HomeMy WebLinkAbout2023/07/10 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION
FOR THE WEEK OF
July 10, 2023
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.
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1854
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of July 10, 2023
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Monday
Noon WA State Association of Counties Zoom Meeting*
Virtual Assembly
*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,July 10, 2023
Commission Chambers
Times are subject to change,depending on the amount of business presented
9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion
10:00 A.M. Executive Session—RCW 42.30.110(1)(i)Potential Litigation
10:30 A.M. Lodging Tax Advisory Committee Interviews
10:45 A.M. Veteran's Advisory Board
11:05 A.M. Support Services—Mark Neary
11:40 A.M. Public Health—Casey Bingham
11:45 A.M. Community Development—Kell Rowen
11:50 A.M. Public Works—Loretta Swanson
Utilities&Waste Management
Commissioner Discussion—as needed
Commission meetings are live streamed at hlW://www.masonwebtv.com/and public commented is
accepted via email msmith@masoncountywa.gov;mail to Commissioners Office,411 N 5'Street, Shelton,
WA 98584;or phone at(360)427-9670 ext.419. If you need to listen to the Commission meeting via
telephone,please provide your telephone number to the Commissioners' office no later than 4 p.m.the
Friday before the meeting. If special accommodations are needed,contact the Commissioners'office at
Shelton(360)427-9670 ext.419
Briefing Agendas are subject to change,please contact the Commissioners' office for the most recent
version.
Last printed 07/06/23 at 4:07 PM
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Mason County Administrator
411 N 5th Street
Shelton, WA 98584
(360) 427-9670 ext. 419
Mason County Commissioner
Briefing Items from County Administrator
July 10, 2023
Specific Items for Review
Mason County Imaging and Destruction of Paper Records(Scan/Toss)policy—Diane Zoren
RCO Parks Maintenance grant application—John Taylor
AOC contract for Blake Reimbursement Funds—Jennifer Beierle
American Rescue Plan Act(ARPA)update—Jennifer Beierle
Community Action Council(CACLMT) subrecipient agreements—Jennifer Beierle
Department of Social and Health Services(DSHS)General Terms and Conditions—Mark Neary
PUD 1 letters of support—Mark Neary
Administrator Updates
Commissioner Discussion
Commissioner calendar updates
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Cami Olson for Diane Zoren Ext. 529
Department: Support Services Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Mason County Imaging and Destruction of Paper Records(Scan/Toss)Policy.
Background/Executive Summary:
The purpose of creating this policy is to outline the requirements Mason County shall meet to lawfully destroy
paper-based source records after they have been converted to a digital format by imaging(scanning). The
requirements and guidelines follow the Washington State Archives destruction authority number for non-
archival paper-based source records as provided by DAN GS50-09-14, approved by the State Archivist on
May 15,2012,in accordance with RCW 40.14.020(6)(a).
Budget Impact(amount, funding source,budget amendment):
N/A
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval of the Resolution adopting the Mason County Imaging and Destruction of Paper Records(Scan and
Toss)Policy.
Attachments
Resolution
Scan and Toss Policy
RESOLUTION NO.
A RESOLUTION ADOPTING A SCAN AND TOSS POLICY
WHEREAS, RCW 40.14, Preservation and Destruction of Public Records defines and
classifies public records and sets out the requirements for maintaining, preserving and destroying
of public records in accordance with State Records Retention Schedules,and defines the functions,
duties and responsibilities of the State Archivist; and
WHEREAS, WAC 434-662, Preservation of Electronic Public Records, provides for the
secure preservation of electronic records for their minimum retention period for present and future
access and/or transfer to the Washington state digital archives for retention so that valuable legal
and historical records of the state may be centralized, made more widely available, and
permanently preserved; and
WHEREAS, WAC 434-663, Imaging Systems, Standards for Accuracy and Durability,
sets out the requirements for imaging source documents and the requirements for maintaining
imaged documents in accordance with the Washington State Archivist Retention schedules; and
WHEREAS, the State Archivist on May 15, 2012, published the Requirements for
Destruction of Non-Archival Paper Records After Imaging (Version 1.1); and
WHEREAS,in the interest of creating efficiencies in the management of its public records,
Mason County wishes to adopt a Scan and Toss Policy in compliance with and meeting the
requirements of RCW 40.14, WAC 434-662, WAC 434-663 and the State Archivist requirements
for imaging and destruction of non-archival records,
NOW, THEREFORE,BE IT RESOLVED,that the Board of County Commissioners of
Mason County hereby adopts the Scan and Toss Policy as shown as "Attachment A".
DATED this of , 2023.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY, WASHINGTON
McKenzie Smith, Clerk of the Board Sharon Trask, Chair
APPROVED AS TO FORM:
Randy Neatherlin, Vice-Chair
Tim Whitehead, Chief Deputy
Prosecuting Attorney Kevin Shutty, Commissioner
Page 1 of 8
Attachment A
MASON COUNTY
IMAGING AND DESTRUCTION OF
PAPER RECORDS (SCAN AND TOSS) POLICY
A. PURPOSE
The purpose of this policy is to outline the requirements Mason County shall meet to lawfully
destroy paper-based source records after they have been converted to a digital format by imaging
(scanning).
& REFERENCES
• Washington State Records Retention Schedules
• RCW 40.14 Preservation and Destruction of Public Records
• WAC Chapter 434-662 Preservation of Electronic Records
• WAC Chapter 434-663 Imaging Systems, Standards for Accuracy and Durability.
C. DEFINITIONS
1. "Archival records"are those public records of state and local government agencies which
are determined by the state archivist as having continuous historical value and must be
permanently preserved and have been or may be transferred to the custody of the State
division of archives after their approved retention has been met.
2. "Lossless compression"recreates a compressed file as an identical match to its original
form. All lossless compression uses techniques to break up a file into smaller segments,
for storage or transmission, that get reassembled later.
3. "Lossy compression"is a technique that does not decompress data back to one hundred
percent(100%) of the original. Lossy methods provide high degrees of compression and
result in smaller compressed files, but there is a certain amount of visual loss when
restored.
D. POLICY
It is the policy of Mason County to comply with state requirements when destroying paper-
based source records after they have been converted to a digital format by imaging
(scanning).
E. PROCEDURE
1. "Scan and Toss" Checklist
a. Departments shall complete the "Scan and Toss" Checklist and retain a digital
copy in their records. The checklist shall be signed by the department head or
designee.
Page 2 of 8
b. If there are questions,please contact the Public Records Coordinator or designee
prior to the destruction of paper records.
2. The disposition authority number(DAN) for NON-ARCHIVAL paper records that have
been scanned and then are to be destroyed is GS50-09-14.
3. Records Eligible for"Scanning and Tossing"
a. Only"NON-ARCHIVAL"records are eligible for early destruction after
scanning.
The County shall use only records retention schedules approved for its use by the
Local Records Committee in accordance with RCW 40.14.070. Current approved
records retention schedules for local government agencies are available on
Washington State Archives' website at www.sos.wa.gov/archives.
4. Scanning Requirements
a. Records SHALL be scanned and verified in a systematic and consistent fashion
that ensures a complete and accurate copy of the source record. Records that are
not completely and accurately captured must not be destroy.
b. Scanning/Imaging Requirements
The County adopts the following quality control procedures and work instructions
to ensure a consistent capture of complete and accurate copies of original records.
All staff with scanning responsibilities shall be trained to ensure that they are
familiar with these requirements and procedures. (Per Washington State archives
—Agencies are not required to use any specific systems, applications, or
scanners)
Specific quality control procedures include:
• Enhancements or other manipulations of the scanned images (such as de-
skew, de-speckle, etc.)to improve the quality of the resulting image.
• Routine use of scanning targets to verify configuration settings.
• Visual comparisons and inspections of each imaged record and source
document, or of selected images and source documents.
• Regular calibration and testing of systems and scanners.
• Periodic checks that the indexing/metadata is accurate and appropriate.
• In instances where a complete and accurate image cannot be obtained and
verified, the source document shall be retained for the entire minimum
retention period(and the image should be labeled or tagged as "best scan
possible").
• In instances where the content of the source document is not completely
legible (faded receipt, coffee stain covering information, etc.), the source
document shall be retained for the entire minimum retention period. If the
image is more legible than the source documents, retention of the source
Page 3 of 8
document is not necessary.
If vendors are doing the imaging, they shall comply with the requirements as
specified in this policy.
5. Formatting Requirements
a. There are some differences between the most commonly used formats. Formats
are subject to changes and updates, and newer versions may not always be
backwards compatible or be suitable for long-term preservations.
b. Short-term records (6 years or fewer) either a lossless or lossy image format may
be used. Acceptable file formats are:
• TIFF, PNG
• PDF, PDF/A
• JPEG, JPEG 2000
c. Long-term records (more than 6 years) require lossless image formats to ensure
preservation. The current recommended formats are:
• TIFF [Group 4 for Black&White (bitonal) images; Group 5 for grayscale
and color images]
• PNG
• For"ARCHIVAL" images that are to be transferred to Washington State
Digital Archives, the recommended format is TIFF (Group 4 or Group 5
for scanned images)
• If a department chooses to use data compression to save space, a lossless
compression method must be used for long-term records
OUTPUT Er DENSITY
Black& White (Bitonal) Minimum of 200 DPI
fonts no smaller than 6-point) Recommended 300 DPI
Black& White (Bitonal)
(maps, engineering drawings, and other Minimum of 300 DPI
documents containing fonts smaller than 6- Recommended 300 DPI
point, fine detail, or poor contrast
Grayscale 8-bit Minimum of 200 DPI
Recommended 300 DPI
Color 24-bit RGB Minimum of 150 DPI
Recommended 300 DPI
6. Requirements for Organizing, Indexing, and Metadata
a. Indexing is a way to attach metadata that facilitates access, retrieval, and
management of information. Developing a consistent structure is key to
managing and maintaining images.
Page 4 of 8
b. Departments should develop consistent naming conventions and file/directory
structures to facilitate organization, identification, access and retrieval for users.
c. Departments should capture appropriate business and recordkeeping metadata
[such as type of record, Disposition Authority Number(DAN), destruction date,
etc.]
7. Requirements for Managing, Storing, and Retaining Images
a. Images SHALL be stored, maintained and accessible for the entire length of the
required retention period. Departments should factor in not only the retention
period(e.g., six years),but also the trigger or the cut-off that starts the retention
clock. For example, a record with a minimum retention of"six years after life of
building"would likely be retained for much longer than just six years.
b. Departments SHALL retain legal custody of the imaged records. If Departments
choose to use outside (including other government agencies and"cloud" storage,
but excluding Washington State Archives) to store/host the imaged records:
• Contracts/agreements shall require that legal custody of the records
remains with the originating agency and that all imaged records (including
associated metadata)be returned to the agency, in a format accessibly by
the agency, at the end of the contract/agreement.
• Departments should undertake appropriate mitigation strategies to ensure
that they can fully recover records (including associated metadata) which
have not met their minimum retention period in the event of a vendor
failure.
c. Imaged records SHALL be protected against alteration and/or deletion, damage,
or loss throughout the entire retention period. Specific protective measures may
include, but are not limited to:
• Establishment of security protocols, and approved administrators and
users
• Employment of system check and error-checking utilities
• Implementation of back-ups and disaster preparedness measures
• Storage of a regular backup at least 50 miles off-site to enable recovery
and access to the imaged records in the event of a wide-spread disaster or
emergency
d. Imaged records SHALL remain accessible for the minimum retention period. To
address technology changes, agencies are to either:
• Maintain the ability to retrieve and view imaged records in systems and
file formats that the agency is currently using; or,
• Migrate or export the record images (including associated metadata) to
succeeding systems and file formats throughout their required retention
periods
Page 5 of 8
8. Destruction Requirements
a. Imaged records are to be destroyed only after the minimum required retention
period as specified by the approved records retention schedule currently in effect.
b. Records SHALL NOT be destroyed when required for:
• Existing public records request in accordance with chapter 442.56 RCW;
or,
• Ongoing or reasonably anticipated litigation; or,
• Other legal requirements, federal statues, grant agreements, etc.; or,
• Archival transfer
c. If changes to the records retention schedules have occurred between the digitizing
of the record and their planned destruction, and those changes have altered the
minimum retention period(or the ARCHIVAL designation) of the imaged
records, departments shall follow the current approved retention schedule.
d. Departments should follow defensible disposition practices for the destruction of
imaged records. This includes following a regular and systematic schedule for
destruction processes. These practices should be consistent with the Washington
Secretary of State Archives and Records Management procedures for the lawful
destruction of public records in other formats.
e. Departments shall document the destruction of both paper and scanned records.
• Documenting the destruction of public records, including scanned images,
provides departments with evidence to prove that the records were
retained for at least the minimum retention periods.
• Departments shall document that the paper was converted and destroyed
lawfully under the appropriate disposition authority, and that the images
are also destroyed lawfully once the retention requirements have been met.
9. Archival Paper Records Disposition after Imaging
a. "ARCHIVAL"records SHALL NOT be destroyed.
The County may scan"ARCHIVAL"records in accordance with state
requirements and this policy. However, after imaging is completed and verified,
the department shall arrange for appraisal and/or transfer of both the paper and the
images to Washington State Archives for preservation. Copies of the current
approved records retention schedules are found on the Washington State Archives
website: www.sos.wa.gov/archives. If there are questions,please contact the
Public Records Coordinator or designee for assistance.
b. Do NOT destroy ARCHIVAL paper records after scanning.
Page 6 of 8
• Departments can image paper records which have been designated as
Archival (including Potentially Archival).
• However, departments SHALL NOT destroy these paper records after
scanning, even if the department is following the state law"scanning"
requirements and this policy.
10. Additional advice regarding the management of public records is available from
Washington State Archives: www.sos.wa.gov/archives or
recordsmana eg mentgsos.wa. og_v.
F. RESPONSIBILITIES
The Public Records Coordinator shall administer this policy.
JAPolicies\Scanning Policy\Scan.Toss.policy-and-procedure.Final.docx
Page 7 of 8
MASON COUNTY
SCAN&TOSS CHECKLIST/APPROVAL FORM
Department: Date:
Contact Name: Phone:
Disposition Date Range of Records
Authority No. Records Series Title Requested for
DAN Destruction
1. ARE THE RECORDS ELIGIBLE?
❑ Only"NON-ARCHIVAL"records are eligible for early destruction after scanning.
2. ARE THE RECORDS BEING SCANNED TO ENSURE A COMPLETE AND ACCURATE
COPY?
❑ Quality control procedures implemented to ensure capture of complete and accurate copies.
❑ Short-term records(6 years or fewer) imaged with an acceptable file format such as PDF,PDF/A,
JPEG or TIFF.
❑ Long-term records(longer than 6 years)imaged with an acceptable lossless file format such as
TIFF or PNG.
❑ Black&White(bitonal)documents containing fonts no smaller than 6-point and grayscale
records scanned with a resolution of at least 200 dpi.
❑ Black&White(bitonal)maps, engineering drawings, and other bitonal documents containing
fonts smaller than 6-point, fine detail,or poor contrast, scanned with a resolution of at least 300
dpi.
❑ Color records scanned with a resolution of at least 150 dpi. (300 dpi recommended)
3. ARE IMAGES ACCESSIBLE AND PROTECTED FOR THE ENTIRE REQUIRED
RETENTION PERIOD?
❑ Appropriate steps taken to protect images from deletion,alteration,or other damage/loss.
❑ Appropriate planning and strategies implemented for migration and technology changes.
❑ Appropriate index methodology to search documents.
APPROVALS:
Department Records Management Coordinator Date
Supervisor/Director/Records Officer Date
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: John Taylor Ext. 806
Department: Parks&Trails Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Recreation and Conservation Office(RCO)Local Parks Maintenance Grant
Background/Executive Summary:
The RCO 2023 Local Parks Maintenance Grant is a single project grant meeting the below requirements:
1. No required Match
2. A Single already existing project needing repairs.
3. Total cost not to exceed$100,000.00
Mason County Project: The project selected is the Parking Lot and Boat Launch resurfacing,which is
damaged to the constant use and saltwater runoff.
Contractor: Mason County Public Works Department
Cost Estimate: $26,476 for double shot of chip seal on the parking area
Grant Application Timeline:
Application Webinar:August 15,2023
Applications Open:August 15,2023
Applications Due: September 15,2023
Project Evaluation: September 18-October 13,2023
Grants Awarded:October 31,2023
Budget Impact(amount, funding source,budget amendment):
Mason County Grant Match: $0.00
Estimated Project Cost: $30,000(Telephone estimate)
Public Outreach (news release,community meeting,etc.):
N/A
cqi
Mason County
Agenda Request Form
Requested Action:
The Commission Authorizing Parks and Trails apply for: Recreation and Conservation Office(RCO)2023
Maintenance Grant.
Attachments
Website Link to the Grant.https://rco.wa.gov/grant/local-parks-maintenance- rg ants/
MC Public Works Written Estimate: (Awaiting PWD response)
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Jennifer Beierle Ext. 532
Department: Support Services Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal X❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Interagency Blake Reimbursement Agreement between WA State Administrative Office of the Courts and
Mason County
Background/Executive Summary:
In 2021,the Administrative Office of the Courts(AOC)drafted agreements with all counties in Washington
State for the purpose of reimbursing Counties for extraordinary costs of resentencing and vacating sentences
under Blake and for the cost of refunding legal financial obligations(LFOs)under the Blake decision.AOC
has now updated the agreements for the period of July 1,2023,through June 30,2024.
Budget Impact(amount, funding source,budget amendment):
AOC shall reimburse Mason County up to a maximum of$591,739 for the extraordinary judicial,
prosecutorial,and/or defense-related costs of resentencing and vacating the sentences of individuals whose
convictions and/or sentences are affected by the Blake decision.
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval for the Chair to sign the Blake Reimbursement Agreement with the WA State Administrative Office
of the Courts(AOC)and Mason County
Attachments
Draft AOC Agreement
DocuSign Envelope ID:25087EBB-5C8E-4A55-B234-B23AC51E45DC
INTERAGENCY REIMBURSEMENT AGREEMENT IAA24024
BETWEEN
WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS
AND
Mason County
THIS REIMBURSEMENT AGREEMENT ("Agreement") is entered into by and between
the Administrative Office of the Courts ("AOC") and Mason County
("Jurisdiction") to reimburse Mason County for the extraordinary
costs of resentencing and vacating sentences as required by State v. Blake ("Blake").
I. PURPOSE
The purpose of this Agreement is to reimburse Jurisdiction for the extraordinary
judicial, prosecutorial, and/or defense-related costs of resentencing and vacating the
sentences of individuals whose convictions or sentences are affected by the Blake
decision. For municipalities, this will include language from Engrossed Substitute Senate
Bill 5187, Section 114(13) passed by the 2023 Legislature, which includes simple drug
possession, to include cannabis and possession of paraphernalia.
II. REIMBURSEMENT
Extraordinary Expenses Reimbursement. AOC shall reimburse Jurisdiction up to
a maximum of $ 591, 739 for the extraordinary judicial, prosecutorial, and/or
defense-related costs (collectively, "Costs") of resentencing and vacating the sentences
of individuals whose convictions and/or sentences are affected by the Blake decision.
Municipalities should be advised, the Washington Legislature passed Engrossed
Substitute Senate Bill 5187, Section 114(13), which requires vacating of cannabis and
possession of paraphernalia.
A. To be eligible for reimbursement, the Costs must be incurred between
July 1, 2023 and June 30, 2024. AOC will not reimburse Jurisdiction for Costs
incurred after June 30, 2024. AOC may, at its sole discretion, deny
reimbursement requests in excess of the amount awarded. If additional funding
is or becomes available for these purposes,AOC and Jurisdiction may mutually
agree to increase the amount awarded under this Agreement.
B. General. AOC shall reimburse Jurisdiction for approved and completed
reimbursements by warrant or electronic funds transfer within 30 days of
receiving a properly completed A-19 invoice and the necessary backup
documentation.
III. PERIOD OF PERFORMANCE
Performance under this Agreement begins July 1, 2023, regardless of the date of
execution, and ends on June 30, 2024. The period of performance may be amended by
mutual agreement of the Parties.
IAA24024 Page 1 of 4
DocuSign Envelope ID:25087EBB-5C8E-4A55-B234-B23AC51E45DC
granted by the laws of the state of Washington and any applicable federal laws.
The provisions of this Agreement must be construed to conform to those laws.
B. In the event of an inconsistency in the terms of this Agreement, or between
its terms and any applicable statute or rule, the inconsistency will be resolved by
giving precedence in the following order:
1. Applicable state and federal statutes and rules;
2. This Agreement; and then
3. Any other provisions of the Agreement, including materials
incorporated by reference.
VII. WAIVER
A failure by either Party to exercise its rights under this Agreement does not
preclude that Party from subsequent exercise of such rights and is not a waiver of any
other rights under this Agreement unless stated to be such in a writing signed by an
authorized representative of the Party and attached to the original Agreement.
