HomeMy WebLinkAbout2023/08/28 - Briefing PacketMASON COUNTY COMMISSIONER BRIEFING INFORMATION
FOR THE WEEK OF
August 28, 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.
Commission meetings are live streamed at http://www.masonwebtv.com/ and public commented is
accepted via email msmith@masoncountywa.gov; mail to Commissioners Office, 411 N 5th 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 08/24/23 at 11:37 AM
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of August 28, 2023
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, August 28, 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. Great Peninsula Conservancy – Erik Steffens
10:15 A.M. Port of Allyn – Lary Coppola
10:30 A.M. Auditor – Steve Duenkel
10:35 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
10:40 A.M. Support Services – Mark Neary
Commissioner Discussion – as needed
Tuesday, August 29, 2023
Commission Chambers
Times are subject to change, depending on the amount of business presented
10:00 A.M. Public Works Utility Rates – Loretta Swanson & Richard Dickinson
August 8, 2023
Mason County Commissioners
411 N 5th St
Shelton WA 98584
Dear Commissioners,
This letter constitutes a formal request for a modification of the contract between Mason County
and the Port of Allyn dated August 2, 2022, This contract concerns the allocation of $100,000 of
ARPA funds designated to help pay for drilling a new well for the Port of Allyn Water Company.
The Port is under a mandate from the State Department of Ecology to replace its existing well.
Originally, we had planned to drill a new well, which is what this allocation is for. It is paired with a
$400,000 grant from the Department of Commerce for the same purpose. However, the opportunity
arose earlier this year to purchase the Allyn Carey Community Water System. The purchase
includes a reasonably new existing well, plus the surrounding 100-foot land radius
that encompasses the required sanitary area, and all its existing infrastructure This well is situated
within our recognized service area and draws from the same aquifer as our existing well.
Because of our pre-existing water right, the Allyn Carey System is currently restricted to serving
only 14 customers and/or drawing a maximum of 5,000 gallons per day from the aquafer. However,
according to a separate water right application that the Allyn Carey System previously filed, along
with pump data to support that application, it has the capability to serve in excess of 200 customers.
Our current well is restricted to serving 132. Based on that pump data, this well will meet our needs
well into the foreseeable future.
Our consultants have analyzed the pump data to confirm it conforms with the terms of our water
right and passed all the information on to the Departments of Ecology and Health. Both have
preliminarily indicated they would accept this well as a substitution for drilling the mandated new
well. The Department of Commerce has also agreed to a change in scope for the $400,000 grant
that would allow us to purchase this well and the rest of the Allyn Carey Water System.
Therefore, we are formally requesting that Mason County modify our contract for the ARPA
funds to allow the purchase of this well instead of drilling a new one. This is a win-win solution. The
Allyn Carey well and infrastructure can be quickly integrated into our existing system with a simple
intertie, and will allow construction of the required booster station quicker and more economically
than originally planned. With all these factors present, this modification is a responsible decision
that will ultimately save taxpayer dollars, minimize land disturbance, and complete this project much
sooner than originally anticipated. I will be happy to appear before the Commissioners if necessary
to answer any questions you may have. We look forward to your response.
Sincerely,
Lawrence F. (Lary) Coppola, Executive Director
Port of Allyn
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Steve Duenkel
Ext. 468
Department: Auditor's Office
Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/28/2023
Agenda Date: 8/29/2023
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:
Review the Auditor’s Office request for FY 2024 Information Security Grant funding from the Office of
Secretary of State.
Background/Executive Summary:
The Office of Secretary of State is making available funds for Information Security improvements to our
elections system. For FY 2024, the Auditor’s Office will be seeking approximately $40,000 for the following:
• Tabulation Room Revisions: this work will entail relocation of the Elections network servers to the
tabulation room, and routing color-coded network cabling so that it is 100% visible to election
observers and interested citizens. This will require relocation of the air conditioning vent in the
ceiling and the thermostat for better climate control in the tabulation room. This will also entail
relocation of 1 security camera for better coverage for on-line election observers.
• Ballot Processing Room Revisions: this work will entail replacing a large smart TV with a 42” video
monitor to eliminate a wireless intrusion risk, and installation of 3 32” monitors to display signature
verification images for election observers and other interested citizens. This will also include the
purchase of a wireless detection device to identify any wireless signals in proximity to the ballot
processing room.
• Relocation of the Belfair Timberland Library and Shelton YMCA Ballot Drop Boxes: this work
will entail relocation of 2 ballot drop boxes to facilitate better access for voters and installation of HD
surveillance cameras. The security cameras will be added to the ballot drop box security camera
agreement with Hood Canal Communications.
