HomeMy WebLinkAbout2021-047 - Res. Amending Res. 2020-86 Mason County Personnel Policy RESOLUTION NO. 2021- 04-:�
A RESOLUTION AMENDING RESOLUTION 2020-86 MASON COUNTY PERSONNEL
POLICY, TO ADD, REMOVE, AND UPDATE LANGUAGE IN CHAPTERS 1.4, 3.5, 5.1, 5.2,
7, 7.1, 7.2.7, 7.2.20, 7.3, 7.6, AND 7.11, ADD CHAPTERS 5.3 LONGEVITY, 5.12
PERSONNEL ACTION POLICY, 7.10 WA STATE LONG TERM CARE TRUST ACT, 17
TELEWORK POLICY, RESCIND RESOLUTION 2020-29 MASON COUNTY TELEWORK
PROGRAM, POLICY, AND PROCEDURES, AND MASON COUNTY CODE CHAPTER 2.153
WHEREAS, it is the responsibility of the Board of Mason County Commissioners for the
coordination of county administrative programs, which is accomplished through the adoption of
the Personnel Policy; and
WHEREAS, it is necessary and appropriate to add, remove, and update language to
the Personnel Policy to ensure the best practices are incorporated, clarification of processes
are implemented, and removal of outdated language is incorporated; and
WHEREAS, it is necessary and appropriate to remove Support Services Director and
add County Administrator and/or Human Resources Administrator in Chapters 1.4, 3.5, 5.2,
and 7.2.20; and
WHEREAS, it is necessary and appropriate to update and clarify language in Chapters
5.1, 5.2, 7, 7.1, 7.2.7, and 7.3 to ensure the process and procedures are current with practices
currently utilized; and
WHEREAS, it is necessary and appropriate to add Chapter 5.3 Longevity, effective
January 1, 2023 to add additional monthly compensation to an eligible employee's base salary
to recognize continuous length of service; and
WHEREAS, it is necessary and appropriate to add Chapter 5.12 Personnel Action Policy
to report all changes, such as, but not limited to; appointments, terminations, change in status,
leave, compensation of an individual employee into the County's financial system Munis; and
WHEREAS, it is necessary and appropriate to update Chapter 7.6 Military Leave, to
provide employee's paid military leave of up to 21 working days per year for military service
as identified in RCW 38.40.060; and
WHEREAS, it is necessary and appropriate to add Chapter 7.10 Washington State Long
Term Care Trust Act"WA Cares"Compliance to require premium deductions for the Long-Term
Services and Supports Trust Program beginning January 1, 2022 as set forth in RCW
50B.04.080; and
WHEREAS, it is necessary and appropriate to update Chapter 7.11 Holidays to provide
employee's June 19' "Juneteenth" as a paid holiday effective 2022 as identified in RCW
1.16.050; and
WHEREAS, it is necessary and appropriate to add Chapter 17, Telework Policy by
rescinding Resolution 2020-29 and Mason County Code Chapter 2.153, and incorporating the
program, policy, and procedures into the Personnel Policy to meet department missions and
operation needs by promoting management efficiencies; increase County responsiveness in
severe weather or other emergencies; enhance recruitment and retention of highly qualified
employees; and improve work-life balance.
NOW, THEREFORE, BE IT RESOLVED, the Board of Mason County Commissioners
hereby amends Resolution 2020-86 Mason County Personnel Policy to add, remove, and update
language in Chapters 1.4, 3.5, 5.1, 5.2, 7, 7.1, 7.27.7, 7.2.20, 7.3, 7.6, and 7.11, add Chapters
5.3 Longevity, 5.12 Personnel Action Policy, 7.10 WA State Long Term Care Trust Act, 17
Telework Policy, and rescinds Resolution 2020-29 Mason County Telework Program, Policy, and
Procedures, and Mason County Code Chapter 2.153. This resolution shall become effective
immediately upon its passage.
ADOPTED THIS 2;r day of August, 2021.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
ATTEST:
1
Ran Ne erli , Chair
McKenzie S th, Cl k of the Board
Kevin Shutty, Vic Chair
APPROVED AS TO FORM
` -- Sharon Tr sk, Commissioner
Timothy W itehead,
Deputy Prosecuting Attorney
SoN coU�r�
1854
MASON COUNTY
PERSONNEL
POLICIES
Revised JUIy XX, 2021- RESOLUTION NO. 2021-XX
MASON COUNTY PERSONNEL POLICIES
ADOPTION CHRONOLOGY
Original Adoption--RESOLUTION No. 148-99, December 21, 1999
Revised Chapter 6-3--RESOLUTION No. 63-00,July 5, 2000
Add Chapter 5.8--RESOLUTION No. 7-01,January 23, 2001
Revised Chapter 5.6-RESOLUTION No. 93-01, August 28, 2001
Revised Chapter 4.6 and 7.11-RESOLUTION No. 37-14, July 8, 2014
Revised Chapter 5-3-RESOLUTION No. 71-15, December 22, 2015
Revised Chapter 8.3 - RESOLUTION No. 27-16, May 24, 2016
Added Chapter 15.1-15.4 - RESOLUTION No. 56-16, September 20, 2016
Revised Chapter 4.5 - RESOLUTION No. 70-16, October 18, 2016
Added Chapter 16.1-16.7 - RESOLUTION No. 102-16, December 20, 2016
Revised Chapter 13 - RESOLUTION No. 19-17, April 11, 2017
Revised Chapter 7 &13 - RESOLUTION No. 04-18, February 6, 2018
Added Chapter 2.3 - RESOLUTION No. 22-18, April 3, 2018
Revised Chapter 14.5 &Added Chapter 14.6 - RESOLUTION No. 68-19,July 23, 2019
Revised Chapter 4.2, 4.3, 5.5, 5.10, 7.9, and 13 - RESOLUTION No. 89-19, September 3, 2019
Revised Chapter 16.7 - RESOLUTION No. 96-19, October 8, 2019
Revised Chapter 7.9 and 8.5 - RESOLUTION No. 2020-01, January 7, 2020
Revised Chapter 13 - RESOLUTION No. 2020-24 March 3, 2020
Revised Chapter 4.5 - RESOLUTION No. 2020-28, March 17, 2020
Revised Chapter 4.3 and 7.10 - RESOLUTION No. 2020-86, November 3, 2020
Revised Chapter 3.5, 5.1, 5.2, 5.3, 5.12, 7, 7.1, 7.3, 7.6, 7.10, 7.11, and 17- RESOLUTION
No.XXXX-XX, July X, 2021
ILMason County Personnel Policies Page ii
Table of Contents
CHAPTER 1 PURPOSE AND SCOPE ..........................................................................................................1
1.1 INTRODUCTION........................................................................................................................1
1.2 INTENT OF POLICIES.................................................................................................................1
1.3 SCOPE OF POLICIES..................................................................................................................1
1.4 CHANGING THESE POLICIES.....................................................................................................2
1.5 DEFINITIONS.............................................................................................................................2
CHAPTER 2 GENERAL POLICIES AND PRACTICES...................................................................................3
2.1 EMPLOYEE PERSONNEL RECORDS.........................................................................................3
2.2 EMPLOYMENT REFERENCES....................................................................................................3
CHAPTER 3 RECRUITING AND HIRING.....................................................................................................6
3.1 RECRUITING............................................................................................................................. 6
3.2 HIRING...................................................................................................................................... 6
3.3 EXTRA HELP EMPLOYEES.........................................................................................................7
3.4 EMPLOYMENT OF RELATIVES(NEPOTISM)............................................................................7
3.5 PROMOTIONS.......................................................................................................................... 8
CHAPTER 4 HOURS AND ATTENDANCE ..................................................................................................9
4.1 WORKING HOURS ................................................................................................................... 9
4.2 HOURS OF WORK AND OVERTIME......................................................................................... 9
4.3 COMPENSATORY TIME...........................................................................................................10
4.4 ATTENDANCE...........................................................................................................................11
4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES........................................11
4.6 BREAKS AND MEALTIME.......................................................................................................13
4.7 CALLBACK..............................................................................................................................16
4.8 PAYROLL RECORDS................................................................................................................16
CHAPTER 5 COMPENSATION .................................................................................................................17
5.1 SALARY CLASSIFICATION AND GRADES............................................................................... 17
5.2 EMPLOYEE PAY RATES........................................................................................................... 17
5.3 LONGEVITY..............................................................................................................................18
5.4 RECLASSIFICATION.................................................................................................................19
5.5 PAYDAYS.................................................................................................................................19
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5.6 SALARY FOR EXEMPT EMPLOYEES.......................................................................................19
5.7 DEDUCTIONS ..........................................................................................................................20
5.8 TRAVEL EXPENSE REIMBURSEMENT....................................................................................20
5.9 COMPENSATION UPON TERMINATION................................................................................23
5.10 RECRUITING EXPENSES..........................................................................................................24
5.11 UNIFORM ALLOWANCE.........................................................................................................24
5.12 PERSONNELACTION POLICY.................................................................................................25
CHAPTER6 BENEFITS.............................................................................................................................28
6.1 RETIREMENT BENEFITS..........................................................................................................28
6.2 WORKERS COMPENSATION ..................................................................................................28
6.3 HEALTH INSURANCE BENEFITS.............................................................................................29
6.4 CONTINUATION OF INSURANCE COVERAGE........................................................................29
6.5 UNEMPLOYMENT COMPENSATION......................................................................................30
CHAPTER7 LEAVES.................................................................................................................................31
7.1 VACATION LEAVE....................................................................................................................31
7.2 SICK LEAVE..............................................................................................................................32
7.3 LEAVE WITHOUT PAY.............................................................................................................41
7.4 J U RY AN D WITN ESS LEAVE....................................................................................................42
7.5 ADMINISTRATIVE LEAVE........................................................................................................42
7.6 MILITARY LEAVE.....................................................................................................................42
7.7 FAM I LY LEAVE.........................................................................................................................43
7.8 BEREAVEMENT LEAVE............................................................................................................45
7.9 WASH INGTON PAID FAMILY&MEDICAL LEAVE..................................................................45
7.10 WASHINGTON STATE LONG TERM CARE TRUST ACT"WA CARES"COMPLIANCE...........47
7.11 HOLIDAYS................................................................................................................................47
7.12 HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE........................................................48
7.13 BENEFITS FOR PART-TIME AND EXTRA HELP EMPLOYEES................................................49
CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT................................................................50
8.1 GENERAL CODE OF CONDUCT...............................................................................................50
8.2 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST.....................................................50
8.3 REPORTING IMPROPER GOVERNMENTAL ACTION ............................................................. 51
8.4 POLITICAL ACTIVITIES............................................................................................................53
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8.5 NO SMOKING POLICY.............................................................................................................54
8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS.....................................55
8.7 USE OF COUNTY EQUIPMENT...............................................................................................55
8.8 BULLETIN BOARDS................................................................................................................ 56
8.9 CONTACT WITH THE NEWS MEDIA....................................................................................... 56
8.10 SOLICITATIONS...................................................................................................................... 56
8.11 SAFETY ................................................................................................................................... 56
8.12 SUBSTANCE ABUSE................................................................................................................57
8.13 USING POSITION FOR PERSONAL GAIN................................................................................58
CHAPTER 9 LAYOFF AND RESIGNATION...............................................................................................59
9.1 LAYOFF....................................................................................................................................59
9.2 RESIGNATION .........................................................................................................................59
CHAPTER 10 COMPLAINT PROCEDURES...............................................................................................60
10.1 COMPLAINT PROCEDURES...................................................................................................60
CHAPTER 11 EDUCATIONAL ASSISTANCE.............................................................................................61
11.1 INTRODUCTION......................................................................................................................61
11.2 OBJECTIVE...............................................................................................................................61
11.3 PROCEDURES:.........................................................................................................................61
CHAPTER 12 NON-DISCRIMINATION & HARASSMENT POLICY...........................................................63
12.1 PURPOSE.................................................................................................................................63
12.2 NONDISCRIMINATION ...........................................................................................................63
12.3 POLICY.....................................................................................................................................63
12.4 EQUAL OPPORTUNITY FOR PERSONS WITH DISABILITIES................................................ 64
12.5 EMPLOYEE RESPONSIBILITIES.............................................................................................. 65
12.6 SUPERVISOR/MANAGER RESPONSIBILITIES...................................................................... 65
12.7 COUNTY RESPONSIBILITIES.................................................................................................. 65
12.8 COMPLAINT PROCEDURE.....................................................................................................66
12.9 INTERNAL DISCRIMINATION COMPLAINT FORM ...............................................................68
CHAPTER 13 VEHICLE USE POLICY ........................................................................................................70
13.1 VEHICLE USE AND SCOPE.......................................................................................................70
13.2 VEHICLE USE POLICY DEFINITIONS.......................................................................................70
Mason County Personnel Policies Page v
13.3 ASSIGNMENT OF COUNTY VEHICLES FOR TAKE-HOME and OPERATIONAL
CONSIDERATIONS..................................................................................................................72
13.4 QUALIFIED NON-PERSONAL USE VEHICLES(as Of 12131/16)................................................72
13.5 EMERGENCY RESPONSES......................................................................................................73
13.6 SPECIAL EQUIPMENT VEHICLES............................................................................................74
13.7 ECONOMIC BENEFITTO THE COUNTY..................................................................................74
13.8 TEMPORARY TAKE-HOME VEHICLE ASSIGNMENT...............................................................74
13.9 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES.................................................75
13.10 BUDGET MANAGEMENT RESPONSIBILITIES ........................................................................75
13.11 DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES..................................75
13.12 SHERIFF'S OFFICE RESPONSIBILITIES...................................................................................76
13.13 EMPLOYEE'S RESPONSIBILITIES............................................................................................77
13.14 FINANCIAL SERVICES— PAYROLL RESPONSIBILITIES..........................................................77
13.15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS.........................................................77
13.16 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS.......................................................78
13.17 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS.......................................................78
13.18 INCIDENTAL TRAVEL AND STOPS..........................................................................................79
13.19 POLITICAL USE OF COUNTY VEHICLES..................................................................................79
13.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS...........................................................79
13.21 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL VEHICLES FOR COUNTY
BUSINESS................................................................................................................................79
13.22 VEHICLE USE AGREEMENT(VUA)-REQUEST FOR DRIVING RECORD................................81
13.23 DRIVER DISQUALIFICATION AND REVIEW............................................................................82
13.24 ACCIDENTS AND CITATIONS..................................................................................................82
13.25 COMMERCIAL DRIVER LICENSE.............................................................................................83
13.26 COUNTY VEHICLE RELATED PURCHASES..............................................................................83
13.27 ER&R VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES.........................................83
13.28 MOTOR POOL REPAIRS AND PREVENTATIVE MAINTENANCE............................................83
13.29 REPAIRS AND PREVENTATIVE MAINTENANCE....................................................................84
13.30 GENERAL MOTOR VEHICLE SAFETY..................................................................................... 84
13.31 SAFETY ................................................................................................................................... 84
CHAPTER 14 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY................................................86
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14.1 ELECTRONIC INFORMATION POLICY...................................................................................86
14.2 ELECTRONIC INFORMATION POLICY DEFINITIONS............................................................86
14.3 ROLES AND RESPONSIBILITIES ............................................................................................ 86
14.4 EQUIPMENT AND PROGRAMS...............................................................................................87
14.5 E-MAIL AND VOICE MAIL(Electronic Communications)......................................................87
14.6 EMAIL MANAGEMENT...........................................................................................................88
14.7 I NTERN ET ACCESS.................................................................................................................90
14.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES.......................................91
14.9 MONITORING,AUDITING AND INSPECTION ........................................................................92
CHAPTER 15—SOCIAL MEDIA POLICY......................................................................................................93
15.1 SOCIAL MEDIA POLICY...........................................................................................................93
15.2 BLOGGING POLICY..................................................................................................................97
15.3 FACEBOOK STANDARDS POLICY.........................................................................................1oo
15.4 TWITTER STANDARDS POLICY.............................................................................................102
CHAPTER 16 CELLULAR TELEPHONE POLICY.....................................................................................104
16.1 CELLULAR TELEPHONE POLICY DEFINITIONS....................................................................104
16.2 COUNTY OWNED CELLULAR PHONES................................................................................104
16.3 USE OF CELLULAR PHONES.................................................................................................105
16.4 PERSONAL USE OF CELLULAR PHONES..............................................................................105
16.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES....................................105
16.6 RECORDS RETENTION OF CELL PHONE RECORD...............................................................105
16.7 SERVICE BILLING...................................................................................................................1o6
CHAPTER 17 TELEWORK POLICY................................................................................................................107
17.1 PURPOSE...............................................................................................................................107
17.2 ELIGIBILITY............................................................................................................................107
17.3 JOB RESPONSIBILITIES AND CONDITIONS..........................................................................107
17.4 TELEWORK SITE....................................................................................................................107
17.5 COMPUTERS, SOFTWARE, SUPPLIES,AND SUPPORT.......................................................1o8
17.6 WORKERS'S COMPENSATION .............................................................................................1o8
17.7 OVERTIME, LEAVE,AND COMPENSATION..........................................................................log
17.8 LIABILITY...............................................................................................................................log
17.9 INCLEMENT WEATHER.........................................................................................................log
Mason County Personnel Policies Page vii
CHAPTER 1 PURPOSE AND SCOPE
1.1 INTRODUCTION
These personnel policies serve as a general guide to the County's current employment
practices and procedures. As such, we hope they will help you understand how the County
operates and what is expected of you as an employee. These policies also describe what the
County provides you in terms of compensation and benefits.
The County places a high value on our employees and their wellbeing.We want you to be a
satisfied worker. We also want to provide the support necessary to achieve the objectives of
your position, and to help you assist your department and the County to achieve their
objectives. In this manner, your contribution to the County organization and the citizens of
Mason County will be most productive.
It is our belief that when consistent personnel policies are known and communicated to all,
the opportunities for greater job satisfaction increase. We encourage you to read these
policies. If you have questions, please contact your supervisor, Department Head or Elected
Official. If you have ideas or suggestions, please do the same.
1.2 INTENT OF POLICIES
These policies are intended as guidelines and do not constitute a contract, express or
implied, or any type of promise or guarantee of specific treatment upon which any
employee may rely, or as a guarantee of employment for any specific duration Although we
hope that your employment relationship with us will be long term, we recognize that jobs
do not always work out as hoped, and either of us may decide to terminate the employment
relationship. Unless specific rights are granted to you in civil service rules, a collective
bargaining agreement, an employment contract, or elsewhere, all employees of the
County are considered at-will employees and as such, may be terminated from County
employment at any time with or without cause and with or without notice. Please
understand that no supervisor, manager or other representative of the County other than
the Board of County Commissioners, or the Elected Official in the case of their employee,
has the authority to enter into any agreement with you for employment for any specified
period or to make written or verbal commitments contrary to the foregoing.
1.3 SCOPE OF POLICIES
These personnel policies apply to all County employees unless exempted in a specific
section. In cases where these policies conflict with any provision of the County Code, Civil
Service rules and regulations, the provisions of a collective bargaining agreement, or state or
federal law, the terms of that law, rule or regulation, or collective bargaining agreement
Mason County Personnel Policies Page 1
prevail. In all other cases, these policies apply.The non-economic provisions of these policies
shall apply to Elected Official's departments unless the Elected Officials) have adopted
policies covering the same subject(s) and filed those policies with the Board of county
Commissioners.
1.4 CHANGING THESE POLICIES
The County reserves the right to modify these policies at any time.The Board of County
Commissioners or the County Administrator may deviate from these policies to achieve the
primary mission of serving the citizens of Mason County. Employees may request specific
changes to these policies by submitting suggestions to their Elected Official or Department
Head.
1.5 DEFINITIONS
Department Head:An employee who reports directly to the Board of County Commissioners
and who is responsible for directing one or more departments.
Regular Full-Time Employee:An employee who holds a budgeted position and who
regularly works a minimum of forty(4o) hours a week.
Regular Part-Time Employee:An employee who holds a budgeted position and who
regularly works less than forty(4o) hours a week.
Extra Help Employee:An employee who holds a job of limited duration due to special
projects, seasonal or abnormal workloads, the absence of a regular employee or
emergencies.
Mason County Personnel Policies Page 2
CHAPTER 2 GENERAL POLICIES AND PRACTICES
2.1 EMPLOYEE PERSONNEL RECORDS
A personnel file for each employee is kept in the Human Resources Department and/or in
the department in which they work. An employee's personnel file contains the employee's
name, title and/or position held, department to which the employee is assigned, salary,
changes in employment status, training received, performance evaluations, insurance
enrollment forms, personnel actions affecting the employee, including discipline, and other
pertinent information. Medical information about employees is contained in a separate
confidential file.
Employees have the right to review their file. An employee may request removal of
irrelevant or erroneous information in their personnel file. If the County denies the
employee's request to remove the information, employees may file a written rebuttal
statement to be placed in their file.
Personnel files are kept confidential to the maximum extent permitted by law. Except for
routine verifications of employment, no information from an employee's personnel file will
be released to the public, including the press, without a written request for specific
information and notification to the employee.
2.2 EMPLOYMENT REFERENCES
Only the Elected Official or Department Head is authorized to provide employment
references on current or former County employees. Other employees shall refer requests for
references to the appropriate Elected Official or Department Head. References will be
limited to verification of employment and salary unless the employee has completed a
written waiver and release. Standardized release forms are available at the Human
Resources Department.
2.3 EMPLOYEE BADGE POLICY
To establish guidelines for the issuance of a photo identification badge to all employees and
for the use of said badge by employees while at work or when representing Mason County
in any official capacity in an effort to provide a safe and secure workplace for all employees.
2.3.1 Policy Statement
All employees will be issued and must wear and visibly display photo identification badges as
provided by Mason County. Identification badges must be worn in a manner that allows the
identification of an employee by photo,first and last names, department, position, and
unique identifying number.
Mason County Personnel Policies Page 3
2.3.2 Definitions
Employee: For the purpose of this policy, staff member shall refer to elected officials, full-
time, part-time, extra help and seasonal employees, including volunteers and interns.
Employee ID Badge: The official County ID badge for all employees.The ID badges will
identify employees' name, department, position and a unique identifying number.
Official Capacity: Includes any time while on County property as well as any business where
the employee is representing the County. This also includes wearing the ID badge while
operating any vehicle owned or leased by the County.
2.3.3 Requirements
• Because the policy and procedures described herein are intended to provide for the
safety and security of County employees, all employees are expected to fully comply
with all provisions of this policy.
• The Human Resources Department will provide all new staff members a copy of this
policy at the time of new employee orientation.
• All employees are required to wear the I D badge at County work areas during official
capacity. ID badges are to be prominently worn so the photo is clearly visible to others.
The requirement may be temporarily waived at the department's discretion when
wearing the ID badge presents a safety issue. However, the employee must carry the ID
badge at all times during work hours or when acting in an official capacity. It can be
placed in a pocket or wallet.
• The ID badge is to be worn between the shoulders and waist on a clip or lanyard.The
County will provide a clip or lanyard for each employee to wear the ID badge. The ID
badge shall not be defaced or altered with pins, stickers, decals, etc.
• Employees are responsible for safeguarding their own ID badge. Any lost or damaged ID
badges should be reported immediately to the employee's supervisor, who is
responsible for reporting the lost or damaged ID badge to the Division of Emergency
Management.
2.3.4 Procedure
• All employees of Mason County will be issued photo identification upon completion of
the ID Badge Request Form (Attachment A).
• All new employees will have their ID badges made by Mason County Division of
Emergency Management (DEM) by appointment after completing all required new
employee training(First-Aid/CPR, CORE Training, ICS 100 &700...).
• Employees will be issued one ID badge.
• New ID badges will be issued to current employees who receive a transfer, promotion,
demotion, etc. to a different department or a name change.An ID Badge Request Form
ILMason County Personnel Policies Page 4
will need to be completed along with the required proof of ICS training if not previously
done.
• Supervisors shall report lost or damaged ID badges to Mason County Division of
Emergency Management. Damaged ID badges shall be returned to DEM. A reprint of the
original ID badge will be done and sent to the department supervisor.
• Any lost ID badge that is found should be turned in to Mason County Division of
Emergency Management, ioo W. Public Works Dr., Shelton.
• Upon termination of employment or retirement, an employee must turn in their ID
badge to their supervisor.The supervisor is then required to send the ID badge to Mason
County Division of Emergency Management.
• An employee placed on paid/unpaid administrative leave or who is out for an extended
period of time on Federal Medical Leave, must turn in their ID badge to their supervisor
pending return to work.
2.3.5 Identification Holder Responsibilities
• Do not lend your ID badge to anyone.
• Do not leave ID badge on dash of vehicle or other locations where exposed to extreme
temperatures or theft.
• Do not fold, bend, or mutilate your ID badge.
• Use your ID badge for official Mason County business only.
• Do not leave your ID badge unattended.
• Immediately notify your supervisor if your ID badge is lost or missing.
Mason County Personnel Policies Page 5
CHAPTER 3 RECRUITING AND HIRING
3.1 RECRUITING
Recruiting practices are conducted solely on the basis of ability, merit, qualifications and
competence without regard to race, color, religion, national origin, sex, marital status,
pregnancy, disability, or age.