VIII. SEVERABILITY
If any provision of this Agreement, or any provision of any document incorporated
by reference is held invalid, such invalidity does not affect the other provisions of this
Agreement that can be given effect without the invalid provision and to this end the
provisions of this Agreement are declared to be severable.
IX. AGREEMENT MANAGEMENT
The Program Managers/Point of Contacts noted below are responsible for and are
the contact people for all communications and billings regarding the performance of this
Agreement:
AOC Program Manager Jurisdiction Program Manager/Point of
Contact
Sharon Swanson
Blake Implementation Manager
PO Box 41170
Olympia, WA 98504-1170
Sharon.Swanson c(-courts.wa.gov
(360) 890-2549
IAA24024 Page 3 of 4
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Jennifer Beierle Ext. 532
Department: Support Services Briefing: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July10,2023 Agenda Date: Click or tap here to enter text.
Internal Review: ❑X Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Status of ARPA Funded Projects through June 30,2023
Background/Executive Summary:
The American Rescue Plan Act(ARPA)of 2021 provides$350 billion in emergency funding for eligible state,
local,territorial,and tribal governments to respond to the COVID-19 emergency and bring back jobs. The US
Treasury has given Mason County$12,968,901 of the ARPA grant money. The funds came in two installments
and must be obligated by 12/31/2024 and expended by 12/31/2026.Below are the projects that Mason County
has obligated to receive funds as of 6/30/2023 (the remaining funds are reserved for grant administration):
First Installment:
PUD 1 Customer Arrearages due to COVID$125,000($100,000 Reallocated to HCC Eldon Fiber Buildout)
HCC Customer Arrearages due to COVID$110,000
Mason County Treasurer Property Tax Reimbursement-individual households$125,000
Mason County Treasurer Property Tax Reimbursement- small businesses$75,000
EDC Small Business Grants$500,000
Crossroads Housing for Assistance to Homeless Veterans$10,000
Mason County Housing Authority Rent Arrearages$100,000
The Arc of the Peninsulas$35,000
Signing Bonus for Corrections Deputies$30,000
MCSO Body Cameras&Install$742,364
PUD 3 Belfair Substation$1,500,000
Public Records Software GovQA$22,700
Mason County Prosecutors Office 2nd floor expansion$75,000
Mason County Jail Elevator Doors$80,000
PUD 1 Agate Beach Water System Mainline$559,000
PUD 1 Vuecrest Storage Upgrade Phase 1 &2$158,284
CEDS Belfair Water New Well for Commercial Core UGA$450,000
HCC Colony Surf Fiber Buildout$313,556
HCC Eldon Fiber Buildout$601,932
Mason County IT Infrastructure Backbone/Storage upgrade$136,261
C
Mason County
Agenda Request Form
Y
/A t!
Public Works-Beards Cove AC Mainline Replacement$100,000
Public Works-Belfair PS#1 Improvement Project$150,000
Public Works-Belfair PS#3 Improvement Project$180,000($90,00 Reallocated to Mason County Utility
Arrearages)
Public Works-Lakeland Pump Station$42,000
Public Works-70 Grinder Pumps$151,273
Port of Allyn Water Company$100,000
Washington State Association of Counties 2022 Dues$4,000
Mason County Utility Arrearages$90,000
Total Obligated First Installment: $6,376,370
Second Installment:
Belfair Sewer Extension$1,500,000
Mason County Fiber Optic Upgrade$425,000
Belfair Water Backup Generators $300,000
PUD#1 Vuecrest Storage Phase#3 $750,000
Belfair Sewer Log Yard Road Extension Design$250,000
Eels Hill Yard Goats$240,000
North Mason Fire Mobile Integrated Health Program Startup$337,000
Mason County Housing Authority Unit Renovations$750,000
DCD Records Archival&Scanning Project$542,000
Shelton Young Adult Transitional Housing Project$722,000
Mason County Emergency&Disaster Response Center$50,667
Mason County Sheriff's Office Bearcat$342,000
Camp Sluys Youth Camp$30,000
Community Lifeline$34,790
Total Obligated Second Installment: $6,273,457
Grand Total Obligated ARPA Funds: $12,649,827
Every quarter we request an update on each active project for our required monitoring as well as updating the
BOCC.
Budget Impact(amount, funding source,budget amendment):
No impact to the General Fund
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
None
Attachments
ARPA Briefing Spreadsheet
ARPA Updates
Status of ARPA Funded Projects through 6/30/2023:
• Mason County Downtown Campus Fiber Upgrade- Project is in the permitting process with the City of
Shelton.The plan is to be done by the end of 2023.
• DCD Records Archival Imaging- Project has started and will continue until the end of 2026.
• Belfair Water Backup Generators-The first generator is set to arrive in August or September.At this
time, it looks like the last will arrive in April of 2024.
• Camp Sluys-The camp is over 50%done and has October as its completion date.
• Mason County Treasurer Property Tax and Utility Arrearages- Both are currently active, and we are
processing invoices.
• Mason County Sheriff's Office Teradyne Vehicle-scheduled to arrive in August.
• PUD3 Belfair Substation-Estimated commissioning third quarter 2024—NOTE- CONTRACT EXPIRES JUNE
30, 2024
• DEM- looking to be on track for setting up the Belfair location within the June 2024 timeline.
• Belfair Water- New Well- bid has been accepted and should be complete by end of this year.
• PUD3 Belfair Substation-this project is well under way. Going through the permit process and bid
opening next month.
• The Youth Connection- Environmental Review is complete and findings have been sent into HUD. The
hope is to be able to purchase building mid-July.
• North Mason Fire Integrated Health Program Startup- Project is in excess of 50%complete and
projected to be done in 2024.
• PUD1-Agate Beach-construction starts in July and will be done in October.Vuecrest phase 3-design is
done and at Dept. of Health for review. The projected finish date is September 2024.
• Port of Allyn Water New Well-They may be bringing a request to amend the contract to purchase an
existing water provider.
• Crossroads-contract is expired and no request to amend.They had a hard time figuring out how to help
without using visa cards.The $8,261 remaining may be reallocated to other projects.
• Mason County Housing Authority-
HCC Eldon Fiber- is going back through the project to pay prevailing wage where applicable.
• Signing Bonus for Corrections Officer- no new payouts. We are moving the project to Revenue
Replacement
• Public Works-
o BreadsCove-
o Pump Station#1
o Pump Station#3
o Grinder Pump
o Log Yard Road Design
o Belfair Sewer Extension
Completed ARPA Projects:
PUD 1 Customer Arrearages Community Lifeline
HCC Customer Arrearages* Public Records GovQA-
EDC Small business Grants The Arc of the Peninsulas
Mason County Housing Authority Arrearages Lakeland Pump Station*
MCSO Body Cameras Mason County IT Infrastructure Storage Upgrade*
Prosecutors Office 2nd Floor expansion* HCC Colony Surf Fiber Buildout
Jail Elevators and Doors* PUD 1 Eldon Fiber Buildout
Eels Hill Yard Goat Trackers PUD 1 Vuecrest Phase 1 & 2
ARPA Briefing Support as of 6/30/2023 Page 1 ARPA Briefing Support
Proposed Revenue Recipients
Balance
Obligated by Remaining of Contract End Proposed Proposed Use Proposed Mason Crossroads Belfair Amt Rtn fm Project in
ARPA Category Mason County Project Name District Confirmed Requests BOCC Approved Contract Expended Approved Amt Date Used in 2021 Use in 2022 in 2023 Use in 2024 County Mason GF HAMC EDC CEDS HCC PUD 1 PUD 3 Housing Water WSAC Total Complete Prjs BOCC Action Agenda Date Notes Munis
A Support Public Health Response/Negative Economic Impacts
PUD 1 Customer Arrearages due to COVID 2 125,000 125,000 125,000 $ 25,000.00 100,000 12/31/2024 6,578 18,422 125,000 125,000 8/3/2021
Reallocate from PUD Arrearages to HCC Eldon Fiber Buildout 2 (100,000) (100,000) (100,000) (100,000) (100,000) (100,000) 2/15/2022
HCC Customer Arrearages due to COVID 2 110,000 110,000 110,000 $ 22,739.17 87,261 12/31/2024 110,000 110,000 110,000 8/3/2021
Mason County Treasurer Property Tax Reim-individual households All 125,000 125,000 125,000 $ 124,612.65 387 84,157 40,843 125,000 125,000 8/3/2021
Reallocate from Property Tax-small buisness to Individual Households 49,932 49,932 49,932 $ 14,564.75 35,367 4/25/2023
Mason County Treasurer Property Tax Reim-small businesses All 75,000 75,000 75,000 $ 25,067.94 49,932 75,000 75,000 75,000 12/7/2021
Reallocate from Property Tax-small buisness to Individual Households (49,932) (49,932) (49,932) (49,932) 4/25/2023
Mason County Utility Arrearages All 90,000 90,000 in H.- $ 57,157.36 32,843 9/27/2022
EDC Small Business Grants All 500,000 500,000 500,000 $ 500,000.00 - 12/31/2021 475,000 25,D00 500,000 500,000 8/3/2021
Crossroads Housing for Assistance to Homeless Veterans All 10,000 30,000 10,000 $ 1,738.80 8,261 12/31/2022 10,D00 10,000 10,000 11/23/2021 EXPIRED CONTRACT
Mason County Housing Authority Rent Arrearages All 2/10/22 Frank Pinter 123,545 100,000 100,000 $ 100,000.00 - 6/30/2024 123,545 123,545 4/12/2022
The Arc of the Peninsulas All 4/5/2022 Ch,i:rbbr 35,000 35,000 35,000 $ 35,000.00 - 7/31/2024
Camp Sluys Youth Camp All 5/20/2022 30,000 30,000 30,000 $ 30,000.00 - 6/30/2024
Shelton Young Adult Transitional Housing Project All 1,428,000 722,000 722,000 6/30/2024
Mason County Emergency&Disaster Response Center All 50,900 50,667 in Hou:. $ 4,347.05 46,320
Community Lifeline All 54,790 54,790 54,790 $ 54,789.84 - 6/302024
ARPA$from City of Shelton for Community Lifeline (20,000) (20,000)
A Support Public Health Response/Negative Economic Impacts Subtotal 2,657,235 1 1,907,457 1,766,790 $ 995,017.56 1 210,439 565,734 279,265 200,000 123,545 500,000 110,000 25,000 10,000 968,545
B Premium pay for Essential Workers
B Premium pay for Essential Workers Subtotal 74,266 74,266
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
C Replace Public Sector Revenue Loss Up for government services up to$10 Million
MCSO Body Cameras All 702,364 702,364 in Hou:e $ 702,363.84 0 702,364 702,365 702,365 6/8,8/3&11/23/21
4/25/2023 Board approved to spend on more Project complete-Jason
MCSO Body Camera install All 40,000 40,000 in H.- $ 25,789.50 14,211 25,790 14,210 40,000 40,000 14,211 cameras as well as insti1111/23/2021 Dracoby 9/26/2022
On hold due to interim
PUD 3 Belfair Substation 1 1,500,000 1,500,000 1,soo,aoo 1,500,000 6/30/2024 1,500,000 1,500,000 1,5D0,000 8/3/2021 revenue amt of$1.9M
Public Records Software GovQA All 2/15/2022 oi.ne 22,700 22,700 in Hou:e $ 22,700.00 - 22,700 22,700 22,700
DCD Records Archival Image All 2/11/22-R 542,000 542,000 in H.- $ 56,717.57 485,282 542,000 542,000
Prosecutors Office 2nd floor expansion(Originally 700,000) All 2/18/2022 x.iiv F 75,000 75,000 in Hou:e $ 38,423.88 36,576 75,000 75,000 36,576 4/11/2022
Jail Elevator and Doors All 5/2/2o22 x.iiyF 80,000 80,000 in H.- $73,591.04 6,409 80,000 80,000 5/24/2022
Eels Hill Yard Goats All 240,000 240,000 in H.- $ 240,000.00 240,000 240,000
MCSO Bearcat All 342,000 342,000 in Hou:e 342,000 342,000
North Masan Fire Mobile Integrated Health Program Startup 1 337,000 337,000 337,000 337,000
Mason County Housing Authority Unit Renovation Project All 1,208,790 750,000 750,000 $ 750,000.00 6/30/2024
There is no other funding for
Signing Bonus for Corrections Deputies-up to$30k approved All 74,266 30,000 in Hou:e $ 13,370.91 16,629 74,266 74,266 4/11/2022 this ask-est$45k-$70k
C Replace Public Sector Revenue Loss Subtotal 5,164,120 4,661,064 2,250,000 $ 1,922,956.74 2,059,107 728,153 1,536,910 22,700 1 2,358,365 1,500,000 3,881,065 50,787
D Water,Sewer,and Broadband Infrastructure
PUD 1 Agate Beach Water System Mainline 3 Spending m 2023 559,000 559,000 559,000 559,000 12/31/2024 559,000 559,000 559,000 8/3/2021
PUD 1 Vuecrest Storage Upgrade Phase 1&2 2 158,284 158,284 158,284 $ 158,294.00 - 12/31/2024 158,284 158,284 158,284 8/3/2021
CEDS Belfair Water New Well for Commercial Core UGA 1 450,000 450,000 450,000 450,000 12/31/2024 450,000 450,000 450,000 8/3/2021
HCC Colony Surf Fiber Buildout 2 313,556 313,556 313,556 $ 313,556.00 - 12/31/2024 313,556 313,556 313,556 8/3/2021
HCC Eldon Fiber Buildout 2 501,932 501,932 501,932 $ 360,204.96 141,727 12/31/2024 501,932 501,932 501,932 8/3/2021
Reallocate from PUD#1 Customer Arrearages to HCC Eldon Fiber Buildout 100,000 100,000 300,000 $ 300,000.00 - 100,000 100,000 100,000 2/15/2022
Masan County IT Infrastructure Backbone/Storage upgrade All 136,261 136,261 in H.- $ 136,097.84 163 136,098 136,261 136,261 163 9/28/2021
PW Rustlewood-Project Removed
PW Beards Cove AC Mainline Replacement 1 2/17/22 Rieh.rd o Y. 100,000 100,000 in H.- 100,000 100,000 100,000 100,000 12/7/2021
PW Belfair PS#1 Improvement Project 1 2/17/22 Ri-rd o Y. 150,000 150,000 in H.- 150,000 150,000 150,000 150,000 12/7/2021
PW Belfair PS#3 Improvement Project 1 2/17/22 Rieh.rd o Y. 180,000 180,000 in Hou:e-$5x,o $ 73,373.13 106,627 180,000 180,000 180,000 12/7/2021
Reallocate from PW Belfair PS#3 to Mason County Utilities Arrearages (90,000) (90,D00) (90,000) (90,000) (90,000)
PW Lakeland Pump Station 1 2/17/22 Ri-rd o Y. 42,000 42,000 in H.- $ 39,433.27 2,567 42,D00 42,D00 42,000 12/21/2021
Belfair Water Backup Generators 1 2/23/22 D.I.W.bb Y. 300,000 300,000 300,000 65,710 234,290 6/30/2024 197,000 197,000
PW 70 Grinder Pumps All 2/23/22 Ri-rd Y. 151,273 151,273 in H.- $ 97,653.58 53,619 151,273 151,273 4/11/2022
Port Of Allyn Water Company 1 y.,4/a/2022 M.nN 100,000 100,000 100,000 100,000 7/31/2024
Belfair Sewer Log Yard Rd.Extension Design 1 $250,000 250,000 in Hou:e 250,000
Belfair Sewer Extension 1 $5,200,000 1,500,000 in Hou:. $ 1,500,000.00
Masan County Fiber Optic Infrastructure Upgrade All $425,000 425,000 in Hou:. 425,000
PUD 1 Vuecrest Storage Upgrade Phase 3 2 1 $750,000 750,D00 1 750,000 1 750,000 6/30/2024
D Water,Sewer,and Broadband Infrastructure Subtotal 9,777,306 6,077,306 3,232,772 $ 2,844,312.78 3,232,993 136,098 2,554,772 669,534 450,000 915,488 717,284 197,000 2,949,306 163
E Administration
Washington State Association of Counties 2022 Dues All 4,000 4,000 $ 4,000.00 - 4,000 4,000 4,000 12/21/2021
12/7/2021Using a lesser amount to makeup for Approved$2501,until
Temp County Staff to address COVID All 430,000 430,000 included in expended below 430,000 92,078 250,000 250,000 over obligating 12/31/2026 on 5/24/2022
Administraction Payroll (110,926) $ 70,943.82
Temp County Staff Suppies(Included in Temp Staff) All $ 1,527.57
E Administration Subtotal 434,000 323,074 - $ 76,471.39 430,000 1 96,078 250,000 4,000 254,000
Grand Total 28,032,661 12,968,901 7,249,562 $ 5,838,758.47 5,932,540 2,429,986 4,467,025 692,234 2,882,632 123,545 500,000 1 450,000 ########1 742,284 1,500,000 10,000 197,000 4,000 8,127,182 50,950
Total APRA Funds Available 12,968,901
Total ARPA Funds Received in 2021-First Round 6,484,451
Total ARPA Funds Expected in 2022-Second Round 6,484,451
Total ARPA Funds Approved/Obligated in prior briefings: 12,968,901
Total ARPA Funds Currently Over-Obligated removed from Administration: 210,926
Total Unexpended from Completed Projects: 141,237
n
Mason County
Agenda Request Form
Xtl
To: Board of Mason County Commissioners
From: Toni Monnier for Jennifer Beierle Ext. 644
Department: Support Services Briefing: ❑X
Action Agenda: 0
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources 0 Legal 0 Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item: Sub-recipient agreement with Community Action Council of Lewis,Mason,and Thurston
Counties for service provision under a CV Washington State Community Development Block
Grant(CDBG).
Background/Executive Summary:
The County applied for and was awarded a CDBG CV-1/CV-2 grant through the Washington
Department of Commerce.
The County has partnered with the Community Action Council to provide COVID-19 Response
assistance for eligible participants who are residents of Lewis or Mason County. This effort is
funded under CDBG contract#20-6221C-229.
The original agreement expired on June 30,2023. Of the$1,061,910 initially awarded,$317,600
remains unspent. The Department of Commerce has agreed to a twelve(12) month extension to
provide additional time to spend down the available funds.
Budget Impact(amount, funding source, budget amendment): This project is fully funded by the
CDBG grant.
Public Outreach(news release, community meeting, etc.):
Requested Action: Request approval for the Chair to sign the sub-recipient agreement.
Attachments: Sub-recipient agreement with the Community Action Council of Lewis,Mason, and
Thurston Counties; CDBG CV-1 and CV-2 Amendment
MASON COUNTY
COMMUNITY DEVELOPMENT BLOCK GRANT PROFESSIONAL SERVICES AGREEMENT#20-080
AMENDMENT B
COMMUNITY ACTION COUNCIL OF LEWIS, MASON & THURSTON COUNTIES
THIS CONTRACT AMENDMENT is made and entered into by and between Mason County, hereinafter
referred to as"COUNTY' and Community Action Council of Lewis, Mason, and Thurston Counties (CAC)
hereinafter referred to as "SUBRECIPIENT".
As the Washington State Department of Commerce (Commerce) is authorized by the federal Department of
Housing and Urban Development(HUD) to provide funds to units of local government selected to undertake
and carry out projects under the Washington State Community Development Block Grant (CDBG) Program
in compliance with all applicable local, state, and federal laws, regulations and policies; and
As the Local Government has applied for and received a CDBG award, contract number 20-6221 C-118
(CFDA 14.228), to fund the CDBG CV-1 project with Federal Award Identification Number B-20-DW-53-
0001; and
As allowed under General Conditions -Amendments, Section 8H, either party may request amendments to
the CONTRACT. Any and all agreed amendments, to be valid and binding upon either party, shall be in
writing and signed by both of the parties. This Amendment extends the contract end date from June 30.
2023 to June 30, 2024.
All other terms of the contract remain the same.
All other items listed under"Scope of Services" in the original agreement remain the same.
DATED this day of , 2023.
Community Action Council of Lewis, Mason BOARD OF COUNTY COMMISSIONERS
& Thurston Counties
MASON COUNTY,WASHINGTON
Kirsten York CEO Sharon Trask, Chair
Dated: Dated:
APPROVED AS TO FORM:
Tim W ite DPA
C:\Users\TimW\AppData\Local\Microsoft\Windows\INetCache\Content.0utlook\01841Z44\DRAFT Contract amendment-
Extension.docx Page 1 of 1
DocuSign Envelope ID:4D955FB7-6BED-4965-A142-OOF572BFFA5C
DocuSign Envelope ID:53A5lF6E-E2D7-4CD4-9F53-CED9E54BOC9A
'e anent of Amendment Face Sheet
VV�C011llllel'CC
Contract Number: 20-6221C-118
Amendment Number: B
Washington State Department of Commerce
Local Government Division
Community Development&Assistance
CDBG-CV1 and CDBG-CV2
1.Grantee 2.Grantee Doing Business As (optional)
Mason County N/A
PO BOX 429
SHELTON,WA 98580-4292
3.Grantee Representative 4.COMMERCE Representative
Kelly Bergh, Financial Analyst Lanee Egolf, Project Manager
(360)427-9670 PO Box 42525/1011 Plum St SE, Olympia,WA 98504-2525
kbergh@masoncounty.wa.us (360)725-3058 1 lanee.egolf@commerce.wa.gov
5.Original Grant Amount 6.Amendment Amount 7. New Grant Amount
$1,079,910.00 N/A N/A
8. Amendment Funding Source 9.Amendment Start Date 10.Amendment End Date
Federal: ✓ State: Other: Date of Execution 06/30/2024
11. Federal Funds(as applicable): Federal Agency: CFDA#
$1,079,910.00 U.S. Department of Housing 14.228
and Urban Development
12.Amendment Purpose: A twelve(12) month extension to provide additional time to spend down.
