on new construction shall be as negotiated by the County and the property owner at the time right-of-way is secured for the improvement.