Each applicant shall complete and sign an application form prior to being considered for any
position. Resumes may supplement, but not replace the County's official application.
Any applicant supplying false or misleading information may be disqualified from the hiring
process, or terminated, if hired.
3.2 HIRING
When a position becomes vacant and prior to any posting or advertisement of the vacancy,
the Department Head shall review the position, its job description, and the need for such a
position.The Department Head will submit a request to fill the position to the Board of
County Commissioners.The position will be posted and/or advertised only after the Board of
County Commissioners has approved the request.
The County may administer pre-employment examinations to test the qualifications and
ability of applicants, as determined necessary by the County.The County may contract with
any agency or individual to prepare and/or administer examinations.The County may also
conduct certain background procedures as required by law. Examples of such procedures
include: requiring applicants/employees to show proof they are authorized to work in the
United States and requiring applicants/employees who have unsupervised access to children
to complete a disclosure statement.
Residency within the County shall not be a condition of initial appointment or continued
employment; provided that an employee's selection of residence shall not interfere with the
daily performance of their duties and responsibilities.
Applicants for positions in which the applicant is expected to operate a motor vehicle will be
required to present a valid Washington State driver's license with any necessary
endorsements. Driving records of applicants may be checked. Applicants with poor driving
records, as determined by the County, may be disqualified for employment with the County
in positions requiring driving.
After an offer of employment has been made and prior to commencement of employment,
the County may require persons selected for employment to successfully pass a test for the
Mason County Personnel Policies Page 6
presence of alcohol and/or controlled substances.The offer of employment may be
conditioned on the results of the examination.
A candidate may be disqualified from consideration if the test reveals use of alcohol and/or
controlled substances (other than legally prescribed medications), or if the candidate
refuses to be tested.
3.3 EXTRA HELP EMPLOYEES
Elected Officials and Department Heads may use extra help employees to temporarily
replace regular employees who are on vacation or other leave, to meet peak work load
needs, or to temporarily fill a vacancy until a regular employee is hired. Extra help employees
may be hired without competitive recruitment or examination, although all hiring processes
must comply with state and federal laws.
Compensation/Benefits: Extra help employees are eligible for overtime pay as required by
law. Extra help employees normally do not receive retirement, vacation, sick leave, health
insurance, holidays or any other benefits during their employment.
Extra help employees pay contributions to the Social Security system and to Labor and
Industries, as does the County on their behalf. Extra help employees are normally not placed
on the state PERS retirement system, although there are a few exceptions based on PERS
eligibility criteria, such as those who work over seventy(70) hours per month for five (5)
months out of twelve on a long term basis (see 7.12).
3.4 EMPLOYMENT OF RELATIVES (NEPOTISM)
The immediate family, by blood or marriage, of current County employees, Elected Officials
and County Commission members will not be employed by the County where:
1. One of the parties would have authority, or practical power, to supervise, appoint,
remove, or discipline the other;
2. One party would handle confidential material that creates improper or inappropriate
access to that material by the other;
3. One party would be responsible for auditing the work of the other; or
4. Other circumstances exist that might lead to potential conflict among the parties or
conflict between the interest of one or both parties and the best interests of the
County.
Immediate family for the purpose of this section shall include the employee's spouse,
parent, child, grandchild, brother, sister,father-in-law, mother-in-law, brother-in-law, sister-
in-law, son- in-law and daughter-in-law.
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Change in Circumstances: If two employees marry, or become related, and in the County's
judgment, the potential problems noted above exist or reasonably could exist, only one of
the employees will be permitted to stay with the County, unless arrangements, as
determined by the Board of County Commissioners, can be made to eliminate the potential
problem. The decision as to which employee will remain with the County must be made by
the two employees within thirty(30) calendar days of the date they marry, or become
related. If no decision is made during this time, either employee may be terminated.
3.5 PROMOTIONS
The County encourages promotion from within the organization whenever possible. All
openings will be posted so that employees may become aware of opportunities and apply
for positions in which they are interested and qualified.
Before advertising a position to the general public, the Human Resources Administrator may
choose to circulate a promotional opportunity within the County.
The County reserves the right to seek qualified applicants outside of the organization at its
discretion.
All openings will be posted on the bulletin boards where notices for employees are
customarily posted. Employees must meet the qualifications for the vacant position to be
considered for promotion.
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CHAPTER 4 HOURS AND ATTENDANCE
4.1 WORKING HOURS
The County's normal work week is Monday through Friday from 8:0o a.m. to 5:00 p.m.with
a one-hour unpaid lunch period. Due to the nature of the County's operations, longer hours
may be necessary in some instances.
A normal working schedule for regular,full-time employees consists of forty (40) hours each
work week. Different work schedules may be established by the County to meet job
requirements and provide necessary County services. Each employee's Elected Official or
Department Head will advise the employee regarding their specific working hours.
Part-time and extra help employees will work hours as specified by their Elected Official or
Department Head.
4.2 HOURS OF WORK AND OVERTIME
All County positions are designated as either"exempt" or "non-exempt" according to the
Fair Labor Standards Act ("FLSA") and Washington Minimum Wage Act regulations. You will
be informed of your status by the County.
For most County employees, the established work period is forty(40) hours within a seven
(7) day work week. All personnel are responsible for accurately reporting all hours worked
and leave taken on forms supplied by the County. Such forms shall be signed by the
employee and their supervisor. Employees failing to accurately record time worked and
leave taken are subject to discipline.
Non-exempt employees are entitled to additional compensation, either in cash or
compensatory time off, when they work more than the maximum numbers of hours during a
work period. All overtime must be authorized in advance by the employee's supervisor.
Overtime pay is calculated at one and one-half times the employee's regular rate of pay for
all time worked beyond the established work period. When computing overtime, time paid
for but not worked (e.g., holidays, sick leave and vacation time), is not counted as hours
worked.
Exempt employees are not covered by the FLSA or Washington Minimum Wage Act
overtime provisions and do not receive either overtime pay or compensatory time in lieu of
overtime pay.
Exempt employees who are absent from work shall use paid leave time or have their salaries
reduced for the following types of absences:
Mason County Personnel Policies Page 9
1. FMLA leave;
z. Participation in political activity'
3. Outside employment, subject to approval; or
4. Other activities that would be in violation of the Conflict of Interest Policy if
conducted during regular work hours.
5. A Partial-day of absence of four hours or more (half the employee's regular
workday for an employee working less than a full FTE).
4.3 COMPENSATORY TIME
Non-exempt employees entitled to overtime pay may request compensatory time off instead
of cash payment.This is approved on a case-by-case basis by the supervisor.The County is not
required to grant compensatory time instead of overtime pay. If the compensatory time
option is exercised, the employee is credited with one and one-half times the hours worked
as overtime. Maximum accruals of compensatory time shall not exceed forty (40) hours for
regular employees unless a higher limit has been authorized in writing by the Board of County
Commissioners. After maximum accrual, overtime compensation shall be paid by the
appointing authority's department. No rollover comp time can be banked, and the allowed
forty(4o) hours of accrued comp time must be used by the end of each year. If the employee
does not use all their accumulated comp time, they will receive a payout for the unused comp
time on the December 25 payroll check.
Employees may use compensatory time within a reasonable time period after making a
request to their supervisor, unless doing so would unduly disrupt County operations.
Compensatory time should be used for short term absences from work during times
mutually agreed to by the employee and their supervisor.
Unused compensatory time is nontransferable. When an employee is transferring from one
department to another and has a balance of unused compensatory time, the employee is
encouraged to use their compensatory time before the effective date of transfer. When this
is not possible, the transferring employee shall receive payment in full for the accrued
compensatory time from the employee's former department. Payout for compensatory time
is not eligible for a payout payment plan.
Exempt regular employees shall not be entitled to any additional compensation for hours
worked more than forty (4o) hours per week. Employee's transferring from non-exempt to
exempt positions through either promotion or reclassification are encouraged to use their
compensatory, banked holiday, and premium time before the effective date of transfer.
When this is not possible, the transferring employee shall receive payment in full for the
accrued compensatory, banked holiday, and/or premium time from the employee's former
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department. Such payout shall be paid by the appointing authority's budget, based on the
rate of pay for the position from which the employee is transferring from, not the rate of the
new position. Payout for compensatory time is not eligible for a payout payment plan.
4.4 ATTENDANCE
Punctual and consistent attendance is a condition of employment. Each Elected Official and
Department Head is responsible for maintaining an accurate attendance record of their
employees.
Employees unable to work or unable to report to work on time should notify their supervisor
as soon as possible, ordinarily before the work day begins or within thirty(30) minutes of
the employee's usual starting time. If an absence continues beyond one day, the employee is
responsible for reporting in each day unless excused from daily reporting by their
supervisor. If the supervisor is unavailable, the employee may leave a message with the
Elected Official/Department Head or their designated representative,.stating the reason for
being late or unable to report for work.
4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES
During times of inclement weather or natural disaster, it is essential that the County
continue to provide vital public services. Therefore, it is expected that employees make
every reasonable effort to report to work without endangering their personal safety.
An employee who is unable to get to work, arrives late to work, or leaves work early
because of unusual weather conditions or other extreme circumstances shall charge the
time missed to: vacation,floating holiday, compensatory time or if such leave is not
available, to leave without pay. The employee shall advise their supervisor by phone or in
person as in any other case of late arrival or absence.
In some extreme circumstances, including, but not limited to,flooding,fire, total power
outages, or other public health emergencies, one or more County work locations may not be
suitable for employees to safely or effectively perform their jobs. Under such circumstances,
if employees are sent home after reporting to work or told to report to work later than their
regular starting time, they shall be paid for hours missed from work that day. If employees
are advised before reporting to work, or if reasonable efforts were made to advise them
before reporting to work, that they should not report to work, such absence for time missed
from work shall be charged to: vacation, personal holiday, compensatory time or if such
leave is not available, to leave without pay. In no event shall the decision that some
employees cannot work due to conditions at their work location, entitle other employees
who worked, compensation beyond their regular pay.
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The decision to send employees home or tell them not to report to work shall be made by
the Elected Official or Department Head responsible for the work location and is subject to
the prior approval of the Board or a single Board member if only one Board member is
available. If no Board member is available, the decision of the Elected Official or Department
Head shall be final. Such decision shall include consideration of the expected duration of the
condition, safety issues affecting employees or the public and alternative work locations.
County Office Closure Procedure
1. When a major snow, ice or storm event is taking place or appears to be imminent, the
road operations manager or their designee shall collect information from a variety of
community sources to prepare a road condition report as early as possible, but no
later than 4:45 a.m. if possible.
2. On or about 4:45 a.m. the designated road operations manager shall contact the
Public Works Director or their designee to discuss the road and weather conditions
and latest weather forecast.
3. On or about 5:oo a.m. the Public Works Director or designee calls the Commission
Chair to advise them of road conditions throughout the county and latest weather
forecast and makes recommendation regarding suspending standard operations.
4. The Chair shall decide that:
a. Situation does not merit suspending standard operations: The County will
observe normal business operations because road conditions in most areas of
the County are not hazardous; all County operations will be conducted to
facilitate justice and commerce. Staff may use leave as provided in the
Personnel Policy 4.5 Unusual Weather Conditions/Extreme Circumstances; or
b. Opening standard operations will be delayed until specified time later in the
day(preferably io:oo a.m. or 12:30 p.m.) [or closed early if conditions merit]
because extremely hazardous conditions currently exist and the safety risks
of travel for employees and the public and the associated County liability
outweigh the benefit of commencing designated standard operations at the
normal time; or
c. Extremely hazardous conditions exist and are likely to persist throughout
the day and the safety risks of travel for employees, the public, and the
associated County liability outweigh the benefit of conducting designated
standard operations this day. Conduct of standard operations is suspended
until a specified time the following day.
5. The Chair will contact the Presiding Judges of Superior and District Courts to
determine if it is necessary to make special accommodations for any of their
operations during the suspension of standard operations.
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6. By 6:oo a.m., the Chair calls Support Services staff to update the County closure
information message number(360-427-967o ext. 678)with information regarding the
duration of the suspension. Support Services will contact the media and the
Emergency Management/Information Technology Manager or designee.
7. The Emergency Management/Information Technology Manager or designee shall
update the County website with the closure information and broadcast an AlertSense
message.
8. If closure occurs during regular work hours, Support Services staff updates the
County closure information message number(x678), contacts each county office,
sends out an "all county" email, sends notice to website and the media. Emergency
Management shall broadcast an AlertSense message.
4.6 BREAKS AND MEAL TIME
Employees will be allowed up to a one(1)hour unpaid lunch period as approved and scheduled
by the employee's supervisor. Employees may take one (1)fifteen-minute break for every four
(4) hours worked. Breaks should be arranged so that they do not interfere with County
business or service to the public. The scheduling of meal periods may vary depending on
department workload. Meal periods are unpaid and usually one hour in length. Lunch periods
and breaks shall not be combined and they may not be used to shorten an employee's workday.
BREAK TIME FOR NURSING MOTHERS PROVISION:
Purpose and Overview
The intent of this policy is to support Mason County employees who are breastfeeding and to
meet the requirements of Section 7 of the Fair Labor Standards Act of 1938 (29 U.S.C. 207) as
amended by the Patient Protection and Affordable Care Act(effective March 23, 201o). This
policy applies to all Mason County employees.
Procedures
This policy provides the following information:
1. A reasonable amount of time to express milk or breastfeed (lactation time)
2. Private and secure rooms to express milk or breastfeed (lactation room)
3. Employee responsibilities
4. Education and support
5. Anti-discrimination, harassment or retaliation
6. Employee Notification
i. Reasonable Amount of Time to Express Milk or Breastfeed (Lactation Time)
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Managers must provide an employee a reasonable amount of time to express milk or
breastfeed their infants during the workday. The frequency of breaks and the duration may
vary. In the early months of a baby's life, nursing employees will typically need two to three
breaks during an eight-hour shift. Typically, the act of expressing breast milk alone will take
15-20 minutes. However, the actual length of break may vary depending on additional factors,
such as the location of the private space and the amenities nearby(proximity to sink, milk
storage area, etc.)
Reasonable accommodations shall be made to provide breaks of adequate timing and length
to support the ongoing production of breast milk. This may necessitate total break time in
excess of that regularly scheduled on a temporary basis during the breastfeeding experience.
Managers and employees will discuss requested accommodations and any schedule
adjustments needed. Nursing mothers may request a flexible work schedule, subject to
approval by management, to address their individual needs (e.g. allow employee the flexibility
to come in early or stay late, or use a portion of their lunch period, to make up time).
2. Private and Secure Rooms to Express Milk or Breastfeed (Lactation Room)
Federal guidelines provide that a bathroom may NOT serve as a lactation room. Lactation
rooms shall be:
• private (window coverings are required);
• secure (lockable from the inside, if possible);
• accommodating(comfortable seating, a table, and power outlets);
• reasonably close to the employee's work area;
• provided with a sign to designate the space is in use.
Although not required, when possible, the lactation room should also:
• Be near a sink with hot water and soap for hand washing and equipment cleaning.
• Have a place where expressed breast milk can reasonably be stored. This does not
mean refrigeration must be provided but employees must be allowed to bring
insulated food containers and ensure there is a place to store a pump and containers
while they are at work.
Employees in outlying work locations that do not have a designated lactation room should
arrange, with their managers, an intermittent or temporary location to be used as a lactation
room. Designated lactation rooms may exist at some Mason County worksites; a list of rooms
and scheduling information can be found at: http://www.co.mason.wa.us/forms/human-
resources/lactation-rooms.pdf
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If no lactation room or other suitable space is available, contact Human Resources for
additional assistance or questions at extension 268.
3. Employee Responsibilities
Any necessary equipment(breast pump, storage containers, etc.)should be securely stored at
the employee's workstation or at another storage area agreed upon by the employee and
manager. Employees are responsible for keeping milk expression areas clean, using
antimicrobial wipes. Breast milk may be stored in a labeled personal storage cooler or in a
tightly closed container in a staff refrigerator.
4. Education and Support
Employees have access to additional support and education for breastfeeding through the
following resources.
• Health insurance benefits may cover breastfeeding-related resources and services.
Contact your specific health insurance provider to inquire about resources available.
• Contact a Mason County Public Health Nurse at x400 for additional resource
information.
5.Anti-Discrimination, Harassment or Retaliation
Mason County is committed to supporting its employees who are nursing mothers. As with
any right conferred under the FLSA, nursing mothers who express milk or nurse their infants
during the workday are protected from discrimination, harassment or retaliation for doing so.
In addition, Mason County does not tolerate discrimination, harassment or retaliation. Such
action is a violation of this policy and any employee engaging in such misconduct may be
subject to discipline, up to and including termination.
Any county employee who experiences or witnesses what may be discrimination, harassment
or retaliation toward a nursing mother, is strongly encouraged to address it by asking the
person to stop the behavior; and/or reporting the alleged incident to the immediate
supervisor, any other member of management within the agency, or to Human Resources.
6. Employee Notification
• Human Resources shall notify all employees of Mason County's Breastfeeding
Accommodation Policy and Procedures upon adoption.
• Employees will receive a copy of the Breastfeeding Accommodation Policy and Procedures
during New Employee Orientation.
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• Human Resources or management shall provide a copy of the Breastfeeding
Accommodation Policy and Procedures when they become aware of an employee preparing
for an approaching childbirth or maternity leave.
4.7 CALLBACK
Employees are subject to call back in emergencies or as needed by the County to provide
necessary services to the public. Non-exempt employees called back to duty will be paid
their appropriate rate of pay for hours worked (the overtime rate for hours worked over the
applicable overtime threshold).
4.8 PAYROLL RECORDS
The official payroll records are kept by the Auditor. Each Elected Official and Department
Head shall submit monthly, a signed payroll worksheet for all employees within their
department, noting hours worked, leave taken, overtime worked and compensatory time
taken for each employee. Each Department Head shall submit monthly, a signed statement
noting regular hours worked and leave taken to the Board of County Commissioners at the
Department Head's first briefing on the following month.
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CHAPTER 5 COMPENSATION
5.1 SALARY CLASSIFICATION AND GRADES
Each regular job title within the County is classified into one of the County's job
classifications for salary purposes. Each job classification is designated a particular salary or
salary range shown on the County's salary range alignment, which is modified periodically by
the Board of County Commissioners, or as specified in the applicable union agreement.
Employee's classifications, grades, and changes are to be tracked in the County's MUNIS
system to maintain the transparency, professionalism, integrity, accountability, respect and
partnership between Mason County, its departments and the employees.
5.2 EMPLOYEE PAY RATES
Employees shall be paid within the limits of the salary range to which their positions are
assigned. Usually, new employees will start their employment at the minimum wage rate for
their classification. However, a new employee may, upon the written request of the Elected
Official or Department Head and approval of the Human Resources Administrator, be
employed at a higher rate than the minimum.
When deemed appropriate, and approved by the Board of County Commissioners, an
employee may be compensated at a Y-Rate, which is a rate of pay that either is between
steps of the salary range or exceeds the top step of the salary range. A Y-Rate shall remain in
effect until such time as a step of the salary range for the employee's job classification
equals or exceeds the Y-Rate or the Board of County Commissioners rescinds their
authorization for the Y-Rate.
Pay increases are contingent on satisfactory performance. If an employee's performance is
consistently unsatisfactory, the Elected Official or Department Head may defer a scheduled
pay increase for a stipulated period of time or until the employee's job, performance is
satisfactory.
The Board of County Commissioners may grant a pay adjustment from time to time, raising
the salaries of all classifications, a defined group of classifications, or a single classification.
Such adjustments, if any, will not normally change an employee's pay anniversary date. The
actual day of any pay increase shall be the is'or 161h of the month, with the exception of
working out of class, depending on the date of the anniversary day(e.g., if an employee's
anniversary date is on January 14, the pay increase will take effect January 1).
An employee who has been assigned to perform all of the significant duties of a higher level
job classification, due to the absence of the employee who normally holds that position, and
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who performs such duties for five (5) or more consecutive days, shall be compensated on
that step of the salary range of the higher job class that provides at least a five (5) percent
increase over their(the employee working out of class) current rate of pay.
Any current employee who accepts a position in another county office or department (that
is, a position under a different Elected Official or Department Head) and that position is of a
higher classification and salary range than the employee's current position, will preferably
be placed on the step which results it a 5% increase over the employee's current salary. In
the event that the Elected Official or Department Head determines that significant training is
needed for the employee in the new position, the Elected Official or Department head may
offer the position at any step in the higher classification and salary range. Upon the request
of the Elected Official or Department Head and approval of the Human Resources
Administrator, a promoted employee may be placed in a step higher than that specified
above.
If the Human Resources Administrator does not concur in a request for advanced step
placement for a newly hired or promoted employee, the Elected Official or Department
Head may appeal that decision to the County Administrator.
5.3 LONGEVITY
The County shall provide additional monthly compensation, beginning January 1, 2023,
above each eligible employee's base salary to recognize continuous length of service as a
County employee, as follows:
Total Years of Service Completed Additional Pay Increment
1-10 Years 0
11-15 Years 1.5%
16-20 Years 3.0%
21-25 Years 4.5%
26 or more Years 6.0%
Eligible regular part-time employees shall receive longevity pro-rated in proportion to the
part-time employee is in pay status during the month as compared to that required of full-
time employment.
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5.4 RECLASSIFICATION
A reclassification is a change in the allocation of a position from its current job classification
to a different job classification as a result of changed duties, responsibilities, and/or
authority of a position. Reclassification will be considered when an employee has been
permanently assigned to perform the primary functions of a different job classification or
has been permanently assigned significantly different duties, which may warrant
establishing a new job classification.
An employee may request reclassification by submitting a written request, which includes a
justification, to their Elected Official or Department Head. The Elected Official or
Department Head shall respond to the employee in writing within thirty (30)working days.
An Elected Official/Department Head may request reclassification of a position by submitting
a written request with justification and a revised Job Description to the Human Resources.
Human Resources shall respond to the request in writing within thirty(30)working days of
receipt of the request.
If approved or denied by Human Resources, the request may then be submitted to the
Board of County Commissioners, with written justification from the Elected
Official/Department Head for their review. The Board of County Commissioners shall
respond to the request in writing within thirty (30)working days of their receipt of the
request. If approved by the Board, the reclassification shall be effective as of the date of
Board's action or other effective date as may be set by the Board in such action. If the Board
denies the request, the matter is closed.
Step placement of an employee who has been reclassified shall be the same as if the
employee had been promoted, transferred, or demoted, whichever is applicable.
5.5 PAYDAYS
County employees are paid semi-monthly on the loth and 25th of each month and the
payroll will be a direct deposit into the bank of the employee's choice. If a regularly
scheduled payday falls on Saturday or Sunday, payroll will be a direct deposit on Friday. If a
regularly scheduled payday falls on a holiday, payroll will be a direct deposit on the last
regular work day prior to the holiday.
5.6 SALARY FOR EXEMPT EMPLOYEES
The County shall pay exempt employees on a salary basis.The appointing authority shall
deduct leave or reduce pay for an exempt employee who is absent from work for the
following types of absences:
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1. FMLA leave;
2. Participation in political activity;
3. Outside employment, subject to approval; or
4. Other activities that would be in violation of the Conflict of Interest Policy if
conducted during regular work hours;
5. A Partial-day of absence of four hours or more (half the employee's regular
workday for an employee working less than a full FTE).
5.7 DEDUCTIONS
Some regular deductions from the employee's earnings are required by law; other
deductions are specifically authorized by the employee. The County will withhold from the
employee's paycheck those deductions required by law and any voluntary deductions
authorized by the employee, by applicable union contract, or by statute. All deductions from
pay are deducted from the last check of the month. If an employee is overpaid or required
deductions were not withheld, the amount overpaid or not withheld will be deducted from
future pay on a reasonable basis unless excused by the Board of County Commissioners.
5.8 TRAVEL EXPENSE REIMBURSEMENT
Mason County recognizes that out of town travel and related business expenses can be an
integral and necessary component of the operation of local government. This policy is
intended to establish equitable standards and to provide consistent and fair treatment to all
employees who incur such expenses. It is also intended to establish and maintain effective
controls over those expenses.
County officials (department heads and elected officials)and County employees are
expected to exercise prudent judgment when incurring travel expenses on behalf of the
County doing official County business. The failure of employees to follow this policy, or incur
excessive expenses, may be cause for disciplinary action. Non-business related expenses
and/or expenses not made in accordance with this policy will not be approved or
reimbursed.
All travel and associated expenses must be approved in advance by the department head or
elected official. Employees will be reimbursed for reasonable and customary expenses
actually incurred in connection with doing business on behalf of the County. These may
include meals, lodging, transportation and other necessary expenses while away from the
office. These expenses may not include: alcoholic beverages; tobacco; tips exceeding 15%;
meals, lodging or transportation provided for the employee by an outside entity as part of
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the employees participation; any expenses for a person(s)traveling with the employee; any
expenses incurred that are not in connection with the business of the County
All requests for payment of travel must be submitted to the Auditor's Financial Services
department on forms approved and provided by the Auditor. All required documentation
must also be submitted on the approved travel document form. Required travel documents
include all itemized receipts, conference/seminar agendas, and all proof of costs incurred
while doing business on behalf of the County. Travel documents should be presented to the
Auditor's Financial Services department in the month the charges occur.