COMMERCE, defined as the Department of Commerce, and the Grantee, as defined above, acknowledge and
accept the terms of this Grant As Amended and attachments and have executed this Grant Amendment on the date
below to start as of the date and year referenced above. The rights and obligations of both parties to this Grant As
Amended are governed by this Grant Amendment and the following other documents incorporated by reference:
Attachment"A"—Scope of Work and Budget for Amendment B.A copy of this Grant Amendment shall be attached
to and made a part of the original Grant between COMMERCE and the Grantee.Any reference in the original Grant
to the"Grant"shall mean the"Grant as Amended".
FOR GRANTEE FOR COMMERCE
DocuSlpned by:
AnLt9AAAAASf AKA
Mark Neac , County Administrator Mark K. Barkley,Assistant Director
1 {{ Local Government Division
6/16/2023 1 2:10 PM PDT
Date
Date
APPROVED AS TO FORM ONLY
Sandra Adix
Assistant Attorney General
3/20/2014
Date
DocuSign Envelope ID:4D955FB7-6BED-4965-A142-OOF572BFFA5C
DocuSign Envelope ID:63A61F6E-E207-4CD4-9F63-CED9E64BOC9A
ATTACHMENT A—SCOPE OF WORK AND BUDGET
Grantee: Mason County
Contract No.20-6221C-118 Amendment B
Section A: Project Description/Deliverable
Mason County will make$481,296 in CDBG-CV2 funds available to the Community Action Council of Lewis,Mason and Thurston Counties as the grant
subreciplent. These funds will result in new and increased CDBG eligible public services for the Mason and Lewis Counties CDBG-CV consortium service area to
help stabilize eligible households impacted by COVID-19. Combined with the County's CDBG-CV1 award,total project costs are estimated at$1,079,910.
Eligible public services will benefit a combined total of approximately 622 persons and target services to limited clientele with principally low-and moderate-
incomes(LMI),based on a LMI household qualification process. CDBG-CV funded activities will prevent,prepare for,and respond to the coronavirus.
Section B: Project Activities,Milestones and Budget
CDBG Budget Project Activities Performance
Budget Code Amount "Must complete each bulleted project activity to meet the corresponding milestone. Milestones
21A General $18,000 • Execute grant contract with Commerce. Before first payment
Admin. ■ Verify the subrecipient does not have an active exclusion record in the federal award system request
(SAM.gov),Include documentation in the CDBG file,and submit a copy to Commerce.
■ Amend as needed,a subrecipient agreement that includes the quarterly beneficiary reporting
requirement. Submit a signed copy to Commerce.
■ Establish administrative,financial,reporting,and record keeping systems,including a system to
prevent duplication of benefit.
Payment requests: Not more than
■ Review subrecipient reimbursement requests and project costs and invoices against project budget monthly
and contract start date. First payment
■ Document local government's CDBG general administration costs. request within 270
■ Once costs are approved,prepare and submit payment request and project status report to days from contract
Commerce. execution
■ Document receipt of grant funds and reimbursement of eligible costs.
• Submit a CDBG Beneficiary Report within 30 days of end of each calendar quarter. By Jan 31,April 30,
July 30,Oct 31.
■ Complete applicable civil rights requirements. Prior to Commerce's
■ Conduct an on-site monitoring of the subreciplent to verify the grant is used according to CDBG on-site monitoring
requirements and all costs reimbursed are allowable.
■ Resolve all monitoring issues with CDBG. Before requesting
■ Accomplish all grant activities. final 5%of CDBG
• Conduct a final public hearing to review project performance. award
• Submit a CDBG Contract Closeout Report.
■ List CDBG expenditures in your annual Schedule of Expenditures of federal Awards and arrange an Before audit
audit with the State Auditors Office to meet the Uniform Guidance(2 CFR Part 200).
DocuSign Envelope ID:4D955FB7-6BED-4965-A142-OOF572BFFA5C
DocuSign Envelope ID:53A51F6E-E2D7-4CD4-9F53-CED9E5480C9A
Section B: Project Activities,Milestones and Budget(continued)
CDBG Budget Budget Project Activities Performance
Code Amount *Must complete each bulleted project activity to meet the corresponding milestone. Milestones
OSQ Public $1,061,910 • Complete the environmental review and prepare an environmental review record in Approx.622 LMI
Services: compliance with NEPA requirements for CDBG,if needed. households receive
Subsistence ■ Deliver the direct services identified in the CDBG application through the local community direct services by
Payments action program. 6/30/2024
■ Allocate and manage public services funds as established in the approved subrecipient
agreement and budget,and prevent duplication of benefits.
■ Meet the CDBG national objective of principally benefiting low-and moderate-Income persons.
■ Accomplish HUD's outcome of Increasing the availability and accessibility of services to achieve
HUD's objective of creating suitable living environments and to respond to COVID-19 economic
Impacts.
TOTAL: $1,079,910
DocuSign Envelope ID:4D955FB7-6BED-4965-A142-OOF572BFFA5C
DocuSign Envelope ID:53A51 F6E-E2D7-4CD4-9F53-CED9E54BOC9A
. . Washington State
' Department of
o►. Commerce
For Commerce Internal Use Only
Name/Title
Routing Step Action
Section Manager D5
1 (approval) SV
6/12/2023 13:27 PM :IDT
Budget Authorization 2 (approval) DS
JB
6/13/2023 110:54 AM PDT
Program Manager 1 (cc) N/A
Grantee Contact 3 (cc) N/A
Grantee Signatory 3 (signature) See Facesheet
CDA Managing Director 4 (approval) E14
6/15/2023 7:39 AM PDT
Deputy Assistant Director 5 (approval) Ds
6/15/2023 19:33 AM PDT
Assistant Director 6 (signature) See Facesheet
�rQov sugyrr
Mason County
Agenda Request Form
Y
1X<I
To: Board of Mason County Commissioners
From: Toni Monnier for Jennifer Beierle Ext. 644
Department: Support Services Briefing: ❑X
Action Agenda: NX
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item: Sub-recipient amendment with Community Action Council of Lewis,Mason,and Thurston
Counties to extend the Public Services Washington State Community Development Block Grant
(CDBG).
Backl4round/Executive Summary:
The County applied for and was awarded a Public Services CDBG grant through the Washington
Department of Commerce.
The County has partnered with the Community Action Council who will provide referrals and/or
direct client services for eligible participants who are residents of Lewis or Mason County. This
effort is funded under CDBG contract#22-62210-010. The contract was extended for a period of
one year beginning July 1,2023. An additional$103,000 was awarded,including$3,500 for
COUNTY to administer grant.
The total contract amount with including this amendment is not to exceed$205,000. The funds
must be spent by June 30,2024. All other terms remain the same.
Budget Impact(amount,funding source, budget amendment): This project is fully funded by the
CDBG grant.
Public Outreach (news release,community meeting, etc.):
Requested Action: Request approval for the Chair to sign the sub-recipient amendment.
Attachments: Sub-recipient agreement with the Community Action Council of Lewis,Mason,and
Thurston Counties; CDBG Public Service Grant amendment
2023 COMMUNITY DEVELOPMENT BLOCK GRANT— PUBLIC SERVICES GRANT
AMENDMENT 1 to MC Contract #20-086
SUBRECIPIENT AGREEMENT
BETWEEN
MASON COUNTY
AND
COMMUNITY ACTION COUNCIL OF LEWIS, MASON, AND THURSTON COUNTIES
THIS CONTRACT AMENDMENT is made and entered into by and between Mason County,
hereinafter referred to as "COUNTY" and Community Action Council of Lewis, Mason, and
Thurston Counties (CAC), hereinafter referred to as "SUBRECIPIENT".
As allowed under General Terms and Conditions, Section 3., either party may request
amendments to the CONTRACT. Any and all agreed amendments, to be valid and binding upon
either party, shall be in writing and signed by both of the parties. This Amendment increases
the 2022 contract for the 2022 Community Development Block Grant (CDBG) — Public Services
Grant by $103,000, including$3,500 for COUNTY to administer grant, for a total of$205,000.
The contract end date is extended from June 30, 2023, to June 30, 2024.
The total contract amount with this amendment is not to exceed $205,000. The funds must be
spent by June 30, 2024. All other terms remain the same.
All other items under Attachment A "Scope of Work" in the original agreement remain the
same.
Dated this day of , 2023.
Community Action Council of Lewis, Mason BOARD OF COUNTY COMMISSIONERS
&Thurston Counties MASON COUNTY, WASHINGTON
Kirsten York, CEO Sharon Trask, Chair
Dated: Dated:
APPROVED AS TO FORM:
Tim Whitehead, Chief DPA
1
DocuSign Envelope ID:95D2A6A2-B9DC-4856-9F05-B1E5A8E32200
\•''•last iing.on Slate
Dq) -:Inentof Amendment Face Sheet
Contract Number: 22-62210-010
Amendment Number: A
Washington State Department of Commerce
Local Government Division
Community Development and Assistance Unit
CDBG Public Services Grant
1. Grantee 2. Grantee Doing Business As (optional)
Mason County N/A
411 North 51"Street
Shelton, WA 98584
3. Grantee Representative 4. COMMERCE Representative
Toni Monnier, Financial Analyst Roberta Golden, Project Manager
(360)427-9670 Ext 644 PO Box 42525/1011 Plum St SE, Olympia, WA 98504-2525
tmonnier@masoncountywa.gov (360) 725-5020 1 Roberta.golden@commerce.wa.gov
5. Original Grant Amount 6. Amendment Amount 7. New Grant Amount
(and any previous amendments)
$102,000 $103,000 $205,000
8. Amendment Funding Source 9.Amendment Start Date 10. Amendment End Date
Federal: ✓ State: Other: July 1, 2023 June 30, 2024
11. Federal Funds (as applicable): Federal Agency: ALN (CFDA#):
$205,000 U.S. Department of Housing 14.228
and Urban Development
12. Amendment Purpose:
Public Services through Community Action Council of Lewis, Mason and Thurston counties to low-and moderate-
income persons in Lewis and Mason County for program year 2023.
COMMERCE, defined as the Department of Commerce, and the Grantee, as defined above, acknowledge and
accept the terms of this Grant As Amended and attachments and have executed this Grant Amendment on the date
below to start as of the date and year referenced above. The rights and obligations of both parties to this Grant As
Amended are governed by this Grant Amendment. A copy of this Grant Amendment shall be attached to and made
a part of the original Grant between COMMERCE and the Grantee. Any reference in the original Grant to the
"Grant" shall mean the"Grant as Amended". The Amendment Amount is contingent on obligation of funds from the
U.S. Department of Housing and Urban Development for program year 2023.
FOR GRANTEE FOR COMMERCE
DocuSigned by:
803128N865e4ss
Sharon Trask, Chair Mark K. Barkley, Assistant Director
Board of Mason County Commissioners Local Government Division
6/16/2023 1 2:05 PM PDT
l� 13/2013 Date
Date
APPROVED AS TO FORM ONLY
Sandra Adix
Assistant Attorney General
3/20/2014
Date
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Mark Neary Ext. 530
Department: County Administrator Briefing: 0
Action Agenda: 0
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources 0 Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Department of Social and Health Services Revised General Terms and Conditions
Background/Executive Summary:
The current Department of Social and Health Services(DSHS)General Terms and Conditions(GTCs)
agreement expired June 30,2023,this revised DSHS GTCs will expire June 30,2029. On May 11,Governor
Inslee rescinded his executive order requiring COVID-19 vaccinations as a condition of employment with
State agencies. As a result,DSHS executive leadership removed the COVID-19 obligations that were
previously required.
Budget Impact(amount, funding source,budget amendment):
N/A
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval of the revised Department of Social and Health Services General Terms and Conditions removing
certain COVID-19 obligations and will expire June 30,2029.
Attachments
Agreement
DSHS and COUNTY DSHS Contract Number
Washington State AGREEMENT ON 2383-48493
711V &
Department of Social
Health Services GENERAL TERMS AND
Transforming lives CONDITIONS
These General Terms and Conditions are between the state of Washington County Contract Number
Department of Social and Health Services (DSHS)and the County identified
below. These General Terms and Conditions govern work to be performed under
any Program Agreement between the parties. These General Terms and
Conditions supersede and replace any previously executed General Terms and
Conditions as of the start date below.
TERM OF AGREEMENT: The term of this Agreement on General Terms and Conditions shall start and end on the
following dates, unless terminated sooner as provided herein.
START DATE: July 1, 2023 END DATE: June 30, 2029
COUNTY NAME DSHS INDEX NUMBER
Mason County 1229
COUNTYADDRESS
PO Box 1666
Shelton, WA 98584
COUNTYTELEPHONE COUNTYFAX
(360)427-9670 (360)427-7754
DSHS CENTRAL CONTRACT SERVICES ADDRESS DSHS CENTRAL CONTRACT SERVICES TELEPHONE
Central Contracts and Legal Services (360)664-6055
P.O. Box 45811
Olympia, WA 98504-5811
By their signatures below, the parties agree to this A reement on General Terms and Conditions.
COUNTYSIGNATURE(S) DATE(S) PRINTED NAME(S)AND TITLE(S) TELEPHONE NUMBER
(INCLUDE AREA CODE)
DSHS SIGNATURE DATE PRINTED NAME AND TITLE TELEPHONE NUMBER
(INCLUDE AREA CODE)
William Taplin
Chief of Contracts (360)664-6046
DSHS Central Contract Services
6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Pagel
DSHS/County General Terms & Conditions
1. Definitions. The words and phrases listed below, as used in the Agreement, shall each
have the following definitions:
a. "Agreement" means this Department of Social and Health Services and County
Agreement on General Terms and Conditions and any exhibits and other documents
attached or incorporated by reference. Unless plainly inconsistent with context, the
term "Agreement" includes and refers to all such agreements collectively.
b. "CCLS Chief' means the manager, or successor, of Central Contracts and Legal
Services or successor section or office.
c. "Central Contracts and Legal Services (CCLS)" means the DSHS central headquarters
contracting office, or successor section or office.
d. "CFR" means the Code of Federal Regulations. All references in this Agreement and
any Program Agreement to CFR chapters or sections shall include any successor,
amended, or replacement regulation.
e. "Confidential Information" or"Data" means information that is exempt from disclosure to
the public or other unauthorized persons under Chapter 42.56 RCW or other federal or
state laws. Confidential Information includes, but is not limited to, Personal Information.
f. "County" or"the County" means the political subdivision of the state of Washington
named above performing services pursuant to this Agreement and any Program
Agreement.
g. "County Representative" means an individual in the position of County Manager,
County Administrator, County Executive, or other similar position which reports to the
highest governing body responsible for the subject matter of the Agreement or
applicable Program Agreement(s).
h. "Debarment" means an action taken by a Federal agency or official to exclude a person
or business entity from participating in transactions involving certain federal funds.
i. "DSHS" or"the department"or"the Department" means the Department of Social and
Health Services of the state of Washington.
j. "DSHS Representative" means any DSHS employee who has been delegated contract-
signing authority by the DSHS Secretary or his/her/their designee.
k. "General Terms and Conditions" means the contractual provisions contained within this
Agreement, which govern the contractual relationship between DSHS and the County,
under the Program Agreements subsidiary to and incorporating therein by reference this
Agreement.
I. "Personal Information" means information identifiable to any person, including, but not
limited to, information that relates to a person's name, health, finances, education,
business, use or receipt of governmental services or other activities, addresses,
telephone numbers, social security numbers, driver license numbers, other identifying
numbers, or any financial identifiers.
m. "Program Agreement" or"County Program Agreement" means a written agreement
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6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 2
DSHS/County General Terms & Conditions
between DSHS and the County containing special terms and conditions, including a
statement of work to be performed by the County and payment to be made by DSHS.
n. "RCW" means the Revised Code of Washington. All references in this Agreement and
any Program Agreement to RCW chapters or sections shall include any successor,
amended, or replacement statute. Pertinent RCW chapters can be accessed at
http://apps.leg.wa.gov/rcw/.
o. "Secretary" means the individual appointed by the Governor, State of Washington, as
the head of DSHS, or his/her/their designee.
p. "Secured Area" means an area to which only authorized representatives of the entity
possessing the Confidential Information have access. Secured Areas may include
buildings, rooms or locked storage containers (such as a filing cabinet) within a room,
as long as access to the Confidential Information is not available to unauthorized
personnel.
q. "Subcontract" means a separate contract between the County and an individual or entity
("Subcontractor")to perform all or a portion of the duties and obligations that the County
shall perform pursuant to any Program Agreement.
r. "Trusted Systems" include only the following methods of physical delivery: (1) hand-
delivery by a person authorized to have access to the Confidential Information with
written acknowledgement of receipt; (2) United States Postal Service ("USPS") first
class mail, or USPS delivery services that include Tracking, such as Certified Mail,
Express Mail or Registered Mail; (3) commercial delivery services (e.g., FedEx, UPS,
DHL) which offer tracking and receipt confirmation; and (4) the Washington State
Campus mail system. For electronic transmission, the Washington State
Governmental Network (SGN) is a Trusted System for communications within that
Network.
s. "USC" means the United States Code. All references in this Agreement and any
Program Agreement to USC chapters or sections shall include any successor,
amended, or replacement statute.
t. "WAC" means the Washington Administrative Code. All references in this Agreement
and any Program Agreement to WAC chapters or sections shall include any successor,
amended, or replacement regulation. Pertinent WAC chapters or sections can be
accessed at http://apps.leg.wa.gov/wac/.
2. Amendment. This Agreement, or any term or condition thereof, may be modified only by a
written amendment signed by both parties. Only personnel authorized to bind each of the
parties shall sign an amendment.
3. Assignment. Other than the use of subcontractors pursuant to Paragraph 22 herein, the
County shall not assign rights or obligations derived from this Agreement or any Program
Agreement to a third party without the prior, written consent of the CCLS Chief and the
written assumption of the County's obligations by the third party.
4. Billing Limitations.
a. DSHS shall pay the County only for authorized services provided in accordance with
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6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 3
DSHS/County General Terms & Conditions
this Agreement.
b. DSHS shall not pay any claims for payment for services submitted more than twelve
(12) months after the calendar month in which the services were performed.
c. The County shall not bill and DSHS shall not pay for services performed under this
Agreement, if the County has charged or will charge another agency of the state of
Washington or any other party for the same service
5. Compliance with Applicable Law and Washington State Requirements.
a. Applicable Law. Throughout the performance of this Agreement and any agreement
that incorporates or is an extension of this Agreement, County and DSHS shall comply
with all federal, state, and local laws, regulations, and executive orders to the extent
they are applicable to this Agreement.
b. Civil Rights and Nondiscrimination. County and DSHS shall comply with all federal
and state civil rights and nondiscrimination laws, regulations, and executive orders to
the extent they are applicable to this Agreement, including, but not limited to, and as
amended, Titles VI and VII of the Civil Rights Act of 1964; Sections 503 and 504 of the
Rehabilitation Act of 1973; the Americans with Disabilities Act (ADA); Executive Order
11246; the Health Insurance Portability and Accountability Act of 1996 (HIPAA); the
Age Discrimination in Employment Act of 1967, the Age Discrimination Act of 1975, the
Vietnam Era Veterans' Readjustment Assistance Act of 1974, and Chapter 49.60 of the
Revised Code of Washington, Washington's Law Against Discrimination. These laws,
regulations and executive orders are incorporated by reference herein to the extent
that they are applicable to the Agreement and required by law to be so incorporated.
In the event of the of noncompliance or refusal to comply with any applicable
nondiscrimination laws, regulations, and executive orders, this Agreement may be
rescinded, canceled, or terminated in whole or in part.
c. Certification Regarding Russian Government Contracts and/or Investments.
County shall abide by the requirements of Governor Jay Inslee's Directive 22-03 and
all subsequent amendments. The County, by signature to this Agreement, certifies that
the County is not presently an agency of the Russian government, an entity which is
Russian-state owned to any extent, or an entity sanctioned by the United States
government in response to Russia's invasion of Ukraine. The County also agrees to
include the above certification in any and all Subcontracts into which it enters. The
County shall immediately notify DSHS if, during the term of this Agreement, County
does not comply with this certification. DSHS may immediately terminate this
Agreement by providing County written notice if County does not comply with this
certification during the term hereof.