• Back Up Power Generator for Continuity of Election Operations. This item entails purchase and
electrical wiring integration of a gas-powered electrical generator.
• Election Day Security: this item provides for staffing of 2 contract security guards on Election Day
for the November 2024 Presidential Election.
Mason County
Agenda Request Form
ITEMS REQUIRING BOCC Approval:
• Elections Department Vehicle: the Elections Department is requesting acquisition of a surplus
Sheriff’s Department Interceptor for use in collecting ballots from ballot drop boxes and other voter
outreach activities. BOCC approval will add 1 vehicle to the County Motor Pool inventory.
• Belfair Vote Center: this item entails setting up temporary Vote Center facilities at the recently
acquired fire station facility in Belfair contingent upon finalization and BOCC approval of the final
plan for this facility.
Budget Impact:
• OSOS Approved FY 2024 Information Security Grant expenditures will be re-imbursed by the OSOS.
Public Outreach (news release, community meeting, etc.):
The Elections Department will provide information to the public regarding ballot drop box relocations, planned
to be done after the November 2023 General Election and prior to the first special election in 2024.
Requested Action:
Request the Board approval for the addition of a surplus Sheriff’s interceptor to the County Motor Pool
inventory.
Request Board conditional Board approval for a temporary use of the recently acquired fire station in Belfair
for Vote Center operations, if this requested use is ultimately included in the approved facility plan.
NOTE: Acceptance of OSOS IS Grant Funds will require continued installation of an active Albert Sensor on
the County network for monitoring by the Election Infrastructure Information Sharing & Analysis Center (EI-
ISAC), a non-profit, 3rd party entity.
Attachments:
Information Security Fund Project Worksheet
Office of the Secretary of State Informa�on Security Funds
Project Worksheet
Date Name of County
Contact Number County Point of Contact
General Descrip�on of Work
Provide a general overview of the work or service the county would secure with the funding.
Objec�ve of the Project
Provide a descrip�on of how the work or service would protect your elec�on systems.
Timeline, Deliverables, and Milestones
Provide a �meline for the project, as well as specific deliverables and milestones that are quan�fiable/measurable.
Es�mated Project Costs
Descrip�ons of Goods/Services Quan�ty Unit Price Cost
Total Cost
Title Signature
Prepared by
Approved By
(County)
Approved By
(OSOS)
Action Items:
Discussion Items:
• Harstine Island Bridge Project – Daily/Nightly Expected Traffic Delays this week (M-F)
Commissioner Follow-Up Items:
August 29, 2023 at 9:15am Public Hearing Solid Waste Long Haul Transportation and Disposal Contract
Upcoming Items:
September 4th -5th Homestead Road Paving from MP 0.00 to MP 0.22 - Closure during
working hours. 7:30 am to 4:00pm.
September 6th - 8th Lakeland Road Paving from MP 0.00 to 0.45 - Road closure during
working hours 7:30am to 4:00pm.
September 12th @4:30pm TIP-CAP Meeting @ Public Works Dept., Bldg. 1
September 25th - 29th North Shore Road Little Shoefly Culvert Replacement @ MP 8.18
September 26, 2023 at 9:15am Public Hearing: Amending the 2023-2028 Six-Year Transportation
Improvement Program and the 2023 Annual Construction Program.
July/1st week in August 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)
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
August 28, 2023
Mason County Administrator
411 N 5th Street
Shelton, WA 98584
(360) 427-9670 ext. 419
Mason County Commissioner
Briefing Items from County Administrator
August 28, 2023
Specific Items for Review
→Request from Skookum Rotary for bleachers – Diane Zoren
→July financial reports – Jennifer Beierle
→Memorandum of Understanding with Woodworkers Local Lodge W38, I.A.M. – Mary Ransier
→North Mason location for County services – Mark Neary
Administrator Updates
Commissioner Discussion
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Diane Zoren
Ext. 747
Department: Support Services
Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 28, 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) Risk Management
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:
Request from Skookum Rotary to use the MCRA bleachers for Oysterfest
Background/Executive Summary:
Skookum Rotary has used the MCRA bleachers at Oysterfest for the last several years and is requesting again
for the October 2023 event. Parks staff has reviewed the request and is recommending approval as there are no
scheduled events at MCRA. Skookum Rotary will take responsibility of moving and returning the bleachers.
Risk Management has provided the attached equipment agreement. This is a no-cost agreement.
