Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2022/01/10 - Briefing Packet
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF January 10, 2022 In the spirit of public information and inclusion,the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion, and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. co 1854 To be in compliance with Proclamation by the Governor 20-25.14 and Order of the Secretary of Health 20- 03.3,in-person attendance is restricted. Our Commission meetings are live streamed at http://www.masonwebtv.com/and we will accept public comment via email msmithamasoncountywa.gov;or mail to Commissioners Office,411 North 51 Street, Shelton,WA 98584;or call 360-427-9670 ext.419. If you need to listen to the Commission meeting via your telephone,please provide your telephone number to the Commissioners' office no later than 4 p.m.the Friday before the meeting. BOARD OF MASON COUNTY COMMISSIONERS DRAFT MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of January 10,2022 Monday Noon WA State Association of Counties Zoom Meeting* Virtual Assembly Monday and Thursday 8:00 A.M. Area Command Meeting* Public Works Meeting Room A 100 Public Works Way *This is being noticed as a Special Commission Meeting because a quorum of the Mason County Commission may attend this event and notification is provided per Mason County Code Chapter 2.88.020-Special Meetings Monday,January 10,2022 Commission Chambers Times are subject to change,depending on the amount of business presented Briefing 9:00 A.M. Support Services—Mark Neary 9:30 A.M. Community Services—Dave Windom 9:40 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioner Discussion—as needed Commission Meeting Information 10:00 A.M. Special Commission Meeting 6:00 P.M. Public Hearing for Belfair Sewer Extension— Rescheduled to Monday,January 31, 2022 at 6:00 p.m. Briefing Agendas are subject to change,please contact the Commissioners'Office for the most recent version. Last printed 01/06/22 at 3:27 PM If special accommodations are needed,contact the Commissioners'office at Shelton(360)427-9670 ext.419 Mason County Administrator COU�'r� 411 North 5th Street y Shelton, WA 98584 360.427.9670 ext. 419 ISM MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM ADMINISTRATOR January 10, 2022 • Specific Items for Review o Applicants for the Mason Transit Authority— Diane o Updates to the Public Records Policy- McKenzie o EMPG ARPA grant—Tammi o Permission to fill Financial Analyst position that will be vacant due to retirement -Jennifer o FEMA Grant signature authorization —Jennifer o January 10 Belfair Sewer public hearing will be rescheduled to January 31, 2022 @ 6 p.m. —Mark o Review of agenda for joint meeting on Friday, January 28, 2022 with City of Shelton and Port of Shelton - Mark • Commissioner Discussion C:\Users\jb\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\EHGYNQ39\2022-01-10(002).docx MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Diane Zoren DEPARTMENT: Support Services EXT: 747 BRIEFING DATE: 1/10/22 PREVIOUS BRIEFING DATES: 12/21/21 If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other — please explain ITEM: Review of Mason Transit Authority applicants EXECUTIVE SUMMARY: The Mason County Public Transportation Benefit Area (Mason Transit Authority) Board composition is as follows: Three (3) Mason County Commissioners; One (1) City of Shelton Council member; Five (5) members who shall be elected officials selected by the Mason County Commissioners with the goal of seeking equal voting representation among the County commission districts. Mason County sent out a letter to all elected officials soliciting applicants for four of the five elected official positions that are currently open. Applications have been received from the following: John Sheridan, Belfair, Port of Allyn Kenneth Vanbuskirk, Belfair, Cemetery District No.1 Sandy Tarzwell, Shelton, Shelton School District Wes Martin, Grapeview, Grapeview School District BUDGET IMPACT: Staff time PUBLIC OUTREACH: To solicit applications, a letter will be sent to all Mason County elected officials. RECOMMENDED OR REQUESTED ACTION: Does the Board wish to interview all applicants? ATTACHMENTS: None Briefing Summary 1/5/2022 MASON COUNTY BRIEFING ITEM SUMMARY FORM To: Board of Mason County Commissioners From: McKenzie Smith & Diane Zoren Department: Support Services Ext: 589 Briefing Date: January 10, 2022 Previous Briefing Dates: If this is a follow-up briefing, please provide only new information Internal Review (please check all that apply): ❑ Budget/Finance M Human Resources M Legal ❑ Information Technology ❑ Other— please explain Item: Mason County Public Records Policy update. Executive Summary: (If applicable, please include available options and potential solutions) The Mason County Public Records Policy was last updated in March of 2018. The updates to this policy include additional definitions, the inclusion of utilizing GovQA for public records software and for JLARC tracking purposes, updated links, additional training information and requirements, a section for third-parry notification, the addition of a body-worn video footage redaction fees, the removal of irrelevant information, updated language due to recent case laws, and revised wording. Budget Impact: None. Recommended/Requested Action: Approval to place on the January 18, 2022 agenda for approval and adoption. Attachments: Resolution no. 17-18 Updated Resolution Updated Public Records Policy with track changes RESOLUTION NO. AMENDING RESOLUTION 23-12 MASON COUNTY PUBLIC RECORDS POLICY WHEREAS, Mason County is considered a public agency as defined in the Public Records Act, RCW 42.56 and; WHEREAS, the Mason County Board of County Commissioners adopted rules and procedures for the County to implement the provisions of RCW 42.56 on April 1, 2008 with amendments per Resolution 23-12 made on April 3, 2012 and; WHEREAS, it is in the interest of the County to periodically review and update its policies and procedures. NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby adopts the revised Mason County Public Records Policy as shown in Attachment A. DATED this day of M(r&2018. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Me*ie�wry, CIA of the Board Ran y Neatherlin, Chair APPROVED AS TO FORM: Kevin Sh y, Commissioner Tim Whitehja-d',--C' lief DPA Terri Drexler, Co'm issioner RESOLUTION NO. AMENDING RESOLUTION NO. 17-18 MASON COUNTY PUBLIC RECORDS POLICY WHEREAS, Mason County is considered a public agency as defined in the Public Records Act, RCW 42.56; and WHEREAS,the Mason County Board of County Commissioners adopted rules and procedures for the County to implement the provisions of RCW 42.56 on April 1, 2008 with amendments per Resolution no. 23-12 made on April 3,2012 and per Resolution no. 17-18 made on March 13,2018; and WHEREAS, it is in the interest of the County to periodically review and update its policies and procedures; and WHEREAS,the changes include additional definitions,the inclusion of utilizing GovQA for public records software and for JLARC tracking purposes, updated links, additional training information and requirements, a section for third-party notification, the addition of a body-worn video footage redaction fees,the removal of irrelevant information,and updated language due to recent case laws. NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby adopts the revised Mason County Public Records Policy as shown as"Attachment A". DATED this 18'day of January,2022. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON McKenzie Smith,Clerk of the Board Randy Neatherlin,Commissioner APPROVED AS TO FORM: Kevin Shutty,Commissioner Tim Whitehead,Chief Deputy Prosecuting Attorney Sharon Trask,Commissioner p8°x Co rxu MASON COUNTY PUBLIC RECORDS POLICY A. Purpose The purpose of this policy is to provide roles-clear guidelines by which the County County implements and ensures compliance with the provisions of the-RCW 42.56,Public Records Act(PRA? RGVV 42.666. These guidelines will allow for the fullest assistance to reguestors and ensure the timeliest possible action for requests for records while preventing excessive interference with other essential functions of Mason County._ Q—ki W .