6. Confidentiality.
a. Neither the County nor DSHS shall use, publish, transfer, sell or otherwise disclose any
Confidential Information gained by reason of this Agreement for any purpose that is not
directly connected with performance of the services contemplated hereunder, except:
(1) as provided by law; or,
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6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 4
DSHS/County General Terms & Conditions
(2) in the case of Personal Information, with the prior written consent of the person or
personal representative of the person who is the subject of the Personal
Information.
b. The County shall protect and maintain all Confidential Information gained by reason of
this Agreement against unauthorized use, access, disclosure, modification or loss. This
duty requires the County to employ reasonable security measures, which include
restricting access to the Confidential Information by:
(1) Allowing access only to staff that have an authorized business requirement to view
the Confidential Information.
(2) Physically Securing any computers, documents, or other media containing the
Confidential Information.
(3) Ensure the security of Confidential Information transmitted via fax (facsimile) by:
(a) Verifying the recipient phone number to prevent accidental transmittal of
Confidential Information to unauthorized persons.
(b) Communicating with the intended recipient before transmission to ensure that
the fax will be received only by an authorized person.
(c) Verifying after transmittal that the fax was received by the intended recipient.
(4) When transporting six (6) or more records containing Confidential Information,
outside a Secured Area, do one or more of the following as appropriate:
(a) Use a Trusted System.
(b) Encrypt the Confidential Information, including:
i. Encrypting email and/or email attachments which contain the Confidential
Information.
ii. Encrypting Confidential Information when it is stored on portable devices or
media, including but not limited to laptop computers and flash memory
devices.
Note: If the DSHS Data Security Requirements Exhibit is attached to this contract,
this item, 6.b.(4), is superseded by the language contained in the Exhibit.
(5) Send paper documents containing Confidential Information via a Trusted System.
(6) Following the requirements of the DSHS Data Security Requirements Exhibit, if
attached to this contract.
c. Upon request by DSHS, at the end of the Agreement term, or when no longer needed,
Confidential Information shall be returned to DSHS or County shall certify in writing that
they employed a DSHS approved method to destroy the information. County may
obtain information regarding approved destruction methods from the DSHS contact
identified on the cover page of this Agreement. Should County be required to retain
records either by law or pursuant to grant or contract terms, County will provide written
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6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 5
DSHS/County General Terms & Conditions
notice that identifies the records it must retain as well as the source of the retention
requirements and the schedule it must honor. Upon expiration of the required retention
schedule, County will then return the records to DSHS or destroy the records using a
DSHS approved destruction records and provide certification of their destruction.
d. Paper documents with Confidential Information may be recycled through a contracted
firm, provided the contract with the recycler specifies that the confidentiality of
information will be protected, and the information destroyed through the recycling
process. Paper documents containing Confidential Information requiring special
handling (e.g. protected health information) must be destroyed on-site through
shredding, pulping, or incineration.
e. Notification of Compromise or Potential Compromise. The compromise or potential
compromise of Confidential Information must be reported to the DSHS Contact
designated on the contract within one (1) business day of discovery. County must also
take actions to mitigate the risk of loss and comply with any notification or other
requirements imposed by law or DSHS.
7. County Certification Regarding Ethics. By signing this Agreement, the County certifies
that the County is in compliance with Chapter 42.23 RCW and shall comply with Chapter
42.23 RCW throughout the term of this Agreement and any Program Agreement.
8. Debarment Certification. The County, by signature to this Agreement, certifies that the
County is not presently debarred, suspended, proposed for debarment, declared ineligible,
or voluntarily excluded from participating in this Agreement or any Program Agreement by
any federal department or agency. The County also agrees to include the above
requirement in all subcontracts into which it enters.
9. Disputes.
Both DSHS and the County ("Parties") agree to work in good faith to resolve all conflicts at
the lowest level possible. However, if the Parties are not able to promptly and efficiently
resolve, through direct informal contact, any dispute concerning the interpretation,
application, or implementation of any section of the Agreement or applicable Program
Agreement(s), either Party may reduce its description of the dispute in writing, and deliver
it to the other Party for consideration. Once received, the assigned managers or designees
of each Party will work to informally and amicably resolve the issue within five (5) business
days. If the managers or designees are unable to come to a mutually acceptable decision
within five (5) business days, they may agree to issue an extension to allow for more time.
If the dispute cannot be resolved by the managers or designees, the issue will be referred
through each Agency's respective operational protocols, to the Secretary of DSHS
("Secretary") and the County Representative or their deputy or designated delegate. Both
Parties will be responsible for submitting all relevant documentation, along with a short
statement as to how they believe the dispute should be settled, to the Secretary and the
County Representative.
Upon receipt of the referral and relevant documentation, the Secretary and County
Representative will confer to consider the potential options for resolution, and to arrive at a
decision within fifteen (15) business days. The Secretary and County Representative may
appoint a review team, a facilitator, or both, to assist in the resolution of the dispute. If the
Secretary and County Representative are unable to come to a mutually acceptable
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6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 6
DSHS/County General Terms & Conditions
decision within fifteen (15) days, they may agree to issue an extension to allow for more
time.
Both Parties agree that, the existence of a dispute notwithstanding, the Parties will
continue without delay to carry out all respective responsibilities under the Agreement or
applicable Program Agreement(s) that are not affected by the dispute.
The final decision will be put in writing and will be signed by both the Secretary and County
Representative. If the Agreement is active at the time of resolution and amendment of the
Agreement is warranted for ongoing clarity, the Parties will execute an amendment to
incorporate the final decision into the Agreement. If this dispute process is used, the
resolution decision will be final and binding as to the matter reviewed and the dispute shall
be settled in accordance with the terms of the decision. Notwithstanding the foregoing,
each Party reserves the right to litigate issues de novo in court.
10. Entire Agreement. This Agreement and any Program Agreement, including all
documents attached to or incorporated by reference into either, shall contain all the terms
and conditions to be agreed upon by the parties. Upon execution of any Program
Agreement, this Agreement shall be considered incorporated into that Program
Agreement by reference. No other understandings or representations, oral or otherwise,
regarding the subject matter of this Agreement or any Program Agreement shall be
deemed to exist or bind the parties.
11. E-Signature and Records. An electronic signature or electronic record of this Agreement
or any other ancillary agreement shall be deemed to have the same legal effect as delivery
of an original executed copy of this Agreement or such other ancillary agreement for all
purposes.
12. Governing Law and Venue. The laws of the state of Washington govern this Agreement.
In the event of a lawsuit by the County against DSHS involving this Agreement or a
Program Agreement, venue shall be proper only in Thurston County, Washington. In the
event of a lawsuit by DSHS against the County involving this Agreement or a Program
Agreement, venue shall be proper only as provided in RCW 36.01.050.
13. Responsibility. Each party to this Agreement shall be responsible for the negligence of its
officers, employees, and agents in the performance of any Program Agreement. No party
to this Agreement or any Program Agreement shall be responsible for the acts and/or
omissions of entities or individuals not party to this Agreement and any Program
Agreement. DSHS and the County shall cooperate in the defense of tort lawsuits, when
possible. Both parties agree and understand that such cooperation may not be feasible in
all circumstances. DSHS and the County agree to notify the attorneys of record in any tort
lawsuit where both are parties if either DSHS or the County enters into settlement
negotiations. It is understood that the notice shall occur prior to any negotiations, or as
soon as possible thereafter, and the notice may be either written or oral.
14. Independent Status. For purposes of this Agreement and any Program Agreement, the
County acknowledges that the County is not an officer, employee, or agent of DSHS or the
state of Washington. The County shall not hold out itself or any of its employees as, nor
claim status as, an officer, employee, or agent of DSHS or the state of Washington. The
County shall not claim for itself or its employees any rights, privileges, or benefits which
would accrue to an employee of the state of Washington. The County shall indemnify and
hold harmless DSHS from all obligations to pay or withhold federal or state taxes or
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6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 7
DSHS/County General Terms & Conditions
contributions on behalf of the County or the County's employees.
15. Inspection. Either party may request reasonable access to the other party's records and
place of business for the limited purpose of monitoring, auditing, and evaluating the other
party's compliance with this Agreement, any Program Agreement, and applicable laws and
regulations. During the term of any Program Agreement and for one (1)year following
termination or expiration of the Program Agreement, the parties shall, upon receiving
reasonable written notice, provide the other party with access to its place of business and to
its records which are relevant to its compliance with this Agreement, any Program
Agreement, and applicable laws and regulations. This provision shall not be construed to
give either party access to the other party's records and place of business for any other
purpose. Nothing herein shall be construed to authorize either party to possess or copy
records of the other party.
16. Insurance. DSHS certifies that it is self-insured under the State's self-insurance liability
program, as provided by RCW 4.92.130, and shall pay for losses for which it is found liable.
The County certifies that it is self-insured, is a member of a risk pool, or maintains
insurance coverage as required in any Program Agreements. The County shall pay for
losses for which it is found liable.
17. Maintenance of Records.
During the term of this Agreement and for six (6) years following termination or expiration of
this Agreement, both parties shall maintain records sufficient to:
a. Document performance of all acts required by law, regulation, or this Agreement;
b. Demonstrate accounting procedures, practices, and records that sufficiently and
properly document the County's invoices to DSHS and all expenditures made by the
County to perform as required by this Agreement.
18. Operation of General Terms and Conditions. These General Terms and Conditions
shall be incorporated by reference into each Program Agreement between the County and
DSHS in effect on or after the start date of this Agreement. These General Terms and
Conditions govern and apply only to work performed under Program Agreements between
the parties.
19. Order of Precedence. In the event of an inconsistency in this Agreement and any
Program Agreement, unless otherwise provided herein, the inconsistency shall be resolved
by giving precedence, in the following order, to:
a. Applicable federal and state of Washington statutes and regulations;
b. This Agreement;
c. The Program Agreement(s).
20. Ownership of Material. Material created by the County and paid for by DSHS as a part of
any Program Agreement shall be owned by DSHS and shall be "work made for hire" as
defined by 17 USC§ 101. This material includes, but is not limited to: books; computer
programs; documents; films; pamphlets; reports; sound reproductions; studies; surveys;
tapes; and/or training materials. Material which the County uses to perform a Program
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Agreement but is not created for or paid for by DSHS is owned by the County and is not
"work made for hire"; however, DSHS shall have a perpetual license to use this material for
DSHS internal purposes at no charge to DSHS, provided that such license shall be limited
to the extent which the County has a right to grant such a license.
21. Severability. The provisions of this Agreement and any Program Agreement are
severable. If any court holds invalid any provision of this Agreement or a Program
Agreement, including any provision of any document incorporated herein or therein by
reference, that invalidity shall not affect the other provisions this Agreement or that Program
Agreement.
22. Subcontracting. Unless otherwise specified therein, the County may subcontract
services to be provided under a specific Program contract into which this Agreement is
incorporated or attached. If DSHS, the County, and a subcontractor of the County are
found by a jury or other trier of fact to be jointly and severally liable for personal injury
damages arising from any act or omission under this Agreement or any Program
Agreement, then DSHS shall be responsible for its proportionate share, and the County
shall be responsible for its proportionate share. Should a subcontractor to the County
pursuant to a Program Agreement be unable to satisfy its joint and several liability, DSHS
and the County shall share in the subcontractor's unsatisfied proportionate share in direct
proportion to the respective percentage of their fault as found by the trier of fact. Nothing
in this section shall be construed as creating a right or remedy of any kind or nature in
any person or party other than DSHS and the County. This provision shall not apply in
the event of a settlement by either DSHS or the County.
23. Subrecipients.
a. General. If the County is a subrecipient of federal awards as defined by 2 CFR Part
200 and this Agreement, the County will:
(1) Maintain records that identify, in its accounts, all federal awards received and
expended and the federal programs under which they were received, by Catalog of
Federal Domestic Assistance (CFDA) title and number, award number and year,
name of the federal agency, and name of the pass-through entity;
(2) Maintain internal controls that provide reasonable assurance that the County is
managing federal awards in compliance with laws, regulations, and provisions of
contracts or grant agreements that could have a material effect on each of its
federal programs;
(3) Prepare appropriate financial statements, including a schedule of expenditures of
federal awards;
(4) Incorporate 2 CFR Part 200, Subpart F audit requirements into all agreements
between the County and its Subcontractors who are subrecipients;
(5) Comply with the applicable requirements of 2 CFR Part 200, including any future
amendments to 2 CFR Part 200, and any successor or replacement Office of
Management and Budget (OMB) Circular or regulation; and
(6) Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of
the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of
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the Americans with Disabilities Act of 1990, Title IX of the Education Amendments
of 1972, The Age Discrimination Act of 1975, and The Department of Justice Non-
Discrimination Regulations, 28 C.F.R. Part 42, Subparts C.D.E. and G, and 28
C.F.R. Part 35 and 39.
b. Single Audit Act Compliance. If the County is a subrecipient and expends $750,000 or
more in federal awards from all sources in any fiscal year, the County will procure and
pay for a single audit or a program-specific audit for that fiscal year. Upon completion
of each audit, the County will:
(1) Submit to the DSHS contact person the data collection form and reporting package
specified in 2 CFR Part 200, Subpart F, reports required by the program-specific
audit guide (if applicable), and a copy of any management letters issued by the
auditor;
(2) Follow-up and develop corrective action for all audit findings; in accordance with 2
CFR Part 200, Subpart F; prepare a "Summary Schedule of Prior Audit Findings"
reporting the status of all audit findings included in the prior audit's schedule of
findings and questioned costs.
c. Overpayments. If it is determined by DSHS, or during the course of a required audit,
that the County has been paid unallowable costs under this or any Program
Agreement, DSHS may require the County to reimburse DSHS in accordance with 2
CFR Part 200.
24. Survivability. The terms and conditions contained in this Agreement or any Program
Agreement which, by their sense and context, are intended to survive the expiration of a
particular Program Agreement shall survive. Surviving terms include, but are not limited to:
Confidentiality (Section 6), Disputes (Section 9), Responsibility(Section 13), Inspection
(Section 15), Maintenance of Records (Section 17), Ownership of Material (Section 20),
Subcontracting (Section 22), Termination for Default(Section 27), Termination Procedure
(Section 28), and Title to Property (Section 30).
25. Termination Due to Change in Funding, Contract Renegotiation or Suspension.
If the funds DSHS relied upon to establish any Program Agreement are withdrawn,
reduced or limited, or if additional or modified conditions are placed on such funding, after
the effective date of this Agreement but prior to the normal completion of any Program
Agreement:
a. At DSHS's discretion, the Program Agreement may be renegotiated under the revised
funding conditions.
b. Upon no less than fifteen (15) calendar days advance written notice to County, DSHS
may suspend County's performance of any Program Agreement when DSHS
determines that there is reasonable likelihood that the funding insufficiency may be
resolved in a timeframe that would allow the County's performance to be resumed prior
to the normal completion date of the Program Agreement. For purposes of this sub-
section, "written notice" may include email.
(1) During the period of suspension of performance, each party will inform the other of
any conditions that may reasonably affect the potential for resumption of
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performance.
(2) When DSHS determines that the funding insufficiency is resolved, it will give the
County written notice to resume performance. Upon the receipt of this notice, the
County will provide written notice to DSHS informing DSHS whether it can resume
performance and, if so, the date of resumption.
(3) If the County's proposed resumption date is not acceptable to DSHS and an
acceptable date cannot be negotiated, DSHS may terminate the Program
Agreement by giving written notice to the County. The parties agree that the
Program Agreement will be terminated retroactive to the effective date of
suspension. DSHS shall be liable only for payment in accordance with the terms of
the Program Agreement for services rendered through the retroactive date of
termination.
c. DSHS may terminate the Program Agreement by providing at least fifteen (15)
calendar days advance written notice to the County. DSHS shall be liable only for
payment in accordance with the terms of the Program Agreement for services rendered
through the effective date of termination. No penalty shall accrue to DSHS in the event
the termination option in this section is exercised.
26. Termination for Convenience. The CCLS Chief may terminate this Agreement or any
Program Agreement in whole or in part for convenience by giving the County at least thirty
(30) calendar days' written notice addressed to the County at the address shown on the
cover page of the applicable agreement. The County may terminate this Agreement and
any Program Agreement for convenience by giving DSHS at least thirty (30) calendar days'
written notice addressed to: Central Contracts and Legal Services, PO Box 45811,
Olympia, Washington 98504-5811.
27. Termination for Default.
a. The CCLS Chief may terminate this Agreement or any Program Agreement for default,
in whole or in part, by written notice to the County, effective on the date stated in the
written notice, if DSHS has a reasonable basis to believe that the County has:
(1) Failed to meet or maintain any requirement for contracting with DSHS;
(2) Failed to perform under any provision of this Agreement or any Program
Agreement;
(3) Violated any law, regulation, rule, or ordinance applicable to this Agreement or any
Program Agreement; or
(4) Otherwise breached any provision or condition of this Agreement or any Program
Agreement.
b. Before the CCLS Chief may terminate this Agreement or any Program Agreement for
default, DSHS shall provide the County with written notice of the County's
noncompliance with the agreement and provide the County a reasonable opportunity to
correct the County's noncompliance. If the County does not correct the County's
noncompliance within the period of time specified in the written notice of
noncompliance, the CCLS Chief may then terminate the agreement. The CCLS Chief
DSHS Central Contract Services
6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 11
DSHS/County General Terms & Conditions
may terminate the agreement for default without such written notice and without
opportunity for correction if DSHS has a reasonable basis to believe that a Client's
health or safety is in jeopardyThe County may terminate this Agreement or any
Program Agreement for default, in whole or in part, by written notice to DSHS, if the
County has a reasonable basis to believe that DSHS has:
(1) Failed to meet or maintain any requirement for contracting with the County;
(2) Failed to perform under any provision of this Agreement or any Program
Agreement;
(3) Violated any law, regulation, rule, or ordinance applicable to this Agreement or any
Program Agreement; and/or
(4) Otherwise breached any provision or condition of this Agreement or any Program
Agreement.
c. Before the County may terminate this Agreement or any Program Agreement for
default, the County shall provide DSHS with written notice of DSHS' noncompliance
with the agreement and provide DSHS a reasonable opportunity to correct DSHS'
noncompliance. If DSHS does not correct DSHS' noncompliance within the period of
time specified in the written notice of noncompliance, the County may then terminate
the agreement.
28. Termination Procedure. The following provisions apply in the event this Agreement or
any Program Agreement is terminated:
a. The County shall cease to perform any services required by the Program Agreement as
of the effective date of termination and shall comply with all reasonable instructions
contained in the notice of termination which are related to the transfer of clients,
distribution of property, and termination of services.
b. The County shall promptly deliver to the DSHS contact person (or to his/her/their
successor) listed on the first page of the Program Agreement, all DSHS assets
(property) in the County's possession, including any material created under the
Program Agreement. Upon failure to return DSHS property within fifteen (15)working
days of the Program Agreement termination, the County shall be charged with all
reasonable costs of recovery, including transportation. The County shall take
reasonable steps to protect and preserve any property of DSHS that is in the
possession of the County pending return to DSHS.
c. DSHS shall be liable for and shall pay for only those services authorized and provided
through the effective date of termination. DSHS may pay an amount mutually agreed
by the parties for partially completed work and services, if work products are useful to or
usable by DSHS.
d. If the CCLS Chief terminates any Program Agreement for default, DSHS may withhold a
sum from the final payment to the County that DSHS determines is necessary to protect
DSHS against loss or additional liability occasioned by the alleged default. DSHS shall
be entitled to all remedies available at law, in equity, or under the Program Agreement.
If it is later determined that the County was not in default, or if the County terminated the
Program Agreement for default, the County shall be entitled to all remedies available at
DSHS Central Contract Services
6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 12
DSHS/County General Terms & Conditions
law, in equity, or under the Program Agreement.
29. Treatment of Client Property. Unless otherwise provided in the applicable Program
Agreement, the County shall ensure that any adult client receiving services from the County
under a Program Agreement has unrestricted access to the client's personal property. The
County shall not interfere with any adult client's ownership, possession, or use of the
client's property. The County shall provide clients under age eighteen (18)with reasonable
access to their personal property that is appropriate to the client's age, development, and
needs. Upon termination or completion of the Program Agreement, the County shall
promptly release to the client and/or the client's guardian or custodian all of the client's
personal property. This section does not prohibit the County from implementing such lawful
and reasonable policies, procedures and practices as the County deems necessary for
safe, appropriate, and effective service delivery (for example, appropriately restricting
clients' access to, or possession or use of, lawful or unlawful weapons and drugs).
30. Title to Property. Title to all property purchased or furnished by DSHS for use by the
County during the term of a Program Agreement shall remain with DSHS. Title to all
property purchased or furnished by the County for which the County is entitled to
reimbursement by DSHS under a Program Agreement shall pass to and vest in DSHS. The
County shall take reasonable steps to protect and maintain all DSHS property in its
possession against loss or damage and shall return DSHS property to DSHS upon
termination or expiration of the Program Agreement pursuant to which it was purchased or
furnished, reasonable wear and tear excepted.
31. Waiver. Waiver of any breach or default on any occasion shall not be deemed to be a
waiver of any subsequent breach or default. No waiver shall be construed to be a
modification of the terms and conditions of this Agreement unless amended as set forth in
Section 2, Amendment. Only the CCLS Chief or designee has the authority to waive any
term or condition of this Agreement on behalf of DSHS.
