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HomeMy WebLinkAbout2021/09/14 - Regular Board of Mason County Commissioners Proceedings Commission Chambers ,. 411 N 5th St, Shelton, WA 98584 �u September 14, 2021 1. Call to Order—The Chairperson called the regular meeting to order at 9:00 a.m. 2. Pledge of Allegiance —Cmmr. Trask led the flag salute. 3. Roll Call — Present: Present: Commissioner District 1 — Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 — Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Federal Energy Regulatory Commission sent in a letter regarding the 2021 Combined Functional Exercise Cushman and Wynoochee Projects. 4.2 Request for Proposal Housing Needs Assessment News Release by Cmmr. Shutty. 4.3 Request for Qualifications for Mason County Behavioral Health and Recovery Support Transportation Program News Release by David Windom. 5. Open Forum for Citizen Input No citizen input. 6. Adoption of Agenda Cmmr. Trask/Shutty moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Shutty/Trask moved and seconded to adopt the April 26, 2021 and July 26, 2021 Briefing minutes as presented. Motion carried unanimously. N-aye; S-aye; T- aye. 8. Approval of Action Agenda 8.1 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant # 8082841-8083174 $ 1,306,549.79 Direct Deposit Fund Warrant # 80560-80956 $ 768,975.53 Salary Clearing Fund Warrant # 7006140-7006173 $ 1,015,576.92 Treasurer Electronic Remittances $ 411,162.68 8.2 Approval of the Interagency Agreement # IAA22064 between Washington State Administrative Office of the Courts and Mason County Superior Court for reimbursement of attorney and court visitor appointment costs under the Uniform Guardianship Act for a maximum amount of $95,002 for costs incurred during July 1, 2021 through June 30, 2022. 8.3 Approval of the Interagency Agreement # IAA22105 between Washington State Administrative Office of the Courts and Mason County Juvenile Court Services for BECCA Bill programs and services. 8.4 Approval of the Interagency Agreement # IAA22141 between Washington State Administrative Office of the Courts and Mason County Juvenile Court Services for Court-Appointed Special Advocates (CASA)/Volunteer Guardian ad Litem programs in the amount of$70,252 for the fiscal year July 1, 2021 through June 30, 2022. 8.5 Approval to recruit a full-time temporary Public Health Nurse/Registered Nurse COVID Response position. 8.6 Approval to recruit a full-time temporary Community Health Specialist I, II, or III COVID Education/Response Specialist. 8.7 Approval for Community Services to issue a Request for Proposal (RFP) for a Housing Needs Assessment to inform the Housing Chapter of the Comprehensive Plan and identify the highest needs for affordable housing in Mason County. 8.8 Approval for the Chair to execute Contract Amendment 5 with Kennedy/Jenks Consultants, Inc. extending the contract expiration date to June 30, 2022 and adding construction inspections to the scope of work for the Belfair sewer extension phase 2 project. 8.9 Approval to authorize Public Works to procure two new electronic reader boards off of the Washington State contract with the Department of Enterprise Services (DES) for a total purchase amount of$35,630.51. 8.10 Approval to authorize Public Works to purchase a handheld sign retroreflectometer with an extension pole for the low bid amount of$10,956.13 through Professional Pavement Projects, Inc. 8.11 Approval to close Highland Road on Monday, September 20, 2021 to Friday, October 1, 2021 to complete County Road Project 2024 culvert replacement project to improve fish passage under the County road and reduce roadway flooding. 8.12 Approval of the Resolution authorizing the purchase of parcel # 42004-40-00000 from Public Utility District 3 in the amount of$320,000. (Exhibit A, Resolution # 2021-054) 8.13 Approval of the Resolution amending the Veteran Advisory Board Policy for Veterans'assistance program to reflect acceptable documents for proof of service as recommended by the Veterans Advisory Board. (Exhibit B, Resolution # 2021-055) 8.14 Approval of the Resolution for sole source purchase of an automatic keying system in the amount of$18,123.50 for the Mason County Jail from Morse Watchman and approval of a budget supplemental in December 2021 to cover the cost. (Exhibit C, Resolution # 2021- 056) 8.15 Approval of the Resolution for the sale of real property located on Route 101, parcel # 42110- 41-00011 to the Skokomish Tribe in the amount of$1,664. (Exhibit D, Resolution # 2021- 057) 8.16 Approval for the Chair to sign the renewal contract with Mason General Hospital with an end date of December 31, 2026 for Hepatitis B vaccines, respirator FIT medical reviews, and associated supplies. 8.17 Approval to set a Public Hearing for October 12, 2021 at 9:15 a.m. to consider the adoption of the draft amendments to Title 17.50— Mason County Shoreline Master Program, Title 8.52 — Mason County Resource Ordinance, and Title 15— Mason County Development Code. 8.18 Approval of a three-year subscriber agreement with Public Safety Testing for entry-level Law Enforcement and Corrections Officer testing. The annual rate for Law Enforcement Officer testing in 2022 is$2,356 and in 2023 and 2024 an annual increase of 3% will be included. The annual rate for Corrections Officer Testing in 2022 is$1,176 and in 2023 and 2024 an annual increase of 3% will be included. The total annual rate for 2022 is$3,532 and for 2023 and 2024 a 3%increase in professional fees will be included. 8.19 Approval for the Chair to sign the contract for Lobbyist Services with Debra Munguia. 8.20 Approval for the Chair to sign the amendment to the 2021-2023 Department of Ecology Litter Control Grant for$40,000. Cmmr. Shutty/Trask moved and seconded to approve action items 8.1 through 8.20. Motion carried unanimously. N-aye; S-aye; T-aye. 9. Other Business (Department Heads and Elected Officials) No other business. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. 