If an employee chooses to travel to a destination in advance of the necessary time for
arrival, or remain at the destination following the official closing of the event, there will be
no additional per diem, lodging or miscellaneous expenses paid to the employee.
All requests for payment must be signed by the department head or elected official and the
employee that is requesting reimbursement. An employee may not request reimbursement
on behalf of another employee.
If an employee is compensated by an outside entity for any travel costs while traveling on
behalf of Mason County, the employee will deposit those funds with the Mason County
Treasurer. The employee will provide the Auditor's Financial Services department with a
copy of the Treasurer's deposit receipt and a detail of the expenses covered.
Any member of a board, committee or commission that is not a Mason County employee,
but is an appointed member to do business on behalf of Mason County is subject to all travel
rules and documentation noted herein.
PER DIEM (meal reimbursement)
All requested meal reimbursement must have a detailed receipt. Meals will be reimbursed,
minus any alcohol or a tip exceeding 15%, using the Washington State Office of Financial
Management (OFM) per diem rates and, for out of state travel, the U.S. General Services
Administration (GSA) per diem rates. The meals will be reimbursed up to the allowable rate
for the area and meal on those rate maps. Per diem will be reduced for any meals provided
through conference registration, seminars or similar events. Reimbursement will not be
made if the employee chooses not to eat the meal provided and eats elsewhere.
Single Day Per Diem (meal reimbursement):
Single day per diem occurs when no overnight stay is required. Single day meal
reimbursements are considered taxable wages according to the IRS and will be included as
gross taxable income of the employee. An employee must use the single day per diem form
and include it with their payroll timesheet information. The department supervisor will
Mason County Personnel Policies Page 21
forward the per diem form to the Auditor's Financial Services department.The meal will be
added to their taxable gross wages and taxed accordingly.
Per Diem (meal reimbursement)while in overnight travel status:
If an overnight stay is required, per diem will be based on either OFM (in state) or GSA(out
of state) rates for each day the employee is in full travel status. The per diem rate will be
based on the location the employee is in for that meal. On days of departure and return, an
employee will apply the Three Hour Rule (see rule below).
Three Hour Rule for per diem (meal reimbursement):
If an employee is in travel status for three hours beyond their regular work schedule for a
single day, they may receive meal reimbursement. The three hours may consist of hours
occurring before, after or a combination of both before and after the employee's regular
work schedule for the day. The employee may not stop for a meal just to meet the three-
hour rule.
Special Circumstances:
During emergency situations such as, but not limited to, initial crime scene investigations,
major crimes, emergency weather situation, natural disasters, etc., when employees are
working extended hours and stopping for a meal break could worsen the emergency or
increase costs to the County, departments may provide an on-scene meal of nominal cost. A
detailed receipt, including names of all employees/volunteers involved, must be provided.All
receipts and pertinent information involving the emergency situation must be included on
the claim for payment voucher submitted to the Auditor's Financial Services department. An
employee may not claim a per diem meal reimbursement if their County department is also
submitting a claim for payment voucher for the same incident.
Lodging
All lodging is to be reserved using a government, or most economical, rate whenever
possible. County credit cards may be used to secure lodging for a County employee.
Reimbursement for lodging is allowed when the temporary duty station is located more
than fifty(50) miles, using the most direct route, of the closer of either the traveler's official
residence or official work station.
Reimbursement will be made for the actual lodging expense and any applicable taxes. If
there are additional charges for a person(s)traveling with the employee, who is not
traveling on behalf of County business, the employee is responsible for all charges for that
additional person(s)and it will not be reimbursed. An itemized statement is required for all
charges.
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If an employee shares an accommodation with another employee or an employee of
another entity who is attending the same event, an equal share of the double room rate will
be paid on behalf of the Mason County employee. Each employee must submit an original
invoice showing the lodging charge for their portion of the room rate.
Not eligible for reimbursement on a lodging receipt are, but not limited to: laundry services;
valet service; entertainment expenses; athletic room (gym) charges, internet charges
(unless required by their supervisor).
Transportation
Any employee driving a vehicle (either County car or personal vehicle) must have and must
be able to provide proof of valid car insurance.
Employees are encouraged to reserve and use a pool car from ER&R as much as possible. All
county vehicles shall be used in accordance with Mason County ER&R use policy.
If a personal vehicle is used, the mileage will be based on the current IRS standard POV rate.
Mileage will be prohibited for normal travel between the usual place of business and
employee's main place of residence. When traveling on behalf of the County, mileage will
be paid from either the official workstation or the employee's main residence, whichever is
the closer and most direct route of the two, to the travel destination.
Mileage shall not exceed what the sum of a round trip coach airfare from a common carrier;
any needed local ground transportation and other related costs for that destination.
Airfare (coach rate), car rentals, trains, ferry, tolls, shuttle/taxi, etc. will be reimbursed with a
receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets
purchased with an employee's individual frequent flyer miles will not be reimbursed.
5.9 COMPENSATION UPON TERMINATION
When an employee's employment with the County is terminated, the employee will receive
the following compensation on the next regularly scheduled payday:
1. Regular wages for all hours worked up to the time of termination, which have not
already been paid.
2. Any overtime or holiday pay due.
3. A lump sum payment for accrued but unused vacation provided the employee has
completed six(6) months of employment, compensatory time and,for eligible
employees, accrued but unused sick leave.
4. A lump sum payment for accrued but unused sick leave for eligible employees hired
prior to April 13, 2010 (see Chapter 7.2 for eligibility requirements)
Mason County Personnel Policies Page 23
Terminating employees entitled to payment for accrued leave time, and in the case of
employees of the Sheriff's Department, banked holiday time, may request payment for such
time in scheduled payments rather than a lump sum. To be eligible for scheduled payments
the amount due must be $1o,000 or more, the scheduled payments must be $500 or more
per month and the employee must agree to conditions established by the county.
5.10 RECRUITING EXPENSES
Reasonable expenses incurred by candidates for management level or hard to fill technical
or professional level positions may be reimbursed when such candidates are invited by the
appointing authority in writing to Shelton for personal interviews. Expenses will be limited
to transportation, lodging and meals. The transportation reimbursement shall be limited to
the amount the County would pay for round trip coach class airfare.The written invitation to
the interview shall include an explanation of those expenses that will be reimbursed and the
method for claiming reimbursement. Such expenses shall be approved by the Board of
County Commissioners in advance.
At the discretion of the Board of County Commissioners and with their approval in advance,
reasonable moving expenses of a new employee in a management level or hard to fill
technical or professional level position may be reimbursed. Such reimbursement shall not
exceed $5,000. Moving expenses shall mean the cost of moving household goods, furniture,
clothing and other personal effects of the new employee.To be eligible for reimbursement
of moving expenses the new employee must agree in writing to refund to the County such
moving expenses if they voluntarily terminate their employment within one year of their hire
date.
5.11 UNIFORM ALLOWANCE
Compensation for required employee work apparel shall be based on RCW 49•12.450, which
obligates the employer to furnish or compensate an employee for apparel required during
work hours, if it is a uniform. Non-Represented employees requesting reimbursement, upon
presentation of receipt, under this policy, shall be reimbursed for the purchase of a uniform
meeting the following conditions:
1. Notwithstanding the provisions of chapter 49.46 RCW or other provisions of this
chapter, the obligation of the employer to furnish or compensate an employee
for apparel required during work hours shall be determined only under this
section.
Mason County Personnel Policies Page 24
IL
2. Employers are not required to furnish or compensate employees for apparel that
the employer requires an employee to wear during working hours unless the
required apparel is a uniform.
3. As used in this section, "uniform" means:
a. Apparel of a distinctive style and quality that, when worn outside of the
workplace, clearly identifies the person as an employee of Mason County;
b. Apparel that is specially marked with the employer's logo;
4. Except as provided in subsection (5) of this section, if the employer requires an
employee to wear apparel of a common color that conforms to a general dress
code or style, the employer is not required to furnish or compensate an employee
for that apparel. For the purposes of this subsection, "common color" is limited
to the following colors or light or dark variations of such colors:White,tan, gray,
blue, or black for tops; and tan, black, blue, or gray, for bottoms.The employer is
permitted to require an employee to obtain two sets of wearing apparel to
accommodate for the seasonal changes in weather, which necessitate a change in
wearing apparel.
5. If the employer changes the color or colors of apparel required to be worn by any
of their employees during a two-year period of time, the employer shall furnish or
compensate the employees for the apparel. The employer shall be required to
furnish or compensate only those employees who are affected by the change.
The two-year time period begins on the date the change in wearing apparel goes
into effect and ends two years from this date.The beginning and end of the two-
year time period applies to all employees regardless of when the employee is
hired.
6. For the purposes of this section, personal protective equipment required for
employee protection under chapter 49.17 RCW is not deemed to be employee
wearing apparel.
5.12 PERSONNEL ACTION POLICY
The Personnel Action Form (PAF) is used to report all changes, such as, but not limited to;
Appointments, Terminations, Change in Status, Leave, Compensation of an individual
employee, and shall be entered into the County's financial system MUNIS.
Since the information on the PAF form can affect employee's paycheck, benefits, and receipt
of information such as state retirement and W-2's, it is critical that it be completed by the
department in a timely manner, as outlined by Mason County Auditor's Office annually. It is
important that Human Resources and Payroll receive the PAF,from the departments, by the
established deadline, per the PAF schedule, to ensure timely, accurate, posting and
Mason County Personnel Policies Page 25
processing payment to employees. All County departments are required to enter PAF's into
MUNIS for the following(but not limited to) purposes:
1. Hire (This category only is typically entered by HR, once a New Hire Selection
Form is submitted):
a. New Hire
b. Extra Help
c. Seasonal Help
d. Temporary Position, etc.
2. Leave:
a. Administrative Leave (Admin/Disciplinary Leave With or Without pay)
b. Family Medical Leave Act (FM LA Leave With or Without pay)
c. Leave Without Pay(LWOP)
d. Military Leave (Leave With or Without pay)
e. Continued FMLA Leave- Doctor Approval
f. Workers Compensation Time Loss (L&I)
g. Authorized Leave of Absence
h. Transfer from Paid to Unpaid Leave (or vice-versa)
i. Return From Any Leave (Admin/FMLA/LWOP/MIL/L&I/Authorized With or
Without Pay), etc.
3. Master:
a. Address, E-Mail, Phone, or Emergency Contact Change or Update
b. Name Change
c. Supervisor Change
d. Demographic Change
e. Update an Employee's Service Date, etc.
4. Re-Hire:
a. Re-hire or Re-Activate (Previous Full time/Part Time/Extra
Help/Seasonal/Temporary/Project Employees
b. Re-Activate for Collective Bargaining Agreement Payouts On inactive
Employees, etc.
5. Salary:
a. BARS and/or Account Code Changes
b. Additional Positions/Job Classes
c. Change in Employee Status (Full Time to Part Time/Extra Help or vice
versa)
d. Employee Payroll Allocation
e. Promotions/Demotions
f. Addition and/or Removal of Pays (Special Pay/Assignment Pay/Lead
Pay/Out of Class Pay)
g. Position and/or Departmental Transfer
h. Reclassifications (Temporary & Permanent)
i. Salary Increases/Decreases
Mason County Personnel Policies Page 26
j. L&I Code Changes
k. Probationary Period Ended or Extended
I. Longevity Increases (Hourly Longevity for Public Works &Juvenile Courts
only)
m. Change Base Pay Type
n. Payment Plan (Move to Payment Plan or End of Payment Plan)
o. Job Class or Salary Table Corrections, etc.
6. Terminations:
a. Termination (Termed/Retire/Resign/End of Term/Lay Off/Positon
Term/Extra Help &Seasonal Term)
b. Deceased Employee's
c. Inactive (Return to Inactive, Military Out on Lon Term Military Leave,
Ex/PT/FT/Seasonal changed to Inactive), etc.
Mason County Personnel Policies Page 27
CHAPTER 6 BENEFITS
6.1 RETIREMENT BENEFITS
The County makes contributions to the Social Security System on behalf of all eligible
employees in addition to those contributions made by the employee through FICA payroll
deductions.
All regular uniformed employees in the Sheriff's Department are covered by the Law
Enforcement Officers and Firefighters Retirement System (LEOFF). Benefit levels and
contribution rates are set by the State of Washington. All regular full-time and eligible part-
time non-uniformed employees are covered under the Public Employees Retirement System
(PERS). Benefit levels and contribution rates are set by the State of Washington.
Membership in PERS is optional for Elected Officials and the Board of County
Commissioners.
Employees intending to retire should notify their Elected Official or Department Head of
their intent to retire at least six (6)months prior to the date of retirement.
The County participates in a Section 457 Deferred Compensation Plan which allows
employees to make tax deferred contributions up to certain dollar limits defined by the IRS.
Contributions and interest earnings from investments are not subject to income tax
withholding until time of receipt.
6.2 WORKERS COMPENSATION
Most employees are covered by the State Workers' Compensation Program.This insurance
covers employees in case of on-the-job injuries or job-related illnesses. For qualifying cases,
State Industrial Insurance will pay the employee for workdays lost and medical costs due to
job-related injuries or illnesses. All job-related accidents should be reported immediately to
the supervisor along with a completed accidentlincident report.
When an employee is absent for one or more days or receives medical attention due to an
on-the-job injury, they are required to file a claim for Workers' Compensation. If the
employee files a claim and is unable to work, the County will continue to pay(by use of the
employee's unused sick leave)the employee's regular salary pending receipt of Workers'
Compensation benefits unless the employee requests that sick leave not be used. If the
employee has no accrued sick leave, they may request use of vacation leave.
Coordination of Benefits: When the employee receives Workers' Compensation benefits,
they are required to repay to the County the amount covered by Workers' Compensation
and previously advanced by the County. This policy is to ensure that employee will receive
Mason County Personnel Policies Page 28
prompt and regular payment during periods of injury or disability caused by a work related
injury so long as accrued leave is available, while ensuring that no employee receives more
than they would have received had the injury not occurred. Upon the repayment of funds
advanced, the appropriate amount of leave shall be restored to the employee's account.
The County may require an examination at its expense to determine when the employee can
return to work and if they will be capable of performing the essential duties of the position
with or without reasonable accommodation.
6.3 HEALTH INSURANCE BENEFITS
Regular full-time employees and regular part-time employees working at least eighty(8o)
hours per month and their dependents are eligible to participate in the County's various
insurance programs on the first day of the month following employment, except that if the
first day of employment is the first of the month their eligibility shall commence
immediately.The programs and criteria for eligibility will be explained upon hire.The County
contributes toward the cost of premiums in the amounts authorized by the Board of County
Commissioners.The remainder of the premiums, if any, shall be paid by the employee
through payroll deduction.The County reserves the right to make changes in the carriers
and provisions of these programs at its discretion, with prior notice to affected employees.
Employees electing not to take coverage for those insurance programs that the County
contributes toward the cost of premiums may be required to sign a waiver of coverage.
Extra help employees will normally not be eligible for insurance coverage.
6.4 CONTINUATION OF INSURANCE COVERAGE
Workers Compensation Leave: An employee receiving Workers Compensation benefits who
has exhausted their sick and vacation leave continues to accrue vacation leave and sick leave
for up to six(6) months.The County also continues to pay for the employer's portion of
health insurance premiums, provided that the employee continues to pay their share of
premiums, if any. After six(6) months, the employee's benefits shall cease unless the Board
of County Commissioners makes an exception based on the criteria stated in Section 1.4 of
these policies.The employee may continue health care benefits by self-paying insurance
premiums for the remainder of the time they receive Workers Compensation benefits.
COBRA Rights:When certain qualifying events occur, including an employee's termination
from County employment, beginning an unpaid leave of absence, or a reduction in hours
worked, at the employee's option and expense, the employee may be eligible to continue
County health insurance benefits to the extent provided under the federal COBRA statutes
and regulations. Covered dependents may also be eligible, at their option and expense, to
Mason County Personnel Policies Page 29
continue County health insurance coverage.To the extent allowed by law, an administrative
handling fee over and above the cost of the insurance premium may be charged the
employee or their dependents who elect to exercise their COBRA continuation rights. An
explanation of COBRA rights will be provided to new hires, annually to current employees,
and when a qualifying event occurs.
Termination, Retirement, Leave of Absence: For eligible employees who terminate, retire or
are on an approved leave of absence, the County will pay the premium for the month the
employee is leaving, provided the employee is on paid status for the eighty(8o) hours in the
month.
6.5 UNEMPLOYMENT COMPENSATION
County employees may qualify for State Unemployment Compensation after termination
from county employment depending on the reason for termination from employment.
Mason County Personnel Policies Page 30
CHAPTER 7 LEAVES
Some leaves listed in Chapter 7 affect an employee's paycheck, benefits, and receipt of information such
as state retirement and W-2's,therefore a Personnel Action Form may be required to be entered into
the County's financial system as outlined in Chapter 5.11 Personnel Action Policy.
7.1 VACATION LEAVE
Each regular full-time employee shall accrue paid vacation leave as follows:
Years of Continuous Service Vacation Days Earned
1-3 years 12 days per year
4-7 years 15 days per year
8-9 years 18 days per year
to-11 years 20 days per year
12-14 years 22 days per year
15-16 years 23 days per year
17-19 years 24 days per year
20 or more years 25 days per year
All new employees must satisfactorily complete their trial period to be entitled to the
accrual and use of vacation leave. Regular part-time employees will receive vacation on a
pro-rata basis. Extra help employees are not eligible for any vacation benefits. Employees do
not accrue vacation benefits during a leave without pay.
Usually, new employees will start their employment at the minimum vacation accrual rate.
However, as part of the negotiated compensation package,for an at will position, a new
employee may, upon the written request of the Elected Official or Department Head and
approval of the Human Resources Administrator, be employed at a higher accrued vacation
rate than the minimum.
Regular full-time employees must work, or be in a paid status, at least eighty(80) hours in a
month to accrue vacation for the month Regular part-time employees must work, or be in a
paid status, at least in the same proportion to eighty(80) hours as their regular hours are to
full-time employment to accrue vacation for that the month.
The first day of the month of hire shall be the effective date of subsequent increases in the
vacation accrual rate for employees hired between the first and the fifteenth of the month.
The first day of the month following the month of hire shall be the effective date of
subsequent increases in the vacation accrual rate for employees hired between the
sixteenth and the last day of the month.
Mason County Personnel Policies Page 31
Each department is responsible for scheduling its employees' vacations without undue
disruption of department operations. Leave requests shall normally be submitted at least
two weeks prior to taking vacation leave.
The maximum number of vacation days, which may be accrued, is fifty(5o) days.Any
vacation days earned beyond fifty(5o) days shall be forfeited. Employees will be paid for
unused vacation time upon termination of employment, except in the case of termination
during the first six months of employment. Employees who resign their position to assume
an Elected Office will be paid for unused vacation time upon termination of employment.
7.2 SICK LEAVE
Paid sick leave is available for employees to care for their own health and for the health of
their family members.
7.2.1 Eligibility Requirements
• Regular and Part-Time Regular employees are eligible to use sick leave from their
date of hire and may use paid sick leave hours as they are earned; and
• Employees in part-time, on-call and seasonal and, non-regular positions will accrue
sick leave from the date of hire, but are not eligible to use accrued leave until 90 days
after their hire date.
• Per RCW, 3.34•loo district judges shall be granted sick leave in the same manner as
other county employees.
7.2.2 Exempt from Eligibility(RCW 49.46.olo)
• Elected Officials
• Any individual engaged in volunteer work for the county, where the employer-
employee relationship does not in fact exist or where the services are rendered
gratuitously. If the individual receives a reimbursement in lieu of compensation for
normally incurred out-of-pocket expenses or receives a nominal amount of
compensation per unit of voluntary services rendered, an employer-employee
relationship is deemed not to exist for the purpose of this policy(Boards,
Commissions, BOE, etc.).
• Individuals whose duties require that they reside or sleep at the place of their
employment or who otherwise spends a substantial portion of their work time
subject to call, and not engaged in the performance of active duties (Any on call staff
who are not working in the office/field engaged in active duties for their entire shift.)
• Any resident or inmate of the county correctional, detention, treatment or
rehabilitative institution.
Mason County Personnel Policies Page 32
7.2.3 Leave Accrual
All employees shall accrue Washington paid sick leave (WPSL)at the rate of one hour(1) per
4o hours worked, beginning from their date of hire.There is no cap on the number of leave
hours that can be accrued during the accrual year.
All regular and part-time regular employees, who are in a paid status, at least eight (8o)
hours in a month, shall also accrue Mason County sick leave (MCSL) in addition to the
Washington paid sick leave. MCSL for all regular part-time employees will be pro-rated based
on their full time equivalency(FTE) percentage.
The combined total of Washington paid sick leave and Mason County sick leave for all
regular and part-time regular exempt positions, and those in non-represented positions,
shall not exceed 8 hours in any given month.
Employees in regular and part-time regular exempt positions, and those in non-represented
positions, shall accrue additional sick leave in accordance with the following schedule:
POLICYWPSL SICK LEAVE-INITIATIVE 1433(EFF 1/1/18) IVICSL-EXISTING LEAVE
Difference of
i
Hours Per Year amount earned on
(Based on FTE, WPSL- Approx.Hours
all non-exempt Approximately 4 Per Month
Hours Per Year
employees hours a month. (Total of WPSL& (FTE-96,all
receive (Pro-rated for MCSL is 8 hours others pro-rated)
#of Hours #of Hours of additional hours Regular PT per month for
Worked WPSL for OT) Employees) FTE)
40 1 52 44 8 96
Employees in regular and part-time regular non-exempt positions shall accrue additional sick
leave in accordance with the amounts stated in their collective bargaining agreements.
7.2.4 Accrual Year
The leave accrual year is December 16 to December 15.
7.2.5 Carryover of Paid Sick Leave Hours
Any Washington paid sick leave that is accumulated during the accrual year, but unused as of
December 15 in any year, shall be carried over to the succeeding year up to the following
maximums:
• For part-time (less than 8o hours a month), non-regular positions, 4o hours of will
carry over to the succeeding year.
• Employees in regular exempt, part-time regular exempt positions and non-
represented employees will carry over a maximum of 15o days(1,20o hours).
Mason County Personnel Policies Page 33
• For represented employees, the number of hours carried over is stated in the
collective bargaining agreement.
7.2.6 Family Member Defined
When using paid sick leave, the following definition of family member shall apply:
a) A child, including a biological, adopted, or foster child, stepchild, or a child to whom
the employee stands in loco parentis, is a legal guardian, or is a de facto parent,
regardless of age or dependency status.
b) A biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an
employee or the employee's spouse or registered domestic partner, or a person who
stood in loco parentis when the employee was a minor child.
c) A spouse;
d) A registered domestic partner;
e) A grandparent;
f) A grandchild;
g) A sibling; or
h) Other relative or person living in the household of the employee with whom the
employee has a familial relationship.
7.2.7 Authorized Uses of Paid Sick Leave
Employees are eligible for sick leave for the following reasons:
a) Personal mental or physical illness, injury, physical disability or health condition
and/or preventative care such as a medical, dental or optical appointment;
b) Care of a family member with an illness, injury, health condition and/or preventative
care such as a medical, dental, or optical appointment;
c) Employees must make a reasonable effort to schedule such appointments at times,
which have the least interference with the workday;
d) Quarantine of an employee by a physician for exposures to a contagious disease,
where on-the-job presence of the employee would jeopardize the health of others;
e) The need to care for a spouse, parent, or child of the employee who is ill or injured
and requires the presence of the employee, except that no more than five (5) days of
sick leave may be taken for any occurrence unless the condition of the spouse,
parent, or child would qualify the employee for FM LA.The employee shall complete
and submit FMLA paperwork to Human Resources within fifteen (15) days, as
required by law,for any qualified event;
f) Employees who are ill or injured and require more than five (5) days of sick leave for a
FMLA qualified event, shall complete and submit FMLA paperwork to Human
Resources within fifteen (15) days, as required by law;
Mason County Personnel Policies Page 34
g) In the event of a death in the employee's immediate family, the Board of County
Commissioners may authorize an additional two (z) days beyond bereavement leave
as outlined in Section 7.8, Bereavement Leave, in the Personnel Policy. Leave of
absence is not to exceed five consecutive calendar days. Such leave is not included in
any Family or medical leave period for which the employee is eligible under Section
7.7, Family Leave in the Personnel Policy;
h) Use of a prescription drugs which impairs job performance or safety;
i) Actual periods of temporary disability related to pregnancy or childbirth as outlined
in Section 7.7 Family Leave;
j) To attend the birth of and/or to care for a newborn child of an employee as outlined
in Section 7.7 Family Leave;
k) Closure of the employee's place of business or a Child's school/place of care by order
of a public official for any health-related reasons;
1) If an employee is sent home for signs, symptoms, and/or quarantine orders of
pandemic related illnesses; and
m) If the employee or the employee's family member is a victim of domestic violence,
sexual assault, or stalking. Authorized use of paid sick leave for domestic violence,
sexual assault or stalking includes:
• Seeking legal or law enforcement assistance or remedies to ensure the health and
safety of the employee and their family members including but not limited to,
preparing for, or participating in, any civil or criminal legal proceeding related to
or derived from domestic violence, sexual assault or stalking;
• Seeking treatment by a health care provider for physical or mental injuries caused
by domestic violence, sexual, assault, or stalking;
• Attending health care treatment for a victim who is a member of the employee's
family.