DSHS Central Contract Services
6016CF DSHS and County Agreement on General Terms and Conditions(5-18-2023) Page 13
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Mark Neary Ext. 530
Department: County Administrator Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Letter of Support for Public Utility District No. 1's Community Wildfire Defense Grant Program Application
Background/Executive Summary:
Public Utility District(PUD)No. 1 is proposing to do a comprehensive vegetation management(VM)project
to clear vegetation fuels within their easement land and to procure the highline truck and equipment needed to
maintain cleared easements moving forward. Most outages are caused by treefalls,this will allow PUD 1 to
proactively remove danger trees and will mitigate future wildfire risk within the heavily forested lands of
Mason County. This fuels mitigation project will trim the entire system in one event and will allow for PUD 1
to effectively maintain thereafter.
Budget Impact(amount, funding source,budget amendment):
N/A
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval of the letter of support for Public Utility District No. 1's Community Wildfire Defense Grant
Program Application to do a comprehensive vegetation management(VM)project to clear vegetation fuels
within their easement land and to procure the highline truck and equipment needed to maintain cleared
easements moving forward.
Attachments
Letter of Support
July 18,2023
o
I United States Department of Agriculture/U.S.Forest Service
— Attn:Brad Simpkins,Grantor
201 14'Street SW
1854 Washington,DC 20024
Re:Funding Opportunity No.USDA-FS-2023-CWDG-CWSF/Mason PUD 1
MASON COUNTY Dear Mr. Simpkins,
BOARD
OF The Mason County Board of Commissioners has been advised by Mason County PUD No. 1 of their
COMMISSIONERS Proposed comprehensive vegetation management (VM) project to clear vegetation fuels within their
easement of land. We see this as the most timely and critical means to best mitigate future wildfire risk
within the heavily forested lands of Mason County. In response to our need, Mason PUD 1 has
developed a fuels mitigation project that will trim the entire system in one event,which we understand
1ST District will allow for the PUD to effectively maintain thereafter. We also understand the PUD only has the
RANDY NEATHERLIN financial means to address small portions of easement annually and the removal of a few dead trees.
Most outages are caused by treefalls so the PUD's comprehensive plan to proactively remove danger
2"d District trees, as identified by an arborist under the project, represents a most effective wildfire mitigation
KEVIN SHUTTY strategy. We applaud the PUD's intention to pursue federal funds for this highly needed wildfire
preventative work.
3'District The PUD is only able to engage in this intentional mitigation of wildfire risk if they receive funding
SHARON TRASK from the USDA/FS via the Community Wildfire Defense Grant Program. We support their plan for
fuel stock removal and ask the USDA/FS to fund the PUD's grant application so that this critical clear-
cut can occur before a major wildfire jeopardizes our power lines and the life and property of our
residents.
Mason County Building 1
Mason County has engaged in multiple partnerships with the PUD and enjoys a mutually cooperative
411 North Fifth Street relationship for infrastructure projects, clean energy projects, FEMA, and other emergency
management activities. The PUD has been an active planning partner in Mason County's FEMA
Shelton,WA 98584-3400 Hazard Mitigation Planning Team and emergency management team meetings. The PUD's
management team works closely with our Department of Emergency Management on projects like this
one,specifically. We see their proposed Whole-System VM Project as one that will help to protect the
(360)427-9670 ext.419 electrical service that Mason County depends upon for business,education,healthcare, and household
use.
Fax(360)427-8437
The Mason County Board of Commissioners highly recommends the USDA/FS approve the PUD's
application for funding their VM project.
Thank you for your consideration of the PUD's proposal.
Sincerely,
Sharon Trask, Randy Neatherlin, Kevin Shutty,
Chair Vice-Chair Commissioner
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Mark Neary Ext. 530
Department: County Administrator Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Letter of Support for Public Utility District No. 1's Office of Clean Energy Demonstrations Funding
Application
Background/Executive Summary:
Public Utility District(PUD)No. 1 is requesting funding for their Highway 106 Distribution Line Rebuild and
Intertie Project. Due to a lack of rural broadband and redundant power infrastructure in areas such as Highway
106,the County has many challenges related to business and workforce development, education,telehealth,
and economic development. Under this proposed project,PUD 1 will partner with local telecommunications
providers to facilitate rural broadband deployment. This project is entirely dependent upon Office of Clean
Energy Demonstrations(OCED)funding. If awarded funding,the PUD will be able to complete this important
work without having to raise rates on electric customers to support the project.
Budtet Impact(amount, funding source,budget amendment):
N/A
Public Outreach (news release, community meeting, etc.):
N/A
Requested Action:
Approval of the letter of support for Public Utility District No. 1's. Office of Clean Energy Demonstrations
(OCED)funding request for the Highway 106 Distribution Line Rebuild and Intertie Project.
Attachments
Letter of Support
July 18,2023
o
` Department of Energy,Office of Clean Energy Demonstrations
— Attn:Kelly Cummins,Acting Director
100 Independence Ave SW
1854 Washington,DC 20585
Re:DE-FOA-0003045,ERA Fixed Grant Program
MASON COUNTY Dear Ms.Cummins,
BOARD
OF The Mason County Board of Commissioners strongly supports Mason County PUD No. 1's Highway
COMMISSIONERS 106 Distribution Line Rebuild and Intertie Project and hope that they are selected for funding under the
ERA Fixed Program. Our rural county represents numerous Disadvantaged Communities (DACs)
according to the EJScreen Tool,including Union,Hoodsport,and the Skokomish Indian Tribe,who are
all electric customers of PUD 1.
1 ST District
RANDY NEATHERLIN Our rural county has challenges related to business and workforce development,education,telehealth,
and economic development due to both a lack of rural broadband and the lack of redundant power
2"d District infrastructure in many areas like Highway 106,which is exasperated by rugged terrain and small,rural
KEVIN SHUTTY populations making up PUD 1's customer base. As a funding entity and supporter of other PUD 1
infrastructure projects,and elected representatives of taxpayers in PUD 1's service territory,we have a
vested interest in the delivery of a redundant,robust,and resilient power supply for Mason County. A
3'District more energy-efficient and hardened electric grid with loop feed capability is sorely needed in the rural
SHARON TRASK and remote parts of our communities like Union,Skokomish,and Highway 106.
Under the proposed project, PUD 1 is also partnering with local telecommunications providers to
facilitate rural broadband deployment, which represents needed infrastructure for both economic
Mason County Building 1 development and several areas of focus under the Environmental Justice criteria including:low income
and unemployment,broadband gaps,communities of color,health disparities,and education. Without
411 North Fifth Street reliable and resilient utility infrastructure, rural counties like Mason County will fall behind socially
and economically. PUD 1's offer to collaborate with telecom companies on joint trenching and
Shelton,WA 98584-3400 construction adds an additional and important layer of public benefit to the ERA funding investment.
The PUD's 106 Rebuild Project is entirely dependent upon OCED funding. If PUD 1 is awarded their
(360)427-9670 ext.419 grant request under the ERA Fixed Program, it will enable them to complete this important work
without having to raise rates on electric customers to support the project. A $5 million investment in
Fax(360)427-8437 Mason County will also spurn high quality jobs and workforce continuity,which aligns with the goals
of DOE while intentionally advancing Justice40 and DEIA activities in Mason County's DAC
communities,which is at the heart of DOE's mission.
We hope the Office of Clean Energy Demonstrations agrees and chooses to fund PUD 1's Highway
106 Distribution Line Rebuild and Intertie Project under the ERA Fixed Program.
Sincerely,
Sharon Trask, Randy Neatherlin, Kevin Shutty,
Chair Vice-Chair Commissioner
MASON COUNTY
rTi
Public Health & Human Services
Briefing
July 10, 2023
Briefing Items
Consolidated Contract (CONCON) amendment—Casey Bingham
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: David Windom Ext.260
Department: Public Health Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: July 18,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Public Health Consolidated Contract(CONCON)Amendment No. 13
Background/Executive Summary:
This amendment adds statements of work and dollars for the fiscal year and is a continuation of the Public
Health Consolidated Contract(CONCON). Statements of work include Foundational Public Health Services
(FPHS),Infectious Disease Prevention Services,Office of Immunization—Perinatal Hepatitis B,Office of
Immunization—Promotion of Immunizations to Improve Vaccination Rates,OSS LMP Implementation,and
Recreational Shellfish Activities. Amended statements of work include Injury&Violence Prevention
Overdose Data to Action,Office of Drinking Water Group A Program,and OSS LMP Implementation. Funds
are a mix of cash payments and reimbursable payments and reflect contractual work done for the State.
Budget Impact(amount, funding source,budget amendment):
Adds$1,378,486 to current contract for a revised maximum consideration of$5,341,192.
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval of the Public Health Consolidated Contract(CONCON)Amendment No. 13 to add and amend
certain statements of work and to increase the allocation by$1,378,486 for a revised maximum consideration
of$5,341,192.
Attachments
Contract
MASON COUNTY PUBLIC HEALTH
2022-2024 CONSOLIDATED CONTRACT
CONTRACT N TMBER: CLH31019 AMENDMENT NUMBER: 13
PURPOSE OF CHANGE: To amend this contract between the DEPARTMENT OF HEALTH hereinafter referred to as"DOH",and
MASON COUNTY PUBLIC HEALTH,a Local Health Jurisdiction,hereinafter referred to as"LHP',par=t to the
Modifications/Waivers clause,and to make necessary changes within the scope of this contract and any subsequent amendments
thereto.
IT IS MUTUALLY AGREED: That the contract is hereby amended as follows:
1. Exhibit A Statements of Work,includes the following statements of work,which are incorporated by this reference and located on
the DOH Finance Share-point site in the Upload Center at the following URL:
tMs://stateofcva,sha!Moint.com/sites�doh-ofsfimdintrresources/sitevages/home.aspxl—==Q1:9a94688&12d94d iea80ac7fbc32e4d7c
® Adds Statements of Work for the following programs:
Foundational Public Health Senses(FPHS)-Effective July 1,2023
Infectious Disease Prevention Senses-SSP-Effective July 1,2023
Office of Immunization-Perinatal Hepatitis B-Effective July 1,2023
Office of Immunization-Promotion of Immunizations to Improve Vaccination Rates-Effective July 1,2023
OSS LMP Implementation-Effective July 1,2023
Recreational Shellfish Acti-ities-Effective July 1,2023
® Amends Statements of Work for the following programs:
Injury&Violence Prevention Overdose Data to Action-Effective September 1,2022
Office of Drinking Water Group A Program-Effective January 1,20?72
OSS LMP Implementation-Effective January 1,2022.
❑ Deletes Statements of Work for the following programs:
2. Exhibit B-13 Allocations,attached and incorporated by this reference,amends and replaces Exhibit B-12 Allocations as follows:
® Increase of$1,378.486 for a revised maximum consideration of S5.341.192.
❑ Decrease of for a revised maximum consideration of
❑ No change in the maximum consideration of
Exhibit B Allocations are attached only for informational purposes.
Unless designated otherwise herein,the effective date of this amendment is the date of execution.
ALL OTHER TERMS AND CONDITIONS of the original contract and any subsequent amendments remain in full force and effect.
IN WITNESS WHEREOF,the undersigned has affixed his/her signature in execution thereof.
MASON COUNTY PUBLIC HEALTH STATE OF WASHINGTON
DEPARTMENT OF HEALTH
Signature: Signature:
Date: Date:
I t I
APPROVED AS TO FORM ONLY
Assistant Attorney Generl
Page 1 of 1
Click here to sign
Ju13,2023
a
FFH] Tf B-13
Mason County Public Health ALLOCATIONS Contract Number:
Contract Term:2022-2024 Date:
Indirect Rate January 1,2022 through December 31,2022:17.260/0
Indirect Rate January 1,2023 through December 31,2023:1SA4% DOH Use Only
BARS Statement of Work Chart of Accounts Funding
Federal Award Assist Revenue LHd Funding Period Funding Period Period
Chart of Accounts Program Title Identification 9 Amend 9 List h' Code`" Start Date End Date Start Date End Date Amount SubTotal
FFY22 PEEP 13P4 LHJ Funding NU90TP922043 Amd 7 93.069 333.93.06 07/01/22 D613023 07/D122 06/30/23 $49,342 $49,342
FFY21 PHSP BP3 LHJ Funding NU90TP922D43 Amd 2 93.069 333.93.06 OI/0122 D6/3022 O7/DI)21 06/3022 $34,459 $34,459
FFY22 Overdose Data to Action Prey NU17CE925007 Amd 10 93.136 333.93.13 09/0122 09/3123 09,0122 08/31/23 $56,935 S106,939
FFY22 Overdose Data to Action Pn-v NU17CE925007 Amd 7 93.136 333.93.13 09/0122 D8/3123 09/D122 085 1123 $5D,D00
FFY21 Overdose Data to Action,Prev NU17CE925007 Amd 4 93.136 333.93.13 CIA 22 08/31/22 09/D121 OS/31122 $2,696 $37,908
FFY21 Overdose Data to Ammon P..cv NU17CE925007 Arad 3 93.136 333.93.13 01AI22 08/3122 09/Dl/21 08/3122 535,112
=24 CDC PPHF Ops NGA Not Received And 13 93.263 33393.26 MAIM 06?3024 07,DIJ73 06i30!24 S500 WOO
M:-,4 CDC 17C Orr. NGA Not Received Amd 13 93.268 33393.^_6 07/0112-3 D W24 0714112i 06130/'_4 S$,600 55,600
COVID19Vaccines NEI231P922619 Amd4 93.268 333.93.26 01/0122 065024 07/D120 06/3024 S354,S03 5354,803
COVID19 Vaccines R4 NB231P922619 Arad 1 93.269 333.93.26 01/01/22 D6/3024 07ID120 06/30/24 S354,803 $354,903
FFY23 PPAF OPs NH231P922619 Amd 7 93268 33393.26 0710122 MOM 07/01/22 06/30/23 $500 5500
=2 PPEF Ops N:9231P922619 Arad 3 93.269 3339326 01/0122 D6/3022 07/0121 06/30/22 $500 $500
=19 COVID CARES NU50CKO00515 Amd 2,3 93323 333.93,32 0110122 D613022 04/2320 D7/3124 $65,595 $65,595
FFY19 ELC COVID Ed LIU Allocation NU5OCK000515 Amd 3,11 93323 333.93.32 01J0122 01/3IM 05,1920 01/31/23 (529,966) 5213,D61
FFY19 ELC COVID Ed LHJ Allocation NU50CKD00515 Amd 2,11 93323 333.93.32 0110122 0113123 OS/1920 01131M 5243,027
FFY20 ELC EDE LHJ AIIacatioa NUSOCK000515 Amd7,9 93.323 3339332 OMI/22 D7/31/M OI/15P_1 07/3124 ($27,095) $867,729
FFY20 ELC EDE IM AIlocation NU50CK000515 Amd 3,9 93.323 333.9332 0UO122 07/31/23 01/1521 07/31/24 ($30)
FFY20 ELC EDE IM A0oc3bon NU5DCKD00515 Amd 2,9 93.323 333.93.32 0110122 07/3123 OI11521 07/3 124 5894,854
FFY23 Vector-bane T2&3 Epi ELC FPH NGA Not F--=i,cd Amd 12 93323 333.9332 08/0123 09/3023 O8/D1/23 09/30/23 $1 200 S1,200
FFY22 Vector-borne T2&3 Ep,ELC FPH NU50CK000515 Amd 12 93.323 333.93.32 08/0122 07131M 0810122 07/31/23 $1,800 $4,550
FFY22 Vector-bcme T?&3 Epi ELC FPH NTJ50CK000515 Arad 5,12 93323 333.9332 09101,12 07/3123 08/DIM 07/3123 S2,750
FFY21 Voctor-bcme T2&3 Epi ELC FPH NUSOCKD00515 Amd 5 93.323 333.9332 06/0122 D7/31/22 08J0121 07/3122 S2,750 52,750
FFY23 MC33BG LHJ C=uacu B04MC47453 Amd 7 93.994 333.93.99 10/01/22 09/3023 10/0122 09/3023 $67,694 $67,694
FFY22 MCBBG LHJ Contracts B04MC45251 Arad 1 93.994 333.93-99 Ol/0122 09130M IO/D121 09/3022 $50,770 $50,770
(FI-Grcup B CFO-SW) Amd 10 NIA 334.04.90 01/0123 D650123 0710122 06/3023 56,469 56,469
CFS-Group B(FOS-W) Amd 1 NIA 334.04.90 01/0122 D6130M 07/D121 06/30/22 56,469 56,469
SFY24 Drug User Hc.*!i Pro gram Amr::3 tiLA 334.04.9: 07,102/23 :23I/23 0710//23 12/31I23 52,500 S2,SD0
State Drug User Health Program Amd 12 NIA 334.04.91 02/0123 06/3023 07/D123 12/3U23 $5,D00 $5,D00
Page 1 of 2
E1IECRIT B-13
Mason County Public Health ALLOCATIONS Contract Number
Contract Term:2022-2024 Date:
Indirect Rate January 1,2022 through December 31,2022:17.26%
Indirect Rate January 1,2023 through December 31,2023:18A4% DOH Use Only
BARS Statement of Work Chart of AceumG Funding
Federal Award Assist Revenue LHJ Fnadins Period FundinS Period Period
Chart of Accounts Program Title Identification A Amend k List 9* Code`- Start Date End Date Start Date End Date Amount SuhTotal
State TB Control-FPH Amd 9 N/A 334.04.91 10/01/22 06/3023 07l0121 06/30123 $500 5500
Ree Shell0-R/Sinto3rin Arad 13 NIA. 334.04.93 07/01P'23 IMIP-4 07:n1P� 06130!_e SS_-4 SS_50
Rec She715shMiotosm Amd 1 NIA 334.04.93 01/01/22 06/301M 07J01rz1 06/30P23 55250 55,250
Sena➢OuateSfaaagement(GFS) And 13 X1.4 33 OL93 07/OI/34 LMI!?a 07/01f.3 06130/'S SC3,636 S53,636
Small Ottsite (GFS) Amd 13 NLk 334.04.93 0710L23 0010::4 07101M 06:MIS Si5,000 S45,000
WastewaterManagemeat-GFS Amd 1 NIA 334.0493 07/0122 06/30/23 07J0121 06/30/23 $60,000 560,000
Wastewater Management-GFS AmdI N/A 334.0493 07/0122 0630M 07101P_1 06130/3 515,000 515,000
FPHS-LHS-Proviso(YR2) Amd6 NIA 336.04.25 071OlM 0613O/23 07•01111 0630,23 51,266,000 51266,000
FPHS-L1I7 Proviso(YR2) Amd 7 NIA 336.04 25 07J01122 0613O2; 07/0121 06130P-3 (5761,000) SO
FPHS-LHJ-Proviso(YR2) Amd 1 NIA 336.0425 07J01122 06rOP..3 0710121 06/30P_3 5761,000
FPHS-IM-Proviso(YR1) Amd9 NIA 336.0425 01J0122 06130M 07!01P_1 06/3023 (S423,884) 5337,116
FPHS-LIU Proviso(YRI) Amd 1 NIA 336.0425 OIJ01/22 0613022 0710121 0613023 5761,DOO
FPHS-Local Heahh Jurisdiction .Auu 13 NiA 3M.01.25 VML'23 06,3D.14 071OLM 06,30114 SI,265 000 SI'.66,000
YR25 SRF-Local Asst(15%)(FOSWDSS Arad 11 NIA 3445.26.64 01/01/23 12/31/23 01!01P.3 12131125 510,800 S10,S00
YR24 SRF-Local Asst(15%)CFO-SW)SS Amd 7 NIA 34626.64 OI10U22 12/31M 07M/21 06/30+23 $1,400 $12,400
YR24 SRF-Local Asst(15%)(FO-SW)SS Amd 1 NIA 346.26.64 Ol/01122 121311Z2 071D1/21 0613023 $11,000
Sanitary Survey Fees(FO-SW)SS-State Amd 11 NIA 346.26.65 01/01M 12/31Y23 07,01.21 123123 510,800 $23,200
Sanitary Survey Fees(FOSW)SS-State Amd7,11 NIA 346.26.65 011O22 12f31P13 07ID1P_1 M123 S1,400
Sanitary Survey Fecs(FOSW)SS-State Arad 1,11 NIA 34626.65 01/01/22 12P31P13 07/D1P_1 1 V23 $11,000
YR25 SRF-Local Assst(15%)(FO-SW)TA Amd 11 NIA 3445.26.66 01/01/23 12.3123 0VD1P� 12131P-3 $1,000 51,000
YR24 SRF-Local Asst(15%)(FO-SQ)TA Arad N/A 346.26.66 01101.2 12/3122 0710121 06P30/?3 S1,000 S1,000
TOTAL S5,341,192 SSr341,192
Total consideration: 53,%2,706 GRAND TOTAL.