10.1 Public Hearing to approve the Resolution amending the 2018 Comprehensive Solid Waste Management Plan adding Appendix J: Contamination Reduction and Outreach Plan (CROP). Staff: Richard Dickinson (Exhibit E, Resolution # 2021-058) 21September 14 , 2021 Commission Minutes Richard Dickinson shared that Washington State Legislature directed Ecology to develop a plan to reduce recycling contamination. Ecology prepared a state-wide Contamination Reduction and Outreach Plan (CROP) and local jurisdictions with a population of 25,000 or more are required to adopt CROP as part of their Solid Waste Management Plan by September 30, 2021. CROPs need to be reviewed by the Solid Waste Advisory Committee (SWAC) and local partnering jurisdiction (City of Shelton), Ecology, and the Board of County Commissioners. SWAC, Ecology, and the City of Shelton (Resolution # 1206-082 approved on September 7, 2021) have reviewed and concur with the draft. Cmmr. Trask/Shutty moved and seconded to approve and execute the resolution amending the 2018 Comprehensive Solid Waste Management Plan adding Appendix]: Contamination Reduction and Outreach Plan (CROP). Motion carried unanimously. N-aye; S-aye; T-aye. 11. Board's Calendar and Reports—The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned at 9:28 a.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON d A/ McKenzie Smkki, Cle'rk of the Board Ra y Nea rlin, Chair VQ Kevin Shutty, Com issioner Sharon Tr k, Commissioner 31September 14 , 2021 Commission Minutes RESOLUTION NO. U21-jS,- A RESOLUTION AUTHORIZING PURCHASE OF REAL PROPERTY LOCATED AT 2201 W DAYTON AIRPORT ROAD, SHELTON, WA WHEREAS, the County has an opportunity to purchase property ideally suited for future County use and are desirous of taking advantage of the opportunity while the price is reasonable; and WHEREAS, an agreement has been worked out between the County and Public Utility District No. 3 (PUD3) which the Board feels is reasonable; and WHEREAS, the Board approved a motion to purchase said property located at 2201 W Dayton Airport Road, Shelton, WA parcel # 42004-40-00000; and WHEREAS, the owner of the property has entered into a purchase sale agreement for the sale of the property at $320,000; and WHEREAS, Mason County is authorized by RCW 82.46.010(2) to utilize REET 1 funds for the purchase of capital property; and NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby authorize the Chair to execute a closing to purchase the property located at 2201 W Dayton Airport Road, Shelton, WA parcel # 42004-40-00000 for$320,000 plus closing costs on this date; and FURTHER, that these amounts be paid from the REST 1 Special Fund # 350. DATED this��day of 2021. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON-COUNTY, WASHINGTON MW Mc enzie S ith, Urk of the Board Ran y Neatherlin, Chair APPROVED AS TO FORM: Kevin Shutty, lommissioner Tim Whi ehead,.ChiefDeputy Prosecuting Attorney Sharon ask, Commissioner t/�"t B RESOLUTION NO. "�21-QFj�j A RESOLUTION AMENDING RESOLUTION NO. 53-19 VETERANS ADVISORY BOARDNETERANS' ASSISTANCE Defining Acceptable Documents for Proof of Service WHEREAS, Mason County established a levy per RCW 73.08.080 for the purpose of creating the Veterans' Assistance Fund for the relief of honorably discharged veterans or for veterans discharged for physical reason with an honorable record; WHEREAS, RCW 73.08.035 authorizes the establishment of a Veterans' Advisory Board and the Mason County Commissioners adopted Resolution No. 58-13 establishing the Veterans Advisory Board (VAB). WHEREAS, RCW 73.08.010 provides for the relief of indigent and suffering veterans and their families or the families of those deceased veterans who need assistance; WHEREAS, RCW 73.08.005 (3)(b) defines "indigent" as a person who receives an annual income, after taxes, of up to one hundred fifty percent or less of the current federally established poverty level; WHEREAS, the VAB recommended the policy be amended to include what documents are acceptable for proof of service; NOW, THEREFORE BE IT RESOLVED by the Board of Mason County Commissioners that the Veterans Advisory Board Operating Policy and Guidelines is amended to include what documents are acceptable for proof of service; the entire Veterans' Advisory Board Operating Policy & Procedures is adopted as Attachment A. These amendments are adopted and effective this 14th day of September 2021. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON WN0 /M Q �anj� Z2� McKenzie 84th,t9rk of the Board Rand Neathe W , Chair APPROVED AS TO FORM: Sharon Tra k , Commissioner CTimWhitehead, Chief DPA Kevin Shutty, C mmissioner NW VAB 1:\Veterans\Resolutions\Resolution-defining acceptable documents for proof of service Sept 2021.docx MASON COUNTY VETERANS' ADVISORY BOARD OPERATING POLICY & PROCEDURES These Amendments are adopted and effective this 14th day of September, 2021 Mason County,Washington -------------------------------------------- Randy Neatherlin,Chair -------------------------------------------- ATTEST: Kevin Shutty,Commissioner ---------------------------------- ------------------------------------------- McKenzie Smith,Clerk of the Board Sharon Trask,Commissioner Adopted June 11,2019 MASON COUNTY VETERANS' ADVISORY BOARD OPERATING POLICY & PROCEDURES TABLE of CONTENTS I. Organizational Policies...............................................................................................................................3 II. Financial Policies........................................................................................................................................3 III. Policy Establishing Board..........................................................................................................................4 IV. Eligibility Policies......................................................................................................................................4 V. Referral to Other Services.........................................................................................................................5 VI. Appeal and Resolution Policy...................................................................................................................5 VII. Application Procedures...........................................................................................................................6 VIII. Processing of Packet Procedures...........................................................................................................7 IX. Records, Files, Forms and Reports...........................................................................................................7 X. List of Attachments (Att.)