• Obtaining, or assisting a family member in obtaining, services from: a domestic
violence shelter; a rape crisis center; or a social services program for relief from
domestic violence, sexual assault or stalking;
• To obtain, or assist a family member in obtaining, mental health counseling
related to an incident of domestic violence, sexual assault of stalking in which the
employee or a family member of the employee was a victim of domestic violence,
sexual assault or stalking; and
• Participating, for the employee or for a family member, in: safety planning; or
temporary or permanent relocation; or other actions to increase the safety from
future incidents of domestic violence, sexual assault or stalking.
• For the purpose of leave allowed for victims of domestic violence, sexual assault,
or stalking, Chapter 296-135-010 WAC defines "family" members as:
o any child, biological, adopted, or foster child, a stepchild, a legal ward, or a
child of a person standing in loco parentis who is under eighteen years of
Mason County Personnel Policies Page 35
age, or eighteen years of age or older and incapable of self-care because
of mental or physical disability;
o Spouse means a husband or wife, and individuals in state registered
domestic partnerships; See RCW 49.12.265 (6)and 1.12.o8o
o Parent means a biological or adoptive parent of an employee or an
individual who stood in loco parentis to an employee when the employee
was a child;
o Parent-in-law means a parent of the spouse or of a partner in a state
registered domestic partnership of an employee; and
o Grandparent means a parent of a parent of an employee.
7.2.8 Increments of Use for Paid Sick Leave
Employees may use paid sick leave in lo-minute increments.
7.2.9 Rate of Pay When Using Sick Leave
Paid sick leave hours will be compensated at the base salary rate, excluding any overtime,
premiums, or other add to pays. Calculation of overtime shall be based on FLSA rules;
therefore, use of paid sick leave shall not count towards the overtime calculation.
7.2.10 Reasonable Notice for Use of Sick Leave
Employees must provide reasonable advanced notice of an absence from work for the use
of paid sick leave to care for yourself or a family member. Reasonable notice shall be
provided to the employee's Elected Official, Department Head, or immediate supervisor.
Any information provided will be kept confidential.
If an employee's absence is foreseeable, the employee must provide notice at least io
working days, or as early as possible, before the first day paid sick leave is used.
• Employees are required to submit an Employee Notice for Use of Paid Sick
Leaveform.
• If possible, notification should include the expected duration of the absence.
If an employee's absence is unforeseeable, the employee must contact their Elected Official,
Department Head or immediate supervisor as soon as possible.
• If the need for paid sick leave is unforeseeable, and arises before the required
start of the employee's shift, notice should be provided no later than one (1)
hour before the employee's required start time.
• In the event it is not possible to provide notice of an unforeseeable absence, a
person on the employee's behalf may provide such notice.
• If possible, the notification should include the expected duration of the
absence.
Mason County Personnel Policies Page 36
• Employees are required to complete an Employee Notice for Use of Paid Sick
Leave Form on the day following the employee's return from paid sick leave.
An employee must give advance oral or written notice to their immediate supervisor as soon
as possible for the foreseeable use of paid sick leave to address issues related to the
employee or the employee's family member being a victim of domestic violence, sexual
assault or stalking.
If an employee is unable to give advance notice because of an emergent or unforeseen
circumstance related to the employee or the employee's family member being a victim of
domestic violence, sexual assault or stalking, the employee or a designee must give oral or
written notice to their immediate supervisor no later than the end of the first day that the
employee takes such leave.
7.2.11 Verification for Absences Exceeding Three Days
Employee's seeking to use or using paid sick leave for authorized purposes for more than
three (3) consecutive days, may be required to provide verification that establishes or
confirms that the use of paid sick leave is for an authorized purpose.
a) When an employee or the employee's family member is sick for more than three (3)
consecutive days for which the employee is required to work, acceptable verification
may include:
• A doctor's note or a signed statement by a health care provider indicating that
the use of paid sick leave is necessary to care for the employee or an employee's
family member; or
• A written or oral statement from the employee indicating that the use of paid sick
leave is necessary to take care of themselves or a family member.
b) When an employee or a member of the employee's family has been a victim of
domestic violence, sexual assault or stalking, the employee may provide any one of
the following documents or any combination thereof, to verify the use of leave:
• A written statement that the employee, or a member of the employee's
family, is a victim of domestic violence, sexual assault, or stalking, and that
the leave was taken to address related issues;
• A police report indicating that the employee or a member of the
employee's family was a victim of domestic violence;
• Evidence from a court or prosecuting attorney showing that the employee
or a member of the employee's family appeared, or is scheduled to
appear, in court in connection with an incident of domestic violence,
sexual assault, or stalking;
Mason County Personnel Policies Page 37
• A court order of protection;
• Documentation from any of the following persons from whom an
employee or a member of the employee's family sought assistance in
addressing the domestic violence situation indicating that the employee or
a member of the employee's family is a victim:
1) An advocate for victims of domestic violence, sexual assault, or
stalking;
2) An attorney;
3) A member of the clergy; or
4) A medical professional.
c) When an employee is absent due to the closure of a school or a place of care,
attended by the employee's child, by a public official due to health-related
reasons:
• A copy of the notice received by the employee regarding the closure.
Verification must be provided within ten (1o) calendar days of the first day that paid sick
leave is used to care for either the employee or a family member.
7.2.12 Unreasonable Burden or Expense for Verification
If an employee believes, obtaining verification for use of paid sick leave would result in an
unreasonable burden or expense, please contact Human Resources in writing, prior to the
required ten (1o) calendar days allotted to provide the verification.
Indicate that your absence is for an authorized purpose and explain why verification would
result in an unreasonable burden or expense for you.
• If an employee chooses to put this in writing:
o You can complete the "Employee Verification of Authorized Use of
Paid Sick Leave" Form. This may be delivered to Human Resources at
423 N. 5tn Street, Shelton,WA 98584 or emailed to
humanresources(a co.mason.wa.us
Within ten (1o) calendar days of receiving the employee's request, Human Resources will
work with the Elected Official or Department Head and employee to identify an alternative
for the employee to meet the verification requirement in a way that does not result in an
unreasonable burden or expense.
• Company-provided transportation to the employee's doctor;
• Sharing the cost of getting a note from a medical provider; or
• Providing a note of explanation in lieu of other forms of verification.
Mason County Personnel Policies Page 38
Mason County may choose not to pay an employee for paid sick leave taken in excess of ten
(1o) consecutive days until verification is provided.
An employee has the right to contact the Mason County Prosecutor in the event they feel
they are being discriminated upon or treated unfairly.
7.2.13 Abusing Sick Leave May Receive Discipline
In the event an employee misuses, falsifies, or abuses sick leave, the employee will forfeit
any leave compensation. The employee may become subject to disciplinary action up to and
including termination of employment.
7.2.14 Sick Leave Coordinated with Workers'Compensation
An employee receiving worker's compensation disability insurance payments during a
medical related leave shall use only the number of sick leave hours that, together with the
workers' compensation benefits payments, represents the employee's normal pay for the
same period. Financial Services "Payroll" will calculate use of paid sick leave hours on a
retroactive basis back to the first day in which the employee was off work. In no event shall
the accumulation of sick leave and L&I income result in any employee receiving income in
excess of b00%of their regular straight-time income for the same period of time.
If the employee elects to use paid sick leave to supplement the employee's earnings, the
employee must notify Human Resources at the start of their disability leave. Once the
employee elects to use paid sick leave to supplement their earnings, the employee may not
reverse the election. An employee may not elect use only a portion of his/her accrued sick
leave.
Employees who elect to use their accrued sick leave to supplement their wage while on
disability shall bring their workers compensation check in to their department payroll to
purchase back all or a portion of their leave hours used and paid to the employee during the
disability. Once the employee makes payment to Mason County and Financial Services
"Payroll" approves the deposit, the employee's number of leave hours will be added back to
the accrual record.
Any employee who collects both a full-accrued leave paycheck and a worker's compensation
disability insurance payment SHALL remit the worker's compensation disability insurance
payment to the county. In the event an employee does not submit,the worker's
compensation disability insurance payment to the county may be subject to disciplinary
action for misuses,falsifying, or abusing sick leave.
7.2.15 Shared Leave
Washington paid sick leave shall not be used in a shared leave program.
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7.2.16 Sick Leave Cash-Out
Payment for and balance up to the maximum amount allowed, by this policy and all other
policies, shall be no greater than 1,2oo hours of unused Mason County Sick Leave and shall
be made only in the following circumstances:
1. Upon termination of employment with fifteen (15)years of continuous service
with Mason County, and the employee's hire date was prior to April 13, 2010; or
z. Upon termination of employment with Mason County, when the termination is
contemporaneous with retirement from the applicable Washington State public
employees retirement system, and the employee was hired prior to April 13, 2010
with continuous service; or
3. Upon the death of an employee, in which case payment shall be made to their
estate, provided the employee was hired prior to April 13, 2010; or
4. Employees who terminate employment to become an Elected Official of Mason
County, provided the employee was hired prior to April 13, 2010.
5. Per RCW 3.34.ioo a district judge may receive when vacating office remuneration
for unused accumulated leave and sick leave at a rate equal to one day's
monetary compensation for each four full days of accrued sick leave not to
exceed the equivalent of thirty days' monetary compensation.The district judge
shall meet the requirements as outlined in items 1-3 of this section to be eligible
for a payout.
Terminating employees who are not eligible for payment of unused sick leave shall forfeit all
sick leave accrual.
7.2.17 Separation from Employment
When an employee in a part-time, seasonal, extra-help, or on-call, non-regular status
position separates from employment, there will be no financial or other reimbursement
given to the employee for any accrued, unused Washington paid sick leave at the time of
separation.
Employees in regular status positions will be cashed out for Mason County sick leave in
accordance with the terms stated in their collective bargaining agreement, and for exempt
and non-represented employees, as stated above in Section 7.2.16 Sick Leave Cash-out
In the event any employee terminates their position with Mason County and returns within
iz months of separation, only Washington paid sick leave balance shall be restored. If the
year has rolled over, prior to the employee's return to employment, and the employee's
balance was greater than the 4o hours, the employee forfeits any unused balance greater
than the maximum amount of 4o hours. Mason County sick leave hours shall not be paid out
upon termination and will be forfeited, unless conditions are met in Section 7.2.13 or
otherwise stated in a Collective Bargaining Agreement.
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7.2.18 Reinstatement of Employment
If an employee leaves employment and is rehired within 12 months of separation, any
accrued, unused Washington paid sick leave up to 4o hours will be reinstated to the
employee's accrued leave bank.
Employees in part-time, non-regular positions who are rehired within 12 months of
separation, will not be required to wait go days to use accrued their accrued sick leave bank
if the employee met this requirement in the previous period of employment. If an employee
did not meet the go-calendar-day requirement prior to separation, prior employment time
with the County will be counted for purposes of determining the eligibility of the employee
for paid sick leave.
If a regular status employee leaves and is rehired within 12 months of separation, any
accrued, unused Mason County sick leave not previously paid out was forfeited upon
termination of employment and shall not be restored.
7.2.19 Payroll
Employees will be notified of their paid sick leave balance each month on their pay stub.
This information will include:
• Washington paid sick leave & Mason County sick leave accrued since the last
notification;
• Washington paid sick leave & Mason County sick leave used since the last
notification; and
• Current balances of Washington paid sick leave & Mason County sick leave
available for use.
7.2.2o Retaliation Prohibited
Any discrimination or retaliation against an employee for lawful exercise of paid sick leave
rights is not allowed. Employees will not be disciplined for the lawful use of paid sick leave.
If an employee feels they are being discriminated or retaliated against, the employee may
contact the Human Resources Administrator.
If an employee is not satisfied with the response that they receive from Human Resources
Administrator, the employee shall contact the Mason County Prosecutor for resolution prior
to filing a complaint to Washington State Department of Labor& Industries.
7.3 LEAVE WITHOUT PAY
The Elected Official or Department Head may grant leaves of absence without pay, or
authorize a reduced work schedule,for absence from work not covered by any other type of
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leave or if other leave balances are exhausted.As appropriate for the type of leave requested,
paid leave accruals will be utilized prior to unpaid leave, unless Washington Paid Family
Medical Leave is utilized. Examples of situations for which leave without pay, or a reduced
work schedule may be granted include time off work for personal reasons, such as
prolonged illness, parenting, caring for an ill relative, or pursuing an education. Such leave
will not normally exceed ninety(go)days.
7.4 JURY AND WITNESS LEAVE
Jury Duty. The County provides all employees leave for jury service. Regular full-time and
part-time employees who have completed their trial period receive paid jury duty leave each
time they are called for jury service. Payment provided by the courts during periods of paid
jury duty leave must be paid over to the County, excluding expense reimbursements, such as
mileage. You must provide your supervisor with a copy of the jury duty summons as soon as
possible after receiving it. Upon completion of jury duty, you are required to provide your
supervisor with proof of jury service. Employees who have been released by the court during
their period of jury duty service may be required to report to work.
Witness Duty. All employees summoned to testify in court are allowed time off for the
period they serve as witnesses. If you are paid by the County for time you are testifying,
payment provided by the courts during periods of paid witness duty must be paid over to
the County, excluding expense reimbursements, such as mileage. In general, witness duty
leave is paid unless you are a party in the case.
7.5 ADMINISTRATIVE LEAVE
On a case-by-case basis, the County may place an employee on administrative leave with or
without pay for an indefinite period of time. Administrative leave may be used in the best
interests of the County(as determined by the Board) during the pendency of an
investigation or other administrative proceeding.
7.6 MILITARY LEAVE
Based on RCW38.40.o6o, the County provides all employees leave while performing military
service in accordance with federal and state law. Regular full-time and part-time employees
receive paid military leave of up to zi working days per year for military service. In general, if
military service extends beyond 21 working days, the additional leave will be unpaid. All
employees who are not eligible for paid military leave are provided unpaid leave for a period
of their military service. Military service includes active military duty and Reserve or National
Guard training. You are required to provide your supervisor with copies of your military
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orders as soon as possible after they are received. Reinstatement upon return from military
service will be determined in accordance with applicable federal and state law.
7.7 FAMILY LEAVE
The County complies with the Federal Family and Medical Leave Act of 1993 (the FMLA)and
all applicable state laws related to family and medical leave.This means that, in cases where
the law grants you more leave than County leave policies provide, the County will give you
the leave required by law.
Family Leave Eligibility:The FMLA provides up to 12 weeks of unpaid,job-protected leave
every 12 months to eligible male and female employees for certain family and medical
reasons. To be eligible you must have worked for the County for at least one year, and for
1,25o hours over the previous iz months.
Reasons for Taking Leave: Unpaid FMLA leave is granted for any of the following reasons:
• To care for your child afterbirth or placement for adoption or foster case.
• To care for your spouse, son, daughter or parent who has a serious health condition.
• For a serious health condition that makes you unable to perform the essential
functions of your job.
Leave to care for a child after birth or placement for adoption or foster care must be
concluded within 12 months of the birth or placement.
Under such circumstances as allowed by law, FMLA leave may be taken intermittently--
which means taking leave in blocks of time, or by reducing your normal weekly or daily work
schedule.
Substitution of Paid Leave:At your request or the County's, certain kinds of paid leave may
be substituted for unpaid FMLA leave. Accrued vacation may be substituted for any type of
FMLA leave.Accrued sick leave may be substituted only in the circumstances where County
policies or state law allow you to use that paid leave.
If you have any sick leave available that may be used for the kind of FMLA leave you are
taking, it is the County's policy that you must use that paid sick leave as part of your FMLA
leave. Use of vacation time for FMLA leave, however, is at your option.
If you use paid leave for a purpose for which FMLA leave would be available, it is the
County's policy to designate your paid leave as counting against your FMLA leave allowance.
You are required to notify us if you use paid leave for a reason covered by the FMLA so that
we may properly account for the leave.
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Advance Notice and Medical Certifications: The County requires that you provide us with
advance leave notice, with medical certification, of the need for a leave related to a health
condition, and with medical certification of your fitness to return to duty after medical leave.
Taking leave, or reinstatement after leave, may be denied if these requirements are not met.
You must give us at least 3o days' advance notice of your request for leave if the reason for
the leave is foreseeable based on an expected birth, placement for adoption or foster care,
or planned medical treatment. If 3o days' notice is not practicable, you must give us notice
as soon as practicable, usually within one or two business days of when the need for leave
becomes known to you. If you do not give us 3o days' advance notice , and if the need for
the leave and the approximate date of the leave were clearly foreseeable by you, we may
deny your request for leave until at least 3o days after the date you give us notice.
We require that you provide a medical certification to support a request for leave because of
a serious health condition (your own or your child's, spouse's or parent's)whenever the
leave is expected to extend beyond five consecutive working days or will involve
intermittent or part-time leave. We may require second or third opinions, at our option, at
our expense.
We may require that you provide a medical certification of your fitness for duty to return to
work after a medical leave.
Periodic Reporting: If you take leave for more than two weeks, we may require that you
report to us at least every two weeks on your status and intent to return to work.
Health Insurance: If you are covered by our group health plan (medical, dental or vision), we
will continue to provide paid health insurance during FMLA leave on the same basis as
during regular employment. But if you don't return to work after the leave, you will be
required to pay us back for our portion of the insurance premiums unless your failure to
return was beyond your control.
Other Insurance: If you are covered by other insurance plans through us, such as life
insurance, those coverages will continue during paid leave on the same basis as during
regular employment. If you take unpaid FM LA leave, you will be responsible during the leave
for the premiums you normally pay plus the premiums we normally pay for you. If you don't
pay these premiums, we may choose to pay them for you, to keep your coverage from
lapsing, but you will be responsible for repaying us whether or not you return to work.
Couples Employed by Us: If both you and your spouse work for us and you request leave for
the birth, adoption or foster care placement of a child, to care for a new child, or to care for
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a sick parent, the total annual FMLA leave available to you as a couple for those purposes is
12 weeks.
Determining Leave Availability: FMLA leave is available for up to 12 weeks during a 12-month
period. For purposes of calculating leave availability, the "12-month" period is a rolling 12-
month period measured backwards from the date you use any FMLA leave.
Leave Related to Pregnancy. If you take leave for the disability phase of pregnancy or
childbirth while you are physically unable to work, this time is counted against your annual
12-week FMLA leave allowance. For example, if you take six weeks of FMLA leave for
childbirth and recovery from childbirth, you are entitled to only six weeks of FMLA leave
after that to care for your new child.
You are entitled to unpaid leave for the full period of your physical disability resulting from
pregnancy and childbirth, even if you are disabled for more than 12 weeks, and even if you
don't qualify for leave under the federal law.
7.8 BEREAVEMENT LEAVE
We provide regular,full-time and part-time employees with paid bereavement leave for up
to three (3) days in the event of the death of an immediate family member. Two additional
days chargeable to accrued sick leave will be granted at the request of the employee.
Immediate family for purposes of bereavement leave includes only the employee's spouse,
parent, grandparent, child, grandchild, sister, brother, grandmother-in-law, grandfather-in-
law, mother-in-law,father-in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law,
aunt, uncle, nephew or niece.
7.9 WASHINGTON PAID FAMILY& MEDICAL LEAVE
Effective December 31, 2019 Mason County shall remove the Shared Leave Program based
on the Washington Paid Family & Medical Leave, which pays employees who qualify, for
family medical leave based on a qualifying event.
Paid Family and Medical Leave Overview:
Paid Family and Medical Leave, RCW 5oA.04 is a mandatory statewide insurance program
that will provide almost every Washington employee with paid time off to give or receive
care.
If you qualify, this program will allow you to take up to 12 weeks, as needed, if you:
• Welcome a child into your family(through birth, adoption or foster placement) •
Experience a serious illness or injury
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• Need to care for a seriously ill or injured relative
• Need time to prepare for a family member's pre-and post-deployment activities, as
well as time for childcare issues related to a family member's military deployment.
For specifics on military-connected paid leave, visit
www.dol.gov/whd/regs/compliance/whdfS28mc.pdf
If you face multiple events in a year, you might be eligible to receive up to 16 weeks, and up
to 18 weeks if you experience a serious health condition during pregnancy that results in
incapacity.
Payment of Premiums:
The program is funded by premiums paid by both employees and employers. It will be
administered by the Employment Security Department(ESD).
Premium collection started on Jan. 1, 2019. In 2019, the premium is 0.4 percent of wages.
Employers can either pay the full premium or withhold a portion of the premium from their
employees. Employers who choose to withhold premiums from their employees may
withhold up to about 63 percent of the total premium, or$2.44 per week for an employee
making$50,000 annually.The employer is responsible for paying the other 37 percent.
Businesses with fewer than 5o employees are exempt from the employer portion of the
premium but must still collect or opt to pay the employee portion of the premium.
Premium collection began Jan. 1, 2019. Your employer will calculate and withhold premiums
from your paycheck and send both your share and theirs to ESD on a quarterly basis.
Taking Leave:
Starting Jan. 1, 202o, employees who have worked 82o hours in the qualifying period (equal
to 16 hours a week for a year)will be able to apply to take paid medical leave or paid family
leave. The 82o hours are cumulative, regardless of the number of employers or jobs
someone has during a year. All paid work over the course of the year counts toward the 820
hours, including part-time, seasonal and temporary work.
While on leave, you are entitled to partial wage replacement. That means you will receive a
portion of your average weekly pay.The benefit is generally up to go percent of your weekly
wage, with a minimum of$too per week and a maximum of$1,000 per week. You will be
paid by the Employment Security Department rather than your employer.
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Unlike the federal Family and Medical Leave Act (FMLA), employees of small businesses may
take Paid Family and Medical Leave if they meet the standard eligibility requirements.
Please go to paidleave.wa.gov for more information on applying for benefits.
Leave Protection:
Employees who return from leave under this law will be restored to a same or equivalent job
if they work for an employer with 50 or more employees, have worked for this employer for
at least 12 months, and have worked 1,25o hours in the 12 months before taking leave (about
24 hours per week, on average).
You can keep your health insurance while on leave. If you contribute to the cost of your
health insurance, you must continue to pay your portion of the premium cost while on leave.
Your employer is prohibited from discriminating or retaliating against you for requesting or
taking paid leave.
7.10 WASHINGTON STATE LONG TERM CARE TRUST ACT "WA CARES"
COMPLIANCE
The parties acknowledge that RCW 5oB.04.o8o requires premium deductions for the Long-
Term Services and Supports Trust Program beginning January 1, 2022. Employees shall be
assessed a premium based on the individual's wages at the current rate set in accordance
with RCW_5oB.o4.o80. An employee may apply for a premium exemption in accordance with
RCW 5oB.04.o85.The parties agree that January 1, zozz, deductions will commence at the
rate of fifty-eight hundredths of one percent(0.0058%) of the employee's wages in
accordance with RCW 5oB.04.o8o and such, or similar language will be included in the
ratified agreement.
7.11 HOLIDAYS
The following are recognized as paid holidays for all regular full-time and part-time
employees:
Holiday Day Observed
New Year's Day January 1
Martin Luther King's Birthday 3rd Monday in January
President's Day 3rd Monday in February
Memorial Day Last Monday in May
Juneteenth June Mgt"
Independence Day July 4
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Labor Day ist Monday in September
Veteran's Day November 11
Thanksgiving Day 4th Thursday in November
Day after Thanksgiving Day after Thanksgiving
Christmas Eve Day December 24
Christmas Day December 25
(2) Floating Holidays As scheduled with supervisor
Any holiday falling on Saturday will be celebrated on the preceding Friday. Any holiday
falling on Sunday will be celebrated on the following Monday.
For any holiday to be paid, an employee must be in a paid status on the employee's
scheduled workday before and after the holiday.
Use of floating holiday is to be at the discretion of the employee with the approval of the
Supervisor in advance of the absence. Floating holiday(s) must be used by December 15, or
will be forfeited, unless denied on the basis of staffing needs by the County. Floating
holidays shall be used in whole hour increments. Christmas Eve Day may be taken off based
on the operational needs of the County and Public Works, and if this cannot be
accommodated, the employee will schedule an alternate date with their supervisor's
approval.
Non-exempt regular full-time or part-time employees will be given equivalent time off for
any time worked on a holiday. Such work on a holiday must be pre-authorized by the
supervisor.
Extra help employees are not entitled to holiday and will be paid at their regular straight-
time rate for hours worked on a holiday.