S1,378,486
GRAND TOTAL $5,341,192 Total Fed
Total State
'Catalog of Federal Domestic As -tance
"Federal revenue codes begin with"333". State revenue codes begin with"334".
Page 2 of 2
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Foundational Public Health Services(FPHS)- Local Health Jurisdiction Name: Mason County Public Health
Effective July 1,2023
Contract Number: CLH31019
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
❑ Federal<Select One> (check if applicable) ❑ Reimbursement
Trans
® State ❑ FFATA(Transparency ® Periodic Distribution
Period of Performance: July 1,2023 through June 30,2024 ❑ Other ( Development
p y Act)
❑ Research&Develo ment
Statement of Work Purpose: Per RCW 43.70.512,Foundational Public Health Services(FPHS)funds are for the governmental public health system: local health jurisdictions,
Department of Health, state Board of Health,sovereign tribal nations and Indian health programs. These funds are to build the system's capacity and increase the availability of
FPHS services statewide.
Revision Purpose: N/A
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation
FPHS-LOCAL HEALTH JURISDICTION 99200840 N/A 336.04.25 07/01/23 06/30/24 0 1,266,000 1,266,000
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 0 1,266,000 1,266,000
Task Payment
# Activity Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
I FPHS funds to each LHJ—See below in Program Specific See below in Program Specific See below in Pro rg am Specific $628,000
Requirements—Activity pecial Instructions for details Requirements-Deliverables Requirements-Deliverables
2 Assessment Reinforcing Capacity—See below in Program Specific See below in Program Specific See below in Program Specific $60,000
Requirements—ActivitSpecial Instructions for details Requirements-Deliverables Requirements-Deliverables
3 Assessment—CHA/CHIP—See below in Program Specific See below in Program Specific See below in Pro rg am Specific $30,000
Requirements—Activity Special Instructions for details Requirements-Deliverables Requirements-Deliverables
4 Lifecourse—Infrastructure&Workforce Capacity—See below in See below in Program Specific See below in Program Specific $360,000
Program Specific Requirements—Activity Special Instructions for details Requirements-Deliverables Requirements-Deliverables
Exhibit A, Statement of Work Page 1 of 5 Contract Number CLH31019-Amendment 13
Task Payment
# Activity Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
5 CD—Hepatitis C—See below in Program Specific Requirements— See below in Program Specific See below in Program Specific $103,000
ActivitySpecial Instructions for details Requirements-Deliverables Requirements-Deliverables
6 CD—Case Investigation Capacity—See below in Program Specific See below in Program Specific See below in Program Specific $85,000
Requirements—ActivitSpecial Instructions for details Requirements-Deliverables Requirements-Deliverables
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to financegdoh.wa.gov.
FPHS staff from DOH and the Washington State Association of Local Public Health Officials(WSALPHO)will coordinate and communicate together to build and assure common
systemwide approaches per FPHS Steering Committee direction and the FPHS framework intent.
• For LHJ questions about the use of funds:
o Chris Goodwin,FPHS Policy Advisor,WSALPHO—ceoodwin&wsac.org,564-200-3166
o Brianna Steere,FPHS Policy Advisor,WSALPHO—bsteere e wsac.org, 564-200-3171
The intent of FPHS funding is outlined in RCW 43.70.512.
Foundational Public Health Services Definitions and related information can be found here: www.doh.wa.gov/fphs.
Stable funding and an iterative decision-making process—The FPHS Steering Committee's roles and responsibilities are outlined in the FPHS Committee&Workgroup
Charter The Steering Committee is the decision making body for FPHS and operates under a consensus-based decision making model,outlined here.The Steering Committee use
an iterative approach to decision making meaning additional tasks and/or funds may be added to a local health jurisdiction's(LHJ)FPHS Statement of Work(SOW)as funding
decisions are made.
Spending of FPHS funds—FPHS funds do not require pre-approval or pre-authorization to spend.FPHS funds are to assure FPHS services are available in each jurisdiction based
on the FPHS Definitions(link)and as reflected in the SOW. Assurance includes providing FPHS as part of your jurisdiction's program operations,contracting with another
governmental public health system partner to provide the service,or receiving the service through a new service delivery model such as cross jurisdictional sharing or regional
staff.FPHS funds are eligible starting at the beginning of each state fiscal year(July 1)regardless of when funds are received by the LHJ,even if the expenditure
occurred before the LHJ's contract was signed.
These funds are not intended for fee-based services such as select environmental public health services.As state funding for FPHS increases,other funds sources (local revenue,
grants, federal block grants)should be directed to the implementation of additional important services and local/state priorities as determined by each agency/jurisdiction.
Annual Allocations—The legislature appropriates FPHS funding on an annual basis and the FPHS Steering Committee allocates funds annually through the FPHS Concurrence
Process for the State Fiscal Year(SFY):July-June.
The Legislature appropriates FPHS funding amounts for each fiscal year of the biennium. This means that funds must be spent within that fiscal year and cannot be carried
forward. Any funds not spent by June 30'i'each year must be returned to the State Treasury. Funding allocations reset and begin again at the start of the next fiscal year(July 1).
This Statement of Work is for the period of July 1,2023-June 30,2024 and may be included in multiple Consolidated Contracts(ConCons)which are based on the calendar year
and renewed every three years.
Exhibit A, Statement of Work Page 2 of 5 Contract Number CLH31019-Amendment 13
Disbursement of FPHS funds to LHJs—Unlike other ConCon grants,FPHS bill-back to DOH is NOT required. Half of the annual FPHS funds allocated by the Steering
Committee to each LHJ are disbursed each July and January. The July payments to LHJs and access to FPHS allocation for all other parts of the governmental public health
system occur upon completion of the FPHS Annual Assessment.
Deliverables—FPHS funds are to be used to assure FPHS services statewide. The FPHS accountability process measures how funds are spent, along with changes in system
capacity through the FPHS Annual Assessment, system performance indicators,and other data. DOH, SBOH and local health jurisdictions have agreed to complete:
1. Reporting of spending and spending projections. Process timelines and reporting template are provided by the FPHS Steering Committee via FPHS Support Staff.
2. FPHS Annual Assessment is due each July to report on the previous state fiscal year.Process and reporting template are provided by the FPHS Steering Committee via
FPHS Support Staff. System results are published in the annual FPHS Investment Report available at www.doh.wa.Rov/fphs.
BARS Revenue Code: 336.04.25
BARS Expenditure Coding—provided for your reference.
562.xx BARS Expenditure Codes for FPHS activities: see below
10 FPHS Epidemiology&Surveillance
11 FPHS Community Health Assessment
12 FPHS Emergency Preparedness&Response
13 FPHS Communication
14 FPHS Policy Development
15 FPHS Community Partnership Development
16 FPHS Business Competencies
17 FPHS Technology
20 FPHS CD Data&Planning
21 FPHS Promote Immunizations
23 FPHS Disease Investigation—Tuberculosis(TB)
24 FPHS Disease Investigation—Hepatitis C
25 FPHS Disease Investigation—Syphilis,Gonorrhea&HIV
26 FPHS Disease Investigation—STD(other)
27 FPHS Disease Investigation—VPD
28 FPHS Disease Investigation—Enteric
29 FPHS Disease Investigation—General CD
40 FPHS EPH Data&Planning
41 FPHS Food
42 FPHS Recreational Water
43 FPHS Drinking Water Quality
44 FPHS On-site Wastewater
45 FPHS Solid&Hazardous Waste
46 FPHS Schools
47 FPHS Temporary Worker Housing
48 FPHS Transient Accommodations
49 FPHS Smoking in Public Places
50 FPHS Other EPH Outbreak Investigations
Exhibit A, Statement of Work Page 3 of 5 Contract Number CLH31019-Amendment 13
51 FPHS Zoonotics includes vectors
52 FPHS Radiation
53 FPHS Land Use Planning
60 FPHS MCH Data&Planning
70 FPHS Chronic Disease,Injury&Violence Prevention Data&Planning
80 FPHS Access/Linkage with Medical,Oral and Behavioral Health Care Services Data&Planning
90 FPHS Vital Records
91 FPHS Laboratory—Centralized(PHSKC Only)
92 FPHS Laboratory
Special References(i.e.,RCWs,WACs,etc.):
FPHS Intent-RCW 43.70.512
FPHS Funding—RCW 43.70.515
FPHS Committee&Workgroup Charter
FPHS Steering Committee Consensus Decision Making Model
Activity Special Instructions:
Investments to Each LHJ:
1. FPHS Funds to Each LHJ
These funds are allocated to be used to provide any programs and services within all of the FPHS Definitions.Each LHJ is empowered to prioritize where and how to use
these funds to maximize equitable,effective and efficient delivery of FPHS to every community in Washington.
Use BARS expenditure codes from the list above that most closely align with expenditure made.
Tarizeted Investments to Each LHJ:
2. Assessment Reinforcing Capacity(FPHS definition G.2)
Support LHJ assessment capacity with flexible funds to meet locally identified needs.BARS expenditure codes: 562.10 or 11
3. Assessment—CHA/CHIP(FPHS definitions G.3)
Support any CHA/CHIP activity or service(e.g.,data analysis,focus groups,report writing,process facilitation) and may be used to contract with other agencies for staff
time or services. Use BARS expenditure codes: 562.11
4. Lifecourse—Infrastructure&Workforce Capacity(FPHS definitions D,E,F)
Infrastructure and workforce investments to each LHJ to meet fundamental needs in three areas: Maternal/Child/Family Health; Access/Linkage with Medical, Oral and
Behavioral Health Services;and Chronic Disease,Injury and Violence Prevention. Use BARS expenditure codes: 562.60 or 70 or 80.
Targeted Investments to Select LHJs—AssurinE FPHS Available in Own Jurisdiction:
5. CD—Hepatitis C(FPHS definitions C.4.o-p)
Address Hepatitis C cases per guidance developed by the FPHS CD SME Workgroup and DOH's Hepatitis C Prioritization document with particular emphasis on lab
surveillance and investigation of acute cases.Use BARS expenditure codes: 562.24.
Exhibit A, Statement of Work Page 4 of 5 Contract Number CLH31019-Amendment 13
6. CD—Case Investigation Capacity(FPHS definitions C.2,C.4)
Support LHJ communicable disease capacity to conduct case investigation and follow up to reduce gaps and meet locally identified needs that address notifiable
conditions responsibilities.Use BARS expenditure codes: 562.23-29.
Exhibit A, Statement of Work Page 5 of 5 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Infectious Disease Prevention Services-SSP- Local Health Jurisdiction Name: Mason County Public Health
Effective July 1,2023
Contract Number: CLH31019
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
❑ Federal Contractor (check if applicable) ❑ Reimbursement
®Period of Performance: July 1,2023 through December 31,2023 State El FFATATransarenc❑ Other ( p y Act)
El Fixed Price
❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work is to provide Syringe Service Programs to clients living in Mason County
Revision Purpose: N/A
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation
SFY24 DRUG USER HEALTH PROGRAM 12401140 N/A 334.04.91 07/01/23 12/31/23 0 2,500 2,500
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 0 2,500 2,500
Task# Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
and/or Amount
Syringe To provide comprehensive Syringe Service Program(SSP)to All data is entered into DOH provided Data is entered into $2500- State Drug User
Service people who use drugs(PWUD). This plan of action is database for tracking SSP activities database by the 15th of the Health
Program directed to distribute syringes to communities that use drugs monthly. following month.
(SSP) to prevent transmission of infectious disease. SSP programs
will operate during scheduled hours to provide new harm
reduction supplies and syringes to prevent transmission of
disease. SSP will offer referrals to address social
determinants of health.
The contractor will enter all deliverable data into DOH
provided database for tracking SSP activities.
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to finance=,doh.wa.gov.
Exhibit A, Statement of Work Page 1 of 2 Contract Number CLH31019-Amendment 13
PROGRAM SPECIFIC REQUIREMENTS
1. Definitions
CONTRACTOR—For the purposes of this Statement of Work Only,the Entity receiving funds directly from Washington State Department of Health(DOH)for
client services to prevent or treat conditions named in the statement of work will be referred to as contractor.
2. Contract Management—
a. Fiscal Guidance
i) Funding—The CONTRACTOR shall submit all claims for payment for costs due and payable under this statement of work by January 31, 2024
DOH will pay belated claims at its discretion, contingent upon the availability of funds.
ii) Submission of Invoice Vouchers—On a monthly basis,the CONTRACTOR shall submit correct A19 invoice vouchers amounts billable to DOH
under this statement of work and Expense Summary backup form.All A19 invoice vouchers must be submitted by the 25th of the following month.
• The CONTRACTOR must provide all backup documentation as required based on the assigned risk level. DOH may ask for additional backup
information to pay invoices based on the needs of the funding sources supporting the work.
iii) Advance Payments Prohibited—DOH funds are"cost reimbursement"funds. DOH will not make payment in advance or in anticipation of services
or supplies provided. This includes payments of"one-twelfth"of the current fiscal year's funding.
iv) Payment of Cash or Checks to Clients Not Allowed—Where direct provision of service is not possible or effective,vouchers or similar programs,
which may only be exchanged for a specific service(e.g.,transportation), shall be used to meet the need for such services. CONTRACTOR shall
administer voucher programs to assure that recipients cannot readily convert vouchers into cash.
v) Small and Attractive items—Each agency shall perform a risk assessment(both financial and operational)on the agency's assets to identify those
assets that are particularly at risk or vulnerable to loss. Operational risks include risks associated with data security on mobile or portable computing
devices that store or have access to state data. Assets so identified that fall below the state's capitalization policy are considered small and attractive
assets. Agency shall develop written internal policies for managing small and attractive assets. Internal policies should take into consideration the
Office of the Chief Information Officer(OCIO)IT Security Standard 141 Section 5.8 Mobile Computing and Section 8.3 Media Handling and
Disposal at httimHocio.wa.gov/policies.
The agency shall implement specific measures to control small and attractive assets in order to minimize identified risks. Periodically,the agency should perform a
follow up risk assessment to determine if the additional controls implemented are effective in managing the identified risks.
Agency must include,at a minimum,the following assets with unit costs of$300 or more:
1)Laptops and Notebook Computers
2)Tablets and Smart Phones
Agencies must also include the following assets with unit costs of$1,000 or more:
1)Optical Devices,Binoculars,Telescopes,Infrared Viewers, and Rangefinders
2)Cameras and Photographic Projection Equipment
3)Desktop Computers(PCs)
4)Television Sets,DVD Players,Blu-ray Players,and Video Cameras(home type)
b. Contract Modifications
Notice of Change in Services—The CONTRACTOR shall notify DOH program staff,within 45 days,if any situations arise that may impede implementation of the
services contained in the statement of work.DOH and the CONTRACTOR will agree to strategies for resolving any shortfalls.DOH retains the right to withhold
funds in the event of substantial noncompliance.
Exhibit A, Statement of Work Page 2 of 2 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Injury&Violence Prevention Overdose Data to Local Health Jurisdiction Name: Mason County Public Health
Action-Effective September 1,2022
Contract Number: CLH31019
SOW Type: Revision Revision#(for this SOW) 4 Funding Source Federal Compliance Type of Payment
® Federal Subrecipient (check if applicable) ❑ Reimbursement
❑ (Transparency Period of Performance: September 1,2022 through August 31,2023 State ® FFATA Other ( p y Act)
El Fixed Price
❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work(SOW)is to add level funding for Overdose Data to Action(OD2A)Year 3 Supplement.Mason County
Public Health(MCPH)will support Strategy 5 -Integration of State and Local Prevention and Response Efforts, Strategy 6-Establishing Linkages to Care,and Strategy 9-
Empowering Individuals to Make Safer Choices.
Revision Purpose: The purpose of this revision is to make minor language edits to activity 5.
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation
FFY22 OVERDOSE DATA TO ACTION PREV 77520272 93.136 333.93.13 09/01/22 08/31/23 106,938 0 106,938
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 106,938 0 106,938
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
1. Strategy 5: Collect and analyze opioid response plan data. Progress Report:Report data,findings, Quarterly progress reports Monthly invoices for
Conduct continuous quality improvement on the opioid and analysis.Demonstrate how data to DOH for all tasks. actual cost reimbursement
response plan and system. Data is collected on all response informs Mason County linkages to care will be submitted to
activities in Mason County. This includes outreach events, and opioid response plan activities. Due Dates: DOH.
trainings,naloxone distribution,overdoses,provider reports etc. Demonstrate how work aligns with OD2A September-November due
This data is utilized to inform quality improvement for the logic model. December 9,2022. Total of all invoices will
community referral and linkage system. December-February due not exceed$106,938
2. Strategy 6: Conduct continuous community education on Progress report: list training dates, March 10,2023. through August 31,2023.March-May due June 9,
opioid and other substance use risks and treatment resources locations,attendance,and objective of 2023. (See Special Billing
through group and individual trainings,outreach activities at trainings;lessons learned and successes Requirements below.)
the syringe exchange,and other community activities as safety with outreach,education, and linkages to
precautions due to the pandernic allow transit center, shelters, care. Share progress on forming
Exhibit A, Statement of Work Page 1 of 4 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
jail)to link individuals to care.Partner with community partnerships with community agencies. June-August final report
agencies who are in regular contact with people who use drugs Share number of supplies distributed and for this funding period due
to maintain awareness of community resources and increase at what locations. Share any successes and September 29,2023.
wraparound services. challenges in trying to engage with the
Overdose data shows a significant shift from overdoses taking unhoused community.Demonstrate how
place almost entirely in private residences to many happening work aligns with OD2A logic model.
now in public locations. Outreach engagement supplies
(emergency blankets,hats,gloves,socks,and nutrition shakes)
will be distributed to build trust and rapport with the unhoused
population.These items will allow staff to be invited into
encampments to engage with individuals at risk of overdose
who are not coming to harm reduction services in town.
3. Strategy 6: Support the Road to Recovery Behavioral Health Progress report: Report on the number of
Transportation Program by continuing to subcontract with individuals served,miles travelled,types
Gethsemane Ministries to provide out of county transportation of agencies coordinated with,and
within Washington State for behavioral health and recovery individual's demographics.
supports(predominantly detox and in-patient treatment).There
is also an in-county component in partnership with a local
transportation program,the Patty Wagon.
4. Strategy 9:Print harm reduction supplies such as the Mason Progress report: Share how many/what
County Behavioral Health Resource Guide,Overdose kinds of supplies and materials have been
Prevention and Response training pamphlets,and all other SUD distributed and where.Report on any
related printed information. Purchase shirts for International response to materials. Demonstrate how
Overdose Awareness Walk and Behavioral Health Resource work aligns with 0132A logic model.
Fair.
5. Dependent on LHJ need,the county may purchase and Progress report,if applicable:
dice naloxone under prevention strategies, with the intent a.Number of staff/volunteers trained to
to distribute to populations at risk of witnessing or use and distribute naloxone kits
experiencing an overdose. i. If possible,please share the
description/topics of the training
Funding cannot be spent for naloxone until the LHJ submits a b.Number of kits purchased and in
naloxone request form to DOH and receives written approval inventory
from DOH.Reimbursement for naloxone purchases will be c.Number of people who received
allowable after written approval is provided by DOH. naloxone kits and education on use
i.If possible,please share the
description/contents of the provided
education
d.Number of nasal kits distributed
i. If applicable,the number of kits
distributed through vending machines and
settings for vending machine locations
Exhibit A, Statement of Work Page 2 of 4 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
ii.If possible,please share an
average/estimate of number of kits/doses
given per person
e.Number of intramuscular kits
distributed
i. If possible,please share an
average/estimate of number of kits/doses
given per person
£ Number of overdose reversals reported
i. If known,please share the number of
doses used per overdose reversal
g.Do you plan to make any
changes/updates in implementation or to
the implementation plan?
h.What have been successes/challenges in
distribution?Please share any lessons
learned or innovations.
6. Participate in quarterly calls with DOH and grant partners. Collaboration with grant partners and
Share lessons learned and successes. More frequent one on one DOH to improve statewide efforts to
calls with DOH when needed. address the o ioid/all drug epidemic.
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to finance@doh.wa.gov.
Federal Funding Accountability and Transparency Act(FFATA)(Applies to federal grant awards.)
This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act).
The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent.
To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Unique Entity Identifier(UEI)generated by SAM.gov.
Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282.
Program Specific Requirements
Restrictions on Funds(i.e.,disallowed expenses or activities,indirect costs,etc.):
• Subrecipients may not use funds for research.
• Subrecipients may not use funds for clinical care except as allowed by law.
• Subrecipients may use funds only for reasonable program purposes,including personnel,travel,supplies, and services.
• Generally, subrecipients may not use funds to purchase furniture or equipment.
• No funds may be used for:
Exhibit A, Statement of Work Page 3 of 4 Contract Number CLH31019-Amendment 13
o Publicity or propaganda purposes,for the preparation,distribution,or use of any material designed to support or defeat the enactment of legislation before any
legislative body the salary or expenses of any grant or contract recipient,or agent acting for such recipient,related to any activity designed to influence the enactment
of legislation,appropriations,regulation, administrative action,or Executive order proposed or pending before any legislative body.
o In accordance with the United States Protecting Life in Global Health Assistance policy,all non-governmental organization(NGO)applicants acknowledge that
foreign NGOs that receive funds provided through this award,either as a prime recipient or subrecipient,are strictly prohibited,regardless of the source of funds,
from performing abortions as a method of family planning or engaging in any activity that promotes abortion as a method of family planning,or to provide financial
support to any other foreign non-governmental organization that conducts such activities. See Additional Requirement(AR)35 for applicability
(https://www.cdc.gov/grants/additional-requirements/index.html).
