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Home My WebLink About2023/12/11 - Briefing PacketMASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF December 11, 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 12/07/23 at 8:43 AM BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of December 11, 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, December 11, 2023 Commission Chambers Times are subject to change, depending on the amount of business presented 9:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation 10:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion 10:30 A.M. State Auditor’s Office Exit Conference 11:00 A.M. Superior Court – Paddy McGuire 11:10 A.M. Sheriff’s Office – Chief Hanson 11:25 A.M. Community Development – Kell Rowen 11:30 A.M. Public Health – Dave Windom 11:40 A.M. Public Works – Loretta Swanson Utilities & Waste Management 11:50 A.M. Support Services – Mark Neary Commissioner Discussion – as needed Wednesday, December 13, 2023 126 E Kneeland Street, Shelton, WA 98584 11:00 A.M. Building 12 Open House Accountability Exit Conference: Mason County The Office of the Washington State Auditor’s vision is increased trust in government. Our mission is to provide citizens with independent and transparent examinations of how state and local governments use public funds, and develop strategies that make government more efficient and effective. The purpose of this meeting is to share the results of your audit and our draft reporting. We value and appreciate your participation. Audit Reports We will publish the following reports: •Accountability audit for January 1, 2021 through December 31, 2022 – see draft report. Audit Highlights •We thank county officials and staff for timely communications throughout the audit process. We also wanted to acknowledge the County’s continued efforts at improving the financial condition of the Belfair Sewer Fund and Rustlewood Water and Sewer Fund. We have no further recommendations for those funds at this time. Recommendations not included in the Audit Reports Management Letters Management letters communicate control deficiencies, noncompliance, or abuse with a less-than-material effect on the financial statements or other items significant to our audit objectives. Management letters are referenced, but not included, in the audit report. We noted certain matters that we are communicating in a letter to management related to electronic funds transfers. Finalizing Your Audit Report Publication Audit reports are published on our website and distributed via email in a .pdf file. We also offer a subscription service that notifies you by email when audit reports are released or posted to our website. You can sign up for this convenient service at https://portal.sao.wa.gov/SAOPortal. Management Representation Letter We have included a copy of representations requested from management. Page 1 Audit Cost At the entrance conference, we estimated the cost of the financial, federal, and accountability audits to be $111,000 and actual audit costs will approximate that amount. Your Next Scheduled Audit Your next audit is scheduled to be conducted in June 2024 and will cover the following general areas: • Accountability for public resources • Financial statement • Federal programs The estimated cost for the next audit based on 2024 rates is $111,000 plus travel expenses. This preliminary estimate is provided as a budgeting tool and not a guarantee of final cost. Working Together to Improve Government Audit Survey When your report is released, you will receive an audit survey from us. We value your opinions on our audit services and hope you provide feedback. Local Government Support Team This team provides support services to local governments through technical assistance, comparative statistics, training, and tools to help prevent and detect a loss of public funds. Our website and client portal offers many resources, including a client Help Desk that answers auditing and accounting questions. Additionally, this team assists with the online filing of your financial statements. The Center for Government Innovation The Center for Government Innovation at the Office of the Washington State Auditor offers services specifically to help you help the residents you serve at no additional cost to your government. What does this mean? We provide expert advice in areas like Lean process improvement, peer-to-peer networking, and culture-building to help local governments find ways to be more efficient, effective and transparent. The Center can help you by providing assistance in financial management, cybersecurity and more. Check out our best practices and other resources that help local governments act on accounting standard changes, comply with regulations, and respond to recommendations in your audit. The Center understands that time is your most precious commodity as a public servant, and we are here to help you do more with the limited hours you have. If you are interested in learning how we can help you maximize your effect in government, call us at (564) 999-0818 or email us at Center@sao.wa.gov. Questions? Please contact us with any questions about information in this document or related audit reports. Kelly Collins, CPA, CFE, Director of Local Audit, (564) 999-0807, Kelly.Collins@sao.wa.gov Tina Watkins, CPA, Assistant Director of Local Audit, (360) 260-6411 Tina.Watkins@sao.wa.gov Amy Strzalka, CPA, Program Manager, (360) 845-1476, Amy.Strzalka@sao.wa.gov Page 2 Vinny Shiel, Assistant Audit Manager, (425) 510-0488, Vincent.Shiel@sao.wa.gov Tammy Lane, Assistant State Auditor, (360) 845-1482, Tammy.Lane@sao.wa.gov Page 3 Scan to see another great way we’re helping advance #GoodGovernment Accountability Audit Report Mason County For the period January 1, 2021 through December 31, 2022 Published (Inserted by OS) Report No. 1033785 Page 4 Insurance Building, P.O. Box 40021  Olympia, Washington 98504-0021  (564) 999-0950  Pat.McCarthy@sao.wa.gov Office of the Washington State Auditor Pat McCarthy Issue Date – (Inserted by OS) Board of Commissioners Mason County Shelton, Washington Report on Accountability Thank you for the opportunity to work with you to promote accountability, integrity and openness in government. The Office of the Washington State Auditor takes seriously our role of providing state and local governments with assurance and accountability as the independent auditor of public accounts. In this way, we strive to help government work better, cost less, deliver higher value and earn greater public trust. Independent audits provide essential accountability and transparency for County operations. This information is valuable to management, the governing body and public stakeholders when assessing the government’s stewardship of public resources. Attached is our independent audit report on the County’s compliance with applicable requirements and safeguarding of public resources for the areas we examined. We appreciate the opportunity to work with your staff and value your cooperation during the audit. Sincerely, Pat McCarthy, State Auditor Olympia, WA Americans with Disabilities In accordance with the Americans with Disabilities Act, we will make this document available in alternative formats. For more information, please contact our Office at (564) 999-0950, TDD Relay at (800) 833-6388, or email our webmaster at webmaster@sao.wa.gov. Page 5 Office of the Washington State Auditor sao.wa.gov TABLE OF CONTENTS Audit Results ................................................................................................................................... 4 Schedule of Audit Findings and Responses .................................................................................... 6 Related Reports ............................................................................................................................... 9 Information about the County ....................................................................................................... 10 About the State Auditor's Office ................................................................................................... 