--------——----—---—-—--————--------------—-—-----------------———------------------ - Commented[MS11:Should we add a"definitions"section?It appears we have one at the end of the Policy. B. Interpretation and Construction The provisions of this policy shall be liberally interpreted and construed to promote full access to the County's public records in order to assure continuing public confidence in government;provided,that when making public records available,the County shall prevent unreasonable invasions of privacy,shah protect public records from damage,loss,or disorganization,and shall-prevent excessive interference with essential government functions. C. Public Records Available Public records are available for public inspection and copying pursuant to this policy except as otherwise provided by law. Public records shall be available for inspection and copying during regular business hours._The public records officer may ask the requestor to make an appointment to inspect the records. Some records are alse-available on the Mason County website at httPS://www.se-rnaS0R.wa.usmasoncountywa.gov/. Requestors are encouraged to view the documents Field Code Changed on the website prior to submitting a request. Frequently asked questions can be found via the Public Records Center. D.Public Records Officer Designated The'publiePublic feserds-Records e€fisef-Qfficer shall serve as the point of contact for members of the of.the COmmented[MS2]:Do we want to capitalize Public Records public who request disclosure of public records. officer? Commented[DZ3R2]:I'm A either way,but if you do,you 1. Each of the County's elected officials shall appoint a pub4--Rublic fe6erds-Records ef€iser Officer need to be consistent throughout the policy. who shall be responsible for the implementation and compliance with this policy and the Public Records Act. If a public records officer is not appointed,the public records officer shall be the elected Elected effisialOfficial.— The departmental Public Records Officer will be available for assistance to the public and may delegate any of their responsibilities to department staff but remain ultimately responsible for overseeing compliance with the Public Records Act and Public Records Policy. 2. An alternate publiG Public reeerds-Records effser-Officer shall be designated by each appointing authority to act when the designated icer is absent-not available due to vacation,sick leave,or is otherwise unavailable to act. MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 1 of 11 3. Unless otherwise designated by the Board of County Commissioners: a. The Clerk of the Board of the Mason County Commissioners is-shall be the pub4-_Eublic feserds Records nffirpr-Officer for the Board of County Commissioners and for Mason County. b. The publis-Public reesrds-Records effrser Officer for the departments reporting to the Board of County Commissioners shall be the department head. c. The publiGPublic feserds Records efficer-Offcer for every volunteer board appointed by and reporting to the Board of County Commissioners is-shall be the Clerk of the Board. 4. The Departmental Public Records Officers shall: a. Complete all training course requirements for the Public Records Act and for records retention no later than ninety(90)days after assuming responsibilities as a Public Records Officer pursuant to RCW 42.56,150 and 42.56.152: b. Complete refresher training at intervals of no more than four(4)years as long as they maintain the designation: c. Be responsible for creating and implementing department processes regarding disclosure of public records: d. Serve as the principal contact point with any requestor who has made a records request; e__Track and log departmental time spent responding to public records requests: f. Assist in gathering data and information required for reporting requirements under RCW 42.56:and q. Use the GovQA software to manage their department's public records requests. e Mason County encourages all employees to obtain and continue public records training. t------ Formatted: No bullets or numbering 45. ds effisers Officer shall maintain a record of all public records requests made to their office. Such record shall be done in GovQA and includO-------------.- - Commented(DZ4]:Doesn't Gov QA createthis log?Ifso, a. The requesting party; should this language be amended to state that? b. The requesting party's contact information,including addFeG6 and address, Commented[MSSR4]:I will amend this section to fit with what telephone number,and email if provided, we will need to do in GovQA. c. The record(s)requested; d_The date of the request; e. The date of the five-day response: f. If response time was changed: q. If clarification was sought: h. If the records were provided in installments: i. If records were provided; i. If records were scanned in: k. If physical records were provided: I. Estimated completion date; m. Actual completion date: d n.Type of requestor: o_Description of records redacted or withheld and the reason and RCW for red actiontwith holding, P. Fees;and q. Time.and Q The date of fiRal a,se sitiGR of the request. 6-6.A list of the County's pubi-_Bublic reserdr Records e€fisersOfficers and their contact information shall be made available to the public,without cost,and shall be posted on the County's website. A copy of this policy and public record request forms shall also be made available to the public, without cost,and shall be posted on the County's website. The individuals serving as Public Records Officer is subject to change. Information for the individual(s)serving as the Public Records Officer shall be communicated to the Clerk of the Board who will ensure that the most accurate information is reflected on the County website and in the Public Records Center. MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 2 of 11 Publie_Records Requests—How)tilAadef_ Commented[DZ6]:Gov QA needs to be into posted into this - - ----- . ----------------------"--' --.' section Requests to inspect or copy a public record must be made to the Public Records Officer. Public records may be inspected and/or copies may be obtained under the following procedures: Commented[MS7R6]:GovQA is incorporated in both paragraphs below. 4.—AII requests for public records shall be directed to the Public Records Officer for the office where t Formatted:Highlight the record is located. Use of the County's Public Records Portal is strongly encouraged. If unable to use the Public Records Portal,a Public Records Form is incorporated herein as"Exhibit A". Requests may also be submitted via email,telephone,or in person during regular business hours. A list of officers by department can be found at httos://masoncountywa.gov/public- records/Index. h Formatted:Strikethrough,Highlight Commented[DZ8]:Should we include this language;concem �i that the requestor will default to this option Commented[MS9R8]:I will remove this,I can see how requestors may default to sending the request directly to me. ------ ------------ -- \\ Formatted:Strikethrough 4 BeaFd.Use of the 'spL e^iFormatted:Strikethrough,Highlight .yea tithe t 'Exhibit 1 Field Code Changed 2. Public records requests should be made via the Public Records Portal or in writing and should Formatted:Numbered+Level:I+Numbering Style:1,2, include the following information: 3,...+Start at:1+Alignment:Left+Aligned at: 0.25"+ a. The fequesteO reguestoe name,mailing address,email,and telephone number; Tab after: 0.5^+Indent b. The date of the request; c. A clear indication that the document is a"Public Records Request"; d. Whether the request to be sent via email,mail,or if the request is to inspect the public records or for copies of public records OF both; e. A clear description of the public records requested for inspection and/or copying and f. If the request is for a list of individuals,a Declaration of Non-Commercial Purpose Form must be signed and submitted to the County which states that the list will not___,----- Commented[DZ10]:We have a declaration ofnon-commercial be used for any commercial purposes or that the feguesteFreguestor is authorized or purpose fo m that should be an exhibit and referenced here directed by law to obtain the list of individuals for commercial purposes,with a specific Commented[MS11R10]:I will reword this to make it Ilow reference to such law. better and ensure that the declaration is included in the language. Q. The County does not accept requests via social media as social media sites are not monitored. •------ Formatted 3A.The public Public Fesefds Records effiseF Officer shall document all verbal requests for public records. The publisPublic fesefds Records e#€LseFOfficer will make their best effort to capture f what the equesteFreguestor intended to request and will verify with the requestor what documents are being requested. The pulPublic fesefds Records e#fisesOfficers documentation will prevail against any claim by the FequesteFreguestor that the documented request was inaccurate or incomplete. A person making an oral request for public records must provide the information listed in the subsection above. The publiG-Public feseFd&,Records e#iw Officer shall seek a written request if the response may include any of the following: a. A list of individuals; b. Requests not identifying a specific public record; c. Subjects of current,threatened,or potential litigation; d. More than 100 pages of records;or e. Public records or information exempt from disclosure. 