7.12 HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE
Employees are entitled to two unpaid holidays per calendar year for a reason of faith or
conscience or an organized activity conducted under the auspices of a religious
denomination, church, or religious organization, as pursuant to SB 5173 - 2013-14 (or
successor legislation).
The employee may select the days on which they desire to take the two unpaid holidays off
with their supervisor's approval. The unpaid holiday may be compensated through
utilization of vacation or comp time or by making alternative work schedule arrangements
and following the department's customary process in which to request approval and
scheduling of time off. Such requests shall not be unreasonably denied unless the absence
would unduly disrupt operations, impose an undue hardship, or the employee is necessary
to maintain public safety.
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The two holidays allowed by this section must be taken during the calendar year, if at all;they
do not carry over from one year to the next.
7.13 BENEFITS FOR PART-TIME AND EXTRA HELP EMPLOYEES
Unless noted otherwise in these policies, benefits for regular part-time and extra help
employees are as follows:
Regular Part-Time Employees: All leaves, including holidays, are pro-rated. Pro-rated means
the ratio between the number of hours in the employee's normal work schedule and [forty
(4o) hours] per week. Regular part-time employees working three-quarter time or more
shall receive the same insurance premium contribution as regular full-time employees.
Regular part-time employees working between eighty (8o) hours per month and three-
quarter time shall receive one-half the insurance premium contribution of regular full-time
employees. Regular part-time employees, whose hours may drop below the eligibility
thresholds referenced above for one or more months during the calendar year due to work
requirements, will be eligible for insurance premium contributions for all months if their
average hours for the calendar year meet the eligibility criteria.
Extra help Employees: Extra help employees normally are not eligible to receive benefits,
including leaves, holidays and insurance.
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CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT
8.1 GENERAL CODE OF CONDUCT
All County employees are expected to represent the County to the public in a professional
manner which is courteous, efficient and helpful. Employees must maintain a clean and neat
appearance appropriate to their work assignment, as determined by their position and
Elected Official or Department Head.
Since the proper working relationship between employees and the County depends on each
employee's on-going job performance, professional conduct and behavior, the County has
established certain minimum standards of personal conduct. Among the County's
expectations are: Basic tact and courtesy towards the public and fellow employees;
adherence to County policies, procedures, safety rules and safe work practices; compliance
with directions from supervisors; preserving and protecting the County's equipment,
grounds, facilities and resources; and providing orderly and cost efficient services to its
citizens.
The County is a relatively small organization. To function as efficiently as possible, we may
ask you to perform seemingly "menial" duties outside your regular assignments. It is no
reflection on your worth to the County, but a necessary arrangement for most small
organizations.
To make the most efficient use of personnel, the County also reserves the right to change
your work conditions and the duties originally assigned. If these arrangements become
necessary, we expect your best cooperation.
8.2 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST
Employees shall not, directly or indirectly, engage in any outside employment or financial
interest which may conflict, in the County's opinion, with the best interests of the County or
interfere with the employee's ability to perform their assigned County job. Examples
include, but are not limited to, outside employment which:
1. prevents the employee from being available for work beyond normal working hours,
such as emergencies or peak work periods, when such availability is a regular part of
the employee's job;
z. is conducted during the employee's work hours;
3. utilizes County telephones, computers, supplies, or any other resources, facilities or
equipment;
4. is employment with a firm which has contracts with or does business with the
County; or
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5. may reasonably be perceived by members of the public as a conflict of interest or
otherwise discredits public service.
Employees considering or engaged in an additional job, contractual commitment or self-
employment, who are concerned about a conflict of interest should discuss the matter with
their Elected Official or Department Head.
8.3 REPORTING IMPROPER GOVERNMENTAL ACTION
General Policy:
In compliance with the Local Government Employee Whistleblower Protection Act, RCW
42.41050, this policy is created to encourage employees to disclose in good faith, improper
governmental action taken by County officials or employees without fear of retaliation.This
policy also safeguards legitimate employer interests by encouraging complaints to be made
first to the County, with a process provided for speedy dispute RESOLUTION.
Key Definitions:
Improper Governmental Action: any action by a County Officer or employee that is:
1. undertaken in the performance of the official's or employee's official duties, whether
or not the action is within the scope of the employee's employment, and
2. in violation of any federal, state or local law or rule, is an abuse of authority, is of
substantial and specific danger to the public health or safety, or is a gross waste of
public funds.
3. "improper governmental action" does not include personnel actions including but
not limited to employee grievances, complaints, appointments, promotions,
transfers, assignments, reassignments, reinstatements, restorations, reemployment,
performance evaluations, reductions in pay, dismissals, suspensions, reprimands,
demotions, violations of the local government collective bargaining and civil service
laws, alleged labor agreement violations or any action that may be taken under
Chapter 41.14 or 41.56 RCW.
Retaliatory Action: means any(a) adverse change in a local governments employee's
employment status, or the terms and conditions of employment including denial of
adequate staff to perform duties,frequent staff changes,frequent and undesirable office
changes, refusal to assign meaningful work, unwarranted and unsubstantiated letters of
reprimand or unsatisfactory performance evaluations, demotion, transfer, reassignment,
reduction in pay, denial of promotion, suspension, dismissal or any other disciplinary actions;
or(b) hostile actions by other employees toward a local government employee that were
encouraged by a supervisor or senior manager or official.
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Emergency: a circumstance that if not immediately changed may cause damage to persons
or property.
Procedure for Reporting Improper Government Action: County employees who become
aware of improper governmental action shall follow this procedure:
1. Bring the matter to the attention of the Board of County Commissioners or the
Prosecuting Attorney, preferably in writing, stating in detail the basis for the
employee's belief that an improper action has occurred. This shall be done as soon as
the employee becomes aware of the improper action.
2. The Board of County Commissioners or the Prosecuting Attorney, or their designee,
shall respond to the report of improper government action, within thirty(30) days of
the employee's report. The employee shall be advised of the County's response.
3. The identity of a reporting employee shall be kept confidential to the extent possible
under the law, unless the employee authorizes the disclosure of their identity in
writing.
An employee who fails to make a good faith effort to follow this policy shall not be entitled
to the protection of this policy against retaliation, pursuant to RCW 42.41.030.
In the case of an emergency, where the employee believes that damage to persons or
property may result if action is not taken immediately, the employee may bypass the above
procedure and report the improper action directly to the appropriate government agency
responsible for investigating the improper action.
Employees may report information about improper governmental action directly to an
outside agency if the employee reasonably believes that an adequate investigation was not
undertaken by the County to determine whether an improper government action occurred,
or that insufficient action was taken by the County to address the improper action or that
for other reasons the improper action is likely to recur.
Protection Against Retaliation: It is unlawful for a local government to take retaliatory action
because an employee, in good faith, provided information that improper government action
occurred. Employees who believe they have been retaliated against for reporting an
improper government action shall follow this procedure:
Procedure for Seeking Relief Against Retaliation:
1. Employees shall provide a written complaint to the Board of County Commissioners
within thirty(3o) days of the occurrence of the alleged retaliatory action.
a. The written charge shall specify the alleged retaliatory action; and
b. Specifies the relief requested.
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2. The Board of County Commissioners or their designee shall respond in writing within
thirty (3o) days of receipt of the written charge.
3. After receiving the County's response, the employee may request a hearing before a
state administrative law judge to establish that a retaliatory action occurred and to
obtain appropriate relief under the law.The request for hearing must be delivered
within the earlier of either fifteen (15) days of receipt of the County's response to the
charge of retaliatory action or forty-five (45) days of receipt of the charge of
retaliation to the Board of County Commissioners for response.
4. Within five (5)working days of receipt of a request for hearing the County shall apply
to the State Office of Administrative Hearing's for an adjudicative proceeding before
an administrative law judge. At the hearing, the employee must prove that a
retaliatory action occurred by a preponderance of the evidence in the hearing. The
administrative law judge shall issue a final decision not later than forty-five (45) days
after the date of the request for hearing, unless an extension is granted.
5. The final decision of the administrative law judge is subject to judicial review under
the arbitrary and capricious standard. Relief ordered by the administrative law judge
may be enforced by petition to superior court.
Policy Implementation:The Board of County Commissioners is responsible for implementing
these policies and procedures. This includes posting the policy on County bulletin boards,
making the policy available to any employee upon request, and providing the policy to all
newly hired employees. Officers, managers and supervisors are responsible for ensuring the
procedures are fully implemented within their areas of responsibility.
Prohibition on intimidation of whistleblower- Nondisclosure of protected information:
County Elected Officials or employees may not use their official authority or influence,
directly or indirectly to threaten, intimidate, or coerce an employee for the purpose of
interfering with that employee's right to disclose information concerning an improper
governmental action in accordance with the provisions of this policy.
8.4 POLITICAL ACTIVITIES
County employees may participate in political or partisan activities of their choosing
provided that County resources and property are not utilized, and the activity does not
adversely affect the responsibilities of the employees in their positions Employees may not
campaign on County time or in a County uniform or while representing the County in any
way.
Any County employee who meets with or may be observed by the public or otherwise
represents the County to the public, while performing their regular duties, may not wear or
Mason County Personnel Policies Page 53
display any button, badge or sticker relevant to any candidate or ballot issue during working
hours. Employees shall not solicit, on County property or County time, for a contribution for
a partisan political cause.
8.5 NO SMOKING POLICY
For health and safety considerations, the County prohibits smoking and vaping by
employees on all County-owned, leased, or operated and all county property is designated
as non-smoking and vaping free areas. Smoking and vaping is prohibited in all buildings and
vehicles owned or leased by the County are offices or other facilities rented or leased by the
County.
Public Areas:The term "public area" is defined for the purpose of the No Smoking Policy,
but not limited to: all hallways, conference rooms, elevators, restrooms, lobbies, stairwells,
reception areas, and any other areas which are: (1) open to the public, or(2)areas which
employees are required to pass through during the course of employment.
Smoking: The term "smoke" or"smoking" is defined for the purpose of the No Smoking
Policy, but not limited to; the carrying or smoking of any kind of lighted cigarettes, pipes,
cigars, chewing of tobacco, vaping and the use of e-cigarettes, or any other lighted smoking
equipment.
Vape: The term "vape" or"vaping" is defined for the purpose of this chapter as inhaling or
exhaling the vapor produced by any noncombustible product that may contain nicotine or a
marijuana product and that employs a heating element, power source, electronic circuit, or
other electronic, chemical, or mechanical means, regardless of shape or size, that can be
used to produce vapor or aerosol from a solution or other substance including any electronic
cigarette, electronic cigar, electronic cigarillo, electronic pipe, or similar product or device.
County Property:The term "county property" is defined as the grounds and parking lots
surrounding county buildings and all county parks. County property does not include:
(1) Private vehicles and residences unless otherwise required by individual or group
contracts with the county;
(2) County roads;
(3) Any person passing by or through county property while on a public sidewalk or
public right-of-way has not intentionally violated this chapter.
No smoking signs and removal of ashtrays:The Facilities Department shall post and
maintain no-smoking and no-vaping signs in all public areas and county property as defined
herein, and remove ashtrays from those public areas.
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Pursuant to RCW Chapter 70.160.070 - Intentional Violators, any person intentionally
violating this policy by smoking or vaping in a public place, place of employment or within
twenty-five feet of doors, windows that open and ventilation intakes or any person
removing, defacing or destroying a sign required by this policy is subject to a civil fine of up
to one hundred dollars. The county sheriff's department shall enforce this policy by issuing a
notice of civil infraction to be assessed in the same manner as traffic infractions.
All county employees shall be encouraged to help educate the public about the non-smoking
and vaping policy by reminding violators not to smoke or vape on the property and by
adding the policy to all use agreements and event publications. Violators, who refuse to
comply with the smoking and vaping policy, may be asked to leave the county property.
The appropriate department director or elected official shall be responsible for educating
employees about the non-smoking policy and shall resolve intentional employee violations
of the policy through disciplinary action.
Interpretation of this chapter shall be in a manner that is consistent with RCW_Chapter
70._16o Washington Clean Indoor Air Act, prohibiting smoking in all public places and places
of employment.
8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS
The County furnishes desks, closets, and/or lockers for security of employee coats, purses,
and other personal possessions. Desks, closets, lockers, cabinets and furniture are county
property for the purpose of-county operations.
The County also furnishes computers, voice mail, facsimile (fax) communications, electronic
mail (E-Mail), data and file transfers using electronic means and Internet access for use in
conducting County business only.
Because these systems are for County business, none of the communications or information
transmitted or stored on these systems is private and may be reviewed by the County and
otherwise may be subject to public disclosure. County electronic communications systems
are not for personal use. (See RESOLUTION No. 129-04 attached as Appendix A for further
information on the Mason County Electronic Information Acceptable Use Policy.)
8.7 USE OF COUNTY EQUIPMENT
Use of County phones for local personal phone calls should be kept to a minimum; long
distance personal use must be approved in advance by the Elected Official or Department
Head. Other County equipment, intruding vehicles, should be used by employees for County
business only. An employees' misuse of County services,telephones, vehicles, equipment or
supplies can result in disciplinary action including termination.
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8.8 BULLETIN BOARDS
Information of special interest to all employees is posted regularly on the County bulletin
boards. Employees may not post any information on these bulletin boards without the
authorization of their Elected Official or Department Head. Legally required notices shall not
be covered or obscured by other materials on any bulletin board.
8.9 CONTACT WITH THE NEWS MEDIA
The Board of County Commissioners, Elected Officials or Department Heads authorized by
the Board shall be responsible for all official contacts with the news media, including
answering of questions from the media. They may designate specific employees to give out
procedural, factual or historical information on particular subjects.
8.10 SOLICITATIONS
Most forms of selling and solicitations are inappropriate in the workplace. They can be an
intrusion on employees and citizens and may present a risk to employee safety or to the
security of County or employee property.The following limitations apply:
1. Persons not employed by us may not solicit, survey, petition, or distribute literature
on our premises at any time. This includes persons soliciting for charities,
salespersons, questionnaire surveyors, or any other solicitor or distributor.
Exceptions to this rule may be made in special circumstances where the County
determines that an exception would serve the best interests of the organization and
our employees. An example of an exception might be the United Way campaign or a
similar, community-based fund raising effort.
z. Employees may not solicit for any purpose during work time. Reasonable forms of
solicitation are permitted during non-work time, such as before or after work or
during meal or break periods. Soliciting employees who are on non-work time may
not solicit other employees who are on work time. Employees may not distribute
literature for any purpose during work time or in work areas.The employee
lunchrooms are considered a non-work area under this policy.
8.11 SAFETY
Every employee is responsible for maintaining a safe work environment and following the
County's safety rules. Each employee shall promptly report all unsafe or potentially
hazardous conditions to their Elected Official or Department Head.The County will make
every effort to remedy problems as quickly as possible.
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In case of an accident involving a personal injury, regardless of how serious, employees shall
immediately notify their supervisor and complete an accident/incident report.
Employee safety depends on the safety consciousness of everyone. In order to facilitate a
safe work environment, employees may not bring dangerous weapons to the workplace.
This includes, but is not limited to, weapons for which employees have a valid permit. The
only exception to this rule involves law enforcement positions for which the job regimes
possession of dangerous weapons.
Employees should consult the County's Safety Policy and Accident Prevention Program for
additional details concerning safety.
8.12 SUBSTANCE ABUSE
The County's philosophy on substance abuse has two focuses: (1)a concern for the well-
being of the employee and (2) a concern for the safety of other employees and members of
the public.
Availability of Rehabilitation or Treatment: As part of our employee assistance program, we
encourage employees who are concerned about their alcohol or drug use to seek
counseling, treatment and rehabilitation. Although the decision to seek diagnosis and accept
treatment is completely voluntary, the County is fully committed to helping employees who
voluntarily come forward overcome substance abuse problems. In most cases, the expense
of treatment may be fully or partially covered by the County's benefit program. Please
contact the EAP or Human Resources for more information. Employees who seek advice or
treatment will not be subject to retaliation or discrimination.
Substance Abuse Policy for Operators of Commercial Motor Vehicles: County employees
who hold commercial driver's licenses ("CDLs")and who operate commercial motor vehicles
while employed by the County are subject to additional rules and regulations imposed by the
federal government These regulations require urine drug testing and alcohol breath testing
in the following circumstances:
1. pre-employment;
2. reasonable suspicion;
3. post-accident;
4. return to duty testing;
5. random testing.
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CDL holders who test positive must be removed from service and are subject to discipline,
up to and including termination. CDL holders should consult the County's CDL policy for
additional details concerning these rules.
Drug-Free Workplace: The manufacturing, distribution, dispensation, possession and use of
unlawful or alcohol on County premises or during work hours by County employees is strictly
prohibited. Employees also must notify the County within five (5) days of any conviction for
a drug violation in the workplace Employees should consult the Drug-Free Work Place Policy
for additional details on this subject
8.13 USING POSITION FOR PERSONAL GAIN
No County employee will use their position with Mason County for personal gain from any
source. Personal gain is receiving any money, item or benefit for personal use, which is not
available to the general public. Exception: Nominal value items ($1o.00 or less)with
company logos, given for advertising purposes such as samples, pens, calendars, coffee cups
and ball caps are acceptable. Requesting, or knowingly accepting, discounts on purchases,
tickets, meals, travel, clothing, etc.,for personal use is not acceptable.
Threats or promises of future business or lack of future business with the County to
influence personal business will be referred to the Prosecuting Attorney.
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CHAPTER 9 LAYOFF AND RESIGNATION
9.1 LAYOFF
The County may lay off employees for lack of work, budgetary restrictions, reorganization or
other changes that have taken place.
In determining who is to be laid off, consideration will usually be given to individual
performance and the qualifications required for remaining jobs. Seniority will be considered
when performance and qualifications are equal, as determined by the County. Employees
who are laid off may be eligible to be re-employed for up to one (1)year after layoff, if a
vacancy occurs in a position for which they are qualified.
9.2 RESIGNATION
An employee should provide two (2)weeks written notice of resignation.This time limit may
be waived by the employee's Elected Official or Department Head (if retiring see 6.1).
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CHAPTER 10 COMPLAINT PROCEDURES
10.1 COMPLAINT PROCEDURES
The County recognizes that sometimes situations arise in which employees feel that they
have not been treated in accordance with County policies. For this reason the County
provides its employees with procedures for resolving complaints.
Step 1: Employees should first try to resolve any problem or complaint with their supervisor.
Step 2: When normal communication between an employee and the supervisor is not
successful, or when an employee disagrees with the application of County policies and
procedures, the employee should attempt to resolve the problem with their Elected Official
or Department Head. The Elected Official or Department Head will usually respond to the
employee in writing within five (5) days after meeting with them, if possible.
Step 3: If the employee is not satisfied with the response in Step 2 above, the employee may
submit the problem, in writing, to the Board of County Commissioners or their designee. The
written complaint must contain, at a minimum:
1. A description of the problem;
2. A specific policy or procedure which the employee believes has been violated or
misapplied;
3. The date of the circumstances leading to the complaint or the date when the
employee first became aware of those circumstances;
4. The remedy sought by the employee to resolve the complaint.
The written complaint must be filed within ten (1o)working days of receiving a response
from Step 2 above.
The Board of County Commissioners or their designee may meet with the parties, either
individually or together, and will usually respond in writing to the aggrieved employee within
ten (1o)days of the meeting.The response and decision shall be final and binding.
Certain employees may have more than one source of dispute resolution rights, i.e., the
County's Civil Service rules, a collective bargaining agreement, if any, and this complaint
process. Employees represented by a bargaining unit or who are covered under civil service
rules should follow grievance procedures set out in their respective labor contracts or civil
service rules, where applicable. In all other cases, the procedures described in this section
shall be used. Under no circumstances shall an employee have the right to utilize both this
process and any other complaint or appeal procedure that may be available to an employee.
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CHAPTER 11 EDUCATIONAL ASSISTANCE
11.1 INTRODUCTION
If budgetary considerations permit, Mason County may reimburse full-time regular
employees for education costs for courses approved by the respective Elected Official or
Department Director. Approval for reimbursement will be dependent upon the course and
its relevance to the employee's current position. Approval must be obtained prior to
commencement of each course per semester. Attendance at all course offerings will be
outside the employee's regular duty schedule.
11.2 OBJECTIVE
The objective of this policy is to assist employees in furthering their education in an effort to
enhance current skills for the benefit of the County and the general public.
11.3 PROCEDURES:
1. Educational assistance will be authorized only when the budget of the Office or
Department contains sufficient funds to support this policy AND the course of study
will be of benefit to the Office or Department. Access to educational assistance will
be solely determined by the Elected Official or Department Head, as appropriate.
2. If approved, reimbursement for coursework relevant to the employee's current
position is subject to the limitations in paragraphs 8 and 9, below. Approval of a
course of study by the Elected Official or the Department Director is required prior to
approval of the courses required in that course of study. Accordingly, the Elected
Official or Department Director will review employee applications for educational
assistance on a course-by-course basis.
3. All relevant bachelor's degrees and associate's degrees, assuming that the employee
does not already have a bachelor's or associate's degree, may, upon approval of the
Elected Official or Department Head, be reimbursed subject to the limitations in
paragraphs 8 and 9, below. This would apply regardless of the position the employee
holds.
4. Certificates or continuing education units (CE(J) required for continued certification
may be reimbursed at ioo percent.
5. A second degree directly relevant to the employee's current position as determined
by the Elected Official or Department Director to be in the best interests of the
County may be reimbursed subject to the limitations in paragraphs 8 and 9, below,
only if: 1)the first degree is not directly applicable to the employee's position; or, 2) it
is an advanced degree in a field of study relevant to the employee's current position.
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6. There is no limit to the number of credit hours eligible for reimbursement per
semester/quarter. Employees are encouraged to be prudent in the selection of the
number of courses attempted each semester. Employees must be in paid status
when reimbursement is sought. For the purpose of this policy, paid status is defined
as working the employee's regular schedule or on approved vacation leave.
7. Employees must satisfactorily complete the course work to be considered for
reimbursement. Satisfactory completion is defined as award of a grade of "C" or
higher, or the equivalent, in the coursework for which reimbursement is sought.
8. Reimbursement will be up to the tuition rate at the University of Washington or
Washington State University, whichever institution offers the course of instruction
concerned. If both Universities offer the course of instruction, the reimbursement
rate will up to the lower rate of the two universities. This rate will apply to courses of
instruction at private universities, correspondence programs or other high cost
programs.
9. All required fees may be reimbursed at the designated approval percentage. Books,
lab and building use fees will be reimbursed at 50 percent, regardless of the course of
study.
io. Initial approval of a course of study does not obligate the County to future/continued
approval of courses in that course of study. Course approvals are only valid for the
course and semester/quarter given.
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CHAPTER 12 NON-DISCRIMINATION & HARASSMENT POLICY
12.1 PURPOSE
The purpose of this policy is to provide guidelines to elected officials, department heads,
employees,volunteers,and members of the public to ensure equal access to County services
and employment opportunities regardless of a person's sex, race, national origin,
religion, age, disability, marital status, creed, political belief,sexual orientation,veteran's
status,or any other protected status under federal or state statute.Additionally,the policy
provides guidelines for identifying,reporting,and resolving claims of discrimination or related
retaliation.This policy supersedes all previous non-discrimination and sexual harassment
policies issued by Mason County.
12.2 NONDISCRIMINATION
The Board of Mason County Commissioners shall demonstrate its commitment to non-
discrimination and equal opportunity by making available this Non-Discrimination Policy to
recruiting sources,organizations representing protected groups,vendors,suppliers,
contractors,community-based organizations,service organizations,community leaders,
secondary and postsecondary schools, and other governments.The policy will be
distributed on a continuing basis as appropriate individuals and entities are identified.
The County will incorporate appropriate non-discrimination language in all its contracts and
collective bargaining agreements.The words "Equal Opportunity Employer"will be included
on employment applications and recruitment materials.
To further promote the Board of County Commissioners' commitment to non-discrimination,
the County will conduct periodic meetings with executive, management, and supervisory
personnel to explain the intent of the non-discrimination policies and to clarify
management's responsibility for effective implementation.This Non-Discrimination Policy
will be distributed and reviewed in new employee orientation sessions.
12.3 POLICY
The County takes complaints of discrimination,harassment and retaliation seriously and will
investigate and resolve such complaints in a timely manner.
A. Discrimination. Mason County is committed to a workplace that is free from unlawful
discrimination.The County prohibits discrimination against elected officials, employees,
and volunteers based on race,color,creed, religion, national origin, ethnicity,age, sex,
marital status,veteran status, sexual orientation, and disability(known or perceived).
Employees who engage in discrimination will be subject to disciplinary action, up to and
including termination of employment.
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B. Harassment. Mason County prohibits harassment and is committed to providing a
workplace that is free from such harassment. Harassment is a form of discrimination that is
unwelcome verbal or physical conduct directed toward or relating to a person on the basis of
the person's race, color, creed, religion, national origin, ethnicity, age, sex, marital status,
veteran's status, sexual orientation, or disability(known or perceived),where the conduct is
sufficiently pervasive or severe as to alter the terms and conditions of employment. Such
conduct can take many forms, including unwelcome slurs, comments, joking, touching,
innuendo, gestures, display or transmission of materials, and other similar conduct.