11 Page 6 Office of the Washington State Auditor sao.wa.gov AUDIT RESULTS Results in brief This report describes the overall results and conclusions for the areas we examined. In most of the areas we examined, County operations complied, in all material respects, with applicable state laws, regulations, and its own policies, and provided adequate controls over safeguarding of public resources. As referenced above, we identified areas where the County could make improvements. These recommendations are included with our report as a finding. We also noted certain matters related to electronic payments that we communicated to County management and the Board of Commissioners in a letter dated December 11, 2023. We appreciate the County’s commitment to resolving those matters. Additionally, as noted under the Related Reports – Special Investigations section of this report, certain matters were examined and reported as part of a separate engagement. In keeping with general auditing practices, we do not examine every transaction, activity, policy, internal control, or area. As a result, no information is provided on the areas that were not examined. About the audit This report contains the results of our independent accountability audit of Mason County from January 1, 2021 through December 31, 2022. Management is responsible for ensuring compliance and adequate safeguarding of public resources from fraud, loss, or abuse. This includes the design, implementation and maintenance of internal controls relevant to these objectives. This audit was conducted under the authority of RCW 43.09.260, which requires the Office of the Washington State Auditor to examine the financial affairs of all local governments. Our audit involved obtaining evidence about the County’s use of public resources, compliance with state laws and regulations and its own policies and procedures, and internal controls over such matters. The procedures performed were based on our assessment of risks in the areas we examined. Page 7 Office of the Washington State Auditor sao.wa.gov Based on our risk assessment for the years ended December 31, 2022 and 2021, the areas examined were those representing the highest risk of fraud, loss, abuse, or noncompliance. In addition, as part of this audit we followed up on the special investigation report issued October 19, 2023, over cash receipting. We examined the following areas during this audit period: •Accounts payable – credit cards, electronic funds transfers, and Clerk’s Office general disbursements •Procurement – purchasing exemptions •Use of restricted funds – County roads and building permit fees •Cash receipting – timeliness and completeness of deposits at Treasurer’s Office, Clerk’s Office and Public Works •Self-insurance – unemployment •Open public meetings – compliance with minutes, meetings and executive session requirements •Financial condition – reviewing for indications of financial distress Page 8 Office of the Washington State Auditor sao.wa.gov SCHEDULE OF AUDIT FINDINGS AND RESPONSES Mason County January 1, 2021 through December 31, 2022 2022-001 The County’s Public Works Department did not have adequate controls over cash receipting to safeguard public resources. Background The Mason County landfill receipted about $4.8 million and $5.1 million in 2021 and 2022, respectively. The Budgeting, Accounting and Reporting System (BARS Manual) requires governments to design, implement and maintain internal controls that adequately safeguard public resources. Description of Condition Our audit found the Public Works Department’s internal controls over cash receipting were insufficient for detecting errors or identifying potential misappropriation of public funds. The County employs booth attendants at three separate locations, which collect funds for the landfill. Booth attendants each prepare a nightly deposit bag for the day’s collections, which are then transferred to accounting technicians. Before combining funds for a bank deposit, accounting technicians reconcile each deposit bag to a report for that specific bag from the landfill’s point of sale (POS) system. However, the Department does not reconcile: •Total bank deposits against the landfill’s POS system reports of total cash and check sales made •Settlement reports from its third-party credit card processor against the landfill’s POS system reports of credit card sales Not reconciling total deposits and credit card settlements against the landfill’s POS system reports showing all daily receipts prevents the Department from identifying losses if they were to occur. In addition, the Department does not adequately limit access to and clearly document the chain of custody for landfill revenues from receipt to deposit. This prevents the Department from assigning responsibility for any identified losses. Page 9 Office of the Washington State Auditor sao.wa.gov Cause of Condition The County did not adequately communicate expectations to employees for performing an overall reconciliation of landfill revenues. In addition, management did not sufficiently monitor the landfill’s operations to verify revenues were reconciled and safeguarded throughout the process. Employees would have also benefited from additional cash receipting training, which could have empowered them to identify and correct these weaknesses in internal controls. Effect of Condition In fiscal year 2021, the County and our Office identified total losses of $47,588 from the landfill for which responsibility could not be assigned. We reported these losses in our fraud investigation report No. 1033202, which was published on October 19, 2023. In our subsequent testing of a 15-day period in fiscal year 2022, we identified two discrepancies totaling $32 between credit card sales, as indicated in the landfill’s POS system, and settlements by the County’s credit card processor. These underlying control deficiencies prevent the Department from ensuring funds are safeguarded, and they increase the risk of misappropriation, loss of public assets and noncompliance. Recommendation We recommend the County’s Public Works Department strengthen internal controls over the cash receipting process to ensure it adequately safeguards public funds from loss or misappropriation. Specifically, the County should: •Reconcile total bank deposits against the landfill’s POS system reports of total cash and check sales made •Reconcile settlement reports from its third-party credit card processor against the landfill’s POS system reports of credit card sales •Limit access to and clearly document the chain of custody for landfill revenues from receipt to deposit Page 10 Office of the Washington State Auditor sao.wa.gov County’s Response Following the identification of two credit card discrepancies found in the fiscal year 2022 15-day testing period, Public Works took the following actions to identify any discrepancies during FY 2023 and immediately strengthen further internal controls to safeguard public funds: 1.A daily reconciliation spreadsheet was created, the Public Works Finance Manager reconciled total 2023 bank deposits and credit card settlement reports against the POS system close out report, identifying and rectifying any discrepancies. 2.Financial staff received additional training on the daily reconciliation process which includes a daily reconciliation spreadsheet and Finance Manager review. Instructions and expectations were communicated both orally and in written form. 3.A daily chain of custody form was created to document revenues from receipt to deposit, the Solid Waste Manager and Finance staff received training and utilization began in November 2023. 4. Additional monitoring responsibilities were established. 5.Procurement of a dual safe or “smart safe” to further limit access is under review and pending implementation. 