4-Lit is the requestors obligation to provide Mason County with fair notice that a Public Records Request has been made. When a requestor does not use the Public Records Portal or aaan official request form,or makes a request to an employee who is not a Public Records Officer,or includes a request as part of other documents prevides provided to the County for reasons other MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 3 of 11 than making a Public Records request,the requestor may not be providing fair notice. 5-6.Records requests are deemed received by the County during normal business hours only. Requests sent on a weekend,Gp holidays,or outside business hours shall be considered received at 8:00 a.m.the next business day. F. Response to Public Records Requests 1. The publ,— ublic feserds-Rgcords effiGeF Officer shall,to the extent practicable,assist requesters requestors in identifying the public records sought. 2. There is no obligation to allow inspection or to provide a copy of a public record on demand. 3. Within five business days after receiving a public records request,excluding weekends and holidays,the pubtiq-Public fesefds-Records effiser Officer shall respond to the request in writing. The pdb4iGPublic feserds Records effisef Officer shall faake provide one or more of the following responses: a. The request for inspection of public records is approved and whether an appointment for inspection needs to be scheduled by the Fegu_esteFrequestor; b. The request for copies of public records is approved and the copies of all requested records are enclosed with the response or a link to the responsive documents is given; c_The request has been received by the pub4-- ublic feseFds-Records e#fisefOfficer,that additional time is needed to respond to the request,and stating a reasonable estimate of the time required to respond. In addition,a revised reasonable estimate of time may be needed based on: i. Unexpected or unforeseen delays encountered during the processing of the request: ii. Addition requests submitted by the same requestor while the initial request is in process: iii. Change in staffing resources,general workload,schedule:and/or Eiv. Other changed circumstances or other considerations ascertained during - ----- Formatted processing:; d. The request has been received by the public Public feseFds-Records officer Officer and the records shall be provided on a partial or installment basis as the records are identified,located,assembled,and/or made ready for inspection or copying. e. The request is denied,in whole or in part,whether by withholding a requested record or redacting a requested record,stating the specific exemption(s)prohibiting disclosure and a brief explanation of how the exemption applies to each withheld and redacted record;or f_The requesting party is asked to provide a down payment equal to 10%of the estimated cost of providing the records sought-.-,or f q. The request has no responsive records. 4. When a request is for a large volume of records the pub4,—Rublic fecords Records effisef Officer may elect to provide the records on an installment basis. If the requestor fails to arrange for the review of the first installment within 4b-thirt 30 days of receiving a response from the pubis Public FeGards Records offiseFOfficer,the public Public reseFds Records A filer Officer may deem the request abandoned and stop fulfilling the remainder of the request. The publiGPublic feeeFds Records efficeF-Officer shall inform the requestor in writing that the public records request is closed. 5. If,after responding to a request,additional records are found,the pub4is•Public feserds-Records GffiseF Officer shall notify the FequesteF-requestor of the finding within two wed4ng-business days of the finding. 6. Additional time to respond to a request may be based upon the County's need to: a. Clarify the intent of the request; MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 4 of 11 b. Identify,locate,assemble,and/or make the records ready for inspection or disclosure; c. Notify employees or third parties affected by the request pursuant to RCW 42.56.540;or d. Determine whether any of the records or information requested is exempt from disclosure and whether a denial should be made as to all or part of the request. 7. If a PequesteF-reguestor fails to clarify a request within 4-153-thirtv(30)days of receiving a response from the pl4is Publi reserds Records efficeF Officer seeking clarification,the officer shall respond to the portions of the request that are not in question. If the entire request is unclear and no response is received within 4&ht iM(30)business days,the IiGPu li resergs Records effiseFOfficer need not respond further to the request and will inform the requestor in writing that the public records request is closed. 8. If the County or its applicable agency does not respond in writing within five business days after receipt of a request for public records,the requestor should contact the publie-Pu lic feserds Records effirair Officer to determine the reason for failure to respond. 9. If the pttbliG Public feseFAs Records effiseFOfficer does not respond in writing within five business days after receipt of a request for public records,the FequesteFreguestor shall be entitled to seek review by the Elected Official/Department Head or the Prosecuting Attomey/Prosecuting Attorney's designee. 10. If the ptPublic reserds Records efficeFOfficer provides an estimate of the time required to respond to the request and the FequesteF-Eg%estor believes the amount of time stated is not reasonable,then the FequesteF-reguestor may request that the Elected Official/Department Head or the Prosecuting Attomey/Prosecuting Attorney's designee review the estimate of time. 11. When a request for public records is received that concerns a subject known to involve litigation that is pending,threatened or anticipated,the publie-Public feseFds-Records effiseFOfficer shall promptly notify the Prosecuting Attorney of the request. 12. Staff shall not be obligated to create electronic or other records,or to convert electronic records into a format or medium in which the records are not already maintained. When asked by a requestor to convert an electronic record into a different format,staff is encouraged to do so when reasonable and technologically feasible,provided such conversion is not unduly burdensome and does not interfere with other essential job functions. Requestors may request paper copies of electronic records,subject to applicable copying charges. 13. Responses to requests of public records,including responses by email,are subject to the provisions of the Public Records Act and the retention requirements of the Office of the Secretary of State and shall be maintained accordingly. commented tMs12J:I pieced this section together from the PRA Investigation Exemptions by Michael Bolasina and the House Public Records Policy&Procedures. I am sure it could use a bit of G. Notification cleaning up ---------------------------------------------------------------------------------------------------- Formatted:Numbered+Level:1+Numbering Style:1,2, 1. Per RCW 42.56.540.the Public Records Officer may send a third-party notice to specific 3,...+Start at:1+Alignment:Left+Aligned at: 0.25"+ individuals to notify them that their name appears in or is the subject of a responsive record. Indent at: 0.5" These individuals may seek a court order(injunction)to prevent or limit the disclosure of the Formatted:Font:(Default)Anal records. Formatted:List Paragraph,Numbered+Level:1+ Numbering Style:1,2,3,...+Start at:1+Alignment:Left+ 2. Jndividuals will have no less than 7 business days to notify the Public Records Officer of their Aligned at: 0.25"+Indent at: 0.5" intent to seek injunction. / Formatted:Font:(Default)Anal Formatted:List Paragraph,Numbered+Level:1+ 3. Notification will indude_ ______________________ `_,' Numbering Style:1,2,3,...