Employees who engage in harassment will be subject to disciplinary action, up to and
including termination of employment.
C. Sexual Harassment. Mason County prohibits sexual harassment, which is a type of
harassment that consists of unwelcome verbal or physical conduct directed toward or relating
to a person because of their gender that is sufficiently pervasive or severe as to alter the terms
or conditions of employment. Such conduct can take many forms including unwelcome
slurs, comments,joking,touching innuendo, repeated request for dates, display or
transmission of materials, gestures, compliments, and other similar conduct. Sexual
harassment also includes unwelcome conduct based on an individual's gender where
submission to the conduct or rejection of the conduct is used as a basis for employment
decisions regarding the individual. Employees who engage in sexual harassment will be
subject to disciplinary action, up to and including termination of employment.
D. Retaliation. Mason County prohibits any adverse employment action against
employees for complaining in good faith of discrimination, harassment or retaliation, or for
assisting or participating in an investigation of such complaints. Employees who engage in
retaliation will be subject to disciplinary action, up to and including termination.
12.4 EQUAL OPPORTUNITY FOR PERSONS WITH DISABILITIES
It is the policy of Mason County to guarantee equal opportunity to persons with disabilities
to participate in and enjoy the benefits of County services, programs and activities, and to
allow disabled employees a bias-free work environment.The County, upon request,will
provide reasonable accommodation in compliance with the Americans with Disabilities Act
(ADA)and the Americans with Disabilities Act Amendment Act(ADAAA).
Mason County is committed to providing accessible facilities for public meetings and
general public use. Services will be provided for County sponsored activities if such can
be made available without undue hardship to the County. Upon receiving a request for
services,the preference of the person with a disability will be given primary
consideration.
Mason County is committed to providing equal opportunities for County employees with
disabilities. Every reasonable effort will be made to create an accessible work
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environment to the extent possible without undue hardship to the County.
Employment practices will be administered to allow a person with a disability to
participate at the same level as a person without a disability.
Mason County is committed to providing equal opportunity for persons with disabilities seeking
employment with the County or appointment to County boards and commissions. Every
reasonable effort will be made to create an accessible hiring or selection process and a working
environment for board and commission members that will allow a person with a disability to
participate at the same level as a person without a disability. Board and commission
meetings will be held in accessible locations.
It is the responsibility of the person with the disability to disclose the existence of the disability if
reasonable accommodation is to be requested.
12.5 EMPLOYEE RESPONSIBILITIES
Each employee is responsible for supporting and adhering to this policy. It is the responsibility
of all County employees to bring instances of inappropriate behavior to the attention of
management.This includes employees who believe they are the recipient of discriminatory
behavior as well as those who believe they have witnessed such behavior directed at another
employee. Employees should never tolerate inappropriate or harassing behavior. If possible,
they should make their feelings known to the offending employee.Whether they confront the
harasser or not,employees must promptly report any offending behavior to their department
head or elected official or to the County Human Resources Department. Employees are strongly
encouraged to report concerns about discrimination or harassment before behaviors become
severe or pervasive.This will assist the County in its efforts to stop discrimination or harassment
before it rises to the level of a violation of anti-discrimination laws.
12.6 SUPERVISOR/MANAGER RESPONSIBILITIES
When a supervisor, manager, department head or elected official suspects or has reason to
believe that discriminatory behavior has occurred,they shall immediately notify the Manager of
Human Resources or the Office of the Prosecuting Attorney and report the incident.
12.7 COUNTY RESPONSIBILITIES
County Management representatives will promptly and thoroughly investigate all reports of
discrimination or harassment.Complaints against either the Human Resources Department or
the Prosecuting Attorney's Office will be investigated by a non-county agency.Complaints of
discrimination and harassment will be handled with sensitivity,discretion,and confidentiality to
the extent allowed by the circumstances and the law.
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If the County concludes that a violation of this policy occurred, prompt and effective remedial
action will be taken.This may include disciplinary action and/or other actions needed to remedy
the effects of the discrimination and prevent further incidents.
12.8 COMPLAINT PROCEDURE
Mason County is committed to maintaining a work environment free from bullying,
discrimination,or sexual harassment.As such,Mason County shall strictly enforce this policy
against unlawful discrimination,including sexual harassment,and encourages those who feel
aggrieved to seek assistance as outlined in this policy.
Persons who feel that they may have been bullied,discriminated against or sexually harassed,
or are aware of actions against another person that may be in violation of this policy,shall
immediately contact either their immediate supervisor,their department official,or the
Human Resources Department.Complaints should be submitted in writing using the Mason
County Internal Discrimination Complaint Form,a copy of which must be submitted to the
Human Resources Department.
If the complaint is reported to the employee's supervisor or department official,that individual
may investigate the complaint or may request that the Human Resources Department perform the
investigation.Any person may file a complaint under this policy when the person believes:
• They have been the target of discrimination or harassment(including bullying);
• They have personal and first-hand knowledge of behavior believed to be in violation of
this policy;or
• They have been retaliated against for having reported behavior believed to be in
violation of this policy.
The complaint must be filed within 18o days of the alleged violation of this policy.The
complaint should include a description of the alleged violation,the date it occurred,and the
name,signature,address and phone number of the person filing the complaint.The complaint
must include sufficient information to allow for investigation into the allegations.
In addition to filing a complaint with Mason County, an individual may file a written complaint
within 18o days of the alleged violation with the Washington State Human Rights Commission
and/or the Equal Employment Opportunity Commission. Employees are encouraged to exhaust
administrative remedies outlined in this policy before outside agencies are consulted.The use of
the County's internal discrimination complaint procedure is not a prerequisite to the pursuit of
such statutory remedies.
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When an employee or union files both a grievance and an internal discrimination complaint
regarding the same alleged acts or incidences,the investigation and processing of one shall be
suspended until the other is completed.
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12.9 INTERNAL DISCRIMINATION COMPLAINT FORM
Pursuant to Chapter 12 Non-Discrimination & Harassment Policy of the Mason County
Personnel Policies, reports of discrimination and/or harassment may be reported to your
department official/supervisor, to the Human Resources Department, or to the
Prosecuting Attorney.
Name and department of person filing complaint
Work Phone Home Phone (optional)
Home address City State Zip
Name of the person(s)whom you feel violated the Non-Discrimination & Harassment policy:
Department involved:
Alleged violation related to: [ ] Employment ( ] Services
Basis of alleged violation is:
[ ] Race/Color [ ] Age [ ] Marital Status [ ] Veteran's Status
[ ] Religion [ ] Creed [ ] National Origin [ ] Ethnicity
[ ] Retaliation [ ] Sexual Orientation
[ ] Disability or genetic information [ ] Sex (including pregnancy)
[ ] Harassment/Sexual Harassment
Describe in detail the incidents or actions, including names, dates and times,that are
believed to be in violation of this policy. Include the names and contact information of any
individuals who may have witnessed this behavior. (Attach additional sheets as needed)
By signing below, I declare under penalty of perjury of the laws of the State of Washington
that the foregoing information is true and correct.
Signature Date
Mason County Personnel Policies Page 68
Printed Name
Mason County Personnel Policies Page 69
CHAPTER 13 VEHICLE USE POLICY
13.1 VEHICLE USE AND SCOPE
This policy addresses assignment of county vehicles for business use, for home-to-work
commuting and after-hours use, use of personal vehicles for county business, mileage
allowances, general motor vehicle safety expectations, and reporting requirements for
commercial vehicle operators as per RCW 46.25.030. All employees who operate motor
vehicles for county-related business are responsible for operating the vehicle in a lawful,
safe and prudent manner.
This policy applies to:
1. Departments reporting to the Board of County Commissioners.
2. Elected Officials' Offices with the proviso that those officials are responsible for
application of this policy, or a comparable alternative, in their departments. All
allowances, mileage reimbursement rates, and other cash disbursements require
approval of the Board of County Commissioners.
3. Represented and non-represented employees-Where permitted, the policy is
applicable to bargaining unit employees depending on the collective bargaining
agreement for that unit and the requirements of RCW 41.56.
4. Where provisions of this policy address topics covered in the Sheriff's Office Vehicle
Use policy, those rules shall apply.
5. All users of county vehicles(owned, leased, or rented) or personal vehicles being
used for county business purposes, including regular employees, temporary
employees, contractors, volunteers and citizens.
13.2 VEHICLE USE POLICY DEFINITIONS
Vehicle: Per RCW 46.04.670 includes every device capable of being moved upon a public
highway an in, upon, or by which any persons or property is or may be transported or drawn
upon a public highway, including bicycles.This includes motorized or non-motorized vehicle
to include boats, aircraft, and utility tractors designed to transport persons or goods on
public roadways, waterways, or federal airspace.
Motor vehicle: Per RCW 46.04.320 means every vehicle that is self-propelled by electric
poser obtained from overhead trolley wires, but not operated upon rails.
Special Mobile Equipment: Per RCW 46.04.552 means every vehicle not designed or used
primarily for the transportation of persons or property and only incidentally operated or
moved over a highway, including but not limited to: ditch digging apparatus, well boring
apparatus and road construction and maintenance machinery such as asphalt spreaders,
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bituminous mixers, bucket loaders, tractors another than truck tractors, ditchers, leveling
graders,finishing machines, motor graders, road rollers, scarifiers, earthmoving carryalls and
scrapers, power shovels and draglines, and transportation of persons or property to which
machinery has been attached.
Specialized Equipment: Per WAC 468-38-270 certain vehicles are designed and built for very
unique functions other than transporting persons.The federal highway administration
classifies and references some of these vehicles as specialized equipment in Title 23 C.F.R.
Part 658.13(e) and sets minimum and/or maximum parameters for the vehicle to operate.
The department adopted these specialized classifications and accepted or further defined
the legal parameters for operation on state highways.
Weapon: A tool or instrument used with the aim of causing damage or harm to living beings
or artificial structures or systems.
Assigned Take-Home Vehicle: A county vehicle, which is used by a County employee for
county business and for regularly commuting to and from the employee's home and
workstation.
Assigned Vehicle:A county vehicle assigned to a department or county employee for county
business, but not for employee commuting to and from the employee's home and
workstation.
Call-Out:A directive to an employee to report to a work site during off duty time or day, and
to respond to emergencies, which require immediate response to protect life and property.
Commissioned Officers: All officers commissioned by the Sheriff's Office.
Commute Trip Mileage:The mileage from an employee's home to their regular place of
work and back, or the actual daily mileage from home to the first work-site and from the last
work-site to home.
Designated Parking Area:A county parking facility or lot, which has been identified by an
employee's Elected Official or the Risk Manager as an acceptable overnight location for
parking the employee's assigned county vehicle.
Emergency Response:An employee has primary responsibility for immediate response, to
protect life and property, and to maintain and enforce law.
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Occasional overnight usage of county-owned vehicles: County employees taking home
county-owned vehicles for conducting county business away from the employee's normal
place of work and outside an employee's normally scheduled work hours.
13.3 ASSIGNMENT OF COUNTY VEHICLES FOR TAKE-HOME and OPERATIONAL
CONSIDERATIONS
PURPOSE and RESPONSIBILTY
It is the responsibility of the Board of County Commissioners (BOCC)to ensure the proper
use of public funds concerning the County practice of allowing employees to commute to
and from work in County-owned and leased vehicles. The BOCC is to assure all County
owned and leased vehicles are used responsibly and centralized controls are in place to
report taxable benefits if applicable. All Take-Home Vehicle assignments for County issued
vehicles will be reviewed by the BOCC annually.
The BOCC wish to restrict the number of county-owned and leased vehicles used by
employees to commute to and from work.
This policy is applicable to all Mason County Departments and Elected Officials' Offices.
AUTHORITY and REFERENCES
IRS Publication 15-B Fringe Benefit
IRS Publication 5137_Fringe Benefit Guide
IRS Substantiation_Re_quirements§1.274-5
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 below.
Take-Home Vehicle assignment must be preapproved by BOCC, unless for a temporary
assignment.
13.4 QUALIFIED NON-PERSONAL USE VEHICLES (as of 12/31/16)
(A)Clearly marked police, fire, and public safety officer vehicles
(B)Ambulances used as such or hearses used as such
(C) Any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000
pounds
(D)Bucket trucks (cherry pickers)
(E) Cement mixers
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(F) Combines
(G)Cranes and derricks
(H)Delivery trucks with seating only for the driver, or only for the driver plus a folding
jump seat
(1) Dump trucks(including garbage trucks)
(J) Flatbed trucks
(K) Forklifts
(L) Passenger buses used as such with a capacity of at least 20 passengers
(M)Qualified moving vans
(N)Qualified specialized utility repair trucks(as defined in Publication 5137)
(0)Refrigerated trucks
(P) School buses
(Q)Tractors and other special purpose farm vehicles
(R) Unmarked vehicles used by law enforcement officers if the use is officially authorized
(S) Pickup Trucks and Vans that meet the specifications as defined in Publication 15-B
The use of County vehicles or travel reimbursement is preferred over the assignment of
take-home vehicles for conducting county business.
Assignment of a County vehicle is neither a privilege nor a right of any County employee.
Assignment of a County vehicle shall not be made based on employee merit or employee
status.
The need for communication access (car radio, telephone, etc.) shall not be considered
adequate justification for a County vehicle assignment.
Wherever possible, assigned County vehicles shall be picked up and dropped off at
designated County parking area, thereby avoiding the assignment of Take-Home Vehicles.
13.5 EMERGENCY RESPONSES
Take-Home Vehicles may be assigned to county employees who:
1. Are called out at least 12 times per quarter, or 48 times a year and have primary
responsibility to respond to emergencies which require immediate response to
protect life or property; and
2. Cannot use alternative forms of transportation to respond to emergencies; and
3. Cannot pick-up County-owned assigned vehicles at designated sites without
impacting the employee's ability to respond to emergencies, which require
immediate response to protect life or property.
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Emergency response assignments should be supported by data demonstrating the actual
number and nature of emergency responses in the prior year, and estimates of future
emergency responses. There must be an explanation as to why an employee cannot use
alternative forms of transportation to respond to the emergencies or pick up county-owned
or leased assigned vehicles at designated parking areas.
13.6 SPECIAL EQUIPMENT VEHICLES
Take-home vehicles may be assigned if an employee needs specialized equipment or a
special vehicle to perform county work outside of an employee's normally scheduled
workday.
1. Communication access shall not normally be considered a valid justification for a
specially equipped take-home vehicle.
z. Employees must have primary responsibility to respond to emergencies.
3. Special equipment vehicle assignments shall be supported by information
describing the special equipment needed to perform the county work.
13.7 ECONOMIC BENEFIT TO THE COUNTY
Take-home vehicles may be assigned if employee's private vehicle mileage reimbursement
costs are greater than the commuting costs for an assigned county vehicle with overnight
vehicle usage.
1. Lost productivity costs, the cost of the time it takes an employee to travel from a
designated county parking facility to their work station, shall not be included in
the calculation of economic benefit to the county.
2. There must be an explanation as to why an employee cannot use alternative
forms of transportation or pick up county-owned or leased vehicles at designated
parking areas.
3. Tax treatment of all vehicle assignments shall be subject to current regulations.
13.8 TEMPORARY TAKE-HOME VEHICLE ASSIGNMENT
Occasional overnight usage of County-owned or leased vehicles is permitted. Such
occasional usage of County vehicles may occur when an employee conducts County business
away from the employee's normal place of work, and outside an employee's normally
scheduled workday. Other types of occasional overnight usage is permitted when the
following conditions exist:
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1. Inclement weather conditions:When employee is on-call and has primary
responsibility to respond.
2. Emergency preparedness or seasonal assignment: County-owned or leased
vehicle is permitted when an employee is on-call and vehicle is taken home less
than iz times per quarter on average.
3. Collective Bargaining Agreement:Authorization for take-home assignment may
be granted to employees represented by collective bargaining agreements with
language that provides for take-home vehicle assignment.
13.9 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES
The BOCC will evaluate, authorize, or deny the current Take-Home vehicle assignments and
any new requests from all departments and elected offices by October 31st of each year.
Take-home vehicle authorization shall be for the following periods of time: January ist to
December 31st of each year, unless otherwise specified by a collective bargaining agreement.
13.10 BUDGET MANAGEMENT RESPONSIBILITIES
Budget Management shall be the department in charge of the following provisions:
1. Maintaining the listing of BOCC approved Take-Home vehicle assignments.
z. Maintain the supporting documents for each Take-Home vehicle assignment.
Documents will be compiled, calculated and submitted to payroll for fringe
benefit, per the IRS rules and regulations.
3. Provide Fair Market Value of vehicles for auto fringe benefit calculation if
applicable.
4. Develop and maintain records of all take-home vehicle assignments for Budget
Management provisions.
13.11 DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES
Department Heads and Elected Officials shall:
Prepare a Vehicle Take-Home Authorization Request Form and submit to Budget
Management for presentation to the BOCC. These forms should be submitted by
September 3oth of each year or when a new Take-Home assignment is issued to Budget
Management.
Each department and office shall maintain a list of authorized Take-Home Vehicles.
This list shall include:
1. Employee name
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2. Rank or Title
3. Work location
4. Vehicle number
5. Vehicle type
6. County of residence
7. Miles outside the County, if applicable
An updated list shall be transmitted to Risk Management by September 3oth each year or
upon request by the Budget Manager.
Apply the following standards and criteria for proposing all take-home assignments.
The employee shall reside within Mason County. The elected may propose a take-home
vehicle assignment for employees residing outside the county if both the residence is within
15 miles of the county line and a reasonable 3o-minute response time can be met. In
addition, there are reasonable and compelling justifications and if such requests meet, the
criteria contained in sections 1 through 6 found below.
1. The employee commute mileage shall not be greater than the business mileage.
2. In cases where the Take-Home Vehicle Assignment requests are based on
Emergency Response or Special Equipment, the Elected must show that
emergency response outside of the employee's normal working hours is
necessary due to an eminent threat to life or property.
3. The employee must provide historical data showing the number of emergency
responses made during the same time period in the previous year.
4. There must be no other employees on duty and available to respond or perform
the emergency work during their normal work shift.
5. Before approving Take-Home Vehicle Assignment, the Elected shall first consider
whether occasional overnight assignment, temporary on-call status or
reimbursement for the use of a private vehicle will be of greater economic benefit
to the county than a Take-Home Vehicle Assignment.
6. The employee has primary countywide custodial control of resources used during
emergency response, and who must be available for any and all emergencies.
13.12 SHERIFF'S OFFICE RESPONSIBILITIES
The Sheriff or the Sheriff's designee shall:
Prepare a Vehicle Take-Home Authorization Request Form and submit to Budget
Management for presentation to the BOCC. These forms should be submitted by
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September 3oth of each year or when a new Take-Home Vehicle assignment is issued to
Budget Management.
Each Department shall maintain a list of authorized Take-Home Vehicles.This list shall
include:
1. Employee name
2. Rank or Title
3. Work location
4. Vehicle number
5. Vehicle type
6. County of residence
7. Miles outside the County, if applicable
An updated list shall be transmitted to Budget Management by September 3oth each year or
upon request by the Budget Manager.
Commissioned employees of the Sheriff's Office are exempt under IRS Publication 15-B
Fringe Benefit, however, for Non-Commissioned employees, this is considered a fringe
benefit and may create a tax liability.
13•13 EMPLOYEE'S RESPONSIBILITIES
A County owned or leased Take-Home vehicle is a fringe benefit that may generate a tax
liability. If a request for a Take-Home Vehicle is approved, it is the responsibility of the
employee to contact payroll and determine the tax liability.
The employee is also responsible for submitting monthly mileage report to Budget
Management by the 5th working day of the month. Monthly mileage reports are required for
all Take-Home assignments, with the exception of Commissioned Officers of the Sherriff.
13•14 FINANCIAL SERVICES- PAYROLL RESPONSIBILITIES
Payroll will update fringe benefit data in the payroll system.
13•15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS
The County has auto liability coverage on its Mason County vehicles. Authorized employees,
appointed or authorized representatives and persons, or volunteers driving Mason County
vehicles are covered under the County's liability coverage. However, employees using their
personal vehicles for County business are not included in the County's insurance coverage
and, therefore their personal vehicle insurance is responsible for accidents, regardless of
whether the accident occurred while they were on County business.The mileage
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reimbursement received by employees for approved use of personal vehicles includes, in
part, a reimbursement for personal insurance coverage. Employees should consult with their
insurance agent/company to inquire about what coverage exists while using their personal
vehicles for County business.
1. Employees shall provide valid proof of automobile liability/property damage
insurance with policy coverage limits that meet the Washington State minimum
requirements.
2. When an employee is using their privately owned vehicle pursuant to County policy,
the individual's insurance shall be considered the primary insurance coverage with
County coverage potentially available for secondary or excess coverage.
3. Job applicants who have reached the final interview stage of the employment
selection process will provide the county with a "Driving Record" prior to being
offered the position.This applies to both internal and external applicants and only to
those applicants whose job would require them to operate county owned or leased
vehicles on a regular(routine) basis.
13.16 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS
Employee's use of personal vehicles for county business travel purposes is subject to the
approval of the department head or elected official. Employees may be required to utilize a
county vehicle based on cost or safety considerations. Authorization to use private vehicles
may be given on a trip-by-trip or standing approval basis. Upon request, employees are
required to provide to their supervisor proof that they possess a valid motor vehicle
operator's license, proof of current vehicle liability insurance and a current year Vehicle Use
Agreement on file.
Private vehicles utilized for county business are considered official vehicles and must
conform to the following requirements:
1. The vehicle must meet legal requirements to operate on a public highway.
2. The vehicle must be in sound mechanical condition and present no safety risks.
3. Employees must submit a mileage reimbursement form, to receive reimbursement
based on the county's current mileage rate allowance. The standard mileage rate
reimbursement covers gas, maintenance, repairs and insurance for work related
driving.
13.17 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS
Employees using county vehicles on a continuing assignment or trip-by-trip basis are
prohibited from using vehicles for personal business except as provided herein.
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Unauthorized personal use of a county vehicle may result in disciplinary action, up to and
including termination of employment.
All employees should exercise reasonable judgment regarding the use of a county vehicle
for personal purposes. Personal use of a county vehicle may be permitted, subject to the
approval of the applicable department head or elected official, when the use serves the
county's interests, results in negligible expense, and/or is justified by compelling
circumstances and doesn't pose a "bad appearance" even if on personal time—(e.g., at a
bar or liquor store).
13.18 INCIDENTAL TRAVEL AND STOPS
Employee-drivers should remember that public perception of county employees is important
and influenced by how and where the public observes county vehicles being used.
Employee-drivers should not make incidental stops at locations the public would generally
perceive as inappropriate.
13•19 POLITICAL USE OF COUNTY VEHICLES
No employee or person may use any vehicle owned, leased or operated by the county for
any trip which is exclusively for the purposes of campaigning in support of, or in opposition
to, any candidate or cause for national, county or local office, unless use of the vehicle is
required for purposes of security protection provided by the county or local governmental
unit.
13.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS
1. Use of county vehicles by temporary employees or volunteers requires authorization
from the department head or elected official.Temporary county employees and
volunteers are subject to the applicable provisions of this policy, including signing the
Vehicle Use Agreement and providing proof of valid driver's license.
2. Interagency use of a county vehicle requires authorization from the county's elected
official. Use of a county vehicle under an interagency agreement is subject to the
provisions mutually agreed upon by the agencies involved.
13.21 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL VEHICLES FOR
COUNTY BUSINESS
The following policies govern all vehicle use for county business:
1. All drivers and passengers must comply with all the motor vehicles laws of the state
of Washington or any other state in which the vehicle is operated, including seatbelt
and cell phone laws.
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2. Vehicles shall be locked when unattended with the engine turned off. Keys shall not
be left in the ignition unless authorized by the department head or elected official.
3. No person may use a county vehicle, or permit the use of a county vehicle, or operate
a personal vehicle for county business in the following prohibited manners:
a. The driver is impaired by fatigue or any other known mental or physical
condition that affects the safe operation of the vehicle.
b. The driver is impaired because of prescribed appliances (e.g., cast, sling,
brace), prescribed or over-the-counter medications that causes or results in
adverse side effects (e.g., drowsiness or impaired reflexes or reaction time).
As described in Policy 8.12- Substance Abuse, employees are responsible for
informing their supervisor of the possible effects of the medication and
expected duration of its use.
c. Tobacco use (smoking and non-smoking products and devices) is prohibited in
county-owned or leased vehicles.This does not include smoking in personal
vehicles used for county-related business.
d. Transporting non-county employee passengers, including family members, is
not permitted unless authorized by the employee's department head or
elected official.
e. Permitting non-authorized individuals to drive a county-owned/leased vehicle
unless it is for a bona fide emergency purpose.
f. Drivers of motor vehicles are prohibited from reading, manually writing or
sending a message on an electronic wireless communications device or
holding a wireless communication device to their ear while the vehicle is
moving. Exceptions to this section include: operators of an authorized
emergency motor vehicle; a driver using a wireless communications device in
the hands-free mode; using devices to report illegal activity or summon
medical aid or other emergency assistance or to prevent injury to a person or
property; using hearing aids.
g. Use for personal gain, such as delivering goods or services.
h. Modifications including affixing signs, stickers, antennas, bike racks, ski racks,
etc. Modifications to county vehicles may be undertaken only with the prior
written consent of the department head or elected official. The County Shop
or its designee will perform any modification to a county-owned or leased
vehicle.
i. Transporting of animals—Allowed only with prior written consent of the
department head or elected official -(excludes Animal Control activities and
transportation and use of canines or other animals by the Sheriff's Office).