6.Employees are further empowered to identify and correct weaknesses through additional cash handling training, additional POS system report training, further understanding and implementation of segregation of duties, and developing further ownership of financial policies and procedures. Auditor’s Remarks We appreciate the County’s quick response and commitment to resolving this finding. We thank it for its cooperation and assistance during the audit. We will review the corrective action taken during our next regular audit. Applicable Laws and Regulations RCW 43.09.200, Local Government Accounting – Uniform System of Accounting –requires that accounting records for local governments accurately reflect cash receipts and that adequate supporting documentation is generated and retained. RCW 43.09.240, Local Government Accounting – Deposit of Collections – requires local governments to timely deposit all cash receipts with the treasurer. Budgeting, Accounting and Reporting System (BARS Manual), 3.1.3, Internal Control BARS Manual, 3.6.1, Cash Receipting Page 11 Office of the Washington State Auditor sao.wa.gov RELATED REPORTS Financial Our opinion on the County’s financial statements and compliance with federal grant program requirements is provided in a separate report, which includes the County’s financial statements. That report is available on our website, http://portal.sao.wa.gov/ReportSearch. Federal grant programs We evaluated internal controls and tested compliance with the federal program requirements, as applicable, for the County’s major federal programs, which are listed in the Schedule of Findings and Questioned Costs section of the separate financial statement and single audit report. That report is available on our website, http://portal.sao.wa.gov/ReportSearch. Special investigations We issued a report on a misappropriation of public funds at the County. That report is available on our website, http://portal.sao.wa.gov/ReportSearch. Page 12 Office of the Washington State Auditor sao.wa.gov INFORMATION ABOUT THE COUNTY Mason County serves approximately 61,800 citizens. The County operates under an elected, three- member Board of Commissioners, which is responsible for the adoption of the annual budget and establishment of local ordinances and policies. Additional elected officials include Assessor, Auditor, Clerk, Coroner, Prosecutor, Sheriff, Treasurer and judges for the District and Superior Courts. Nearly 350 County employees provide an array of services including public safety, District and Superior Courts, health, water and sewer utilities, solid waste transfer sites, planning, roads, public works, building, fair, parks and other general governmental services. The County had total expenditures of about $92 million and $93 million in fiscal years 2021 and 2022, respectively. Contact information related to this report Address: Mason County 411 N. 5th Street P.O. Box 400 Shelton, WA 98584 Contact: Leonard Kim, Chief Financial Officer Telephone: 360-427-9670 X 472 Website: www.masoncountywa.gov Information current as of report publish date. Audit history You can find current and past audit reports for Mason County at http://portal.sao.wa.gov/ReportSearch. Page 13 Office of the Washington State Auditor sao.wa.gov ABOUT THE STATE AUDITOR’S OFFICE The State Auditor’s Office is established in the Washington State Constitution and is part of the executive branch of state government. The State Auditor is elected by the people of Washington and serves four-year terms. We work with state agencies, local governments and the public to achieve our vision of increasing trust in government by helping governments work better and deliver higher value. In fulfilling our mission to provide citizens with independent and transparent examinations of how state and local governments use public funds, we hold ourselves to those same standards by continually improving our audit quality and operational efficiency, and by developing highly engaged and committed employees. As an agency, the State Auditor’s Office has the independence necessary to objectively perform audits, attestation engagements and investigations. Our work is designed to comply with professional standards as well as to satisfy the requirements of federal, state and local laws. The Office also has an extensive quality control program and undergoes regular external peer review to ensure our work meets the highest possible standards of accuracy, objectivity and clarity. Our audits look at financial information and compliance with federal, state and local laws for all local governments, including schools, and all state agencies, including institutions of higher education. In addition, we conduct performance audits and cybersecurity audits of state agencies and local governments, as well as state whistleblower, fraud and citizen hotline investigations. The results of our work are available to everyone through the more than 2,000 reports we publish each year on our website, www.sao.wa.gov. Additionally, we share regular news and other information via an email subscription service and social media channels. We take our role as partners in accountability seriously. The Office provides training and technical assistance to governments both directly and through partnerships with other governmental support organizations. Stay connected at sao.wa.gov •Find your audit team •Request public records •Search BARS Manuals (GAAP and cash), and find reporting templates •Learn about our training workshops and on-demand videos •Discover which governments serve you — enter an address on our map •Explore public financial data with the Financial Intelligence Tool Other ways to stay in touch •Main telephone: (564) 999-0950 •Toll-free Citizen Hotline: (866) 902-3900 •Email: webmaster@sao.wa.gov Page 14 Office of the Washington State Auditor Pat McCarthy Insurance Building, P.O. Box 40021  Olympia, Washington 98504-0021  (564) 999-0950  Pat.McCarthy@sao.wa.gov December 11, 2023 Board of Commissioners Mason County Shelton, Washington Management Letter This letter includes a summary of specific matters that we identified in planning and performing our accountability audit of Mason County from January 1, 2021 through December 31, 2022. We believe our recommendations will assist you in improving the County’s internal controls in these areas. We will review the status of these matters during our next audit. We have already discussed our comments with and made suggestions for improvements to County officials and personnel. If you have any further questions, please contact me at (360) 845-1476. This letter is intended for the information and use of management and the governing body and is not suitable for any other purpose. However, this letter is a matter of public record and its distribution is not limited. We would also like to take this opportunity to extend our appreciation to your staff for their cooperation and assistance during the audit. Sincerely, Amy Strzalka, CPA, Program Manager Attachment Page 15 Management Letter Mason County January 1, 2021 through December 31, 2022 Electronic payments Since 2016, Washington’s governments have reported more than $30 million of lost public funds as a result of cyberfraud, sometimes referred to as phishing, spearfishing, or business email compromise schemes. In these schemes, an external threat actor contacts the government, appearing to be a known source—an employee, upper-level manager, vendor or other business associate. Government staff are convinced to redirect valid payments to the external threat actor, or to purchase gift cards and provide them with the card numbers. It is imperative that governments implement robust internal controls over all disbursements. This includes establishing a verification process for all requests to change an employee’s or vendor’s contact and payment information, as well as any requests to purchase gift cards, especially when they come through email, phone, fax or another electronic method. The County spent about $27,638,421 on payroll in fiscal year 2022. The County is responsible for establishing effective controls over electronic payments, including the payment information on file for vendors and employees, to protect electronic payments from internal and external threats. Our audit found the County did not have adequate internal controls over electronic payments to protect public funds. In 2023, the County reported a phishing incident related to a misappropriation of public funds. The County made one payroll payment totaling $3,122 to a fraudulent bank account. We examined the County’s controls over electronic payroll payments and found: •The County had a practice of requiring sufficient verification for all bank change requests to make sure they were made by the actual employee, but that practice was not formalized through an adopted policy. •County staff did not consistently follow the intended procedures. We recommend the County: •Develop written policies and procedures over electronic payroll payments to require adequate verification of bank account changes with the employee, and to include the required elements prescribed in the Budgeting, Accounting and Reporting (BARS Manual) (3.8.11.30) •Provide adequate communication and training to staff on the verification requirements to ensure they are consistently followed Page 16 December 11, 2023 Office of the Washington State Auditor 3200 Capitol Blvd P.O. Box 40031 Olympia, WA 98504-0031 To the Office of the Washington State Auditor: We are providing this letter in connection with your audit of Mason County for the period from January 1, 2021 through December 31, 2022. Representations are in relation to matters existing during or subsequent to the audit period up to the date of this letter. Certain representations in this letter are described as being limited to matters that are significant or material. Information is considered significant or material if it is probable that it would change or influence the judgment of a reasonable person. We confirm, to the best of our knowledge and belief, having made appropriate inquires to be able to provide our representations, the following representations made to you during your audit. If we subsequently discover information that would change our representations related to this period, we will notify you in a timely manner. General Representations: 1.We have provided you with unrestricted access to people you wished to speak with and made available all relevant and requested information of which we are aware, including: a. Financial records and related data. b.Minutes of the meetings of the governing body or summaries of actions of recent meetings for which minutes have not yet been prepared. c.Other internal or external audits, examinations, investigations or studies that might concern the objectives of the audit and the corrective action taken to address significant findings and recommendations. d.Communications from regulatory agencies, government representatives or others concerning possible noncompliance, deficiencies in internal control or other matters that might concern the objectives of the audit. e. Related party relationships and transactions. f.Results of our internal assessment of business risks and risks related to financial reporting, compliance and fraud. 2.We acknowledge our responsibility for compliance with requirements related to confidentiality of certain information, and have notified you whenever records or data containing information subject to any confidentiality requirements were made available. Page 17 3.We acknowledge our responsibility for compliance with applicable laws, regulations, contracts and grant agreements. 4.We have identified and disclosed all laws, regulations, contracts and grant agreements that could have a direct and material effect on the determination of financial statement amounts, including legal and contractual provisions for reporting specific activities in separate funds. 5.Except as reported by the audit, we have complied with all material aspects of laws, regulations, contracts and grant agreements. 6.We acknowledge our responsibility for establishing and maintaining effective internal controls over compliance with applicable laws and regulations and safeguarding of public resources, including controls to prevent and detect fraud. 7.Except as reported by the audit, we have established adequate procedures and controls to provide reasonable assurance of safeguarding public resources and compliance with applicable laws and regulations. 8.Except as reported to you in accordance with RCW 43.09.185, we have no knowledge of any loss of public funds or assets or other illegal activity, or any allegations of fraud or suspected fraud involving management or employees. 9.In accordance with RCW 43.09.200, all transactions have been properly recorded in the financial records. Leo Kim, CFO Mark Neary, County Administrator Steve Duenkel, Auditor Sharon Trask, Board Chair Page 18 Mason County Agenda Request Form To: Board of Mason County Commissioners From: Paddy McGuire Ext. 206 Department: Superior Court Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: Contract Renewal for Tirsa Butler as Court Commissioner Background/Executive Summary: The contract between Tirsa Butler and the County for her service as Court Commissioner expires December 31, 2023. The new contract is for the calendar year 2024. All terms are the same except for the salary and dates. Budget Impact (amount, funding source, budget amendment): The salary is budgeted for in the recently approved budget. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval to renew the Court Commissioner Professional Services Agreement with Tirsa C. Butler for a term beginning January 1, 2024 and ending December 31, 2024. Attachments: Contract COURT COMMISSIONER PROFESSIONAL SERVICES AGREEMENT - 1 COURT COMMISSIONER PROFESSIONAL SERVICES AGREEMENT This agreement is between Tirsa C. Butler (Commissioner), and Mason County Superior Court (Court) and Mason County (County). The parties to this agreement, in consideration of the terms and conditions set out below, agree as follows: Section One - Appointment of Commissioner Pursuant to RCW 2.24.010, the Court hereby appoints Tirsa C. Butler as Court Commissioner for a term beginning January 1, 2024 and ending December 31, 2024, and she hereby accepts such appointment and agrees to act as Court Commissioner pursuant to the terms and conditions set forth herein. Section Two - Responsibilities and Duties of Commissioner 1. Pursuant to RCW 2.24.020, Commissioner shall, before entering upon the duties of such office, take and subscribe an oath to support the Constitution of the United States, the Constitution of the State of Washington, and to perform the duties of such office fairly and impartially and to the best of his or her ability. 2. Commissioner shall perform his or her duties under the direction of, and in accordance with the policies, procedures and timelines established by the Court. 3. Commissioner’s work schedule shall be 40 hours per week, normally to be scheduled during regular business hours of Monday through Friday during the hours of 8:00 a.m. to 5:00 p.m. Additional hours outside of regular court hours may be required as otherwise scheduled. 4. Commissioner shall regularly preside over court dockets including but not limited to: Therapeutic Courts Involuntary Treatment Court Probate/Guardianship Domestic Relations COURT COMMISSIONER PROFESSIONAL SERVICES AGREEMENT - 2 Domestic Violence and Anti-harassment Ex parte 5. During the hours established by the work schedule herein, Commissioner may also be required to perform other duties, such as, (1) hear and decide civil, domestic, probate, juvenile and/or adult criminal matters authorized by LCrR 4.2; (2) review requests for temporary orders in domestic violence petitions and other ex parte order requests; and (3) other matters as arranged by the Court. 