..........................................................................................................................8 Page 2 of 8 Adopted 08/21/2018 I. Organizational Policies a. All RCWs(Revised Code of the State of Washington) within Chapter 73.08 RCW VETERAN'S RELIEF,with other RCWs and Mason County Resolutions will be used and referred to throughout this policy. b. The purpose of the Mason County Veteran's Assistance Fund(VAF) is to provide relief as set forth in RCW 73.08.010 to indigent and suffering veterans,their families and the families of deceased indigent veterans. c. Any honorably discharged veterans or veterans with a General Discharge Under Honorable Conditions or a General Discharge with Other than Honorable Conditions (Administrative Discharge),as outlined in RCW 41.04.005 and RCW 41.04.007,and meeting the criteria in 1-b may apply. Accepted documents include the following: DD-214 showing Honorable,General Under Honorable or Other Than Honorable(OTH);DD215 Correction to Military Record DD-214; Honorable or General Under Honorable Discharge Certificate; Reserve Discharges&Certificates; National Guard Discharge NG1322,DD256&Certificates. d. These policies and procedures are subject to review annually by the VAB. 1) If a revision is made,it is so noted and a narrative of revision is put in VAB minutes. 2) If no revisions are made,the date of review is noted,and put in VAB minutes. 3) Post Commanders will be advised concerning any revisions and reviews recommended by the VAB. 4) MCC has final approval of all revisions. e. The VAB will meet the second Wednesday of each month at 10:00am at the Memorial Hall on 2nd. and Franklin St.,in Shelton,WA. f. A quorum must be met to conduct any business that may come before the board. g. If a quorum is not met,the Chair may contact other members via phone/text messaging or by e- mail. h. Upon reaching a member,and member agrees to be part of the meeting,thus creating a quorum,the Chair must remain in contact with the member throughout the meeting. II. Financial Policies a. The funds for creating a Veterans'Assistance Fund (VAF) RCW 73.08.080,is generated from a tax levied by the Mason County Commissioners (MCC),use of the fund is governed by same RCW. b. Approval of the one thousand two hundred ($1,200) dollars for assistance shall be granted only for the following: 1) Past Due Rent or Mortgage 2) Past Due Utilities: i. Electric ii. Water iii. Natural Gas iv. Wastewater(sewer) 3.) Miscellaneous Items: i. Necessity Items(refer to list-Attachment A) a. Single$150.00 b. Married$200.00 c. +$50.00 per dependent ii. Needed Fire Wood or Propane 4) Other Items i. Obtain state ID card (one time only) c. Exclusions will include,but not limited to alcohol,tobacco,lottery tickets. d. Purchases in excess of the amount written on the check are the responsibility of the applicant. e. No cash back will be given to the applicant if purchases are less than the amount written on the check. Page 3 of 8 Adopted 08/21/2018 f. All requests for assistance will be approved by the Veterans Service Officer(VSO),with final approval by the MCC. g. If it is determined an applicant is in need of assistance due to any event,catastrophic illness or other significant change in circumstance which comes into being unexpectedly and is beyond the applicants'management or control,the VSO may request in writing that Mason County consider approval of an amount not to exceed a one thousand ($1,000.00) dollar lifetime limit per applicant h. The intent of the VAF is not to replace assistance from any other agency,and assistance is granted on a"Case by Case"basis only. i. The VAF is not intended to provide continuing assistance on a routine basis. j. The VAF shall not duplicate other available assistance for the purposes as noted in Il. (b) I11. Policy Establishing Board a. RCW 73.08.035 states each county must establish a Veteran's Advisory Board (VAB),the board shall advise MCC on the needs of local indigent veterans,the resources available to local indigent veterans,and programs that could benefit the needs of local indigent veterans and their families. b. The VAB is comprised of veterans from the community"at large",and representatives from nationally recognized veterans'service organizations within Mason County.Per said RCW,no fewer than a majority of the board members shall be members from a nationally recognized veterans'service organization and only veterans are to serve on the board. Service on the board is voluntary. c. Mason County Resolution NO.05-15 allows for appointment of two members residing in Mason County from each Nationally Recognized Veterans'Service Organizations to be appointed to the Veteran's Advisory Board (VAB),and two members"at large". d. The VAB will consist of a ten(10)member board;members are appointed as follows: 1) American Legion (2 members) 2) Veterans of Foreign Wars (2 members) 3) 40 et 8 (2 members) 4) Disabled American Veterans(2 members) 5) Two (2) Mason County resident veteran(at large) e. Commanders of these organizations will not be members of the VAB. f. Commanders will appoint the members from their organization to serve on the VAB for the purpose of overseeing the VAF. g. These members may be appointed or removed at the discretion of their commander. h. The first appointment of members shall be three (3) members for a three (3) year term,and four (4)members for a two (2)year term. i. Thereafter all terms will be two (2)year terms. j. The MCC reserves the right to disallow VAB appointee for cause. IV. Eligibility Policies a. RCW 73.08.005 and other provisions in RCW Title 73 shall govern eligibility assistance to indigent and suffering veterans and/or families. b. The county defines"indigent and suffering"to mean the current poverty level as defined by the United States Department of Health and Human Services (HHS) found at https://aspe.hhs.gov/poverty-guidelines Page 4 of 8 Adopted 08/21/2018 c. Family members entitled to apply for assistance shall be defined as spouse or domestic partner, surviving spouse or surviving domestic partner,and dependent children of a living or deceased veteran. d. Applicants must be a resident of Mason County for at least ninety(90) days. e. Applicant and anyone over the age of 18 in the household must present proof of residency and income.If no income,an affidavit must be signed by both the veteran and household member. (Att. B) f. An applicant may use hotel/motel receipts as proof of residence,provided that: 1) All receipts show a minimum of a 90 (ninety) day stay with in Mason County. 