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j. Hauling loads that exceed the rated capacity of the vehicle or that could cause
damage to the vehicle (i.e., hauling firewood or gravel in a passenger vehicle).
k. Use of trailer hitches and towing-allowed only with prior approval by either
the County Shop or Motor Pool Manager.The County Shop or Motor Pool
must evaluate hitches and lights.
I. Installation or use of any radar or speed detection devices.
m. Transporting hitchhikers.
n. Use or consumption of alcohol and/or illegal drugs is prohibited while
operating a county-owned/leased vehicle or personal vehicle for county
business.
o. Use for vacations, side trips or any other use not expressly authorized by this
policy or department head or elected official.
Drivers who have questions regarding the appropriate use of a county vehicle or a personal
vehicle while in use for county business should consult with their supervisor, department
head, elected official, or the Risk Management Office.
13.22 VEHICLE USE AGREEMENT(VUA)- REQUEST FOR DRIVING RECORD
The purpose of the VUA is to ensure employees are licensed to operate a motor vehicle and
possess auto liability insurance to operate their personal vehicle for county business. Use of
a county(owned, rented or leased) or personal vehicle for business purposes is contingent
upon the following conditions and requirements:
1. Vehicle Use Agreement- Each department head and elected official or their designee
will acquire a signed Vehicle Use Agreement(VUA), annually from each of their
employees that operate a personal or county-owned/leased vehicle for business
purposes.This includes those employees required to hold a Commercial Driver's
License (CDL).
2. Motor Pool User Agreement- Each department head and elected official or their
designee will acquire a signed Motor Pool User Agreement(MPUA), annually from
each of their employees that operate a motor pool county-owned/leased vehicle for
business purposes.
3. Driving Record Request
a. Employees who are required to operate a vehicle on a regular(routine) basis
to perform their job shall, as part of the Vehicle Use Agreement, authorize
Mason County to acquire a copy of their driving abstract from the Department
of Licensing per RCW_46.52.130.
b. All other employees who may drive a county vehicle or a personal vehicle for
the use of county business may have their driver abstract requested from the
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Department of Licensing per RCW 46.52.130 if requested by their department
head, elected official and/or the Risk Management Office.
13.23 DRIVER DISQUALIFICATION AND REVIEW
County employees and other authorized agents of the county may become disqualified as a
driver for county business for any of the following conditions:
1. Three or more moving violations in the past three years.
2. Two accidents if one or more results in injury, loss of life or significant property
damage. Note: This includes only accidents where the driver was substantially at
fault.
3. Suspension or revocation of driver's license.
4. Drivers must immediately inform their supervisor, department head, or elected
official in writing if they become disqualified under this policy.
5. Any change in the status of an employee's driver record resulting in disqualification
or the failure to report such change may result in revocation of the privilege to drive
a county-owned/leased vehicle or a personal vehicle utilized for county business
and/or disciplinary action up to and including termination.
6. Drivers denied the use of a county vehicle based on an unsatisfactory driving record
may request a review of the denial through their department head or elected official.
The Risk Management Office should be consulted regarding any requests for review.
7. A requested review will be investigated by the department head or elected official
and the Risk Management Office then approved or denied by the elected official in
writing. Approval or denial will be documented and kept on file in the Risk
Management Office.
13.24 ACCIDENTS AND CITATIONS
Employees are fully responsible to operate vehicles on county business in a legal, safe, and
prudent fashion and are subject to appropriate corrective action for failure to do so, up to
and including termination.
1. Employees shall immediately report all traffic accidents and/or damage to their
vehicle to their supervisor or department head or elected official while operating a
personal or county-owned/leased vehicle while on county business. In addition to any
state required accident reports, employees shall complete the Risk Management
Vehicle_Accident Report form within the first business day following the accident.The
report will be forwarded to Risk Management. A review by the department head or
elected official may be convened to evaluate the accident depending on the severity.
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2. Drivers are personally responsible for the cost of all traffic citations, parking tickets,
etc. Passengers are personally responsible for the cost of any traffic citation they may
receive while riding in a county-owned/leased vehicle or a personal vehicle being
used for county business-(i.e. seatbelt violations, parking violations, throwing object
from vehicle). The offending employee shall pay citation fines promptly.
3. Employees shall report moving violation citations that occur while operating a vehicle
for county business within the first business day of the issuance of the citation.
Employees will notify their immediate supervisor, who in turn, will forward the report
to the Risk Management Office.
13.25 COMMERCIAL DRIVER LICENSE
In addition to the conditions and requirements for all motor vehicle operators, employees
who hold a commercial driver's license (CDL) are subject to all requirements applicable to
state and federal laws.
13.26 COUNTY VEHICLE RELATED PURCHASES
Supervisors shall inform employees of acceptable vendors, gas stations, and other services
that may be utilized for county vehicle related purchases. Repair and towing services are
primarily acquired through county contracts. If services are needed while traveling out of
the county, the employee should contact the County Shop for public works vehicles, the
Facilities manager for motor pool vehicles, or use their best judgment if outside of work
hours.
13.27 ER&R VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES
1. Public Works vehicles should use the county-owned fuel dispensers whenever
possible.There is one fill up per fuel card use. No doubling up on one card with more
than one respective, associated vehicle is permitted. Department supervisors should
provide directions to those locations and instruct their assigned drivers on the uses
of these dispensers.
2. Public Works vehicles may use public self-service, regular unleaded and diesel
dispensers if county fuel dispensers are not available. The most cost-effective vendor
should be used whenever possible. Receipts must be submitted for reimbursement.
3. The use of premium grades of fuel is not authorized, unless required by the vehicle's
owner's manual.
13.28 MOTOR POOL REPAIRS AND PREVENTATIVE MAINTENANCE
1. Motor pool vehicles should use the assigned WEX Fleet card to purchase fuel from
any authorized gas station (Shell or Chevron). Arco and AM/PM gas stations are not
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authorized vendors. There is one fill upper fuel card use. No doubling upon one card
with more than one respective, associated vehicle is permitted. Department
supervisors should provide directions to those locations and instruct their assigned
drivers on the uses of these dispensers.
2. Motor pool vehicles may use public self-service, regular unleaded and diesel
dispensers for emergency situations only.The most cost-effective vendor should be
used whenever possible. Receipts must be submitted for reimbursement.
3. The use of premium grades of fuel is not authorized, unless required by the vehicle's
owner's manual.
13.29 REPAIRS AND PREVENTATIVE MAINTENANCE
When a vehicle is assigned to an employee or department, the driver or department
supervisor is responsible for ensuring that all preventative maintenance is performed on
schedule and the vehicle is serviced in a timely manner when notified by either the Facilities
department or the County Shop.
13.30 GENERAL MOTOR VEHICLE SAFETY
1. In the interest of safety, supervisors may elect to have assignments,jobs or tasks
delayed or postponed during inclement weather until driving conditions improve.
Only essential vehicles equipped with necessary traction devices should be required
to operate during hazardous conditions(e.g., Sheriffs vehicles, snow plows, sanding
trucks, etc.). Vehicles used during inclement weather may require the use of tire
chains it is the responsibility of the vehicle/equipment operator to install tire chains
when needed.
2. Operators shall conduct a safety check of the vehicle each day.The minimum
operator's check should consist of a check for body damage, mechanical problems
(tire inflation &tread, brakes, steering, turn signals, wipers, horn, etc.) and
verification that all lights are functioning and windows are cleaned to present a clear
field of view.All items requiring repair shall be reported to your immediate supervisor
and the County Shop for public works vehicles, or by submitting a maintenance
support ticket to the Facilities Department for motor pool vehicles.
3. County departments may have additional requirements for the safe operation of
motor vehicles and equipment.
13.31 SAFETY
In the event a county officer, employee, or volunteer is involved in an accident while
operating a county vehicle or their own vehicle and conducting county business, the driver
shall follow these safety rules:
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1. Immediately provide first aid (if possible and if necessary)to any injured person. It is
recommended that employees providing first aid/CPR have a valid first aid/CPR card.
2. The county driver shall then immediately notify their supervisor and the appropriate
law enforcement agency. No vehicles shall be moved from the accident scene until
law enforcement arrives unless a greater safety hazard would be created by not
moving the vehicle(s).
3. The county employee/driver shall exchange information regarding driver's license,
vehicle registration, and insurance information with the operator(s) of the other
vehicle(s).
4. If possible, the county employee/driver shall gather the names and addresses of all
potential witnesses including passengers in all vehicles involved.
5. If possible, take photos of both the county vehicle and the other injured parties
vehicle, equipment or the scene itself.
6. The county employee/driver shall complete the vehicle accident checklist located in
the glove compartment of each county vehicle. If the accident results in death,
personal injury, or property damage in excess of five hundred dollars, complete the
State of Washington Uniform Collision Report Form (WSP 161)within twenty-four
hours of the accident.
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CHAPTER 14 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY
14.1 ELECTRONIC INFORMATION POLICY
Mason County provides a communications and data network capable of offering Electronic
Mail (e-mail), Voice Mail, Internet access, data storage and data processing to employees to
assist and facilitate legitimate Mason County business operations. Mason County
information and information resources shall be used in an approved, lawful manner to avoid
loss or liability to Mason County and/or loss of public confidence in the operation of Mason
County.
Utilization of these systems is a privilege. Employees should never put information on or
access services unless they would be comfortable with the information associated with their
name in public. By using Mason County's communications and data systems, employees
agree that they are aware of, understand and comply with the provisions of this policy.
14.2 ELECTRONIC INFORMATION POLICY DEFINITIONS
Computers Systems: Includes individual desktop and laptop computers(PCs), e-mail
system, internet access, file servers, digital media such as floppy disks, Compact Digital disks
(CDs)and Digital Video disks (DVDs), and all other components of Mason County's computer
systems.
E-Mail: The County's e-mail system.
Intranet: Web site containing content for internal use.
Internet: The worldwide network of computers.
Software: The digital programs that perform functions on the PCs and network. All
software normally has a copyright and is licensed.
Streaming Audio (or Video): Technology used to "play" or view audio/video on a PC from a
remote source or Web site over the network. Can be used for music, voice, lectures, videos
and other audio/video material. It generally consists of a continuous stream of data coming
over the network.
Web Browsing: Use of a software tool to access Web sites on the Internet.
14.3 ROLES AND RESPONSIBILITIES
Mason County owns all information services resources; use of such resources constitutes
consent to monitor, inspect and audit any data or information resident on those resources
without permission or further notice.
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Board of County Commissioners shall approve the Acceptable Use Policy.
Elected officials and Department Heads shall be responsible for the following:
a. Informing their personnel of acceptable use policies and acceptable use of
information resources.
b. Ensuring that personnel under their supervision comply with these polices.
c. Ensure the contract personnel under their supervision comply with these policies and
procedures.
14.4 EQUIPMENT AND PROGRAMS
Acquiring Hardware and Software: To prevent the introduction of malicious code and
protect the integrity of County information resources, all hardware and software shall be
obtained through or with the advice of Information Services.
Complying with Copyright and Licensing: All software utilized shall be procured by Mason
County and shall be licensed and registered in the name of Mason County. All personnel shall
abide by software copyright laws and shall not obtain, install, replicate, or use software
except as permitted by the software licensing agreements.
Using Personally Owned Software: To protect the integrity of County resources and
licensing requirements, personnel shall not use personally owned software on Mason
County information systems.This includes, but not limited to, personally purchased and
licensed applications and shareware. Exception: Personally owned Personal Digital
Assistant (PDAs)that are compatible with the County systems, may be installed with the
authorization of the Elected Official or Department Head. The software licensing that
accompanies the PDA must allow concurrent home and business use.
14.5 E-MAIL AND VOICE MAIL(Electronic Communications)
Acceptable Use: Mason County provides electronic communications to facilitate the
conduct of government business. Occasional and incidental personal electronic
communications use shall be permitted if it does not interfere with the government's ability
to perform its mission. However, while they remain in the system, personal messages shall
be considered to be in the possession and control of Mason County and shall be deemed
public information, unless specifically protected by law.
Prohibited Use: Prohibited activities when using government electronic mail shall include,
but not be limited to, sending or arranging to receive the following:
a. Information that violates county, state or federal laws and regulations.
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b. Any material that may defame, libel, abuse, tarnish, or portray in false light, the
recipient, the sender, or any other person.
c. Pornographic, racist, sexually oriented, offensive material, chain letters,
unauthorized mass mailings, or malicious code.
Encryption: Encrypting electronic mail, messages or data shall comply with the following:
a. Use of encryption will be approved by the Commissioners.
b. Place the key or other similar file for all encrypted electronic mail in a directory or file
system that can be accessed by the responsible Elected Official or Department Head
prior to encrypting email.
c. Supply the key or other device needed to decrypt the electronic mail upon request by
authorized management.
d. Use of encryption without prior authorization will be considered violating this policy.
14.6 EMAIL MANAGEMENT
Overview:
Recognizing that e-mail messages that meet the definition of a public record must be
managed according to approved records retention periods, Mason County has implemented
a process to support the proper management of e-mail records. It is the responsibility of all
County employees to manage records according to retention requirements mandated by
federal, state and/or local statute, grant agreement, and/or other contractual obligations
and Mason County's policies and procedures.
Storing every email is not the same as managing public records created and/or received as
emails. Such a strategy is unlikely to be sustainable in the long run, will make it harder to
locate the public records that do need to be retained and may not be the most efficient use
of agency resources.
Mason County supports appropriate management of e-mail messages through:
• Implementation of an email archiving solutions that provides central storage
and access of e-mail messages that meet the definition of a public record.
• Development of user procedures and guidelines.
• Training for email storage is available to all employees through the Secretary of
State https://www.sos.wa.gov/archives/recordsmanagement/managing-
emails.aspx. Please contact your department's records retention staff for
assistance.
Policy:
1. All e-mail messages sent or received that are related to the conduct of
County business must be evaluated for the function and content of the
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record.The function/content of each e-mail message should be evaluated
against the following criteria of a public record:
• Was the email created in the course of doing County business?
• Was the email received for action?
• Does the email document County activities, decisions, or actions?
• Is the email mandated by statutes or regulations?
• Does the email support financial obligations or legal claims?
• Does the email communicate County requirements?
2. Email messages that meet the definition of a public record must be managed
according to their approved retention period in their native format.
https://www.sos.wa.gov/archives/recordsmanagement/local-government-
records-retention-schedules---alphabetical-list.aspx
3. All email messages sent or received from a County email address will be retained
for a minimum of go days by the County's email system.
4. Employees have go days from the date an email message was created or
received to determine if an email meets the definition of a public record. All
emails that are public records must be retained in their native format for their
approved records retention period. Retention periods are based on functional
use of the information contained in each message.
5. Employees shall place email messages in email storage folders for the appropriate
retention period as approved by the Washington State Local Records Committee
Records Retention Schedule.The email archiving system will retain email based on
folder designation. It is critical to use the appropriate email storage folder.
6. go days after the received date, e-mails will be purged from the County's email
system (Outlook). E-mails in your in-box will be retained by the county's archiving
system (Retain)for two years and deleted e-mails will be retained for one year.
This process will purge archived emails that have met their required retention
period and junk e-mails. Purged means deleted and unrecoverable.
7. In order to comply with records management requirements and the Washington
State Public Records Act (RCW 42.56) email messages that meet the definition of a
public record must be stored within technology systems supported by the County.
The County's email archiving solution is considered the official system of record for
County email messages. Requests for alternative methods for retaining emails
must be submitted to the Information Technology Department for approval.
8. The creation of new Microsoft Outlook Personal Storage Table (.pst)files is
prohibited.
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Definitions & References:
Public Record Information in any format, that has been made by or received by
Mason County in connection with the transaction of public
business.
Transitory Record A public record with minimum retention value. These records can
be deleted "as soon as no longer needed for agency business".
They are subject to public disclosure while they exist.
Non-Record Non-records may be created or maintained by County
employees, but do not document the organization, functions,
policies, decisions, procedures, operations, or other activities
of Mason County.
Records Management Requirements:
RCW 40.14- Preservation and Destruction of Public
Records
http://apps.leg.wa.gov/rcw/default.aspx?cite=40.14
WAC 434-662-040 - PRESERVATION OF ELECTRONIC PUBLIC RECORDS Agency Duties and
Responsibilities:
http://apps.leg.wa.gov/WAC/default.aspx?cite=434-66z-_o4o
WAC 434-662-150 - Preservation of Electronic Public Records: Email
Management http://apps.leg.wa.gov/WAC/default.aspx?cite=434-662-150
14.7 INTERNET ACCESS
Access to the Internet is available to employees, contractors, whose duties require it for the
conduct of government business. Since Internet activities may be monitored, all personnel
accessing the Internet shall have no expectation of privacy.
Acceptable Use: Mason County provides Internet access to facilitate the conduct of
government business. Occasional and incidental personal internet use shall be permitted if
it is not a Prohibited Use activity, is not conducted during county work time and does not
interfere with the government's ability to perform its mission. Elected officials and
Department Heads shall determine when usage is acceptable for their employees.
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Prohibited Use: Prohibited activities when using the Internet include, but are not limited to,
the following:
a. Browsing explicit pornographic or hate-based web sites, hacker or cracker sites, or
other sites that Mason County has determined to be off-limits.
b. Posting, sending, or acquiring sexually explicit or sexually oriented material, hate-
based material, hacker-related material, or other material determined to be off-limits.
c. Posting or sending sensitive information without management authorization.
d. Accessing outside personal e-mail accounts such as Hotmail or Yahoo mail.
Downloads or attachments from these accounts could bypass the County e-mail virus
software. Information needed from these accounts should be forwarded to your
County e-mail address.
e. Using other services available on the Internet, such as FTP or Telnet, on systems for
which the user does not have an account, or on systems that have no guest or
anonymous account for the service being used.
f. Posting commercial announcements or advertising material.
g. Promoting or maintaining a personal or private business.
h. Receiving news feeds and push data updates, unless the material is required for
government business.
i. Using non-work related applications or software that occupy excess workstation or
network processing time (e.g., processing in conjunction with screen savers,
streaming audio or video feeds).
j. Conducting fund-raising, endorsing any product or service, lobbying, or participating
in any political or campaign activity.
14.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES
Generally prohibited activities when using government information resources shall include,
but are not limited to, the following:
a. Stealing or copying of electronic files without permission.
b. Violating copyright laws. This includes downloading copyright music or video files.
c. Browsing the private files or accounts of others, except as provided by appropriate
authority.
d. Performing unofficial activities that may degrade the performance of systems or
waste employee time, such as the playing of electronic games.
e. Performing activities intended to circumvent security or access controls of any
organization, including the use of hardware or software tools intended to defeat
software copy protection, discover passwords, identify security vulnerabilities,
decrypt encrypted files, or compromise information security by any other means.
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f. Writing, copying, executing, or attempting to introduce any computer code designed
to self-replicate, damage, or otherwise hinder the performance of or access to any
computer, network, or information.
g. Accessing the County network via modem or other remote access service without
the approval of management.
h. Promoting or maintaining a personal or private business, or using County information
resources for personal gain.
i. Using someone else's logon ID and password.
j. Disclosing any County information that is not otherwise public.
14.9 MONITORING,AUDITING AND INSPECTION
Elected Officials and Department Heads may monitor, inspect or audit the e-mail, data or
information their employees create or utilize on the County information services resources
at any time.
System administrators and other personnel with unrestricted access to email, files, data and
similar services shall receive approval from the supervising Elected Official or Department
Head prior to decrypting, opening or reading the e-mail, data or information of their
employees.
If due to unusual circumstances, such as result of viruses, malicious programs, equipment
failure or error, employee e-mail, data or information is read or intercepted, then system
administrators and other employees that intercept, read, or view the information shall
inform the responsible Elected Official or Department Head at the first opportunity.
An Elected official may only be monitored, inspected or audited only with the express
authorization of the Prosecutor.
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CHAPTER 15 - SOCIAL MEDIA POLICY
15.1 SOCIAL MEDIA POLICY
To address the fast-changing landscape of the Internet and the way residents communicate
and obtain information online, Mason County departments may consider using social media
tools to reach a broader audience.The County encourages the use of social media to further
the goals of the County and the missions of its departments, where appropriate.This policy
is not meant to address one particular form of social media; rather social media in general,
as advances in technology will occur and new tools will emerge.
Mason County has an overriding interest and expectation in deciding what is "spoken" on
behalf of the County on social media sites.This policy establishes guidelines for the use of
social media.
1. Definitions:
BLOG:A self-published diary or commentary on a particular topic that may allow
visitors to post responses, reactions, or comments. The term is short for"Web log."
Page:The specific portion of a social media website where content is displayed, and
managed by an individual or individuals with administrator rights.
Post: Content an individual shares on a social media site or the act of publishing
content on a site.
Profile: Information that a user provides about their self on a social networking site.
Social Media:A category of Internet-based resources that integrate user-generated
content and user participation. This includes, but is not limited to, social networking
sites (Facebook, MySpace), micro-blogging sites (Twitter, Nixle), photo-and video-
sharing sites (Flickr, YouTube), wikis (Wikipedia), blogs, and news sites (Digg,
Reddit).
Social Networks: Online platforms where users can create profiles, share
information, and socialize with others using a range of technologies.
Speech: Expression or communication of thoughts or opinions in spoken words, in
writing, by expressive conduct, symbolism, photographs, videotape, or related forms
of communication.
Web z.o:The second generation of the World Wide Web focused on shareable, user
generated content, rather than static web pages. Some use this term
interchangeably with social media.
Wiki:Web page(s)that can be edited collaboratively.
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2. The Mason County website (www.co.mason.wa.us)will remain the County's primary
and predominant internet presences.
A. The best, most appropriate Mason County uses of social media tools
fall generally into two categories:
i. As channels for disseminating time-sensitive information as
quickly as possible (example: emergency information).
ii. As marketing/promotional channels which increase the
County's ability to broadcast its messages to the widest
possible audience.
B. Wherever possible, content posted to Mason County social media
sites should contain links directing users back to the County's official
website for in-depth information, forms, documents or online services
necessary to conduct business with Mason County.
C. As is the case for Mason County's web site, assigned department staff
will be responsible for the content and upkeep of any social media sites
their department may create.
D. All Mason County social media sites shall comply with all appropriate
Revised Code of Washington (RCW), Mason County policies and
standards, including but not limited to:
i. Mason County Electronic Information Acceptable Use Policy
(Revision F)
ii. Mason County Blogging Policy
iii. Mason County Electronic Communications Policy
iv. Mason County Personnel Policy
v. RCW 42.52 Ethics in Public Service
vi. Mason County Social Media Standards for Facebook and Twitter
vii. State of Washington public records laws
3. Mason County's social media sites are subject to State of Washington public
records laws (RCW 42.56). Any content maintained in a social media format that is
related to County business, including a list of subscribers and posted
communication, is a public record. The Department maintaining the site is
responsible for responding completely and accurately to any public records
request for public records on social media. Content related to County business
shall be maintained in an accessible format and so that it can be produced in
response to a request utilizing an approved retention and archiving program.
Wherever possible, such sites shall clearly indicate that "any articles and any other
content posted or submitted for posting are subject to public disclosure". Users
shall be notified that public disclosure requests must be directed to the relevant
departmental public disclosure officer.
4. Washington state law and relevant Mason County records retention schedules
apply to social media formats and social media content. Unless otherwise
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addressed in a specific social media standards document, the Department
maintaining a site shall preserve records required to be maintained pursuant to a
relevant records retention schedule for the required retention period on a County
server in a format that preserves the integrity of the original record and is easily
accessible through the approved retention and archiving program. Appropriate
retention formats for specific social media tools are detailed in the Mason
County Social Media Standards for Facebook and Twitter.
5. Users and visitors to social media sites shall be notified that the intended purpose of
the site is to serve as a mechanism for communication between Mason County
departments and members of the public. Social media pages should state, where
possible, that"Opinions expressed by visitors to the page(s) do not reflect the
opinions of Mason County".
Pages shall clearly indicate that posted comments will be monitored and that the
department reserves the right to remove obscenities, off-topic comments, and
personal attacks. Mason County social media site articles and comments containing
any of the following forms of content shall not be allowed:
A. Comments not topically related to the particular social medium article
being commented upon;
B. Comments in support of or opposition to political campaigns, ballot
measures or pending action items;
C. Profane language or content;
D. Content that promotes,fosters, or perpetuates discrimination on the
basis of race, creed, color, age, religion, gender, marital status, status
with regard to public assistance, national origin, physical or mental
disability or sexual orientation;
E. Sexual content or links to sexual content;
F. Solicitations of commerce;
G. Conduct or encouragement of illegal activity;
H. Information that may tend to compromise the safety or security of
the public or public systems; or
I. Content that violates a legal ownership interest of any other party.
6. These guidelines must be displayed to users or made available by hyperlink.Any
content removed based on these guidelines must be retained, including the time,
date and identity of the poster when available.