6. Commissioner will successfully complete the Washington Judicial College and shall comply with Continuing Judicial Education requirements as set out in GR 26. Section Three - Compensation Pursuant to RCW 2.24.030, County agrees to pay Commissioner for the work set out in the schedule herein a salary at the rate of 85% of the salary of a Superior Court Judge. As of July 1, 2023 Commissioner’s rate of pay is as follows: $15,398.53 per month ($88.84 per hour) for a total annual salary of $184,782.35. As of July 1, 2024 Commissioner’s rate of pay is as follows: $16,168.49 per month ($93.28 per hour) for a total annual salary of $194,021.85. Section Four - Benefits/Deductions Commissioner shall be eligible for all benefits available to Mason County employees within Chapters 6 and 7 of the Mason County Personnel Policies. Commissioner shall receive the same insurance premium contribution as regular full-time employees. Deductions by County from Commissioner’s pay will include applicable taxes, an amount equal to an employee’s contribution for applicable benefits and other deductions required by federal and state law. Section Five - Integration Clause This agreement embodies the whole agreement between the parties. This agreement shall supersede all previous communications, representations or agreements, either verbal or written, between the parties. Section Six - Written Modification as Necessary COURT COMMISSIONER PROFESSIONAL SERVICES AGREEMENT - 3 There may be no modification of this agreement, except in writing, executed with the same formalities as this instrument. Section Seven - Termination This agreement shall terminate immediately should Commissioner not be in good standing with the Washington State Bar Association. Additionally, Court or Commissioner may terminate this agreement for any reason upon thirty (30) days written notice delivered to the other party. Actual delivery by Commissioner of a written notice to terminate to the Presiding Judge will constitute notice. Signed this ____ day of Signed this ____ day of ________, 2023: _________, 2023: MASON COUNTY SUPERIOR COURT BOARD OF COUNTY COMMISSIONERS ____________________________ _______________________________ DAVID STEVENS, Judge SHARON TRASK Chair DANIEL L. GOODELL, Judge MONTY D. COBB, Judge Signed this ____ day of ________, 2023: ____________________________ TIRSA C. BUTLER Approved as to form: MASON COUNTY PROSECUTOR’S OFFICE By _____________________________ COURT COMMISSIONER PROFESSIONAL SERVICES AGREEMENT - 4 ACKNOWLEDGEMENT I, Tirsa C. Butler, acknowledge receipt of a copy of Mason County’s Non-Discrimination and Harassment Policy (chapter 12 of the Personnel Policies). I shall abide by this policy and that of state and federal laws that preclude discrimination on the basis of a person’s race, color, creed, religion, national origin, ethnicity, age, sex, marital status, veteran’s status, sexual orientation, or disability (known or perceived). Signed: _______________________ Date: __________________ TIRSA C. BUTLER Mason County Agenda Request Form To: Board of Mason County Commissioners From: Paddy McGuire Ext. 206 Department: Superior Court Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: Contract Between Mason County Law Library and Thomson Reuters for Continued Services of Westlaw Patron Access and Mason County Jail Access Background/Executive Summary: The Law Library is required by state law to maintain a library that is free to members of the public. Although the law library is not mandated to serve the Jail, the committee believes it is in the County's best interest to continue serving the Jail (with appropriate restrictions) with reasonable access to legal research. The current five-year contract with Thomson Reuters expires December 31, 2023. Budget Impact (amount, funding source, budget amendment): The new contracts have a 2% per year increase. The 2% increase falls within the 2024 approved Law Library budget. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the five-year contract between the Mason County Law Library and Thomson Reuters for continued services of the Westlaw patron access and Mason County Jail access. Attachments: Contract Mason County Agenda Request Form To: Board of Mason County Commissioners From: Chief Kevin Hanson Ext. 369 Department: Jail Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: Click or tap here to enter text. 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: Hiring and Outsourcing Jail Background/Executive Summary: Hiring in the Jail continues. Since October 1, the Jail has hired four Corrections Deputies and 1 Community Service Officer. One of the new Corrections Deputy hires is leaving to return to Thurston County solely due to financial differences. There are still 4 vacant Corrections Deputy positions and 1 Community Service Officer position. There are 4 scheduled interviews for Corrections Deputy positions. It is anticipated that the Community Service Officer being trained will be available to cover minimum staffing within the next 30 days and the Corrections Deputies estimated in approximately 12-13 weeks not including the 10-week Academy. Outsourcing continues with Nisqually. Nisqually has been a pleasure to work with. Budget Impact (amount, funding source, budget amendment): Totals so far: October – 277 prisoner days @ $130 = $36,010 and November – 558 prisoner days @ $130 = $72,540. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Information only. Attachments: Mason County Agenda Request Form To: Board of Mason County Commissioners From: Chief Kevin Hanson Ext. 369 Department: Jail Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: Lewis County Prisoner Housing Contract Renewal Background/Executive Summary: The original contract with Lewis County to house prisoners was executed May 16, 2023. The daily rate is increasing from $92.40 per day to $94.27 per day. The Jail has not utilized this contract but has it in place for exigent circumstances. Budget Impact (amount, funding source, budget amendment): None anticipated or forecasted for 2024. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of amendment to the Interlocal Agreement for use of jail facilities with Lewis County increasing the daily prisoner housing rate from $92.40 to $94.27. Attachments: Amendment Mason County Agenda Request Form To: Board of Mason County Commissioners From: Chief Kevin Hanson Ext. 369 Department: Jail Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: Healthcare Delivery Services Contract Extension Background/Executive Summary: The original agreement for inmate healthcare services was signed in 2017 with Healthcare Delivery Services (HDS). The contract has been renewed several times and the Jail is requesting to renew the contract for an additional three years. Budget Impact (amount, funding source, budget amendment): For 2024, the increase for Administrative Registered Nurse (RN) hours – 5 hours per week at $25.00 per hour for a total of $6,500. Total estimated cost for inmate healthcare for 2024 is $693,448. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval to extend the Healthcare Delivery Services contract for inmate healthcare services. Attachments: Extension Mason County Community Development Briefing December 11, 2023 Briefing Items → Planning Advisory Commission openings news release – Kell Rowen Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kell Rowen Ext. 286 Department: Choose an item. Community Development Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: Two vacant seats on the Planning Advisory Commission. Request to read News Release. Background/Executive Summary: Staff is requesting to fill one vacant seat with someone representing the 2nd or 3rd District and one vacant seat representing District 1. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): News Release, website Requested Action: Place “News Release” on BOCC Agenda for 12/19/2023 Attachments: PAC Roster, News Release NEWS RELEASE December 19, 2023 MASON COUNTY COMMISSIONERS’ OFFICE 411 N 5TH ST, BLDG 1, SHELTON, WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Planning Advisory Commission Vacancy Mason County is seeking two motivated and engaged individuals to serve as volunteer members of the Planning Advisory Commission. The Commission will play a crucial role over the next couple years in updating the County’s Comprehensive Plan, which outlines the vision and goals for the County’s future growth and development. There is one open seat represented as either Commissioner District 2 or 3 (Shelton, Arcadia, Bayshore, Union, Hoodsport, Matlock, Lilliwaup, Kamilche area) and one open seat in District 1 (Tahuya, Belfair, Grapeview, Harstine area). The Planning Advisory Commission is a seven-member citizen board appointed to advise the Board of County Commissioners on policies related to amendments to the Comprehensive Plan, Shoreline Master Program, Resource Ordinance, and other development regulations including making recommendations on rezone applications. The Commission typically meets at least once per month on the third Monday at 6:00 p.m., with special meetings scheduled as necessary. Appointed Commissioners normally serve a four-year term. The Commissioner District 2/3 position will be filling a vacancy set to expire in January of 2024, and therefore we are setting the new expiration to January of 2028. The District 1 position will be filling a vacancy set to expire in January of 2026. Applications to serve on the board are being accepted until the position is filled, and should be submitted to the Mason County Commissioners, 411 N. 5th St., Shelton, WA 98584. Application forms may be obtained from the Commissioner’s Office, (360) 427-9670 ext. 419 or visit our website at www.masoncountywa.gov. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair ______________________ Kevin Shutty, Commissioner ______________________ Randy Neatherlin, Commissioner Mason County Planning Advisory Commission-2022 Comm Name Phone Mailing Address Initial Appointment Term Expires District No. 360-2275-0780 890 E Cedar St 11Jeff Carey Belfair, WA 98528 9/27/2022 1/31/2026 2 VACANT 1/31/2024 2 3 Brad Carlberg PO Box 1219 5/23/2023 1/31/2026 Hoodsport, WA 98548 1 360-908-1930 270 E Olympic Palisades Dr at-4 Terri Arcieri Belfair, WA 98528 11/16/2021 1/31/2025 Large 206-755-9879 151 SE Sunrise Dr. 3 5 Bob Wilkerson Shelton, WA 98584 7/6/2021 1/31/2025 (H)360-275-2476 P.O. Box 143 1 6 Mac McLean (C)907-460-6137 Allyn, WA 98524 11/26/2019 1/31/2024 1 7 VACANT 1/31/2026 Position Contact: Kell Rowen, Dept. of Community Services, Planning Division @ Ext. 286 Updated 2/15/23 Briefing December 11, 2023 Briefing Items → Onsite Sewage Advisory Committee (OSAC) appointments – Ian Tracy → Emergency Housing Funds Crossroads Housing contract – Melissa Casey → 5-Year Homeless Housing Plan Annual Report – Melissa Casey Mason County Agenda Request Form To: Board of Mason County Commissioners From: Ian Tracy Ext. 544 Department: Public Health Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: Click or tap here to enter text. 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: New Appointments to the Onsite Sewage Advisory Committee (OSAC) Background/Executive Summary: OSAC is a 13-member committee tasked with providing input and recommendations for codes and policies related to Onsite Septic systems. On November 28th, 2023 Thad Bamford (O&M Specialist), Shane Maples (Installer), and Vladimir Nekrutenko (Health Dept.) were appointed by the Board of Health to serve three-year terms expiring November 28th, 2026. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): None Requested Action: Information only. Attachments: None Mason County Agenda Request Form To: Board of Mason County Commissioners From: Melissa Casey Ext. 404 Department: Public Health Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 8/21/23, 10/16/23, 12/11/23 Agenda Date: 12/19/23 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: Crossroads Housing Contract #23-061 Amendment #1 Background/Executive Summary: The Department of Commerce has allocated $884,950 in Emergency Housing Funds (EHF) to Mason County for the 2024 fiscal year. The purpose of these funds is to maintain current levels of homeless subsidies and emergency housing capacity from sun-setting funds for services such as Rapid Rehousing, Emergency Shelters, or Street Outreach. The Board approved this contract on the 7/18 action agenda and agency subcontracts on the 8/29 action agenda. The remaining amount of $101,071 in EHF were allocated via a Request for Proposal. Two proposals were received; the Housing & Behavioral Health Advisory Board has made the recommendation to fund Crossroads Housing to provide Rapid Rehousing services for 15-50 additional clients. Budget Impact (amount, funding source, budget amendment): Budget Amendment for additional $101,071 awarded to Crossroads Housing Public Outreach (news release, community meeting, etc.): Followed the RFP process and contracted with agencies for EHF funding Requested Action: Move Crossroads Housing Amendment #1 to the 12/19/23 action agenda for approval Attachments: Department of Commerce Contract 24-4619D-115 Amendment #A Crossroads Housing Contract #23-061 Amendment #1 Mason County Agenda Request Form To: Board of Mason County Commissioners From: Melissa Casey Ext. 404 Department: Public Health Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 12/11/23 Agenda Date: Click or tap here to enter text. 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: 5-Year Homeless Housing Plan Annual Report Background/Executive Summary: Any local government receiving state funds for homelessness assistance or state or local homelessness document recording fees under RCW 36.22.178, 36.22.179, or 36.22.1791 must provide an annual report on the current condition of homelessness in its jurisdiction, its performance in meeting the goals in its local homeless housing plan, and any significant changes made to the plan. The annual report must be posted on the department's web site. There were no significant changes made to the plan in 2023; the current condition of homelessness can be described by the following indicators: Point-in-Time (PIT) count results, households served by project intervention types, racial equity performance measures, and the increase in fair market rent or risk of eviction. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Presented to Housing and Behavioral Health Advisory Board and plan to upload to Community Health Housing & Homelessness website to make available to the community Requested Action: Approval to upload to submit 5-Year Plan Annual Report to the Department of Commerce and upload to the Mason County website Attachments: 5-Year Plan Annual Report Dec 2023 December 2023 Annual Plan Update Mason County Local 5 Year Homeless Housing Plan Annual Report November 2019 through November 2024 The Local Plan Annual Report requirement is in RCW 43.185C.045: Any local government receiving state funds for homelessness assistance or state or local homelessness document recording fees under RCW 36.22.178, 36.22.179, or 36.22.1791 must provide an annual report on the current condition of homelessness in its jurisdiction, its performance in meeting the goals in its local homeless housing plan, and any significant changes made to the plan. The annual report must be posted on the department's web site. The length and format of the Annual Report is up to the local government, and at least, must address the following: 1. Current condition of homelessness in its jurisdiction. 2. Significant changes made to the plan. Point in Time Count Results 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Sheltered 99 127 111 127 118 136 172 90 94 131 135 Unsheltered 125 224 139 289 144 96 98 83 N/A 107 246 Total 224 351 250 416 262 232 273 178 N/A 238 381 Each year, on the night of the last Thursday in January, the U.S. Department of Housing and Urban Development (HUD) and Washington state require a statewide count of all persons 0 50 100 150 200 250 300 350 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Point in Time Count Sheltered VS. Unsheltered Sheltered Unsheltered staying in temporary housing programs (sheltered count) and places not meant for human habitation (unsheltered count). A count includes a brief survey of each person or household. A person or household can choose to be counted, but all the information remains anonymous. The unsheltered count has been below 145 persons for seven of the eleven past years. 