2) The 90 (ninety) day stay must be continuous. 3) All receipts must be in the applicant's name. 4) All receipts must be original (no copies). g. Under the federally-established poverty guidelines,the gross income after taxes and deductions for medical insurance premium,including Medicare,of the veteran and all members of the household must be at or below 150%of the poverty guidelines established by the HHS. h. Veterans making above the 150%and who do not have an emergency financial situation will not be eligible for assistance. i. An applicant may have a source of income above the aforementioned 150%and still be considered indigent on an emergency basis. j. Lack of funds because of bad financial management of an adequate source of income does not make the applicant indigent. V. Referral to Other Services a. As per RCW 73.08.070 the county shall assist indigent veterans with burial or cremation costs of three hundred ($300.00) dollars minimum or up to one thousand ($1,000) dollars. b. The burial assistance is in addition to prior twelve hundred thousand($1,200.00) dollars limitation as outlined in II-b. c. In an effort to maximize dollars and provide for as many as possible applicants,and when appropriate,the veteran may be referred by the VSO to other veteran services and to other community resources for services. VI. Appeal and Resolution Policy a. If an applicant has either by accident or on purpose falsely filed a claim,or has misused monies from the Veterans'Assistance Fund,the following will apply: 1) A letter is given to the applicant,from the County,denying further use of this fund,until the false claim is resolved. 2) A copy of that letter will be sent to the Veterans'Service Office,to be placed in the offending applicant's file. 3) The applicant's file will then be"Red Flagged",and denied further use until the problem is resolved. b. To resolve the claim,the applicant can clear their name by: 1) If applicant feels this is unjustified,they may appeal in writing to the Veterans'Advisory Board within fifteen(15) days of notification. 2) The appeal will be reviewed by the VAB at the next regular scheduled meeting and a decision will be made no later than the next regular scheduled meeting. 3) Approval or Disapproval requires a"Super Majority"vote by the entire VAB. Page 5 of 8 Adopted 08/21/2018 4) The applicant may file an appeal,in writing,with the Mason County Commissioners.A decision in regard to appeal may take up to 30 days. c. The applicant may repay any and all monies that have come into question,and may not have access to these funds for one(1) year after payment. d. If the applicant elects not to do VI.b.or VI.c.there will be a two (2)year probationary wait period. After the wait period is over,the applicant must"in writing"request to receive these funds once more,a decision will be forthcoming. e. If it is found that the applicant has done this two (2) times,they will be permanently denied from using this fund. VII. Application Procedures a. Upon arriving at the VSO office the applicant will be asked to sign-in. b. The applicant is then screened about their assistance needs,residence,income,and their eligibility,an"Assistance Fund Application(AFA) (Att.C)and a Rental/Mortgage Verification" (Att D) form must be filled out as part of the application process. c. If the applicant does not have all needed information or documentation,they will be given a form "Veterans'Assistance Fund Documents Checklist" (Att.E)to help them gather the needed information and return form to VSO. d. If an applicant cannot show proof of service,a"Standard Form 180" (Att.F)will be given to them to be filled out and sent in,they can also go to the VA at American Lake to get proof of service. e. If two or more applicants are sharing the same physical residency,then all income is considered as one. f. Only one application may be used for any single physical residency. g. If an applicant has a"Sub-Lease Agreement",then VII (j) will apply. h. When an applicant has requested assistance for past due rent or mortgage payment,II. (b)(1), and has gone through the screening process.The VSO will call the landlord to inform them that the veteran has applied for assistance,and that a letter of"Recommendation for Payment" (Att.G)will be forthcoming. L The applicant will then be given a form"Rental/Mortgage Verification" (Att.D) to be given to the landlord.This form must be filled out by the landlord or lien holder,notarized and sent back or taken to the VSOs'office.The VSO will then verify all information on the form. j. Shared Dwelling: 1) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV(c),the rental amount will be prorated by the number of people living in the dwelling. 2) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV(c),the utility expenses will be prorated by the number of people living in the dwelling. 3) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV(c),the firewood/propane expenses will be prorated by the number of people living in the dwelling. k. When an applicant has requested assistance for past due utilities (electric,water or natural as) II (b)(2),and has gone through the screening process.The applicant must have a"Past Due"pink slip(s) stating that service will be discontinued. 