+Start at:1+Alignment:Left+ a. Cover letter, Aligned at: 0.25"+Indent at: 0.5" b. .Copy of the original request: Formatted:Font:(Default)Arial MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 5 of 11 c. .Copy of the applicable Statue'and Formatted:Font:(Default)Anal ------------------------------------ d. All responsive records applicable to the addressee of the notification in the format in _ _-_-_ Formatted:Font:(Default)Arial which they will be released to the requestor. Formatted 4. All records regarding an investigation are exempt from public disclosure while the investigation is_••_,-- Formatted:Font:(Default)Arial ongoing. Complainants,other accusers,and witnesses must be informed that their identities will Formatted:List Paragraph,Numbered+Level:1+ be redacted from investigation records(including the investigation report)unless they consent to Numbering Style:1,2,3,...+Start at:1+Alignment:�ft, disclosure. The names of complainants,other accusers,and witnesses must be redacted from Aligned at: 0.25"+Indent at: 0.5" investigation records(including the investigation report)unless there was consent to disclosure. '- --- ----- ----- - - ------- ---- - --- --- ---- ---- - -- - -- ---- ----- --- --- ------ - - Formatted:Font:lO pt 6H.JExemptionSl -- Commented[MS13]:As an appendix item,would it be --------------------------------------------------------------- --------------- beneficial to provide a list of exemptions for the public?I know the 1. When denying or redacting a public record,the fficer shall exemptions are subject to changetupdate,we could put a note that provide the requestor with an index showing the title of the record,the author,recipient,date, reference to the statute must be made to ensure it has not been number of pages,exemption authority and brief explanation for withholding. changed.Both Federal way and Des Moines have this added. Commented[DZ14R13]:I'm ok with an appendix;will default 2. If a request concerns any of the following topics,theIi�Public reser�s Records efficeFOfficer to Tim Whitehead on this.For my clarification—Gov QA creates should closely examine the applicable statutes that may prohibit or restrict access and shall this redaction log,correct9 consult with the Prosecuting Attorney prior to responding to the public records request. This list is Commented[MS15R13]:GovQA will create the redaction log not exhaustive and other exemptions may exist: but I believe that we can add in a default list ofour most common a. Job application materials; redactions. b. Residential addresses and personal phone numbers or email addresses of employees and volunteers; c. Personnel files of current and retired employees and volunteers; d. Taxpayer information that is private; e. Investigative records compiled by law enforcement,probation officers,and code enforcement officers; f. Identity of witness to a crime or persons who file complaints with investigation and law enforcement agencies including the Sheriff,Prosecuting Attorney,and code enforcement officers; g. Test questions,scoring keys,or information for employment examinations; h. Real estate appraisals made for an agency relative to the acquisition or sale of property; i. Valuable designs,formulae,drawings,and research data; j. Preliminary drafts,notes,or recommendations in which opinions are expressed as part of the deliberative process; k. Attorney work product pertaining to pending,threatened,or completed litigation; I. Attorney—client privileged communications; m. Complaints and investigative records compiled in connection with claims of discrimination in employment; n. Credit card numbers; o. Medical records and information; p. Information pertaining to victims of crime; q. Information regarding organized crime; r. Traffic accident reports prepared by citizens; s. Industrial insurance claim files and records;and t. Identity of child victims of sexual assault. Ali.Fees 1. No fee will be charged for the inspection of a public record. No fee will be charged for locating public records and making them available for inspection or copying. 2. No fee will be charged for searching for public records,redacting portions of the record that are exempt from disclosure,or preparing an index of exempt documents. 3_It is within the discretion of the plPublic feserdsRecords e#ceFOfficer to waive Gepying copying fees when:.----------------------------------------------------- ------ Formatted:Font:(Default)Arial MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 6 of 11 p._(+}aAll of the records responsive to an entire request are paper copies only and are twenty-five or fewer pages;or 3-b.Eii)-aAll of the records responsive to an entire request are electronic and can be provided •------ Formatted in a single email with attachments of a size totaling no more than the equivalent of 100 printed pages.If that email for any reason is not deliverable,records will be provided through another means of deliver,and the feyuestef-reauestor will be charged in accordance with this rule. 4. A reasonable fee shall be charged to reimburse Mason County for the cost of delivering copies of public records to a requestor,including the cost of packaging and postage or delivery service. 5. The pub!WEu lic fesergs-Records eff♦ser-Officer may,at heir discretion,send records to a private copy service for copying,in which case the fee shall be the actual charge imposed for copying,plus applicable taxes and shipping costs. 6. All required fees must be paid in advance of the release of the copies or an installment of copies, or in advance of when a deposit is required. Mason County will notify the fequester-Mg estor of when the payment is due. The County prefers not to receive cash. For cash payments,it is within the publiGPublic feserds-Records effiseF's-Officers discretion to determine the denomination of bills and coins that will be accepted.if paying by GheGk,make the rherk payable All checks must be made payable to"Mason County Treasurer". 7_Pursuant to RCW 42.56.120(2)(b),Mason County is not calculating all actual costs for copying records because to do so would be unduly burdensome for the following reasons:......_---------------- Formatted:Font:(Default)nriai a_(+}Mason County does not have the resources to conduct a study to determine all its actual copying costs; b_E to To conduct such a study would interfere with other essential agency functions;and -7 c.#k thfeug;-jbMuah the 2017 legislative process,the public and fequesters-reauestors Formatted have commented on and been informed of authorized fees and costs,including for electronic records,provided in RCW 42.56.120(2)(b)and(c),(3)and(4). 8. The fee for searching for records,research,and/or providing a copy of a public record is pursuant to the default fees in RCW 42.56.120(2)(b)and(c).Mason County will charge for customized services pursuant to RCW 42.56.120(3)._Under RCW 42.56.130,the County may charge other copy fees authorized by statutes outside of chapter 42.56 RCW. Mason County may enter into an alternative fee agreement with a requestef-reauestor under RCW 42.56.120(4)._The County shall take reasonable steps to provide the records in the most efficient manner available to the County in its normal operations. The charges for copying methods used by Mason County are summarized in the fee schedule available on the County website at I]Ms://masoncoun a. ov _-_Otherwise,the following fee schedule shall --- Formatted:Font:(Default)Arias apply: MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 7 of 11 8.5"by 14"or smaller black&white copies $0.15 per page Oversized or color copies $1.00 per page Greenbar computer printouts $1.00 per page All items sent to private copy service Actual charge Audio recordings or electronic records saved to a compact disc $5.00 feFeaek�/compact disc Postage and boxes Actual charge Fax(8.5"by 11"only) $1.00 per page Envelopes $0.50 each $0.05 for every four electronic files Electronic records sent by e-mail or attachments,or$.1 G-W /gigabyte Paper records converted to PDF $0.10-peF/page Transmission of records in electronic format $0.10/gigabyte Redaction costs for body-worn video footage `current salary rate per minute *This fee is for actual time to redact body-wom camera video footage for reguestors who are individuals not directly involved in the incident or their attorney. •------ Formatted:indent:First line: 0.5' 9. The may require a deposit in as the amount of ten percent 1( 0%)of the estimated fees when copying fees for an installment or an entire request or customized service charge;exceeds twenty-five deNars 25.00. If the pi bWRublic reserds Records efficeFOfficer responds to a request on a partial or installment basis,the Fequester requestor shall be charged for each part or installment Fespendingin response to the request._No sales tax will be charged. 