2016 was an anomaly where records were entered that didn’t meet the HUD definition of homelessness. Homelessness is defined as lacking “a fixed, regular, and adequate nighttime residence” or residing “in an emergency shelter or a place not meant for human habitation”. In 2021, Washington State received a waiver from HUD to postpone the unsheltered count due to the Covid-19 pandemic. In 2023, there was a dedicated team that conducted more outreach to homeless encampments prior to the PIT Count date and followed up on these locations for the count. Additionally, there was outreach to people sleeping in vehicles. All these efforts contributed to the higher unsheltered count in 2023. Other factors such increased rental costs described in this annual report and other economic influences such as recovery from the pandemic and higher inflation are also contributing factors to people experiencing homelessness. Coordinated Entry is another indicator of the number of people experiencing homelessness as this is the access point and centralized referral system for people experiencing a housing crisis and/or housing instability. The number of households that meet the HUD definition entering Coordinated Entry are as follows: Fiscal Years 2019 2020 2021 2022 2023 Unhoused Households 241 172 239 280 221 Over the past five years, the average number of unhoused households accessing Coordinated Entry is 230. Older adults are the fastest-growing age group of those experiencing homelessness, according to a report by the Office of the Assistant Secretary for Planning and Evaluation (ASPE) at the U.S. Department of Health and Human Services (Addressing Homelessness Among Older Adults: Final Report (hhs.gov)). Housing units for single adults is a limiting factor to house this subpopulation. Additional gaps exist in connecting individuals unsheltered or sheltered with the health care needs that would be better served by an assisted living facility. As the data below indicates, health is a major contributing factor contributing to or keeping a person from maintaining housing. This data supports the need for the development of supportive housing. Top reasons contributing to a person being unhoused: • In all emergency shelters and rapid rehousing programs at entrance to the program, people were unhoused due to: o Domestic violence or fleeing domestic violence at 58%, o Mental health at 45% o Physical or developmental disabilities at 43%. • Of people entering the coordinated entry system people were unhoused due to: o Disabilities at 74% o Mental health at 35% o Chronic health at 22.5%. Households Served by Project Intervention Types: Fiscal Year 2023 Coordinated Entry 221 total households that were literally homeless and assisted Temporary Housing 755 households stayed in emergency shelters 38 households stayed in transitional housing 170 households housed from emergency shelters 33 households housed from transitional housing Rapid Rehousing Programs 300 households participated 183 households were permanently housed Housing and Essential Needs (HEN) Program Prevention and Rapid Rehousing 221 adults served, 7 youth under 25 years old, and 7 veterans Racial Equity According to the Consolidated Homeless Grant Guidelines section 10.4.5 “Equitable Access”, The Department of Commerce is developing performance measures that ensure that race and ethnicity of households served are proportional to the numbers of people in need of services in each county. The Coordinated Entry Board is examining the homeless response system and evaluating the data to help eliminate disparities. Race HP Total “at risk of homelessness” PIT Count total CE Total Emergency Shelter Total Transitional Housing Rapid Rehousing White 76% 91% 74% 67% 89% 71% Black, African American, African 2% 4% 4% 9% 0% 4% Asian or Asian American 1% 1% 1% 1% 0% 1% AIAN 4% 8% 5% 1% 11% 8% NHPI Less than 1% Less than 1% 2% 2% 0% 3% Multiple Race 5% 4% 6% 9% 0% 9% Non-Hispanic 77% 91% 84% 83% 89% 86% Hispanic 16% 9% 14% 15% 11% 14% Rent Available rental units within 150% of Fair Market Rent have been tracked. This is the amount the primary fund source, The Consolidated Homeless Grant will pay for rental assistance. The average rental prices are as follows: Year / Bdrm. Studio 1 2 3 4 Ave. 2021 $1,125 $1,095 $1,275 $1,732 $1,800 $1,355 2022 $983 $1,105 $1,458 $2,094 $2,511 $1,592 2023 $1,114 $1,223 $1,641 $2,156 $2,854 $1,788 There has been a total increase in average rent cost of $433 dollars or a 25% increase in the past three years. In a paper, “Why is homelessness increasing?”, published by the Department of Commerce, it states that increasing rents are the main driver of increases in homelessness (reference hau-why-homelessness-increase-2017.pdf (wa.gov)). A recent article, “Homelessness Rises Faster Where Rent Exceeds a Third of the Income” (Homelessness Rises Faster Where Rent Exceeds a Third of Income - Zillow Research) continues to show the link between the percentage of housing costs of gross income and the rate of people experiencing homelessness. When housing costs are more than 32% of gross income, there is an increased rate of homelessness as shown in the graph below. Local Document Recording Fees The Homeless Housing and Assistance Act (Chapter 43.185C RCW) in 2005 (the “Act”) authorizes these funds to support an affordable housing and a homeless response system. The Act, along with legislation, allows the collection of surcharges on documents recorded for the sale and/or transfer of real property to fund homeless programs. The document recording surcharge funds (“surcharge funds”) are used by the state and local government agencies to reduce homelessness (RCW 36.22.179). According to Annual Expenditures Reports, collections for the past three years have declined as follows: FY21 $988,536; FY22 $876,515, and FY23 $563,729. A $312,786 reduction from FY22 to FY23 would cut out all emergency shelter supports and provide $100,000 less for rental assistance. Or it would result in a total reduction in Rapid Rehousing (rental assistance costs) project funding equating to 223 months less of rental assistance or a 44% reduction in the number of households served. Fortunately for the FY24 and FY25 funding years, the Department of Commerce has been able to appropriate state funds in the Consolidated Homeless Grant in the amount of $86,804 each fiscal year as “Local DRF Support” to help offset the reductions mentioned. The Department of Commerce has also been able to use Federal and State funds in the form of the Emergency Housing Fund to help maintain services that were available as of February 2023. While these funds are not enough to serve everyone, they have helped maintain services post-pandemic. New Agency, Housing, and Program In July 2023, Quixote Communities completed the construction of 30-tiny home village of permanent supportive housing for veterans within the city limits of Shelton. This village will go a long way in providing new housing units and moving in the direction of functional zero for veteran homelessness. Community Action and Collaboration Mason County Public Health and Human Services is working with all subcontracted agencies to improve exits to permanent housing from emergency shelters, transitional housing, and rapid rehousing programs. Each agency has developed an action plan, and we are meeting quarterly to discuss outcomes, progress, collaboration, and best practices. Improvements have been made in each program type except one emergency shelter where 67% of the households were moved into transitional housing programs for additional support to gain housing stability. Program Type FY23 Percent Exits to Permanent Housing Quarter 1 FY 2024 Exits to Permanent Housing Rapid Rehousing HEN 37% 50% Rapid Rehousing non-HEN 58% 92% Young Adult RRH 100% 100% Transitional Housing 100% 100% Single Adult Emergency Shelter 7% 17% Family Emergency Shelter 15% 0% Family off-site Emergency Shelter 19% 21% Domestic Violence Shelter 21% 37% The local providers are also meeting regularly to discuss a joint application on funding for either a transitional housing project and/or additional permanent supportive housing. 