1. Some utilities companies,i.e.Shelton Utilities,do include garbage within the water bill,in this situation where the bill is"combined",the whole bill is paid. Page 6 of 8 Adopted 08/21/2018 m. The VSO will call the utilities company to verify the current amount to be paid,and inform them that the veteran has applied for assistance and that a letter of"Recommendation for Payment" (Att.G) will be forthcoming. n. When an applicant requests assistance for firewood or propane and has gone through the screening process,the VSO will call a vendor to confirm prices and amount needed.The VSO will inform the vendor,the veteran has applied for assistance and that a letter of"Recommendation for Payment" (Att.G) will be forthcoming,VII (1)(3)also applies. o. The VSO will then fill out a"Purchase Order" (Att.H)to be sent with"Assistance Fund Application" (AFA) (Att.C)for approval from MCC. p. When an applicant requests Miscellaneous Items or Other Items and has gone through the screening process,the VSO will,to the best of their ability,determine the needs of the applicant. q. The VSO will fill out the"Assistance Fund Application" (AFA) (Att.C),determine the amount,the vendor,and have the applicant sign the application with a full understanding of the request. r. Necessity Items check(s)are issued in fifty dollar increments.The applicant will be given an itemized list of authorized items that may be purchased. (Att.A) s. After all needed information and documentation is gathered from the applicant and outside sources,the AFA is then completely filled out and the packet is complete. t. It is the VSOs'responsibility to ensure all information in the packet is correct and verified. u. When the completed packet is sent on to MCC,it will have a copy of"Recommendation for Payment"as a cover sheet(Att.G) or"Assistance Fund Application" (Att C). v. The VSO reserves the right to refuse service to disorderly or abusive individuals.Service will be refused to individuals under the influence of alcohol and/or drugs.Applicants who are disorderly or abusive to Mason County employees or volunteers will be not be provided assistance and will be asked to leave the building. VIII. Processing of Packet Procedures a. Once the packet is received at the MCC office,it is date stamped and reviewed to ensure all information is correct and all supporting documentation is there. b. Applications submitted to the MCC for processing and have been determined to meet the necessary guidelines will have checks issued within three business days. c. Applicants who pick up his/or her check(s),must have proper picture ID,and must sign for check(s).Check(s) are sent out by mail the next business day following approval. d. Necessity Item check(s) that are issued will be stamped with: "No Alcohol or Tobacco","No Cash Back". e. Some delays may result if a legal holiday falls within the time period or if there are insufficient funds to release the check. f. A weekly list of"Approval of Expenditures"is sent to the VSO's office from the MCC office. g. A monthly list of"Approval of Expenditures"is sent to the MCC. IX. Records, Files, Forms and Reports a. It will be the responsibility of the VAB Chair,acting in concert with the VSO's to establish and maintain a record of each applicant requesting and/or receiving assistance from the VAF. b. The VSO will provide forms and reports of attendants,decisions,and record-keeping for clientele, e.g.,forms for vendors,initial applications,and VAB decisions. c. Each October,the VAB,acting in concert with the VSOs shall produce an annual report for the MCC, containing the following information: 1) The number of requests for assistance received during the calendar year. 2) The number of requests for assistance for which assistance was given. Page 7 of 8 Adopted 08/21/2018 3) The number of requests for assistance for which assistance was not provided and a narrative description of the reasons assistance were not provided. 4) The total dollar value of assistance provided on a monthly basis. 5) A narrative description of non-monetary assistance provided by the VAB. 6) Meeting minutes as an attachment. 7) A copy of appeals as an attachment. d. If any section of these policies or procedures is determined to be in conflict with federal,state.or county laws,ordinances or directives,then said section will be void and the aforementioned laws, ordinances or directives shall prevail. X. Attachments (Att.) A.VAF Necessity Itemized List B.Affidavit of Income C.Assistance Fund Application(AFA) D.Rental/Mortgage Verification E.Veteran's Assistance Documents Checklist(S&S form) F.Request Pertaining to Military Records (Standard Form 180) G.Recommendation For Payment H.Mason County Veterans Service Office-Purchase Order Page 8 of 8 Adopted 08/21/2018 RESOLUTION NO. 2D21-05�p A RESOLUTION authorizing the Mason County Sheriff's Office to enter into a Sole Source Purchase Agreement for a key system for the Mason County Jail. WHEREAS, there are workload concerns for the staff of the Mason County Jail as regards keys for the jail; WHEREAS, research indicates only one key system will provide all the necessary functions to track the numerous keys needed; NOW, THEREFORE BE IT RESOLVED by the Board of Mason County Commissioners to authorize the Mason County Sheriff's Office to purchase a key system from Morse Watchman, Inc. as a Sole Source purchase. Adopted this �4of��, 2021. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: i Ran y Neat rlin, Chair McKenzie S ith, Wk of the Board APPROVED AS TO FORM: Sharon Trask, Commissioner '/Tim Whitehead, "ef DPA_ Kevin Shutty, Commissioner RESOLUTION NO. APPROVAL OF SALE OF TAX TITLE PROPERTY TO THE SKOKONHSH TRIBE WHEREAS,Mason County owns the tax title parcel#42110-41-00011, located in Shelton,WA; WHEREAS,per RCW 36.34.130,the Board of County Commissioners may dispose of County property to another governmental agency and may acquire property for the County from another governmental agency by means of private negotiation upon such terms as may be agreed upon and for such consideration as may be deemed by the Board of County Commissioners to be adequate; and WHEREAS,per RCW 36.35.150(1)(a),the Board of County Commissioners may dispose of tax foreclosed properly by private negotiations,without a call for bids,for not less than the principal amount of the unpaid taxes;when the sale is to any governmental agency, and WHEREAS,Mason County has received an offer from the Skokomish Tribe Legal Department in the amount of$1,664.00 to purchase the property; NOW,THEREFORE,BE IT FURTHER RESOLVED,by the Mason County Board of Commissioners that the property described above#42110-41-00011 is approved to sell at the price of $1,664.00 to the Skokomish Tribe; and BE IT FURTHER RESOLVED,that the proceeds of the sale of said property are to be dedicated first to any delinquent property tax obligations and related penalties,expenses and assessments; and next to reimbursement of the Property Management expenses; and finally,to the Current Expense Fund; and BE IT FURTHER RESOLVED,that the Chair of the Commission is authorized to sign the related closing documents. DATED this�of ,2021. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON MMOM McKenzie S th,C rk of the Board Rand Neatherlin,dair APPROVED AS TO FORM: Q j / - evin§huq,Vice Chair Tim Whitehead,Clue Sharon Trask,Commissioner Resolution Number 2021- Replacing Resolution Number 31-11 A Resolution Amending the Mason County 2018 Comprehensive Solid Waste Management Plan adding Contamination Reduction and Outreach Plan (CROP) WHEREAS, the purpose of the Mason County Solid Waste Management Plan (SWMP) is to provide decision makers in Mason County with the guidelines needed to implement, monitor, and evaluate solid waste activities; and, WHEREAS, pursuant to the Revised Code of Washington (RCW) Chapter 70.95, Mason County and the City of Shelton are required to prepare a solid waste management plan; and, WHEREAS, the Mason County SWMP was adopted on November 6, 2018, per RCW 70A.205.055, updating the 2011 Mason County SWMP, adopted by Resolution number 31-11. WHEREAS, in 2019, Washington Legislature directed the Washington State Department of Ecology to develop a plan to reduce recycling contamination in recycling in the State; and, WHEREAS, Ecology has prepared a Statewide Contamination Reduction and Outreach Plan (CROP), that requires local jurisdictions with a population of 25,000 or more to adopt a CROP as part of their SWMP by September 30, 2021. WHEREAS, Mason County developed a CROP that the Mason County Solid Waste Advisory Committee has reviewed and recommends the for local adoption of the proposed update; and, WHEREAS, the City of Shelton has reviewed and concurred with the adoption of City Resolution No. 1206-0821 approved on September 7, 2021; and, WHEREAS, the Washington State Department of Ecology has reviewed and the plan has been available to the public for review since August 17, 2021; and, WHEREAS, the Board of County Commissioner has held a public hearing on the Mason County CROP this 14th day of September, 2021. NOW THEREFORE BE IT RESOLVED by the Mason County Board of Commissioners to replace Resolution 31-11 and amend the 2018 SWMP to include Appendix J in accordance with Ecology's requirement to include a Contamination Reduction and Outreach Plan in Solid Waste Management Plan. Dated this 14th day of September, 2021 BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Sri h, C16A of the Board Ra dy Neatherlin, Chair APPROVED AS TO FORM: I Kevin Shutty, Vice Chair Tim White , Chief DPA _ Sharon Tras , Commissioner APPENDIX J -CROP Mason County Solid Waste Recycling Contamination Reduction and Outreach Plan (CROP) The goal of the CROP is to reduce contamination of the materials collected in Mason County's single-family, multi-family, drop box, and commercial recycling programs. This, in turn, helps Mason County Solid Waste more fully realize the economic, environmental, social, and public health benefits of these programs. The CROP does not specifically include strategies to reduce contamination of other material streams such as organics or construction and demolition debris. However, many of the same strategies apply to these streams and may be included in future CROP updates. The CROP intends to meet the requirement in RCW 70A.205.045(10) that counties with a population of more than 25,000, and cities within these counties with independent Solid Waste Management Plans (SWMP), include a CROP in their SWMP by July 1, 2021. This CROP includes ten action steps and is a framework for developing a more detailed and customized implementation plan in the future. In addition, it also identifies the need to align the CROP with the SWMP, and secure and allocate funding for ongoing planning and implementation. Step 1: Inventory current recycling collection services and programs Mason County Solid Waste will inventory single-family, multi-family, drop box, and commercial collection programs to identify what is accepted for recycling, where and how it is collected and by whom, and how it should be prepared for recycling. This inventory may include, but is not limited to the following: • Designated recyclables list in the SWMP • Collection methods (single- or multi-stream, carts or stackable bins, etc.) • Number of tons collected for recycling and customers for each type of program • Types of materials accepted for recycling in each type of program • Minimum service-level or other ordinances, resolutions, or interlocal agreements • Collection or material processing contracts • Local government and recycling collector websites and social media sites • Stickers and signs on containers, in businesses, etc. • Brochures, newsletters, information shared at community events, etc. • Recent media coverage Mason County Solid Waste will identify differences or inconsistencies across contracts and agreements for recycling programs,and in the information provided to-residents and-businesses about what to recycle and how it should be prepared for collection. Mason County Solid Waste will use this data to identify opportunities for more consistent and aligned programs. The data will also be used to help determine what specific contamination reduction strategies to implement. Step 2: Develop scope of work with stakeholders Mason County Solid Waste will work with key stakeholders to develop a scope of work for the CROP addressing the specific challenges and opportunities associated with local recycling contamination. To begin this scoping process,the information learned in Step 1 will be shared with the Solid Waste Advisory Committee (SWAC) and the SWAC's role in developing the CROP will be defined. These stakeholders may include, but are not limited to: • SWAC members • Elected officials and key staff from other local governments, including potential regional partners in the same MRF-shed • Garbage and recycling collection companies and their front-line staff • Organizations representing homeowners,tenants, and multi-family and business interests • Material recovery facilities (MRF) and transfer station operators • End markets for recovered materials • Mason County Solid Waste's Ecology Regional Planner and grant manager • Non-governmental organizations and community groups • Regional, statewide, and national organizations that can provide technical assistance and/or financial support. Step 3: Prioritize the recycling program(s) to focus on first Together with key stakeholders, Mason County Solid Waste will identify what recycling collection program(s) to focus