10. Failure to Pay2ay: a. If a requestor fails to pay a deposit,if FequiFedthe reauired deposit,the public records request is deemed complete without further action,or- b. If a requestor fails to pay for records provided,the requestor will be required to pay the outstanding obligation in full prior to any other records requests being entenainedfulfilled. IJ. Protection of Public Records 1. The pPublic FeseFds Records eseFOfficer shall,to the extent practicable,ensure that records requested are not removed from the premises nor misplaced or misfiled by members of the public during inspections. Original records shall not be released to the public for the purpose of allowing the person making the request to make copies. 2. No public records shall be filed or retained at any location other than County property. Any public record that is prepared at an off-site location shall be promptly delivered to the County for filing. 3. No member of the public may remove an original document from any office. The FegaesteF requestor shall indicate which documents they wish to have copied. JK.Searching Public Records—Backup and Security Copies 1. In order to prevent excessive interference with essential functions of the County,the County shall not search backup or security systems for copies of public records when the originals of such records have been identified,located,and are available for inspection and/or copying. 2. Access to public records does not include access to County computer systems or terminals except for those terminals,if any,which may-beare specifically designated for public use. MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 8 of 11 KL. Review of denials of public recordsirequests� -------------------------------------------------------- Commented[MS16]:This is per wAc44-14-osoanaRcw . 1 Any person who objects to the initial denial partial denial reasonable charges or reasonable 42 56.550. time estimate to produce copies of a request for public records may petition in writing,including email to the Public Records Officer for a review of that decision. The petition shall include a copy of or reasonably identify the written statement by the Public Records Officer denying the request. 2 The Public Records Officer shall promptly provide the petition and any other relevant information to the Prosecuting Attorney/Prosecuting Attorney's designee. That person will immediately consider the petition and either affirm or reverse the denial within two(2)business days following the County's receipt of the petition or within such other time as the County and the requestor mutually agree to. 3. Any individual may obtain court review of the denial,partial denial,reasonable charges,or reasonable time estimate to produce copies of a request pursuant to RCW 42.56.550 at the conclusion of two(2)business days after the initial denial regardless of any internal administrative appeal. ------------------------------------------------------------------------------------------------------ Formatted:Not Highlight .... — pequestfeF pqbIiG the GIGGUFe publd GOP of pub Formatted:Highlight _ -- -- Commented[DZ17]:I think there is case law that changed this process Commented[MS181117]:This will be removed and cleaned other peFsen who Fespended to the request. The PFGseGUting Attorney Gr designee VAI up. Formatted:Highlight cen ..eaee the, nt ea the,., tr: ee pequest ter re.ae et the antien designee has made a-wpi#en deG 6 OR,or until the dese-of the-secend business day fellewing awurs first- 'be brought .d before the administrative e 'e et a utin this section have been exhausted by th pa Fty ekiRg the r errl 6M. Electronic Records Mason County produces and maintains electronic records to maximize efficiency in fulfilling its basic public service functions. Many electronic records are public records subject to disclosure under the Public Records Act. 1. At the option of the4i�Public recerdsRecords effiieerOfficer,electronic records may be printed and provided in paper format. If an electronic record is not capable of being printed in an understandable format,or if the fequesteFreguestor prefers the electronic record in electronic format,then the electronic record will be provided in the native format in which the record is maintained by the County. 2. The pubkG-Rublic Feserds-Records officer Officer does not have an obligation to convert an electronic record to a digital format that is different than the format maintained by the County. 3. If a requesteFreguestor seeks an electronic record in an electronic format that contains exempt information,the pub4--?ublic f-�Rgcords 99wer-Officer may redact the exempt information by creating a new electronic record without the exempt information, If the req ester-reguestor seeks an electronic record in its native MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 9 of 11 electronic format that contains exempt information,the fequesteF- estor may be responsible for the actual costs associated with customized access. 4. Paper records that are not available in electronic format may be converted to an electronic format by request. The fequester-eauestor will be responsible for applicable scanning fees. 5. Fes_ __ _ _ _______ _IaF la ge_____________________________________________ ______ Commented[MS19]:This is no longerreleventduet,G,vQA MN.Index of Records Not Maintained For the reasons stated in Resolution 44-08,incorporated herein as"Exhibit B°,Mason County finds that it would be unduly burdensome to maintain an index of records. NO. Retention and Destruction of Public Records The Washington State Archivist has developed retention schedules for many categories of local government. Records of the County should be retained and destroyed consistent with these retention schedules. Copies of the retention schedules are available from the Archives and Records Management of the Office of the Secretary of State and online at https://www.sos.wa.pov/. If a public records request is made at a time when a record exists,but is scheduled for destruction in the near future,the Public Records Officer shall direct that the record be retained until the request is feseivedcomplete. AP.Other Consideration9l-------------------------------------------------------------------------------------------- Commented[MS20]:Should this beat the beginningofthe 1. "Public Record"means any writing containing information relating to the conduct of government policy since it defines Public Records,etc.? or the performance of any governmental or proprietary function prepared,owned,used or retained by the county regardless of physical form or characteristics. Records created or received by employees using privately owned devices only qualify as public record if the employee was acting within the scope of employment when the record was created or received, or when the record is subsequently used for a County purpose. Mason County strongly discourages employees from using personal devices when conducting business. If an employee does use a personal device for County business,the employee shall surrender their device to the County for inspection. 2. A Wibli-- up blic Resefds-records request only applies to records that exist at the time of the request. Requestors cannot make"standing"requests. 3. When the same requestor simultaneously submits multiple,separate requests or makes one or more additional requests when previous requests are open,staff may queue the requests in the order in which they were received. Staff is not required to work on in-additional requests until the initial requestjs)are completed and closed. 4. Automatically generated(bot)requests received from the same requestor within a 24-hour period may alse-be denied if the requests cause excessive interference with the other essential functions of the County. 5. If a request is for all or substantially all records of an office or department of Mason County that is not relating to a particular topic,the request can be denied. �Q.�raFnin - _--------------------------------------------------------------------------------------.