Budget Impact (amount, funding source, budget amendment):
None
Public Outreach (news release, community meeting, etc.):
Skookum Rotary
Requested Action:
Authorization for the County Administrator to sign this no-cost agreement with Skookum Rotary for the use of
the MCRA bleachers.
Attachments:
Draft Agreement
Equipment Use Agreement
(“User”),
will take effect on the day of and will continue for a period of .
WHEREAS, Equipment Owner owns certain personal property described as
(“Equipment”), and which is normally used for , and
WHEREAS, User desires to use the Equipment for the purpose of , and
This agreement by and between
Equipment owner’s name
(“Equipment Owner”), and
Equipment owner’s complete address
Time periodDayMonthYear
Description of equipment
Type of use
Purpose of use
WHEREAS, Equipment Owner has agreed to allow User to use the Equipment provided that the following terms and
conditions are met.
It is Therefore Agreed By and Between the Parties:
1. Equipment Owner agrees to let User use the above described Equipment only for the above described purpose on
is the contact person for Equipment Owner and
is the contact person for User to coordinate the details of usage.
Describe times and days of usage Equipment Owner contact person
Name of User’s contact person
2.In consideration for the benefit of using the Equipment, User agrees to abide by all the terms and conditions of use
described in this agreement. User further agrees that the lending of the Equipment is for the User’s sole benefit.
3.User agrees not to use the Equipment for any unlawful purposes, and will obey all laws, rules, and regulations
of all governmental authorities while using the Equipment. User also agrees to use the Equipment in a careful and proper
manner.
4.User shall maintain the equipment in good repair and operating condition, allowing for reasonable wear and tear.
5.Insurance Requirements. User will maintain the insurance coverages shown below.
Liability Insurance. User promises and warrants that it carries liability insurance with a minimum liability occurrence limit
of $1,000,000. The User will provide a certificate of insurance to the Equipment Owner at least seven days prior to the
date upon which the User begins to use the above described Equipment. The certificate of insurance will indicate that User
has made Equipment Owner an “additional insured” on User’s policy with respect to the use of
the Equipment.
Property Insurance. User promises and warrants that User will keep the equipment insured against all risks of loss or
damage from every cause whatsoever for full replacement value of the Equipment and name Equipment Owner as a loss
payee.
User’s name User’s complete address
8.
9 .
User agrees to hold harmless, indemnify and defend equipment owner (including equipment owner’s agents, employees,
and representatives) from any and all liability for injury or damage including, but not limited to, bodily injury, personal
injury, emotional injury, property damage, or financial damage, which may result from any person using the equipment
while the equipment is in the care of user, regardless of whether such injury or damage results from the negligence of the
equipment owner (including equipment owner’s agents, employees and representatives) or otherwise.
Equipment Owner, being neither the manufacturer, nor a supplier, nor a dealer in the equipment, makes no warranties,
express or implied, as to any matter whatsoever, including, without limitation, the condition of the equipment, its
merchantability, its design, its capacity, its performance, its material, its workmanship, its fitness for any particular purpose,
or that it will meet the requirements of any laws, rules, specifications, or contracts which provide for specific apparatus or
special methods. User accepts the equipment “AS IS.”
User agrees that if the equipment fails to perform after acceptance by User it will be the responsibility of User to repair
and correct the problem. User further agrees that Equipment Owner will not be responsible for any failure of equipment
for any reason.
This agreement may be canceled unilaterally by either party with 14 days written notice to the other party. In the event
that Equipment Owner must cancel this agreement, User will be entitled to any deposit User has paid. However, in no event
will Equipment Owner be liable to User for any lost profits or incidental, indirect, special, or consequential damages arising
out of User’s inability to use the Equipment, even if Equipment Owner has been advised of the possibility of such damages.
Dated this day of
Signer’ Nam s e
Position with Equipment Owner (title)
Day Month Year
6 .
7.
Position with User (title)
Signer’s Name
UserEquipment Owner
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Jennifer Beierle
Ext. 532
Department: Support Services
Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/28/2023
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:
Mason County Monthly Financial Report for July 2023
Background/Executive Summary:
Review of Cash Balances, and Budget to Actual Revenues and Expenditures for all County Funds
through July 2023.
Budget Impact (amount, funding source, budget amendment):
Budget to Actual Comparison of 2022 & 2023
Public Outreach (news release, community meeting, etc.):
N/A
Requested Action:
N/A
Attachments:
Mason County Monthly Financial Report for July 2023
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Mary Ransier
Ext. 422
Department: Human Resources
Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 28, 2023
Agenda Date: September 12, 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:
Memorandum of Understanding with Woodworkers Local Lodge W38, I.A.M.