on first. Driving this decision could be current knowledge of contamination levels and their estimated impact on costs and material quality, the number of customers,total quantity of material collected, etc. Step 4: Establish acceptable materials lists Starting with the highest-priority program(s), Mason County Solid Waste will establish lists of acceptable materials. This effort will be coordinated with the SWAC, MRF operators, collectors, end markets, and other key stakeholders. Criteria for determining the acceptable materials lists may include, but are not limited to: • Alignment with the SWMP mission and goals, and community values • Degree of uniformity across local programs, regionally, and statewide • Diversion potential • Cost to collect and process relative to other management options • Strength and long-term viability and stability of end markets • Environmental, social, and other benefits and costs • Potential to cross-contaminate or lower the value of other materials • Potential to cause customer confusion The Washington State Association of Counties Solid Waste Managers Affiliate, the Washington State Refuse and Recycling Association, and the Department of Ecology have supported the establishment of regional, and if possible, statewide uniformity in what materials are accepted for recycling and how they should be prepared. More harmonization across programs reduces customer confusion and contamination. To that end, they identified these four priority materials for statewide recovery: 1. Paper (including office and notebook paper, newspaper, mail, catalogues, magazines, and cereal or cracker boxes) 2. Cardboard 3. Plastic bottles and jugs (clear, colored, and natural) 4. Steel and aluminum cans The resources and guidelines developed by these organizations to establish their list of priority materials will help guide the development of Mason County Solid Waste's acceptable materials list. Ecology's Resource Library contains this information and, along with Ecology's Best Management practices (BMPs) and Resources document, includes other resources to assist in developing an accepted materials list. This includes information on the specific challenges and opportunities associated with collecting glass and aseptic and polycoat containers, which some recycling programs in Washington accept. Step 5: Define what data to collect to determine baseline levels of recycling contamination Starting with the highest priority program(s), and based on the review completed in Step 1, Mason County Solid Waste will identify what the acceptable materials are and what is considered contamination for the purposes of establishing a baseline recycling contamination rate. This data will also inform decisions about what, if any, changes to make to the accepted materials list in the future. Step 6: Gather baseline recycling contamination data Starting with the highest-priority program(s), Mason County Solid Waste will establish baseline levels and types of recycling contamination. Recycling contamination rates can vary significantly across different programs and communities. Nationally, The Recycling Partnership (TRP) estimated an average contamination rate of about 17% across 197 programs that participated in their 2019 State of Curbside Survey. In Washington State,TRP's 2019 survey of seven MRFs found inbound levels of contamination from commingled recycling collection programs ranging from 5%-20% by weight. Recent drop-off programs and cart lid-lift audits in Washington showed rates as high as 40%. For this reason, it is important to gather data on local recycling contamination levels. In discussions with stakeholders, and building on the information in the State CROP and Ecology's Resource Librar and on the work completed in Step 5 Mason County Solid Waste will identify and develop ways to track specific contaminants. For example, tracking the number of carts containing plastic bags may be a more useful metric than an estimated overall percentage of contamination by volume. Data collection methods may include, but are not limited to: • Recycling stream composition studies • Survey of transfer stations and MRF operators • Tracking contamination using on-board truck or container-mounted cameras • Drop box composition studies or visual audits • Container lid-lift audits for residential, multi-family and commercial accounts o Legal questions have been raised about lid-lift audits. The Measurement and Reporting section of Ecology's BMPs provides more details. Step 7: Identify key contaminants and their costs and impacts Based on the data collected in Step 6 and collaborating with key stakeholders, Mason County Solid Waste will identify the most problematic and costly contaminants starting with the highest-priority program(s). Although the types and impacts of contamination don't vary as much as the levels of contamination across different communities and programs, it is still important to gather locally specific data. This data is critical to designing outreach campaigns and other strategies targeting the most problematic materials. It can also be helpful in calculating the economic and other benefits of removing problematic materials from the recycling stream. In recent surveys, such as the one conducted by the TRP in 2019, MRFs and cities in Washington identified the following recycling contaminants as the most problematic and costly to manage: • Plastic bags and film • Tangiers including rope, cords, chains, and hoses • Food and liquids • Shredded paper • Bagged garbage • Non-program plastics including clamshells and polystyrene foam • Hypodermic needles These contaminants can: • Slow down the sorting and processing of materials. • Reduce the quality and value of secondary material feedstocks. • Result in costly shutdowns. • Damage collection, processing, and remanufacturing equipment. • Cause serious injuries to collection and processing facility staff. According to TRP, the greatest costs associated with managing a contaminated recycling stream at MRFs nationally come from the following and represent 80% of total contamination-related costs: • 40%for disposal of residuals 0 26% in value lost from contaminated recyclables • 14% in labor to remove contamination from sorting equipment, etc. Step 8: Develop and implement education and outreach strategies to reduce contamination