--- Commented EMS211:This is covered on page 2. MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 10 of 11 Formatted: No bullets or numbering assuming duties. A rafrpghpr PRA training 76 aloe• red a n.fGUF ,enro MASON COUNTY PUBLIC RECORDS POLICY 2021 Page 11 of 11 MASON COUNTY BRIEFING ITEM SUMMARY FORM To: Board of Mason County Commissioners From: Tammi Wright Department: Emergency Management Ext: 800 Briefing Date: January 10, 2022 Previous Briefing Dates: If this is a follow-up briefing, please provide only new information Internal Review (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other— please explain Item FY21 — Emergency Management Performance Grant (EMPG) — ARPA contract E22-205 approval. Executive Summary: (If applicable, please include available options and potential solutions) This grant originates from the US Department of Homeland Security to Washington State Military Department to State EMD then to us at the county level. The purpose of the FY2021 EMPG American Rescue Plan Act (ARPA) program is to provide US Dept. of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) federal award funds to states to assist state, local, territorial, and tribal governments in preparing for all hazards through sustainment and enhancement of those programs as described in our workplan (continue countywide Continuity Planning). The 2021 EMPG- ARPA grant amount is $14,205. The grant time period runs from August 30, 2021 through December 31, 2022. There is a 50% match to the grant, which comes from the 2022 DEM salaries and supplies budget lines. The grant paperwork is being reviewed by the Mason County Prosecuting Attorney's Office for its form. Budget Impact: DEM Budget Revenue $14,205 for fiscal year (FY) 2022. Recommended/Reg uested Action: Approval to sign the FY21 EMPG — ARPA Contract No. E22-205 (pending review by Asst. PA, Tim Whitehead). Attachments: FY21 EMPG-ARPA grant contract E22-205 face sheet Washington State Military Department EMERGENCY MANAGEMENT PERFORMANCE GRANT AMERICAN RESCUE PLAN ACT AGREEMENT FACE SHEET 1.Subrecipient Name and Address: 2. Grant Agreement Amount: 3,Grant Agreement Number: County of Mason $14,206 E22-206 Division of Emergency Management(DEM) 100 W Public Works Drive Shelton,WA 98584-9714 4. Subrecipient Contact, phone/emall: 5.Grant Agreement Start Date: 6.Grant Agreement End Date: Tammi Wright,360-427-9670 x800 June 1,2021 December 31,2022 tam miw co.mason.wa.us 7. Department Contact, phone/email: 8. Data Universal Numbering System(DUNS): 9. UBI#(state revenue): John Holiingsworth,253-612-7044 069580761 232-002-101 john.hollingsworth@mil.wa.gov 10. Funding Authority: Washington State Military Department(the"DEPARTMENT")and the U.S. Department of Homeland Security DHS) 11. Federal Award ID#(FAIN): 12. Federal Award Date: 13. Assistance Listings#(formerly CFDA)&Title: EMS-2021-EP-00008-S01 08/30/2021 1 97.042 21EMPG-ARPA 14.Total Federal Amount: 15. Program Index#&OBJ/SUB-0BJ: 16, EIN: $2,136 034 713PA NZ 1 91-6001354 17.Service Districts: 18. Service Area by County(ies): 19.Wornen/Minority-Owned,State (BY LEGISLATIVE DISTRICT): 35 Mason Certified: ® N/A ❑ NO BY CONGRESSIONAL DISTRICT): 6, 10 ❑ YES,OMWBE# 20.Agreement Classification: 21, Contract Type(check all that apply): ❑ Personal Services ❑ Client Services ® Public/Local Gov't ❑ Contract © Grant ® Agreement ❑ Research/Development ❑ A/E ❑ Other ❑ Intergovernmental RCW 39.34) ❑ Interagency 22.Subrecipient Selection Process: 23.Subrecipient Type(check all that apply): ® "To all who apply&qualify" ❑ Competitive Bidding ❑ Private Organization/Individual ❑ For-Profit ❑ Sole Source ❑ A/E RCW ❑ N/A ® Public Organization/Jurisdiction ❑ Non-Profit ❑ Filed w/OFM? ❑ Advertised?❑ YES ❑ NO ❑ CONTRACTOR ® SUBRECIPIENT ❑ OTHER 24.PURPOSE& DESCRIPTION: The purpose of the Fiscal Year(FY) 2021 Emergency Management Performance Grant American Rescue Plan Act(21EMPG- ARPA) program is to provide U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) Federal award funds to states to assist state, local, territorial, and tribal governments in preparing for all hazards through sustainment and enhancement of those programs as described in the Work Plan. The Department is the Recipient and Pass-through Entity of the 21 EMPG-ARPA OHS Award Letter for Grant No.EMS-2021-EP- 00008S01,which Is Incorporated in and attached hereto as Attachment and has made a subaward of Federal award funds to the Subrecipient pursuant to this Agreement.The Subrecipient is accountable to the Department for use of Federal award funds provided under this Agreement and the associated matching funds. IN WITNESS WHEREOF,the Department and Subrecipient acknowledge and accept the terms of this Agreement, including all referenced Attachments which are hereby incorporated In and made a part hereof, and have executed this Agreement as of the date below. This Agreement Face Sheet;Special Terms&Conditions(Attachment A);General Terms and Conditions(Attachment B);21 EMPG-ARPA Award Letter EMS-2021-EP-00008-S01 (Attachment C);Work Plan(Attachment D);Timeline(Attachment E);Budget(Attachment F);and all other documents expressly referenced and incorporated herein contain all the terms and conditions agreed upon by the parties and govern the rights and obligations of the parties to this Agreement. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. In the event of an inconsistency in this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: 1. Applicable Federal and State Statutes and Regulations 4. Special Terms and Conditions 2. DHS/FEMA Award and program documents 5. General Terms and Conditions,and, 3. Work Plan,Timeline,and Budget 6. Other provisions of the Agreement incorporated by reference WHEREAS,the parties hereto have executed this Agreement on the day and year last specified below. FOR THE DEPARTMENT: FOR THE SUBRECIPIENT: Signature Date Signature Date Regan Anne Hesse, Chief Financial Officer Jennifer Beierle, Budget Manager Washington State Military Department Mason County BOILERPLATE APPROVED AS TO FORM: APPROVED AS TO FORM (if applicable): Dawn C. Cortez [August 10,2021] Assistant Attorney General Subreci ient's Legal Review Date DHS-FEMA-EMPG-ARPA-FY21 Page 1 of 34 Mason County DEM, E22-205 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: January 10, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain Audit Committee ITEM: Permission to advertise and hire for retiring Financial Analyst EXECUTIVE SUMMARY: Kelly Bergh, Financial Analyst with Support Services, has given notice that she will retire from the County as of March 18th of 2022. Kelly does a multitude of duties to keep the County running smoothly to include: payroll, payables, project accounting, internal allocation & IT rate collections, credit card administration, budget amendments/transfers, and grant management to name a few. To help ensure a smooth transition, we are asking permission to advertise and hire for this position immediately. BUDGET IMPACT: Approximately up to $10k if we are able to hire before March 18th, otherwise none PUBLIC OUTREACH: RECOMMENDED OR REQUESTED ACTION: Permission from the Board of Mason County Commissioners to advertise and hire for a Financial Analyst ATTACHMENTS: Briefing Summary 1/4/2022 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: January 10, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other — please explain Audit Committee ITEM: Permission for the Chair to sign the FEMA Applicant Agent Designation Letter and the Board to sign the FEMA Signature Authorization forms for three FEMA disaster declarations: 4253-DR-WA 2015 & 4418-DR-WA 2018 Severe Winter Storms, &4481-DR-WA 2020 COVID- 19 Pandemic EXECUTIVE SUMMARY: FEMA requires an Applicant Agent and alternate for each agency and Mason County needs to update its signature authority. FEMA requires three forms be filled out for each disaster: • Applicant Agent Designation Form • Applicant Agent Designation Letter • Signature Authorization It is suggested that the Applicant Agent for Mason County be Mark Neary, and the two alternates be Tammi Wright and Jennifer Beierle. FEMA requires the highest authority in the agency to sign the Applicant Agency Designation Letter and Signature Authorization forms. BUDGET IMPACT: None PUBLIC OUTREACH: N/A RECOMMENDED OR REQUESTED ACTION: Permission for the Chair to sign the FEMA Applicant Agent Designation Letter and the FEMA Signature Authorization for three FEMA disaster declarations. ATTACHMENTS: Applicant Agent Designation Forms Applicant Agent Designation Letters Signature Authorizations Briefmg Summary 1/5/2022 AMENDED APPLICANT AGENT DESIGNATION Application Identifier: State Number: D16-734 Disaster Number: 4253-DR-WA FEMA Application Number: 045-99045-00 Legal Applicant Recipient: Applicant's Name• Mason County Street Address: 100 W Public Works Dr. Mailing Address: Same as street County: Mason City: Shelton State: WA Zip Code: 98584 Applicant Agent: Phone Numbers: Name: Mark Neary Work (360) 427-9670 x530 Title: County Administrator Fax (360) 427-8437 E-Mail Address mneary@masoncountywa.gov Signature: Date: Applicant Alternate Agent: Phone Numbers: Name: Tammi Wright Work (360) 427-9670 x800 Title: Sr. Emergency Mgnt Coordinator Fax (360) 427-7756 E-Mail Address tammiw@masoncountywa.gov Signature: Date: Applicant Alternate Agent: Phone Numbers: Name: Jennifer Beierle Work (360) 427-9670 x532 Title: Budget & Finance Manager Fax (360) 427-8437 E-Mail Address jb@masoncountywa.gov Signature: Date: Revised 05/06 January 18, 2022 Gerard Urbas Washington Military Department Emergency Management Division MS: TA-20 Building 20-B Camp Murray, WA 98430-5122 Re: Designated Applicant Agent Dear Mr. Urbas: The purpose of this letter is to designate Mark Neary, County Administrator as the Applicant Agent, Tammi Wright, Senior Emergency Management Coordinator, and Jennifer Beierle, Budget & Finance Manager, as the Alternate authorized representatives for Mason County for the 4253-DR-WA December 2015 Severe Storms, Straight-line Winds, Flooding, Landslides, Mudslides, and a Tornado Event Declaration. The purpose of this designation as the authorized representatives is to obtain federal and/or state emergency or major disaster assistance funds. These representatives are authorized on behalf of Mason County to execute all contracts, certify completion of projects, request payments, and prepare all required documentation for funding requirements. Sincerely, Commissioner Chair Mason County SIGNATURE AUTHORIZATION FORM WASHINGTON STATE MILITARY DEPARTMENT Camp Murray, Washington 98430-5122 Please read instructions on reverse side before completing this form. NAME OF ORGANIZATION DATE SUBMITTED Mason County PROJECT DESCRIPTION CONTRACT NUMBER D 16-734 Public Assistance Program, Disaster 4253 -DR-WA 1. AUTHORIZING AUTHORITY SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE Randy Neatherlin Commissioner, Term expires 2024 Kevin Shutty Commissioner, Term expires 2024 Sharon Trask Commissioner, Term expires 2022 2. OTHER INDIVIDUALS AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS SIGNATURE PRINT OR TYPE NAME TITLE Mark Neary County Administrator Tammi Wright Senior Emergency Management Coordinator Jennifer Beierle Budget & Finance Manager SIGNAUTH—PA,Revised 11/09 AMENDED APPLICANT AGENT DESIGNATION Application Identifier: State Number: D19-134 Disaster Number: 4418-DR-WA FEMA Application Number: 045-99045-00 Legal Applicant Recipient: Applicant's Name• Mason County Street Address: 100 W Public Works Dr. Mailing Address: Same as street County: Mason City: Shelton State: WA Zip Code: 98584 Applicant Agent: Phone Numbers: Name: Mark Neary Work (360) 427-9670 x530 Title: County Administrator Fax (360) 427-8437 E-Mail Address mneary@masoncountywa.gov Signature: Date: Applicant Alternate Agent: Phone Numbers: Name: Tammi Wright Work (360) 427-9670 x800 Title: Sr. Emergency Mgnt Coordinator Fax (360) 427-7756 E-Mail Address tammiw@masoncountywa.gov Signature: Date: Applicant Alternate Agent: Phone Numbers: Name: Jennifer Beierle Work (360) 427-9670 x532 Title: Budget & Finance Manager Fax (360) 427-8437 E-Mail Address jb@masoncountywa.gov Signature: Date: Revised 05/06 January 18, 2022 Gerard Urbas Washington Military Department Emergency Management Division MS: TA-20 Building 20-B Camp Murray, WA 98430-5122 Re: Designated Applicant Agent Dear Mr. Urbas: The purpose of this letter is to designate Mark Neary, County Administrator as the Applicant Agent, Tammi Wright, Senior Emergency Management Coordinator, and Jennifer Beierle, Budget & Finance Manager, as the Alternate authorized representatives for Mason County for the 4418-DR-WA December 2018 Severe Storms, Straight-line Winds, Flooding, Landslides, Mudslides, and a Tornado Event Declaration. The purpose of this designation as the authorized representatives is to obtain federal and/or state emergency or major disaster assistance funds. These representatives are authorized on behalf of Mason County to execute all contracts, certify completion of projects, request payments, and prepare all required documentation for funding requirements. Sincerely, Commissioner Chair Mason County SIGNATURE AUTHORIZATION FORM [F WASHINGTON STATE MILITARY DEPARTMENT Camp Murray, Washington 98430-5122 Please read instructions on reverse side before completing this form. NAME OF ORGANIZATION :jDATES` UBMITTED Mason County PROJECT DESCRIPTION CONTRACT NUMBER D19-134 Public Assistance Program, Disaster 4418 -DR-WA 1. AUTHORIZING AUTHORITY SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE Randy Neatherlin Commissioner, Term expires 2024 Kevin Shutty Commissioner, Term expires 2024 Sharon Trask Commissioner, Term expires 2022 2. OTHER INDIVIDUALS AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS :1:1 SIGNATURE 7Neary R TYPE NAME T7Management Mar County Adminis Tammi Wright Senior Emerge Coordinator Jennifer Beierle Budget & Finance Manager SIGNAUTH—PA,Revised 11/09 AMENDED APPLICANT AGENT DESIGNATION Application Identifier: State Number: D20-201 Disaster Number: 4481-DR-WA FEMA Application Number: 045-99045-00 Legal Applicant Recipient: Applicant's Name: Mason County Street Address: 100 W Public Works Dr. Mailing Address: Same as street County: Mason City: Shelton State: WA Zip Code: 98584 Applicant Agent: Phone Numbers: Name: Mark Neary Work (360) 427-9670 x530 Title: County Administrator Fax (360) 427-8437 E-Mail Address mneary@masoncountywa.gov Signature: Date: Applicant Alternate Agent: Phone Numbers: Name: Tammi Wright Work (360) 427-9670 x800 Title: Sr. Emergency Mgnt Coordinator Fax (360) 427-7756 E-Mail Address tammiw@masoncountywa.gov Signature: Date: Applicant Alternate Agent: Phone Numbers: Name: Jennifer Beierle Work (360) 427-9670 x532 Title: Budget & Finance Manager Fax (360) 427-8437 E-Mail Address jb@masoncountywa.gov Signature: Date: Revised 05/06 ■I ti. January 18, 2022 Gerard Urbas Washington Military Department Emergency Management Division MS: TA-20 Building 20-B Camp Murray, WA 98430-5122 Re: Designated Applicant Agent Dear Mr. Urbas: The purpose of this letter is to designate Mark Neary, County Administrator as the Applicant Agent, Tammi Wright, Senior Emergency Management Coordinator, and Jennifer Beierle, Budget & Finance Manager, as the Alternate authorized representatives for Mason County for the 4481-DR-WA 2020 COVID 19 Pandemic Disaster Declaration. The purpose of this designation as the authorized representatives is to obtain federal and/or state emergency or major disaster assistance funds. These representatives are authorized on behalf of Mason County to execute all contracts, certify completion of projects, request payments, and prepare all required documentation for funding requirements. Sincerely, Commissioner Chair Mason County SIGNATURE AUTHORIZATION FORM WASHINGTON STATE MILITARY DEPARTMENT Camp Murray, Washington 98430-5122 Please read instructions on reverse side before completing this form. NAME OF ORGANIZATION DATE SUBMITTED Mason County PROJECT DESCRIPTION CONTRACT NUMBER D20-201 Public Assistance Program, Disaster 4481 -DR-WA 1. AUTHORIZING AUTHORITY SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE Randy Neatherlin Commissioner, Term expires 2024 Kevin Shutty Commissioner, Term expires 2024 Sharon Trask Commissioner, Term expires 2022 2. OTHER INDIVIDUALS AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS SIGNATURE PRINT OR TYPE NAME TITLE Mark Neary County Administrator Tammi Wright Senior Emergency Management Coordinator Jennifer Beierle Budget & Finance Manager SIGNAUTH—PA,Revised 11/09 NEWS RELEASE January 6, 2022 MASON COUNTY COMMISSIONERS' OFFICE 411 N 5TH ST,BLDG 1, SHELTON,WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE,NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Belfair Sewer Public Hearing Mason County is rescheduling the Belfair Sewer Public Hearing from Monday, January 10, 2022 at 6:00 p.m. to Monday, January 31, 2022 at 6:00 p.m. during a Special Meeting via Zoom. This Public Hearing is to present information on the proposed Belfair sewer extension. Staff will present information describing the proposed project, project funding options, and the history of the Belfair sewer/water reclamation facility. The Public Hearing will be held viz Zoom and questions and comments from the public are welcome. The URL will be available on the Mason County website at www.masoncounbma.go. There you will be able to sign in to the meeting and use the"raise hand" feature to be recognized by the Chair to ask questions, share concerns, and provide testimony. Questions and comments are encouraged to be emailed ahead of the hearing to msmith(a)masoncountywa.gov; mailed to the Commissioner's Office at 411 North 5t` Street, Shelton, WA 98584; or call (360) 427-9670 ext. 230. If special accommodations are needed, please contact the Commissioner's Office at (360) 427-9670 ext. 419. MASON COUNTY ADMINISTRATOR Mark Neary, County Administrator ofSF (" 0Q ` Leadership Breakfast Shelton City Council — Mason County Commission — Port of Shelton Commission Meeting Agenda January 28, 2022 9:00 a.m. to 11.00 a.m. The Ridge Motorsports Park 1. Call to Order 10 Minutes. Welcome and Purpose Jeff Niten, Mark Neary and Wendy Smith 2. Introduction of Agenda Items 25 Minutes. A. Annexation blueprint/MOU/ILA: Discussion regarding annexation blueprint and timing, application of common development standards within the Urban Growth Area. 25 Minutes. B. Economic Development opportunities: Open discussion about opportunities and how we can support each other. 