Background/Executive Summary:
The current Collective Bargaining Agreement with Woodworkers Local Lodge W38, I.A.M. Appendix A
shows an error for Deputy Public Defender Step which necessitates a change to two employees pay and an
update to the Salary Table in Munis.
Budget Impact (amount, funding source, budget amendment):
N/A – Salary savings
Public Outreach (news release, community meeting, etc.):
N/A
Requested Action:
Approval of the Memorandum of Understanding (MOU) between Mason County and Woodworkers Local
Lodge W38, I.A.M. to adjust the current Collective Bargaining Agreement (CBA) expiring December 31,
2023.
Attachments:
MOU
MEMORANDUM OF UNDERSTANDING
Between the
Woodworkers Local Lodge W38 I.A.M – Public Defenders
And
MASON COUNTY
Mason County and Woodworkers Local Lodge W38 I.A.M Public Defense agree to adjust the current Collective
Bargaining Agreement as outlined below.
Whereas, the parties are in a current Collective Bargaining Agreement with a term expires December
31, 2023;
Whereas, it is further acknowledged that the parties are currently and collaboratively negotiating for the terms
and conditions for a successor Collective Bargaining Agreement;
Whereas, the current Collective Bargaining Agreement provides in Appendix A – 2023 Wage Table for Deputy
Public Defender I no Step 6 and Step 5 reflecting $6248.36 and requires an update in Munis;
Whereas, the Union and the County mutually agree to the compensation of $6248.36 for Kara Palmer and
Ahmed Muhammed Puloglu effective upon their hire date;
Now, therefore, the parties agree to the following:
The compensation rate for Kara Palmer to be $6248.36 starting June 20, 2023.
The compensation rate for Ahmend Muhammed Puloglu to be $6248.36 starting September 1, 2023.
As agreed on this_______________ Day of ______________________, 2023.
For Mason County: For Woodworkers Local Lodge W38 I.A.M
_______________________________ ______________________________
Commission Chair, Sharon Trask Larry Bicket, Business Agent
Approved to Form:
_______________________________
Tim Whitehead; Chief Deputy Prosecuting Attorney
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Mark Neary
Ext. 530
Department: County Administrator
Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/28/23 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:
North Mason Building Revisions to accommodate Sheriff’s precinct
Background/Executive Summary:
Mason County is leasing the old North Mason Regional administrative building located on Old Belfair Hwy.
We will be moving the North Precinct of the Sheriff’s Office into the building before the end of this year. To
accommodate the operational needs of the Sheriff’s Office we will need to make some modifications to the
building.
Each commissioner had the opportunity to tour the existing facility with the Sheriff and some of his staff as
well as our Facilities Manager to review the initial plan presented to the Commissioners.
We now have three alternative plans to review. We have labelled them green, orange, and blue.
I reached out to our departments as well as the Auditor, Treasurer, and Assessors offices to develop a general
staffing plan for this alternative location. All participants have interest in potentially occupying some of the
space but are unsure of the service level demands.
Treasurer: Would like to establish a presence in North Mason facility but feels that Assessor and Auditor
would also be necessary. Many of their clients also require services from Assessor and Auditor. At the very
least would like to place a drop-box at the location. After COVID a lot more people pay their taxes
electronically.
Assessor: Would like to try at least on day per week. Currently holds classes routinely in Belfair to assist
seniors filling out applications for exemption. This work could be more seasonal but would like to try one day
per week to see how it goes.
Mason County
Agenda Request Form
Auditor: Would like to establish a drop box location here. The Auditor would also provide voting services
surrounding elections to assist residents registering to vote or receiving replacement ballots. The time period
they would occupy the election would be anywhere from the entire 18 day voting period to the day before and
the day of the election. So election day up to 18 days before each election.
Public Health and Community Services: Environmental Health division would like to establish a pickup and
drop box location for water samples and septic designs. Staff would periodically use the facility to meet with
customers in the area on an appointment basis. Building 8 is at occupancy so if additional staff are needed
when establishing new programs this facility may be an option for housing this staff.
Planning and Development: Does not currently have an interest in occupying space at the facility. The
information that they receive is becoming more and more digital, and meetings are often held electronically.
Budget Impact (amount, funding source, budget amendment):
+/- $75,000
Public Outreach (news release, community meeting, etc.):
Working with Planning and Development to get all of the necessary permits.
Requested Action:
Approve Facilities to move forward with selected plan.
Attachments:
Drawings of the plans