Mason County Solid Waste will develop and implement education and outreach strategies based on best practices. This starts with addressing any inconsistencies in recycling information and messaging identified in Step 1. All new outreach materials and messages will be aligned and consistent across all platforms. Depending on the type of recycling program, outreach and education strategies may include, but are not limited to: • Moving toward uniformity in cart and container colors (or at least lids) o blue for recycling, gray or black for garbage, and green for organics • Visual, easy-to-understand signage using photos and universal pictures and symbols • Cart-tagging and cart rejection • On-route monitoring tools, including apps and cameras • Pairing right-sized recycling and trash bins • On-site assistance and outreach at drop-off sites • Up-to-date, and easy-to-find and access websites with clear, consistent messaging • Social media posts, campaigns, mailings, brochures, and other communications • Online apps for residents and businesses to get answers to their recycling questions • Community presentations,tabling, and activities at community events • School presentations and activities focused on recycling right • Translation and transcreation of educational materials and campaigns to ensure recycling information is clearly understood by all audiences • Social marketing campaigns to effectively promote long-term behavior change Where possible, free and customizable resources will be utilized, including Ecology's Recycle Right campaign materials and The Recycling Partnership's Anti-Contamination Kit. Ecology's Contamination Reduction Best Management Practices& Resources document and Resource Library have examples of successful anti- contamination programs. Step 9: Evaluate the effectiveness of anti-contamination strategies and set next steps Mason County Solid Waste will conduct periodic assessments on the effectiveness of recycling contamination reduction programs and strategies, and share the results with key stakeholders and the public. These assessments will use, at least in part, the same methodology used in Step 6 to establish baseline contamination levels. The assessment results inform what is working and what adjustments to make for better results. This includes reducing contamination in other recycling programs that were not a focus during the initial CROP implementation. Step 10: Explore contamination reduction strategies beyond education and outreach As part of a statewide effort, Mason County Solid Waste will work with Ecology and other partners to explore strategies and solutions beyond education and outreach. These could address regional planning, operations and collection, contracting, incentives, pricing, policies, mandates, enhanced data collection, etc. Based on this evaluation, Mason County Solid Waste will identify and pursue the most promising initiatives. These options may include, but are not limited to: • Regional planning and aligned or joint contracting for services to harmonize messaging, lower program costs, and improve program performance. • Evaluating the costs and benefits of operational changes, including collection frequency, level of source-separation at the curb, and innovative drop-off container designs on contamination levels and overall program performance. • Product bans or restrictions. • Strengthening contracts with haulers and MRFs to include provisions focused on reducing contamination, collecting and reporting data on program performance and ensuring materials on the accepted materials list are responsibly recycled. Consult The Recycling Partnership's BMPs for MRF contracting and their supporting materials for guidance. Ensure alignment of the CROP and SWMP and secure and allocate funding to implement the CROP: This work will occur throughout the process as needed. Updates to the CROP can occur during SWMP revisions, including the required five-year revision process. This work includes involving key stakeholders in reviewing, and if necessary, updating related elements in the SWMP to ensure they are aligned and consistent with the contents of the CROP and implementation work. This information may include, but is not limited to: • Designated recyclables list • Recycling facilities including transfer stations, drop-off sites, and MRFs • Recycling collection services and providers, and collection systems and fees • Waste reduction and recycling education and outreach strategies • Funding sources and mechanisms for recycling programs and services During this process, Mason County Solid Waste will also work with Ecology and other key stakeholders to identify and secure new and/or allocate existing funding, and forge partnerships with agencies and organizations to provide technical and financial assistance. The State CROP and Ecology's Resource Library are tools to get started on implementing the CROP. The library includes contamination reduction best management practices, contracting guides, MRF-shed maps, materials from successful programs in Washington State and across the country, and more. An initial 3-year implementation schedule for all ten steps in the CROP is included below. As Mason County Solid Waste clarifies and defines the scope of work, and identifies the resources to complete the work, a more detailed and refined implementation plan, schedule and budget will be developed. APPENDIX J-CROP CROP Implementation Schedule Year 1 (2023) Step 1: Inventory current recycling collection services and programs Step 2: Develop scope of work with stakeholders Step 3: Prioritize the recycling program(s) to focus on first Step 4: Establish acceptable materials list Year 2 (2024) Step 5: Define what data to collect to determine baseline levels of recycling contamination Step 6: Gather baseline recycling contamination data Step 7: Identify key contaminants and their costs and impacts Year 3 (2025) Step 8: Develop and implement education and outreach strategies to reduce contamination Step 9: Evaluate the effectiveness of anti-contamination strategies and set next steps Step 10: Explore contamination reduction strategies beyond education and outreach Ensure alignment of the CROP and SWMP and identify and secure or allocate funding to implement the CROP—These are steps that will be addressed throughout the process as needed.