25 Minutes. C. Sewer capacity expansion: Outline of concept to expand capacity at the satellite treatment plant to support job growth. 25 Minutes. D. Land exchanges: Discussions about potential land exchanges to support additional capacity for sanitary sewer, protection of economic development assets (airport) and potential for jail facilities to support community safety. 25 Minutes. 3. Closing Comment 10 Minutes. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen DEPARTMENT: Planning EXT: 286 BRIEFING DATE: January 10, 2022 PREVIOUS BRIEFING DATES: June 28, July 12, September 13 & 20, December 20, 2021 and January 3, 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal X Other: Public Works ITEM: Planned Action EIS for Belfair; proposed mailing, budget amendment and setting date for public hearing. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Mason County Community Development and BERK Consultant Team have prepared a Planned Action EIS for Belfair including a Planned Action Ordinance and amendments to the Belfair UGA Plan and Development Regulations. The Planning Advisory Commission recommended the Alternative 3 Hybrid as the Preferred Alternative to the BOCC at their special meeting on December 6, 2021. Staff and the consultant team briefed the BOCC on the Alternatives and the draft amendments on January 3, 2022. This briefing is to discuss the proposed mailing to Belfair property owners and budget amendment, as well as discuss the proposed schedule to finalizing the EIS and setting the public hearing. Proposed Schedule 1/18/2022: Action Agenda for approval of budget amendment to BERK contract 1/18/2022: Action Agenda to set Public Hearing on February 15, 2022 to approve PAO/Amendments 1/31/2022: Send mailer to all properly owners in Belfair 2/3/2022: Issue Final EIS 2/7/2022: Optional briefing with BERK team to discuss any remaining issues prior to public hearing 2/15/2022: Public Hearing on the PAO, UGA Plan and Development Regulation amendments BUDGET IMPACT: Estimated around $10,000. RECOMMENDED OR REQUESTED ACTION: Discussion of a mailer to all Belfair property owners. Place on the January 18, 2022 Action Agenda: • Budget amendment to the BERK contract • Set a public hearing date on February 15, 2022 ATTACHMENTS: None Briefing Summary 1/5/2022 Attachment B MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Lydia Buchheit DEPARTMENT: Community Services EXT: 404 BRIEFING DATE: 1/10/22 PREVIOUS BRIEFING DATES: 7/26/2021 If this is a follow-up briefing, please provide only new information ITEM: Mason County Behavioral Health and Recovery Support Transportation Pilot Program EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): This transportation program will be set up to transport folks to services such as inpatient, detox, medical appointments, bus stations, UA's, jail re-entry, court dates and all other recovery support services necessary for health and wellness. Transportation would be for services both in and out of Mason County. Program sustainability will be assessed after year one and multiple resources will be considered to support the program long-term. BUDGET IMPACTS: Treatment Sales Tax- 1st year- $80,000 2"d year- $70,000 Total Ask- $150,00 PUBLIC OUTREACH: (Include any legal requirements, direct notice, website, community meetings, etc.) None RECOMMENDED OR REQUESTED ACTION: Offer sub-contracts to The Patty Wagon and Gethsemane Ministries ATTACHMENTS: none Briefing Summary 1/5/2022 MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING January 10,2022 Briefing Items • Set hearing for February 15,2022 at 9:15am to consider amending the PUD 1 Franchise Agreement to include fiber construction, operation and maintenance in County rights-of- way- Discussion Items Commissioner Follow-Up Items Upcoming Calendar/Action Items Attendees- Commissioners: Public Works: Other Dept. Staff: Public: _Randy Neatherlin _Loretta Swanson _Kevin Shutty _Mike Collins _Sharon Trask _Richard Dickinson Other(list below): MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Mike Collins, PE, PLS, Deputy Director/ County Engineer Action Agenda DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: January 10, 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources X Legal ❑ Information Technology ❑ Other — please explain ITEM: Mason County PUD No. 1 Franchise Agreement Amendment — Set Hearing BACKGROUND: Public Works has received a request from Mason County PUD No. 1 to amend their Franchise agreement with the County to include their fiber optic Communication construction, operation and maintenance. The franchise will cover all county roads in the PUD's service area. BUDGET IMPACT: An amendment to a Franchise Agreement requires the applicant to pay a $250 fee. PUBLIC OUTREACH: The public will be notified through the normal public hearing notice process. RECOMMENDED ACTION: Recommend the Board set a hearing for Tuesday, February 15, 2022 to consider approving the amendment to allow Mason County PUD No. 1 to construct, operate and maintain their fiber optic communication in the county rights-of way. ATTACHMENTS: 1. Amendment 2. Notice Utility Franchise Amendment Under a Utility Franchise Agreement(Agreement)between Mason County PUD No. 1 (Operator); dated, January 7, 2020, County Auditor Recording No. 2124389 and Mason County (County), is amended as follows: 1. February , 2022,the Operator was granted permission by the County to construct, operate and maintain Fiber Optic Communication within all county roads, right of way and real property in Mason County. 2. The person authorized to act for and on behalf of applicant for this agreement is Kristin Masteller. 3. All other terms and conditions of the Agreement will remain unchanged. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Approved: Mike Collins, PLS, PE, Kevin Shutty, Chair County Engineer Sharon Trask,Vice Chair Randy Neatherlin, Commissioner Operator: Mason County PUD No. 1 By: Title: NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a live stream public hearing at http://masonwebtv.com/on Tuesday,February 15, 2022 at 9:15am. SAID HEARING will be to consider amending the franchise agreement with Mason County PUD No. 1 granting permission to construct, operate and maintain their fiber optic communications within the Mason County rights-of-way. Pursuant to Proclamation by the Governor 20-28.14, in-person attendance to Commission meetings is temporarily restricted and during this time we will accept public testimony using Zoom. The URL is available on the County website hllps://www.co.mason.wa.us/ to sign into the meeting. Please use the "raise hand" feature to be recognized by the Chair to provide your testimony. You can also email testimony to msmith@co.mason.wa.us or mail to the Commissioner's Office, 411 N 5 h St, Shelton, WA 98584; or call (360)427-9670 ext. 589. If special accommodations are needed, please contact the Commissioners' office, Shelton (360)427-9670 or Belfair(360)275-,ext. 419. DATED this day of January 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON McKenzie Smith, Clerk of the Board Cc: Auditor Clerk of the Board Public Works Applicant Journal-Publ 2t: 1/27/22 &2/3/22(not less than 5 days prior to hearing) Post: 3 public places 15 days before hearing—No later than 1/30/22 (Bill Public Works— 100 W Public Works Drive, Shelton, WA 98584)