• Program funds cannot be used for implementing or expanding drug"take back"programs or other drug disposal programs(e.g. drop boxes or disposal bags),or directly
funding or expanding direct provision of substance abuse treatment programs. Such activities are outside the scope of this Notice of Funding Opportunity(NOFO). As of
November 2022,FFY22 Overdose Data to Action Funds may be used to purchase naloxone.Programs must receive prior approval from CDC,delivered as written approval
from DOH,before purchasing naloxone.
Monitoring Visits(i.e.,frequency,type,etc.):
DOH program staff may conduct site visits up to twice per funding year.
Billing Requirements:
Billing on an A19-1A invoice voucher must be received by DOH monthly. DOH must receive correct and complete invoices within 45 days of the end of the period of
performance for this statement of work.
Special Instructions:
The following funding statement must be used for media(publications,presentations,manuscripts,posters,etc.)created using OD2A funding:
This publication(journal article, etc.)was supported by the Grant or Cooperative Agreement Number,NU17CE925007,funded by the Centers for Disease Control and Prevention.
Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the Centers for Disease Control and Prevention or the Department of
Health and Human Services.
Exhibit A, Statement of Work Page 4 of 4 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Office of Drinking Water Group A Program- Local Health Jurisdiction Name: Mason County Public Health
Effective January 1,2022
Contract Number: CLH31019
SOW Type: Revision Revision#(for this SOW) 3 Funding Source Federal Compliance Type of Payment
®Federal Contractor (check if applicable) ❑ Reimbursement
Period of Performance: January 1,2022 through December 31,2023 El Other® State ® FFATA(Transparency Act)
®Fixed Price
❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work is to provide funding to the LHJ for conducting sanitary surveys and providing technical assistance to small
community and non-community Group A water systems
Revision Purpose: The purpose of this revision is to identify Data Sharing Information.
Master Assistance BARS Allocation
LHJ Funding Period Chan e
Index Listing Revenue Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation
SANITARY SURVEY FEES O-SW) SS-STATE 24232522 N/A 346.26.65 01/01/22 12/31/23 23,200 0 23,200
YR 24 SRF-LOCAL ASST 15%)(FO-SW) SS 24239224 N/A 346.26.64 01/01/22 12/31/22 12,400 0 12,400
YR 24 SRF-LOCAL ASST 15%)(FO-SW)TA 24239224 N/A 346.26.66 01/01/22 12/31/22 1,000 0 1,000
YR 25 SRF-LOCAL ASST 15%)(FO-SW) SS 24239225 N/A 346.26.64 01/01/23 12/31/23 10,800 0 10,800
YR 25 SRF-LOCAL ASST 15%)(FO-SW)TA 24239225 N/A 346.26.66 01/01/23 12/31/23 1,000 0 1,000
0 0 0
0 0 0
TOTALS 48,400 0 48,400
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information and/or Amount
I Trained LHJ staff will conduct sanitary Provide Final*Sanitary Survey Reports Final Sanitary Survey Upon ODW acceptance of the Final Sanitary
surveys of small community and non- to ODW Regional Office.Complete Reports must be received by Survey Report,the LHJ shall be paid$400 for
community Group A water systems Sanitary Survey Reports shall include: the ODW Regional Office each sanitary survey of a non-community
identified by the DOH Office of Drinking I. Cover letter identifying significant within 30 calendar days of system with three or fewer connections.
Water(ODW)Regional Office. deficiencies, significant findings, conducting the sanitary
observations,recommendations, survey. Upon ODW acceptance of the Final Sanitary
See Special Instructions for task activity. and referrals for further ODW Survey Report,the LHJ shall be paid$800 for
follow-up. each sanitary survey of a non-community
The purpose of this statement of work is to 2. Completed Small Water System system with four or more connections and each
provide funding to the LHJ for conducting checklist. community system.
sanitary surveys and providing technical 3. Updated Water Facilities Inventory
(WFI).
Exhibit A, Statement of Work Page I of 4 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information and/or Amount
assistance to small community and non- 4. Photos of water system with text Payment is inclusive of all associated costs
community Group A water systems. identifying features such as travel,lodging,per diem.
5. Any other supporting documents.
Payment is authorized upon receipt and
*Final Reports reviewed and accepted acceptance of the Final Sanitary Survey Report
by the ODW Regional Office. within the 30-day deadline.
Late or incomplete reports may not be accepted
for a ment.
2 Trained LHJ staff will conduct Special Provide completed SPI Report and any Completed SPI Reports must Upon acceptance of the completed SPI Report,
Purpose Investigations(SPI)of small supporting documents and photos to be received by the ODW the LHJ shall be paid$800 for each SPI.
community and non-community Group A ODW Regional Office. Regional Office within 2
water systems identified by the ODW working days of the service Payment is inclusive of all associated costs
Regional Office. request. such as travel,lodging,per diem.
See Special Instructions for task activity. Payment is authorized upon receipt and
acceptance of completed SPI Report within the
2-working day deadline.
Late or incomplete reports may not be accepted
for payment.
3 Trained LHJ staff will provide direct Provide completed TA Report and any Completed TA Report must Upon acceptance of the completed TA Report,
technical assistance(TA)to small supporting documents and photos to be received by the ODW the LHJ shall be paid for each technical
community and non-community Group A ODW Regional Office. Regional Office within 30 assistance activity as follows:
water systems identified by the ODW calendar days of providing . Up to 3 hours of work: $250
Regional Office. technical assistance. . 3-6 hours of work: $500
• More than 6 hours of work: $750
See Special Instructions for task activity.
Payment is inclusive of all associated costs
such as consulting fee,travel,lodging,per
diem.
Payment is authorized upon receipt and
acceptance of completed TA Report within the
30-day deadline.
Late or incomplete reports may not be accepted
for payment.
Exhibit A, Statement of Work Page 2 of 4 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information and/or Amount
4 LHJ staff performing the activities under For training attended in person,prior to Annually For training attended in person,LHJ shall be
tasks 1,2 and 3 attend periodic required attending the training, submit an paid mileage,per diem,lodging,and
survey training as directed by DOH. "Authorization for Travel(Non- registration costs as approved on the pre-
Employee)"DOH Form 710-013 to the authorization form in accordance with the
See Special Instructions for task activity. ODW Program Contact for approval(to current rates listed on the OFM Website
ensure enough funds are available). http://www.ofm.wa.gov/resources/travel.4V
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to financeAdoh.wa. og_v.
Federal Funding Accountability and Transparency Act(FFATA)(Applies to federal grant awards.)
This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act).
The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent.
To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Unique Entity Identifier(UEI)generated by SAM.gov.
Information about the LHJ and this statement of work will be made available on USASpending}gov by DOH as required by P.L. 109-282.
Program Specific Requirements
Data Sharing
The OfFce of Drinking Water will share water system information and files with the local health jurisdiction to support the work identified in this statement of work. To request
water system data please contact the regional office with the name of the water system, water system ID#, specific information being requested and any timeline requirements.If
allowable,please give administrative staff 3 to 5 business days to provide records.
Program Manual, Handbook,Policy References: Field Guide(DOH Publication 331-486).
Special References:
Chapter 246-290 WAC is the set of rules that regulate Group A water systems. By this statement of work,ODW contracts with the LHJ to conduct sanitary surveys(and SPIs and
provide technical assistance)for small community and non-community water systems with groundwater sources. ODW retains responsibility for conducting sanitary surveys(and
SPIs and provide technical assistance)for small community and non-community water systems with surface water sources,large water systems,and systems with complex
treatment.
LHJ staff assigned to perform activities under tasks 1,2,and 3 must be trained and approved by ODW prior to performing work. See special instructions under Task 4,below.
Special Billing Requirements
The LHJ shall submit quarterly invoices within 30 days following the end of the quarter in which work was completed, noting on the invoice the quarter and year being billed for.
Payment cannot exceed a maximum accumulative fee of$46,400 for Task 1,and$2,000 for Task 2,Task 3 and Task 4 combined during the contracting period,to be paid at the
rates specified in the Payment Method/Amount section above. When invoicing for sanitary surveys,bill half to BARS Revenue Code 346.26.64 and half to BARS Revenue Code
346.26.65.
When invoicing for Task 1,submit the list of WS Name,ID#,Amount Billed,Survey Date and Letter Date for which you are requesting payment.
When invoicing for Task 2-3,submit the list of WS Name,ID#,TA Date and description of TA work performed,and Amount Billed.
When invoicing for Task 4,submit receipts and the signed pre-authorization form for non-employee travel to the ODW Program Contact below and a signed A19-IA Invoice
Exhibit A, Statement of Work Page 3 of 4 Contract Number CLH31019-Amendment 13
Voucher to DOH Grants Management,billing to BARS Revenue Code 346.26.66 under Technical Assistance(TA).
Special Instructions
Task 1
Trained LHJ staff will evaluate the water system for physical and operational deficiencies and prepare a Final Sanitary Survey Report which has been accepted by ODW.Detailed
guidance is provided in the Field Guide for Sanitary Surveys, Special Purpose Investigations and Technical Assistance(Field Guide).The sanitary survey will include an
evaluation of the following eight elements: source;treatment;distribution system;finished water storage;pumps,pump facilities and controls;monitoring,reporting and data
verification; system management and operation;and certified operator compliance. If a system is more complex than anticipated or other significant issues arise,the LHJ may
request ODW assistance.
• No more than 4 surveys of non-community systems with three or fewer connections be completed between January 1,2022 and December 31,2022.
• No more than 29 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2022 and
December 31,2022.
• No more than 0 surveys of non-community systems with three or fewer connections be completed between January 1,2023 and December 31,2023.
• No more than 27 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2023 and
December 31,2023.
The process for assignment of surveys to the LHJ,notification of the water system,and ODW follow-up with unresponsive water systems; and other roles and responsibilities of
the LHJ are described in the Field Guide.
Task 2
Trained LHJ staff will perform Special Purpose Investigations(SPIs)as assigned by ODW. SPIs are inspections to determine the cause of positive coliform samples or the cause of
other emergency conditions. SPIs may also include sanitary surveys of newly discovered Group A water systems.Additional detail about conducting SPIs is described in the Field
Guide. The ODW Regional Office must authorize in advance any SPI conducted by LHJ staff.
Task 3
Trained LHJ staff will conduct Technical Assistance as assigned by ODW. Technical Assistance includes assisting water system personnel in completing work or verifying work
has been addressed as required,requested,or advised by the ODW to meet applicable drinking water regulations. Examples of technical assistance activities are described in the
Field Guide.The ODW Regional Office must authorize in advance any technical assistance provided by the LHJ to a water system.
Task 4
LHJ staff assigned to perform activities under tasks 1,2,and 3 must be trained and approved by ODW prior to performing work.
If required trainings,workshops or meetings are not available,not scheduled,or if the LHJ staff person is unable to attend these activities prior to conducting assigned tasks,the
LHJ staff person may,with ODW approval,substitute other training activities to be determined by ODW. Such substitute activities may include one-on-one training with ODW
staff,co-surveys with ODW staff,or other activities as arranged and pre-approved by ODW.LHJ staff may not perform the activities under tasks 1,2,and 3 without completing
the training that has been arranged and approved by ODW.
Exhibit A, Statement of Work Page 4 of 4 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Office of Immunization-Perinatal Hepatitis B- Local Health Jurisdiction Name: Mason County Public Health
Effective July 1,2023
Contract Number: CLH31019
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
® Federal Subrecipient (check if applicable) ❑ Reimbursement
❑ (Transparency Period of Performance: July 1,2023 through June 30,2024 Other State ® FFATA( p y Act)
El Fixed Price
❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work(SOW)is to define required Perinatal Hepatitis B activities,deliverables,and funding
Revision Purpose: N/A
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation
FFY24 CDC PPHF O s 74310246 93.268 333.93.26 07/01/23 06/30/24 0 500 500
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 0 500 500
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
1 1. In coordination with hospitals,health care providers,and Enter information for each case identified By the last day of each Reimbursement for actual
health plans(if applicable),conduct activities to prevent into the Perinatal Hepatitis B Tracker month costs incurred,not to
perinatal hepatitis B infection in accordance with the exceed total funding
Perinatal Hepatitis B Prevention Program Guidelines, consideration amount.
including the following:
• Identification of hepatitis B surface antigen(HBsAG)-
positive pregnant women and pregnant women with
unknown HBsAg status.
• Reporting of HBsAg-positive women and their infants.
• Case management for infants born to HBsAg-positive
women to ensure administration of hepatitis B immune
globulin(HBIG)and hepatitis B vaccine within 12
hours of birth,the completion of the 3-dose hepatitis B
vaccine series,and post vaccination serologic testing.
Exhibit A, Statement of Work Page 1 of 2 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
2. Provide technical assistance to birthing hospitals to
encourage administration of the hepatitis B birth dose to all
newborns within 12 hours of birth,in accordance with
Advisory Committee on Immunization Practices(ACIP)
recommendations.
3. Report all perinatal hepatitis B investigations,including
HBsAg-positive infants,in the Perinatal Hepatitis B
Module of the Washington State Immunization
Information System.
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to finance(c-r�,doh.wa.gov.
Federal Fundine Accountability and Transparency Act(FFATA)(Applies to federal grant awards.)
This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act).
The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent.
To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Unique Entity Identifier(UEI)generated by SAM.gov.
Information about the LHJ and this statement of work will be made available on USASpending_gov by DOH as required by P.L. 109-282.
Exhibit A, Statement of Work Page 2 of 2 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Office of Immunization-Promotion of Immunizations to Local Health Jurisdiction Name: Mason County Public Health
Improve Vaccination Rates-Effective July 1,2023
Contract Number: CLH31019
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
® Federal Subrecipient (check if applicable) ❑ Reimbursement
❑ (Transparency Period of Performance: July 1,2023 through June 30,2024 Other State ® FFATA( p y Act)
El Fixed Price
❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work is to contract with local health to conduct activities to improve immunization coverage rates
Revision Purpose: N/A
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation
FFY24 CDC VFC O s 74310241 93.268 333.93.26 07/01/23 06/30/24 0 5,600 5,600
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 0 5,600 5,600
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
1 Develop a proposal to improve immunization coverage rates for Written proposal summarizing project plan August 1,2023 Reimbursement for actual
a target population by increasing promotion activities and and method of assessing/observing change costs incurred,not to
collaborating with community partners(can use pre and post in target population. exceed total funding
qualitative or quantitative collection methods consideration amount.
Examples of qualitative&quantitative methods/measures: (Template will be provided)
■ Surveys,Questionnaires,Interviews
■ Immunization coverage rates expressed in percentages
■ Observations(i.e.,feedback from surveys/interviews,
social media posts comments)
■ Analytic tools(i.e.,google analytics measuring
website traffic,page views etc.)
Exhibit A, Statement of Work Page 1 of 2 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
2 Upon approval of proposal,implement the plan to increase Written report describing the progress November 30,2023 Reimbursement for actual
immunization coverage rates with the target population made on reaching milestones for activities costs incurred,not to
identified. identified in the plan(template will be March 31,2024 exceed total funding
provided) consideration amount.
3 Develop final report to include comparison of change or Final written report including measured June 15,2024 Reimbursement for actual
improvement of targeted outcome from start of the and/or observed outcomes[what was costs incurred,not to
project/intervention[This can be short-term or intermediate achieved as a result of the exceed total funding
outcomes with overall goal to increase immunization rates] activity/intervention?]. consideration amount.
Examples:
■ Increased partner knowledge on immunization (Template will be provided)
guidelines
■ Change in attitudes about childhood vaccines
■ Increase in school district immunization coverage
rates
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to finance@doh.wa.gov.
Federal Funding Accountability and Transparency Act(FFATA)(Applies to federal grant awards.)
This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act).
The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent.
To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Unique Entity Identifier(UEI)generated by SAM.gov.
Information about the LHJ and this statement of work will be made available on USASpendinggov by DOH as required by P.L. 109-282.
Exhibit A, Statement of Work Page 2 of 2 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: OSS LMP Implementation-Effective January 1,2022 Local Health Jurisdiction Name: Mason County Public Health
Contract Number: CLH31019
SOW Type: Revision Revision#(for this SOW) 1 Funding Source Federal Compliance Type of Payment
❑ Federal<Select One> (check if applicable) ® Reimbursement
Period of Performance: January 1,2022 through June 30,2023 ® State ❑ FFATA(Transparency Act) ❑ Fixed Price
❑ Other ❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work is to fund implementation of the on-site sewage system(OSS)local manamgenet plan(LMP).
Revision Purpose: The purpose of this revision is to change the period of performance from December 31,2023 to June 30,2023 to close out this concon for the end of the 21-23
biennium.
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation
WASTEWATER MANAGEMENT-GFS 26701100 N/A 334.04.93 01/01/22 06/30/22 15,000 0 15,000
WASTEWATER MANAGEMENT-GFS 26701100 N/A 334.04.93 07/01/22 06/30/23 60,000 0 60,000
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 75,000 0 75,000
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
1 Local Management Plan Administration and Implementation Attend DOH-sponsored meetings. Report Due Date: $6,000
LHJ will participate in all grant-related meetings and conference Meet reporting requirements,including an June 15,2022
calls sponsored by DOH. Final report will be submitted electronic copy of progress report and January 15,2023
including documents used or produced for grant activities. mapping data to include: June 15,2023
• Number of systems with known December 31,2023
system type.
• Number of septic systems with Task is ongoing throughout
current inspections. the project period.
• Number of septic failures.
2 On-Site Education Educational Presentations Attended by greater than 10,000 people. Report Due Date: $31,500
2A. Mason County Public Health(MCPH)staff will host a booth June 15,2022
the first full weekend in October for Oysterfest. January 15,2023
June 15,2023
December 31,2023
Exhibit A, Statement of Work Pagel of 3 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
2B.Modify and print maintenance manuals to be handed out to Task is ongoing throughout
all new system owners,hand out at educational presentations and the project period.
are available to professional providers to give to their customers.
3B. Twenty-five(25)$200 rebates for pumping or maintenance
or$200 rebates for retrofitting tanks with risers and/or effluent
filter.Each resident would be able to qualify for two 2 rebates
3 Operation and Maintenance(O&M)Notification to Track contacts and increase in Report Due Date: $18,750
Homeowners maintenance.Progress will be reported on June 15,2022
3A.Follow up on unsatisfactory maintenance reports and the report form. January 15,2023
complaints(75 unsatisfactory reports and 20 complaints per June 15,2023
month). December 31,2023
Task is ongoing throughout
the project period.
4 O&M Database Management Progress will be reported on the report Report Due Date: $12,750
4A.Continue truthing and creating record drawings form. June 15,2022
January 15,2023
4B.Maintenance of the O&M database. June 15,2023
December 31,2023
Task is ongoing throughout
the project period.
5 Enhance GIS On-site Sewage Data Layer Mapping data as outlined in the"Marine Report Due Date: $6,000
LHJ will continue to develop and update on-site sewage system Recovery Area(MRA)OSS Data June 15,2022
(OSS)and O&M data to enhance the Geographic Information Reporting Requirement"form. January 15,2023
Systems(GIS)OSS Layer. Work will be done by GIS staff. June 15,2023
December 31,2023
Task is ongoing throughout
the project period.
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to finance@doh.wa.gov.
Program Specific Requirements
Restrictions on Funds:
These funds can NOT be used for local match to federal grants.
State funds from the Aquatic Lands Enhancement Account must be used to implement elements and activities of the local on-site sewage management plans that do not conflict
with and are consistent with the goals, strategies,objectives,and actions of the Puget Sound Action Agenda.
Special References:
Exhibit A, Statement of Work Page 2 of 3 Contract Number CLH31019-Amendment 13
WAC 246-272A and RCW 70A.110
Definitions:
Failure: A condition of an on-site sewage system or component that threatens the public health by inadequately treating sewage or by creating a potential for direct or indirect
contact between sewage and the public.Examples of failure include: (a)Sewage on the surface of the ground;(b)Sewage backing up into a structure caused by slow soil
absorption of septic tank effluent;(c)Sewage leaking from a sewage tank or collection system; (d)Cesspools or seepage pits where evidence of groundwater or surface water
quality degradation exists; (e)Inadequately treated effluent contaminating ground water or surface water;or(1)Noncompliance with standards stipulated on the permit.
Maintenance and Monitoring: The actions necessary to keep the on-site sewage system components functioning as designed.Periodic or continuous checking of an on-site sewage
system,which is performed by observations and measurements,to determine if the system is functioning as intended and if system maintenance is needed.Monitoring also
includes maintaining accurate records that document monitoring activities.