7. Mason County Information Services Department reserves the right to restrict or
remove any content that is deemed in violation of this social media policy or any
applicable law posted on a Mason County social media site.
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8. Mason County personnel will approach the use of social media tools as consistently
as possible, County Government wide.
9. Administration of Mason County's social media sites.
A. The Mason County Information Services Department will maintain a
list of social media tools which are approved for use by County
departments and staff.
B. The Mason County Information Services Department will maintain a
list of all Mason County social media sites, a list of logins and
passwords will be supplied by department/ Office directors/
managers. (The Mason County Information Services Department
must be able to immediately edit or remove content from social
media sites.)
C. Official Mason County logo must appear somewhere on the "cover
page" of the social media site.
D. Mason County personnel use of personally owned devices to manage the
County's social media activities or in the course of official duties is
prohibited without express written permission by their department
director.
E. Mason County personnel shall observe and abide by all copyright,
trademark, and service mark restrictions in posting materials to electronic
media.
lo. For each social media tool approved for use by the County the following
documentation and financial planning will need to be developed and adopted by
each department/office:
A. Standards and processes for managing and administration of
accounts
B. Written operational and use guidelines
C. Secured budgeting for the approved retention and archiving program
The following social media sites and networks have been approved for use by Mason
County:
• Twitter- Mason County Twitter Standard
• Facebook- Mason County Facebook Standard
All additional social media tools proposed for County use will be forwarded to the
Information Services Manager for review and processing for approval with the Board of
County Commissioners.
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15.2 BLOGGING POLICY
Mason County departments Facebook and Twitter accounts, commonly referred to as
"blog" sites, provide County officials the ability to post short articles, exchanges of
information, post status updates and photos, and receive notifications related back to those
postings. County blogs facilitate further discussion of those articles by providing members
of the public the opportunity to submit comments regarding the articles. Comments
submitted by members of the public must be directly related to the content of the article.
Submission of comments by members of the public constitutes participation in a limited
public forum.
1. Definitions:
Blog: (an abridgment of the term web log) is Facebook or Twitter
accounts/website with regular entries of commentary, descriptions of events, or
other material such as graphics or video.
Mason County blog author:An authorized Mason County employee/official that
creates and is responsible for posted blog articles (see blog article below).
Blog article: An original posting of content to a Mason County blog site by a Mason
County blog author.
Blog commenter:A member of the public who submits a comment for posting in
response to the content of a particular Mason County blog article.
Blog comment:A response to a Mason County blog article submitted by a blog
commenter.
Mason County blog moderator:An authorized Mason County employee/official,
who reviews, authorizes and allows content submitted by a Mason County blog
authors and public commenters to be posted to a Mason County blog site.
z. All County blogs shall be:
A. Approved by the Mason County department/office Elected Official and the
Mason County Information Services Manager
B. Published using the approved County blog sites(see Social Media Policy)
C. Administered by the Mason County Information Technology Department
(except Mason County Sheriff's Office).
3. All Mason County blogs shall adhere to the following Revised Codes of Washington
and County policies:
A. Mason County Electronic Information Acceptable Use Policy(Revision F)
B. Mason County Electronic Communications Policy
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C. Mason County Personnel Policy
D. RCW 42.52 Ethic in Public Service
E. Mason County Facebook Standards
F. Mason County Twitter Standards
4. Mason County blogs are subject to State of Washington public records laws. All
blog sites shall clearly indicate that any content posted or submitted for posting
are subject to public disclosure. All blog sites shall include a notification on the
home page that public disclosure requests must be directed to the department's
public disclosure officer. (see Mason County Social Media Policy)
5. Relevant Mason County records retention schedules apply to blogs and blog
content. Records required to be maintained pursuant to a relevant records
retention schedule shall be maintained for the required retention period in a
format that preserves the integrity of the original record and is easily accessible
using the approved retention and archiving program. Content submitted for
posting that is deemed not suitable for posting on a Mason County Blog by a
moderator because it is not topically related to the particular blog article being
commented upon, or is deemed prohibited content based on the criteria in
Section 7 of this policy, shall be retained pursuant to the records retention
schedule along with a description of the reason the specific content is deemed
not suitable for posting.
6. The Mason County department/office or Information Services Department
reserves the right to restrict or remove any content that is deemed in violation
of this blogging policy or any applicable law.
7. Each County blog shall include an introductory statement which clearly specifies
the purpose and topical scope of the blog.
8. County blog articles and comments containing any of the following forms of
content shall not be allowed for posting:
i. Comments not topically related to the particular blog article being
commented upon;
ii. Profane language or content;
iii. Content that promotes,fosters, or perpetuates discrimination on the
basis of race, creed, color, age, religion, gender, marital status, status
with regard to public assistance, national origin, physical or mental
disability or sexual orientation;
iv. Comments that support or oppose political campaigns or ballot
measures;
V. Sexual content or links to sexual content;
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vi. Solicitations of commerce;
vii. Conduct or encouragement of illegal activity;
viii. Information that may tend to compromise the safety or security of the
public or public systems;
ix. Content that violates a legal ownership interest of any other party
9. Mason County blog moderators shall allow blog comments that are topically
related to the particular blog article being commented and thus within the purpose
of the limited public forum, with the exception of the prohibited content listed in
Section 8 above.
1o. All Mason County blog moderators shall be trained regarding the terms of this
Mason County Blogging Policy, including their responsibilities to review article
content submitted for posting to ensure compliance with the Policy.
11. All blog sites shall clearly indicate that they are maintained by a particular Mason
County department/office and shall have the Mason County departments/office
contact information prominently displayed.
Author and Commenter Identification
1. All Mason County blog authors shall be clearly identified by entering their name at
the end of the post.
z. Public commenters shall be accompanied by valid contact information including
the poster's Facebook or Twitter I.D. Anonymous posting shall not be allowed.
3. Authentication credentials used for posting blog articles and blog comments by
authorized Mason County department/office blog authors shall conform to the
County's password standard.
Ownership and Moderation
1. The content of each Mason County blog shall be the sole responsibility of the
department/office producing and using the blog.
2. Comments submitted to a Mason County blog shall be moderated by an authorized
blog moderator that has been trained and assigned by the department/office
manager.
Blog Comments& Responses
1. Whenever possible, all blog articles shall be reviewed and approved by an
authorized blog moderator before posting on a Mason County blog.
2. All blog articles submitted with attached content shall be scanned using antivirus
technology prior to posting.
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3. The linked content of embedded hyperlinks within any Mason County blog articles
or blog comments submitted for posting shall be evaluated prior to posting. Any
posted hyperlinks shall be accompanied by a disclaimer stating that "Mason
County guarantees neither the authenticity, accuracy, appropriateness nor security
of the link, web site or content linked thereto."
15.3 FACEBOOK STANDARDS POLICY
Facebook is a social networking site. Businesses and governments have joined individuals in
using Facebook to promote activities, programs, projects and events.This standard is
designed for County departments/Offices looking to drive traffic to the Mason County Web
sites (www.co.mason.wa.us) and to inform more people about County's activities. These
standards should be used in conjunction with the County's Blogging Policy and Social Media
Policy. As Facebook changes, these standards may be updated as needed.
Establishing a Page
When a department determines it has a business need for a Facebook account, it will submit
a request through their chain of command to the Elected Official or Division Director. Once
approved by their Elected Official or Division Director, the department social media
personnel will create the page which will include the official County logo.
Content
1. Type of 'pages'
A. The County department will create "pages" in Facebook not "groups".
Facebook"pages" offer distinct advantages including greater visibility,
customization and measurability. Related community pages are unofficial
representations of county business created by Facebook. Community
pages will currently be accepted as is unless there is a copyright/trademark
issue.
B. For"type" description, choose "government".
2. Page Design Requirements
A. The Mason County logo is to be added to the cover photo.
B. Departments will complete the Page Info section as fully as possible.
C. If comments are turned on, the Facebook page should include a tab/link to
a Comment Policy tab with the following disclaimer:
Comments posted to this page will be monitored. Under the Mason
County blogging policy,the County reserves the right to remove
inappropriate comments including those that have obscene language
or sexual content, threaten or defame any person or organization,
violate the legal ownership interest of another party, support or
oppose political candidates or ballot propositions, promote illegal
activity, promote commercial services or products or are not topically
related to the particular posting.
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3. Link to the Mason County Website
A. Link to (www.co.mason.wa.us)will be included on the "Page" information
section.
B. County department and project pages should be page favorites of other
County Facebook pages.
4. Page Naming
A. Page name should be descriptive of the department.
1. Departments will choose carefully with consideration for
abbreviations, slang iterations, etc.
2. The Division Director will approve proposed names.
5. Page Administrators
A. A successful page requires "babysitting." Each department
communications officer is responsible for monitoring the Facebook page.
Posts should be approved by the Division Director or a designated
alternate.
B. The department communications officer is responsible for making sure
content is not stale. Departments will designate a back-up editor in
communications officer's absence.
C. Information Service department will be provided logins, passwords and
editing rights by the Division Director or Elected Official for emergency
editing.
6. Comments and Discussion Boards
A. Comments to department/office postings generally will be allowed but will
be monitored by department/office communications officer for proper
content.
B. Discussion boards will be monitored by the communications officer for
proper content.
7. Style
A. County Department Facebook cover page will display the official County
logo.The Information Services Department will provide departments with
the official county logo.
B. Departments will use proper grammar and standard Associated Press (AP)
style, avoiding jargon and abbreviations. Facebook is more casual than
most other communication tools but still represents the County at all
times.
8. Applications and Security
A. There are thousands of Facebook applications. Common applications can
allow users to stream video and music, post photos, and view. While some
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may be useful to the page's mission, they can cause clutter and security
risks.
B. An application should not be used unless it serves a business purpose, adds
to the user experience, comes from a trusted source and is approved by
the Elected Official or Division Director.
C. An application may be removed at anytime if there is significant reason to
think it is causing a security breach or spreading viruses.
D. For security purposes, all Facebook accounts logins and password will be
kept by the assigned department communications officers, Division
Director/ Elected Official, and Information Services.
Archive
• Each Facebook page will be set up in conjunction by Information Services to a
designated county account.
• Mason County's social media sites are subject to State of Washington public records
laws RCW 42.56 .
• Content that cannot be retrieved from Facebook via the approved retention and
archiving program, but need to be retained as a record, will be printed and
maintained according to the County's records retention policy by that individual
department/office utilizing the account.
15.4 TWITTER STANDARDS POLICY
Twitter is a micro blogging tool that allows account holders to tweet up to 140 characters of
information to followers. By procuring and maintaining Twitter accounts, County
departments will communicate information directly to their Twitter followers, alerting them
to news and directing them to the Mason County Website (www.co.mason.wa.us)for more
information.These standards should be used in conjunction with the County's Social Media
Policy.
Content
1. Department communications officer shall hold and maintain their department's
Twitter account.
A. Each department will have only one Twitter account, unless otherwise
approved by the Elected Official or Division Director. Account information,
including usernames and passwords, shall be registered and updated with
the department Communications officer, Division Director and Elected
Official. Information Service department will be provided logins,
passwords and editing rights by the Division Director or Elected Official for
emergency editing.
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2. All Mason County department's Twitter bio will read: (Department name) Comments,
list of followers subject to public disclosure (RCW 42.56). If appropriate the following
will be added: This site is not monitored. Call 911 for emergencies.
3. Twitter usernames shall begin with "Mason" (MasonParks, MasonPW and MasonPH).
In cases where the username is too many characters, begin with "MC"
(MCProsecutor).
4. Department Twitter account backgrounds will share an official Mason County logo
provided by the Information Services Department.
5. Twitter accounts shall serve three primary purposes:
A. Get emergency information in/out quickly
B. Promote County-sponsored events
C. Refer followers to content hosted at www.co.mason.wa.us
7. Information posted on Twitter shall conform to the policies and procedures of the
County Social Media Policy and the department/office posting the information.
Tweets shall be relevant, timely and informative.
8. Twitter content is short synopsis of information presented on the Mason County
Website and other existing information dissemination mechanisms. Department
communications officer shall ensure that information is posted correctly the first
time.Twitter does not allow for content editing.
9. Department communications officer shall be responsive to those citizens who
communicate via Twitter's @reply or direct message functions. Communication with
followers will be timely and consistent with existing protocols.
lo. Mason County Information Services Department shall have the right to suspend or
close a Twitter account for improper usage in alliance with the Mason County Social
Media Policy.
Archive
1. Department communications officer shall be responsible for archiving Twitter posts.
Initial policy will be to archive Twitter postings with the approved retention and
archiving program selected by the Information Services in accordance to RCW 4z.56.
In the retention and archiving program Twitter archives may not be visible to the
public, but will be accessible for public document retention purposes.
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CHAPTER 16 CELLULAR TELEPHONE POLICY
SCOPE: This policy applies to all employees of Mason County, unless otherwise addressed by
a current collective bargaining agreement or public safety policy.
16.1 CELLULAR TELEPHONE POLICY DEFINITIONS
Cellular Telephones: This includes, but is not limited to: Mobile devices that can be used for
phone calls and/or texting messages, internet and network features.
Electronic Files: Information stored electronically residing on storage media containing data,
images, programs or other information. This includes all files produced or copied onto
County-owned or operated hardware, or files produced or copied either to or from other
information systems on behalf of the County.
Text Messages: The act of composing and sending brief, electronic messages between two
or more mobile phones, or fixed or portable devices over a phone network.
Internet: Refers to connectivity with other agencies, networks and/or services outside local
area networks established and maintained by Mason County.
16.2 COUNTY OWNED CELLULAR PHONES
It is the policy of Mason County to provide employees with efficient, cost effective
telephone communication equipment and services. The purchase and utilization of cellular
telephones shall be limited to the requirement and specification contained in this policy.
The acquisition of cellular telephones shall be limited to those instances in which there is a
demonstrated need for such equipment to perform essential County business or to improve
safety, increase productivity, increase service to the public, or in situations in which
necessary communications cannot be provided by any other means. The purchase of cellular
telephones shall be subject to approval by the department head and completed by Mason
County Information Services.
County Information Services Department shall install, service and support cellular
telephones software connected to the County's network system.All equipment purchases,
including hardware (phones) or software (applications), shall be approved, in writing, by the
department head prior to purchase or installation on to cellular phone or communications
equipment by Information Services.
Additionally, electronic communication equipment purchased and owned by employees
with the intent of using it for County purposes will not be eligible for County reimbursement
or to be placed on the County's network system.
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16.3 USE OF CELLULAR PHONES
Discretion is to be used in discussing confidential information using cellular communication.
Cellular transmissions can be overheard by others. Employees are responsible for taking
reasonable precautions to prevent theft and/or vandalism of cellular equipment. In an event
an employee fails to use reasonable precautions,the county may require the employee
responsible for such cellular telephone to reimburse the county for the reasonable cost to
replace such telephone.
16.4 PERSONAL USE OF CELLULAR PHONES
The County recognizes that occasions arise in which personal calls or text messages need to
be made or received on a cellular telephone. However, it is intended that cellular telephones
be used for County business-related purposes. Personal calls and text messages are to be
minimized. Calls or text messages home or to the family, etc., by County staff when required
to work extended hours shall be considered business calls or texts.
Making and receiving personal calls or text messages should be limited. Use of personal
cellular telephones and/or County telephone equipment and services should not result in
additional costs to the County and should not interfere with performance of official duties or
normal business operations. Employees are trusted to exercise good judgment in both the
duration and frequency of such calls and text messages.The County reserves the right to
monitor the billing and use of all county owned cellular telephones. The County normally
does not reimburse employees for calls made on personal cellular phones.
16.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES
If the conditions of this policy are violated by the employee, the department head may
restrict or terminate the use of County owned cellular phones by the employee.
16.6 RECORDS RETENTION OF CELL PHONE RECORD
The County Auditor's Office will retain copies of the County cellular telephone billing
records. These billing records must include call history(all numbers called and text
messages) in accordance with the laws set forth by the State of Washington. Billing records
sent to the Auditor's Office without the call history will not be paid and sent back to the
department due to lack of information. Text message contents will be retained the in the
same fashion as the County's e-mails.
Cellular phone calls, text messages, e-mails, electronic files and internet usage made on
County owned phones are subject to the Public Records Act(RCW 42-56), and the
Washington Court Rules and specifically General Rules (GR) 22, 31 and 31.1 for courts.
Therefore, there is an extremely narrow scope of expectation of privacy. All calls and text
messages are open to public records requests. Information Services will provide text
message management; install the application for and storage of text messages.
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16.7 SERVICE BILLING
Information Services will manage and administer all County cellular phone contracts to
include service plans, maintenance agreements and upgrades. The retention software will
be purchased and funded by Information Services.
The cellular company will provide Information Services with individual department
statements of monthly services. Information Services will provide individual departments a
copy of their monthly statements. Each county department/office will be responsible for
yearly budgeting and Support Services will voucher payment from the individual
departmental budgets.
The consolidated contract's services will be shared by all County owned cellular telephones
and will be subject to review by Information Services of individual's usage. If individual's
usage exceeds the County's average usage and an overages fee is charged, those
individual's departments will be responsible for the payment of the overage fee.
If individual's usage is determined to be for non-county use, the individual shall be personally
responsible for the overages fee.
This Cellular Telephone policy coincides with the following County Personnel policies:
Chapter 8 - Employee Responsibilities and Conduct Policy
Chapter iz - Non-Discrimination & Harassment Policy
Chapter 14- Mason County Electronic Information Acceptable Use Policy
Chapter 15- Social Media Policy
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CHAPTER 17 TELEWORK POLICY
17.1 PURPOSE
To establish guidance and direction for when there is a determined need for qualified employees to
conduct County business from a location outside the normal work location.
17.2 ELIGIBILITY
Teleworking may be used on specific occasions or more often depending on the need. Qualified
employees may request approval to telework, but all may not be eligible.Their work must:
1. Require minimal face-to-face interaction with co-workers, supervisors and customers. Writing,
reading,telephoning, data analysis, computer programming, word processing and certain data entry
functions are all tasks amenable to teleworking.
2. Have a minimal need for specialized material, equipment or supervision.
An employee's request to telework will be considered in light of the objectives of the office or
department and must be approved by the Elected Official/County Administrator/Department Head for
the office or department.
Approval is discretionary and will be based on the following factors:
1. Office/Department needs; e.g., emergencies, special projects, critical position, etc.
2. Employee's job performance history
3. Nature of work
4. Effect on service to clients and effect on office workload
5. Competing work schedule or leave requests
17.3 JOB RESPONSIBLITIES AND CONDITIONS
1. Employee salary,job responsibilities, benefits and insurance coverage will not change.
2. Professionalism in terms of job responsibilities, work, output, and customer service will continue to
follow the high standards set by County policies.
3. Teleworkers are responsible for maintaining effective workflow among clients, coworkers, and the
Elected Official/County Administrator/Department Head.
4.The amount of time an employee is expected to work will not change. Overtime hours will not be
permitted unless requested and authorized in advance by the supervisor.
5.Teleworking is not a substitute for dependent care.
6.Teleworkers may withdraw or be withdrawn by the Elected Official/County
Administrator/Department Head from the program at any time with three (3) days written notice, or
sooner if there is an immediate need.
17.4 TELEWORK SITE
The Teleworker must designate and maintain a clean, safe, and productive workspace that is adequate
for accomplishing necessary tasks and free of obstructions and distractions.The site must also be
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ergonomically correct based upon Labor& Industries guidelines to prevent occupational disease or
injuries.
1. Employee's telework site is considered an extension of the office/department for limited purposes
while employee is in official telework status. All County policies are in effect.
2.The County owned computing device, or any other equipment assigned to the employee while
teleworking shall not be used for personal business.
3.The County may make on-site inspections of the telework work site and any County-owned
equipment, at a mutually agreed upon time.
4.The County may electronically monitor employee's activities while connected to County network.
5.Teleworkers will take precautions necessary to secure proprietary and confidential information and
prevent unauthorized access to any County systems or paper files.
6. Employee's in telework status shall be available during the approved work schedule for telephone
calls.
7.The county will not pay for a telework site (physical facility),telephone lines, or internet connection.
8.A Teleworker must not conduct in-person meetings with customers or co-workers while working from
home.
17.5 COMPUTERS, SOFTWARE, SUPPLIES, AND SUPPORT
1.Any hardware or software furnished by the County remains the property of the County and will be
returned should a teleworking agreement be terminated. Information Technology(IT) will coordinate all
transfers of equipment according to established procedures.
2. County owned software may not be duplicated except as formally authorized by the manufacturer's
licensing agreement.
3.Any requests for PCs or terminals with access to County networks, mainframes, or other applications
must be reviewed and approved by the IT Department.
4. County equipment(computers, printers, modems, telephones, etc.) furnished to the teleworking
employee is to be used only by authorized persons for official County business.
5. Supplies required to complete assigned work at the telework work site shall be obtained during the
teleworker's in-office work periods.
6. IT shall be responsible for any County equipment maintenance, installation of software, security
access, or support.
7. Only County approved software will be installed on County approved teleworking equipment.
8.Teleworkers requiring access to the County's Virtual Private Network(VPN) must contact IT Help Desk
at 360-427-9670 ext. 558,via the County's IT Support Ticket System at
http://helpdesk.mason.local/tickets/or via e-mail to toddc@co.mason.wa.us to request an account.
17.6 WORKERS'S COMPENSATION
During Telework hours, the Teleworker is covered for any injury arising out of and in the course of
employment pursuant to the Washington State Workers' Compensation Act. A Teleworker injured while
working at the Teleworker's residence or other Remote Work Locations is required to follow established
County procedures for reporting on-the-job injuries.This can be found on the Human Resources
website: https://www.co.mason.wa.us/forms/human-resources/index.php
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17.7 OVERTIME, LEAVE, AND COMPENSATION
In accordance with the County's overtime policy, overtime must be approved in advance to preclude any
unintended liability for premium pay.Teleworkers must receive supervisory approval prior to working
beyond their normal hours of duty. Failure to obtain supervisory approval may result in the termination
of the Telework Arrangement and possible disciplinary action.
Procedures for requesting leave will remain unchanged.The teleworker is responsible for obtaining
leave approval in advance and keeping appropriate personnel informed of leave usage in accordance
with either the Personnel Policy or applicable Collective Bargaining Agreement policy and procedures.
Teleworkers working at their Remote Work Location will be granted the same holidays as employees
working at the Main Worksite.
If a Teleworker becomes sick at any time while Teleworking, the Teleworker must immediately notify
their Manager and use sick leave to cover those hours not worked. If a Teleworker must take some
other form of leave,the Teleworker must request leave from their Manager immediately and use the
leave to cover those hours not worked.A Teleworker's compensation and benefits will not change due
to participation in the Telework Program.
A Teleworker must submit timesheets and leave requests in accordance with the normal policies and
procedures.
17.8 LIABILITY
The County will defend and indemnify a Teleworker who is Teleworking at their residence or other
approved Remote Work Location for all claims arising out of and with the Teleworker's scope of
employment consistent with the provisions for the Local Government Tort Claims Act and other
applicable laws and in accordance of Mason County's Policy and Procedure for Defense and Indemnity
of Employees, Ordinance No. 06-18.
Mason County is not liable for any loss, destruction, or damage to property or for any injury or loss to
third persons occurring at or around the Teleworker's residence or other approved Remote Work
Location.
17.9 INCLEMENT WEATHER
It is a County priority to ensure continuity of operations during inclement weather or other emergency
conditions. In the event of a County declared general,weather-related, or other public health
emergency closes the Teleworker's Main Worksite, a teleworking employee scheduled to Telework will
be required to continue working remotely, unless it is impossible (power outage).
County closures, or limited operation changes, are typically to accommodate the safety of employees
who are risking the travel to and from the worksite.Teleworking is a privilege and does not include a risk
of traveling to and from the worksite.
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17.10 CONFIDENTIALITY
A Teleworker is responsible for protecting the confidentiality, integrity, and availability of data,
information, and paper files used when Teleworking. A Teleworker must follow all applicable
County,federal, state, and departmental policies, laws, and regulations to protect data, accessed
or maintained while Teleworking. In addition, Teleworking employees must adhere to the
following:
1. Protecting information assets from unauthorized access and use by others, including family
members,friends, and other visitors.
2. Leaving information assets only in secured locations and not in unattended or'unlocked
vehicles, or other locations where they may be easily stolen.
3. Ensuring that any County issued equipment, such as cell phones, hot spots, or computers
passwords are protected from unauthorized access and use by the Teleworker's personal
equipment (i.e. County issued hot spot hooked up to personal laptop or cellphone, etc...) or
used by others, including family members, friends, and other visitors. Costs incurred by personal
use shall be paid by the Teleworker.
ILMason County Personnel Policies Page 110