Billing Requirements:
1. Billings are submitted on an A19-IA form,which is provided by DOH.
2. A19-1A forms maybe submitted monthly and must be submitted bi-monthly at minimum.
Special Instructions:
Semi-annual progress reports,including marine recovery area(MRA)mapping data, are due to DOH via email to mail to: Roger.Parker gdoh.wa.gov and
taylor.warrengdoh.wa.gov.Progress Report Due Dates: January 15,2022,June 15,2022, December 31,2022 June 15,2023 and December 31, 2023.
The report format will be provided by DOH and may be modified throughout the contract period via email announcement.
Exhibit A, Statement of Work Page 3 of 3 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: OSS LMP Implementation-Effective July 1,2023 Local Health Jurisdiction Name: Mason County Public Health
Contract Number: CLH31019
SOW Type: Ordinal Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
❑ Federal<Select One> (check if applicable) ® Reimbursement
Period of Performance: July 1,2023 through December 31,2024 ® State ❑ FFATA(Transparency Act) ❑ Fixed Price
❑ Other ❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work is to fund implemation of the on-site sewage system(OSS)local management plan(LMP).
Note: ConCon statements of work with GFS funds must exhaust those funds before billing ALEA funds. GFS funds in the 07/01/23-06/30/24 funding period cannot roll over into
the next funding period. This funding allocation is for the 2023-2025 state biennium.New statements of work with a period of performance of January 1,2025 to June 30,2025
will be issued in the next Consolidated Contract term.
Revision Purpose: N/A
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation
SMALL ONSITE MANAGEMENT(GFS) 26701100 N/A 334.04.93 07/01/23 06/30/24 0 45,000 45,000
SMALL ONSITE MANAGEMENT(GFS) 26701100 N/A 334.04.93 07/01/24 12/31/24 0 53,636 53,636
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 0 98,636 98,636
GOALS&MEASURABLE OBJECTIVES
This table summarizes starting and target metrics achieved by implementing the tasks below. This data is reported on an ongoing basis in the semiannual progress reports.
Units Starting
Description(e.g.,"OSS compliance") Targets
(e.g."systems") Amount
OSS compliant with inspections in Marine Recovery Areas(MRAs)and/or Sensitive Areas(SA) (5/18/23) Percentage of OSS in compliance 33% 50%
OSS compliant with inspections countywide(5/18/23) Percentage of OSS in compliance 32% 50%
OSS failures identified/corrected in MRA/SA(1/l/23-5/18/23) Number of OSS failures identified 34/34 100%
and repaired/replaced
OSS failures identified/corrected countywide(1/l/23-5/18/23) Number of OSS failure identified 60/76 100%
and repaired/replaced
Exhibit A, Statement of Work Page 1 of 4 Contract Number CLH31019-Amendment 13
Task Payment
# Task/Activity/Description Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
Task 1. Grant Administration
This task is to fund the required financial and reporting activities necessary to meet state DOH and Auditor requirements including administration of LHJ local management plan
and OSS LMP grant program.
1.1 Bi-monthly Invoicing and Progress Reports Bimonthly/Monthly invoices Bimonthly/monthly for duration of Reimbursement up
DOH Consolidated Contracts(ConCon)requires billing within contract period to$2,060 based on
60 days of completing work.LHJ will submit invoices through actual costs.
the ConCon process and will send progress reports and
deliverables to the LMP Contract Manager.Invoices must be
submitted at least bi-monthly(per ConCon requirements)but no
more frequently than monthly.Invoices will be reviewed for
consistency with progress. The LMP Contract Manager may
require monthly invoices.
1.2 Semi-Annual Progress Reports Data about the following: Due July 15 and December 31 for
Reporting periods are semiannually from January 1 —June 30 • Qualitative: the duration of the contract period
and July 1 —December 31.Progress reports include data o Summary of work
described in the outcome column. o Barriers to LMP
Implementation
• Quantitative:
o OSS inventory metrics
o Enforcement actions
o Outreach and
Education efforts
Task 2.Local Management Plan Implementation This task includes all work done to implement the county's LMP excluding grant management tasks and inspection
rebates/incentives.
2.1 Database Maintenance and Quality Assurance/Quality • Increase in percentage of known Report semi-annually,as scheduled Reimbursement up
Control(QA/QC) systems in county(increase in in Task 1.2 to$64,086 based on
Database maintenance and QA/QC is ongoing to ensure scanned county land records actual costs.
accurate tracking methods for all OSS in the county. Specific pertaining to septic systems).
tasks include: • Number of phone calls and emails
• Adding new sites or correcting existing sites in received from unsatisfactory county
OnlineRME for undocumented septic systems reported by mailings.
septic professionals.
• All parcel information is current
OnlineRME
• Adding new sites for newly installed systems.
• Updating sites with repairs completed based on feedback
from property owners that received unsatisfactory letter
from county.
• Truthing RME parcel data with Assessors database
annually.
Exhibit A, Statement of Work Page 2 of 4 Contract Number CLH31019-Amendment 13
Task Payment
# Task/Activity/Description Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
2.2 Operations and Maintenance Program Administration a. Enforcement Protocol Report semi-annually,as scheduled
• Mail inspection reminders to homeowners as needed. Number of new sewage related cases in Task 1.2
• Inspection Compliance tracking/mapping that staff responded to
• Failure and repair tracking/mapping
• Compliance enforcement b. Data on the following:
• Complaint response • Number of OSS with current
• O&M data reports about inventory and deficiencies inspections
• Number of OSS failures and
calculated risk using DOH-
provided risk assessment.
• Number of repairs
• Number of letters sent out for
regular maintenance reminders
• Number of letters sent out for
unsatisfactory reports
• Number of new sewage related
cases that staff responded to
2.3 Education and Outreach • Booth setup at Oysterfest Report semi-annually, as scheduled
Education and outreach is conducted for OSS owners,realtors, providing homeowners with in Task 1.2
etc. Specific tasks include: onsite sewage maintenance
• Annual OysterFest early October information
• Homeowner septic maintenance workshops • Number of attendees at septic
• Annual Septic Blitz:multiple banners put up around workshops
county and EDDM of 25,000 flyers • Number of flyers sent EDDM for
• Maintenance manuals for owners of new systems and to Septic Blitz
hand out at educational presentations. • Number of maintenance manuals
sent to owners of new systems
and distributed at educational
presentations.
2.4 Professional Development and Coordination a.Attendance and contribution at four Report semi-annually,as scheduled
• The LHJ will participate in LMP and West Side (4)meetings per year in Task 1.2
Coordinators Meetings and will network between counties.
• The LHJ will support professional development through b. Conference and Training participation
o Attending DOH OSS Program trainings as available
Task 3.Rebates Program Provide rebates to homeowners.
3.1 Rebates a.Provide draft and final process/policy a.Prior to issuing any rebates Reimbursement up
Thirty-five(35) $350 rebates for pumping or maintenance or documents to DOH to$32,490 based on
$350 rebates for retrofitting tanks with risers and/or effluent actual costs.
Exhibit A, Statement of Work Page 3 of 4 Contract Number CLH31019-Amendment 13
Task Payment
# Task/Activity/Description Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
filter.Each resident would be able to qualify for up to two(2) b.Number of rebates issued b.By grant closeout
rebates.
Budget
Category Amount
Personnel/Salaries $40,529
Fringe Benefits $21,957
Travel $0
Supplies $4,140
Contracts $0
Other $24,500
• Rebates
Total Direct Charges $91,126
Indirect Charges(federally approved rate) $7,510
TOTAL—Not to Exceed $98,636
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site.Questions related to this SOW,or any other
finance-related inquiry,may be sent to financekdoh.wa.gov.
Exhibit A, Statement of Work Page 4 of 4 Contract Number CLH31019-Amendment 13
Exhibit A
Statement of Work
Contract Term: 2022-2024
DOH Program Name or Title: Recreational Shellfish Activities- Local Health Jurisdiction Name: Mason County Public Health
Effective July 1,2023
Contract Number: CLH31019
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
❑ Federal<Select One> (check if applicable) ❑ Reimbursement
®Period of Performance: July 1,2023 through December 31,2024 State El FFATATransarenc❑ Other ( p y Act)
El Fixed Price
❑ Research&Development
Statement of Work Purpose: The purpose of this statement of work(SOW)is to provide funds for shellfish harvesting safety.
Revision Purpose: N/A
Master Assistance BARS Allocation
Change Index Listing Revenue LHJ Funding Period Current g Total
DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation
REC. SHELLFISH/BIOTOXIN 26402600 N/A 334.04.93 07/01/23 12/31/24 0 5,250 5,250
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
TOTALS 0 5,250 5,250
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
1 Biotoxin Monitoring Submit annual report on DOH approved Email Report to DOH by $4,800
• Collect monitoring samples on schedule according to format of activities for the year,including February 15,2024
Department of Health(DOH)Biotoxin Monitoring Plan, the number of sites monitored and samples
coordinate deviations from the schedule with DOH,notify collected,and number and names of (See Special Instructions
DOH in advance if samples cannot be collected. beaches posted with signs. below.)
• Conduct emergency biotoxin sampling when needed.
• Post/remove recreational shellfish warning and/or
classification signs on beaches and restock cages as needed.
• Issue biotoxin news releases during biotoxin closures in
Mason County.
• This task may also include recruiting,training, and
coordination of volunteers,and fuel reimbursement funds for
volunteer biotoxin monitoring.
Exhibit A, Statement of Work Page 1 of 2 Contract Number CLH31019-Amendment 13
Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information
# and/or Amount
2 Outreach Submit annual report including the Email Report to DOH by $450
• Staff educational booths at local events. number of events staffed and amount of February 15,2024
• Distribute safe shellfish harvesting information. educational materials distributed.
(See Special Instructions
below.
DOH Program and Fiscal Contact Information for all ConCon SOWS can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other
finance-related inquiry,may be sent to finance@doh.wa.gov.
Program Specific Requirements
Program Manual,Handbook,Policy References:
Department of Health's Biotoxin Monitoring Plan
Special References(i.e.,RCWs,WACs,etc.):
Chapter 246-280 WAC
h!Ws:Hdoh.wa.gov/community-and-environment/shellfish/recreational-shellfish
h!Ws:Hdoh.wa.aov/about-us/programs-and-services/environmental-public-health/environmental-health-and-safety/about-shellfish-program/about-biotoxins-and-illness-prevention-
rp ogram
Special Instructions:
Report for work performed in 2023 must be submitted via email to Liz Maier(liz.maierndoh.wa.goy)by February 15,2024.
The report format will be provided by DOH and may be modified throughout the period of performance via email announcement.
Exhibit A, Statement of Work Page 2 of 2 Contract Number CLH31019-Amendment 13
9.
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Mason County Community Development
Briefing
July 10, 2023
Briefing Items
Permitting updates—Kell Rowen
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Kell Rowen Ext.286
Department: Community Services Briefing: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): July 10,2023 Agenda Date: Click or tap here to enter text.
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item: Monthly update regarding permitting for DCD.
Background/Executive Summary:
DCD will discuss the monthly permitting report.
Permit submittals: See attached spreadsheet.
Permits issued: See attached spreadsheet.
Average permit turnaround times: June 2022= 154 days; June 2023=48 days. These numbers are the
average for all permits,regardless of customer holds(deficiencies or otherwise).As staff begins to utilize
the SmartGov tools more efficiently,these numbers will more accurately reflect the actual time a permit
waits in queue before completing review. When removing the anomalies,the current average is reduced
to less than 50 days.
Please note that these numbers do not reflect how long someone waits to get in for a submittal
appointment. Recently,wait times have increased due to staffing vacancy and change in building codes.
DCD staff is working together on improving this dynamic including staff training and on-going
improvements to SmartGov.
Buduet Impact
None
Public Outreach
N/A
Requested Action:
Discussion only
Attachments
Monthly permit reports
Permit Applications 2023
Permit Type Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Accessory Dweiling Unit 1 1 1 0 1 1
Addition or Remodel 9 11 7 3 7 9
Address Request Form 24 24 32 25 46 38
Administrative Varicance Request 12 13 20 9 17 6
Application for Ammendment 2 0 1 0 0 1
Boundary Line Adjustment 4 1 2 3 2 5
Building Administrative Variance 0 0 4 0 0 0
Bulkhead of Dock-Residential 3 1 4 2 0 1
Carport/Deck Covered 2 3 4 4 3 2
Change in Tennant 2 1 0 0 2 0
Common Line Mitigation Plan 1 1 0 1
Cottage Industry Permit 1 0 0 0
Declalration of Parcel Combination 2 1 3 3 3 2
Demo 11 6 9 6 6 12
Development Reg Variance 1 0 0 0 1 1
Flood Damage Prevention Reivew 9 5 15 3 8 7
Forest Practices 1 0 2 0 2 3
Garage/Storage 9 9 5 6 9 5
Geological Review 7 5 5 4 14 5
Grading 1 0 2 0 1 1
Ground Mount Solar 1 1 0 1 0 1
Larg Lot Subdivision 1 0 0 0 4 2
Hearing Examiner 0 0 0 0 0 0
Manufactured Home-Residential 13 4 10 5 13 3
Manufactured Home Replacement 0 0 0 0 0 0
Manufactured Modular Structure Commercial 0 0 0 0 0 1
Mason Conditional Env.Permit 1 0 0
Mason Environmental Permit 1 0 1 2 0 3
Mech/Plumb-Commercial 3 2 0 1 0 1
Mechanical-Residential 52 42 46 55 53 41
New Commercial Permit 3 4 11 4 12 6
New SFR 13 11 15 18 17 30
Plat-Subdivision 1 0 0 0 0 0
Plumbing Residential 3 6 3 2 5 6
Pre-Application Meeting 10 4 9 6 14 4
Repair-Residential 5 1 2 1 2 0
Reroof 16 5 27 18 19 19
Resrource Ordinance Variance 0 0 0 0 1 0
Retaining Wall,Deck Residential 1 1 1 1 1 1
Roof Mount Solar 4 4 2 4 4 4
SEPA 10 6 9 3 7 7
Shoreline Conditional Use 1 0 0 0 2 0
Shoreline Exemption 4 3 5 2 4 4
Shoreline Substantial Dev 1 0 1 0 4 0
Shoreline Variance 1 0 0 1 0 0
Short Subdivision 0 4 1 3 0 1
Site Pre Inspection 16 13 11 14 18 12
Special Use Permits 0 0 0 0 0 1
Window Replacement 0 0 0 0 0 0
Total 260 192 272 211 302 247 0 0 0 0 0 0
I M Permit Issuance 2023
Permit Type Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Accessory Dweiling Unit 0 2 0 0 4 1
Addition or Remodel 6 10 6 7 10 7
Address Request Form 21 36 20 37 42 40
Garage/Storage 8 22 6 8 8 11
Manufactured Home-Residential 11 16 13 5 8 7
New Commercial Permit 2 6 9 9 10 13
New SFR 14 30 41 15 22 18
Site Pre Inspection 11 20 13 3 12 5
Total 73 142 108 84 116 102 0 0 0 0 0 0
Average Days to Issuance - Monthly
Permit Status Permit Type Permit Number Date Submitted Date Ready To Issue
ISSUED ADDITION OR REMODEL- BLD2023-00132 01/31/2023 06/21/2023
RESIDENTIAL 141
ISSUED ADDITION OR REMODEL- BLD2023-00334 03/27/2023 06/05/2023
RESIDENTIAL 68
ISSUED ADDITION OR REMODEL- BLD2023-00542 05/15/2023 06/21/2023
RESIDENTIAL 36
ISSUED ADDITION OR REMODEL- BLD2023-00571 05/22/2023 06/23/2023
RESIDENTIAL 31
ISSUED ADDITION OR REMODEL- BLD2023-00664 06/15/2023 06/15/2023
RESIDENTIAL 0
ISSUED CARPORT/DECK/COVERED BLD2023-00717 06/26/2023 06/27/2023 1
ISSUED CARPORT/DECK/COVERED BLD2023-00517 05/10/2023 06/07/2023 27
ISSUED CARPORT/DECK/COVERED BLD2023-00141 02/02/2023 06/02/2023 120
ISSUED CARPORT/DECK/COVERED BLD2023-00238 03/01/2023 06/22/2023 111
ISSUED GARAGE/STORAGE BLD2023-00136 02/01/2023 06/02/2023 121
ISSUED GARAGE/STORAGE BLD2023-00067 01/19/2023 06/07/2023 138
ISSUED GARAGE/STORAGE BLD2023-00699 05/01/2023 06/26/2023 55
ISSUED GARAGE/STORAGE BLD2023-00577 05/23/2023 06/06/2023 13
ISSUED GARAGE/STORAGE BLD2023-00607 04/20/2023 06/06/2023 46
ISSUED MANUFACTURED HOME BLD2023-00611 06/01/2023 06/01/2023 0
ISSUED MANUFACTURED HOME BLD2023-00669 06/16/2023 06/16/2023 0
ISSUED MANUFACTURED HOME BLD2023-00123 01/30/2023 06/01/2023 121
ISSUED MANUFACTURED HOME BLD2023-00276 03/09/2023 06/20/2023 101
ISSUED MANUFACTURED HOME BLD2023-00318 03/20/2023 06/15/2023 85
ISSUED MANUFACTURED HOME BLD2023-00521 05/10/2023 06/08/2023 28
ISSUED MANUFACTURED HOME BLD2023-00408 04/17/2023 06/01/2023 44
ISSUED NEW COMMERCIAL PERMIT COM2023-00034 03/30/2023 06/27/2023 87
ISSUED NEW COMMERCIAL PERMIT COM2023-00052 05/31/2023 06/06/2023 6
ISSUED NEW COMMERCIAL PERMIT COM2023-00060 06/06/2023 06/26/2023 20
ISSUED NEW COMMERCIAL PERMIT COM2023-00046 05/18/2023 06/27/2023 39
ISSUED NEW COMMERCIAL PERMIT COM2023-00047 05/19/2023 06/16/2023 27
ISSUED NEW COMMERCIAL PERMIT COM2023-00048 05/19/2023 06/14/2023 25
ISSUED NEW SINGLE FAMILY BLD2023-00621 06/02/2023 06/27/2023
RESIDENCE 25
ISSUED NEW SINGLE FAMILY BLD2023-00603 05/30/2023 06/22/2023
RESIDENCE 22
ISSUED NEW SINGLE FAMILY BLD2023-00670 06/18/2023 06/23/2023
RESIDENCE 5
ISSUED NEW SINGLE FAMILY BLD2023-00672 06/18/2023 06/23/2023
RESIDENCE 5
ISSUED NEW SINGLE FAMILY BLD2023-00674 06/18/2023 06/23/2023
RESIDENCE 5
ISSUED NEW SINGLE FAMILY BLD2023-00676 06/18/2023 06/23/2023
RESIDENCE 5
ISSUED NEW SINGLE FAMILY BLD2023-00677 06/18/2023 06/23/2023
RESIDENCE 5
ISSUED NEW SINGLE FAMILY BLD2023-00524 05/11/2023 06/22/2023
RESIDENCE 41
ISSUED NEW SINGLE FAMILY BLD2023-00419 03/13/2023 06/16/2023
RESIDENCE 93
ISSUED NEW SINGLE FAMILY BLD2023-00426 04/20/2023 06/23/2023
RESIDENCE 63
ISSUED NEW SINGLE FAMILY BLD2023-00454 04/25/2023 06/28/2023
RESIDENCE 63
ISSUED NEW SINGLE FAMILY BLD2023-00464 04/27/2023 06/22/2023
RESIDENCE 55
TOTAL AVERAGE 48.15
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
July 10, 2023
SON C�
Action Items:
Discussion Items:
Rustlewood water quality improvement project
Utility Rate Update —Customer Outreach Status and comments to date
Belfair Sewer— Latecomer fee and updated Capital Facilities Charge
Upcoming Calendar/Action Items:
July 9, 2023 @ 1:00 pm Rustlewood HOA Mtg. at the Cabana - 111 E Rustle Way
July 12, 2023 @ 7:00 am Pioneer Kiwanis—Spencer Lake Bar and Grill
July 12, 2023 @ 4:30 pm TIP-CAP Community Outreach Meeting - Shelton City Hall Civic Center
July 27, 2023 @ 1:00 pm CRABoard Meeting and County presentations— Bremerton Hampton Inn
Scheduled Road Construction Projects:
August 71h - 11th Cloquallum Road Rock Creek Bridge Repair @ MP 5.85 — Road closure
August 215t- August 25th Satsop Cloquallum Road Cross-Culvert Replacement @ MP 5.20
September 41h -5th Homestead Road Paving from MP 0.00 to MP 0.22 - Closure during
working hours. 7:30 am to 4:00pm.
September 61h - 81h Lakeland Road Paving from MP 0.00 to 0.45 - Road closure during working
hours 7:30am to 4:00pm.
September 25th - 29th North Shore Road Little Shoefly Culvert Replacement @ MP 8.18
Month of July Chipseal conversation roads (Sunnyside Road, Kelly Hall and
Sunnyslope Road) and re-chip sealing Shelton Matlock (from Highland
Road to the W)
End of July-August Restriping County roads (Contracted project w/Stripe Rite)