5-Year Plan Changes No significant changes have been made to the 5-year plan. Action Items: • News Release Christmas Tree Recycling • Time extension on interlocal agreement with the City of Bremerton and Port of Bremerton for participating in executive and technical committees providing project design oversight to the Puget Sound Industrial Center Bremerton to Belfair Sewer Connection project. Discussion Items: • Emergency Purchase Pursuant to RCW 39.04.280 - Beards Cove Water System main well pump purchase/installation. • December 21st Public Works Christmas Party and All-Hands meeting Commissioner Follow-Up Items: Upcoming Items: December 6th - 8th Harstine Bridge micro-milling one-lane closures December 18th to January 12th Road Closure on Elfendahl Pass Road for DNR/County Clear Zone Project (MP 1.85 to MP 4.20). January 16th @9:15am Hearing for the Long-Haul Service Agreement MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING December 11, 2023 NEWS RELEASE December 19, 2023 MASON COUNTY COMMISSIONERS’ OFFICE 411 N 5TH ST, BLDG 1, SHELTON, WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Free Christmas Tree Recycling Mason County announces free Christmas tree recycling available at the following locations starting December 26th to January 9th: • Shelton Transfer Station located at 501 West Eells Hill Road in Shelton; business hours are Monday through Sunday from 8:00am to 4:45pm • Belfair Solid Waste Drop Off Facility located at 2001 NE Sand Hill Road in Belfair, business hours are Tuesday through Saturday from 9 am to 3:30pm Customers of Mason County Garbage and Recycling curbside service can cut up their trees and stick them in their cart as part of their regular pickup. Please note that all trees dropped off for free recycling at County facilities must be free of tinsel, decorations, and flocking. Wreaths and garlands will not be accepted for free recycling since these items contain wires and can therefore not be recycled. BOARD OF MASON COUNTY COMMISSIONERS __________________ ________________ __________________ Sharon Trask Randy Neatherlin Kevin Shutty Chair Vice Chair Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Loretta Swanson, Director Ext. 450 Department: Public Works Briefing: ☒ Public Hearing: ☐ Action Agenda: ☒ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: One-Year Extension to Interlocal Agreement between Mason County, Port of Bremerton & City of Bremerton Background/Executive Summary: Mason County, the City of Bremerton and Port of Bremerton entered into an interlocal agreement in August 2019 with the purpose of working cooperatively to improve sewer service availability to a portion of the Puget Sound Industrial Center (PSIC). On February 28, 2023 the Board authorized the Public Works Director to sign a letter agreement extending the expiration to December 31, 2023. While much work has already been accomplished under two Commerce grants, additional cooperative work remains. Both the City and the County are updating comprehensive planning documents, there is need to develop rates and fees to serve PSIC and the need to review development proposals. Public Works requests the Board consider authorizing an extension to December 31, 2024 as additional cooperative work is envisioned. Budget Impact: Executing the extension does not have a budget impact. Two Commerce grants in the amount of $2,515,000 were awarded to Mason County for sewer extension, which included design consideration for serving southern PSIC basins. The City of Bremerton and Mason County previously shared costs for financial analysis. The City of Bremerton is currently expending funds to update the sewer element of their comprehensive plan. Public Outreach: N/A Requested Action: Request the Board authorize the Public Works Director to execute a one-year extension of the Interlocal Agreement between Mason County, Port of Bremerton, and City of Bremerton with a new expiration date of December 31, 2024. Attachments: 1. ILA and last letter amendment Mason County Agenda Request Form To: Board of Mason County Commissioners From: Richard Dickinson, Deputy Director, Public Works/U&W Mgmt. Ext. 652 Department: Public Works Briefing: ☒ Public Hearing: ☐ Action Agenda: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: N/A 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: Emergency Purchase Pursuant to RCW 39.04.280 – Beards Cove Water System primary well pump purchase/installation Background/Executive Summary: The primary well pump at Beard’s Cove (pump #4) failed on November 9th. Competitive bidding requirements may be waived by the governing body in the event of an emergency (RCW 39.04.280). A written finding of the existence of an emergency must be made and duly entered into record no later than two weeks following the award of the contract. The existence of an emergency is hereby noted based on the following facts: 1. No replacement pumps meeting the required specifications were available. 2. Utilizing other sources/pumps in the system would not meet full water demands. 3. Maintaining the health and safety of the community necessitated pump replacement. 4. The replacement pump was a special order, requiring a new pump to be purchased then built. Commissioners were notified of the pump failure and intent to proceed with emergency purchasing on November 20th. To meet the community’s water demands until the replacement pump was delivered, a smaller pump was rented and installed and well #3 employed. Nicholson Drilling installed the pump last Tuesday, December 5, 2023. Budget Impact: The pump rental, purchase and installation were under $45,000 and paid out of the Fund #412 – Beards Cove. Public Outreach: Residents of Beards Cove were notified and asked to reduce water consumption until the pump replacement was completed. Requested Action: N/A Attachments: 1. Nicholson Drilling Quote 100 PUBLIC WORKS DR SHELTON WA 98584-9714 JUSTIN SMITH BEARDS COVE WELL# 4 BELFAIR WA JUSTIN SMITH BEARD COVE WELL 4 - 11/14/2023 Due on receipt 12:00 AM Job Name Billing Information Terms TypeSales Rep Scheduled StartRoute Service Information Item Quantity (360) 490-9267 ESTIMATE Job Type Rate Amount Phone: Alt Phone: Fax: 12:00 AM End PUMP SRVC ClassCall Ahead Confirmed Alt Contact: E-Mail:JPHELP@MASONCOUNTYWA.GOV Marketing Campaign Contact:JARED DESHON PO # Work Order Nicholson Drilling 7245 Bethel Burley Rd SE Port Orchard WA 98367 Phone: (360) 876-4421 Fax: 360-876-5601 OFFICE.NICHOLSONDRILLING@GMAIL.COM WWW.NICHOLSONDRILLINGINC.COM 230S400-12 - GRUNDFOS 230GPM 40HP 12 STAGE 1 $9,952.4900 $9,952.49 HM40463 - MOTOR HITACHI 40HP 460V 3PH 6"1 $7,042.3000 $7,042.30 SKK6C - SPLICE KIT HEAT SHRINK #6 WI CLEAR 1 $20.4464 $20.45 G014040 - GAL PIPE 4" T&C 231 $26.9600 $6,227.76 CV400F - VALVE CHECK 4" FLOMATIC 2 $777.7300 $1,555.46 TORQ 8X4 SBW - TORQUE ARRESTOR 8" X 4" HD 1 $70.7596 $70.76 LABOR_10T-2 - 10T TRUCK, OPERATOR & 2 ASSISTANTS 12 $500.0000 $6,000.00 MISC* - MISCELLANEOUS MATERIALS SHIPPING 1 $500.0000 $500.00 G05040 - GAL COUPLING 4" BANDED 9 $181.3683 $1,632.31 Job Subtotal:$33,001.53 $2,805.13 $43,756.71 Job Notes and Instructions 11/16/23 CC: THIS ESTIMATE IS TO INSTALL A NEW PUMP WITH A 230GPM 40HP MOTOR ON 231' OF 4" GAL PIPE AND ALL OTHER HARDWARE FOR THE JOB THIS ESTIMATE DOESN’T INCLUDE THE SOUNDING TUBE WE WILL REUSE THAT. THIS ALSO DOESN’T INCLUCED ANY WIRING OF CONTROLS. WE WILL HAVE A 03 ELECTRICIAN HOOK UP AT THE WELL HEAD OR NEAREST JUCTION BOX. THIS ESTIMATE IS FOR THE REMOVAL AND INSTALL OF THE NEW PUMP AND ALL OTHER HARDWARE FOR THE JOB. AT THE END WE WILL HOOK UP THE WIRES AT THE WELL AND FLUSH THE WELL. ALSO UPON INSPECTION OF THE SYSTEMS IT WAS NOTICED THE WIRE SIZE FOR THE WELL CONTROLS ARE UNDERSIZED AND WILL NEED TO BE BROUGHT TO THE PROPER SIZE WIRE BEFORE THE WELL PUMP IS CONNECTED. IF NOT DONE AND THE WELL IS HOOKED UP ANYWAY ALL WARRANTIES WILL BE VOID. MASON COUNTY-2300 Account Balance:$7,950.05 Total Due: Payment Total:$0.00 Job Total:$35,806.66 Requested by:POC:Phone No.:Acess Code: Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator December 11, 2023 Specific Items for Review →Mason Transit Authority (MTA) Board composition – Diane Zoren →Lewis-Mason-Thurston Area Agency on Aging vacancy – Diane Zoren →Defense and Indemnification request – Nichole Wilston →911 Emergency Communications ballot title – Mark Neary →Building 10 “Gary Paul Burleson District Court Building” naming – Mark Neary →Building 10 construction – Mark Neary Administrator Updates Commissioner Discussion →Commissioner calendar updates 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): 12/11/23 Agenda Date: December 19, 2023 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☒ Other (This is the responsibility of the requesting Department) MTA 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 of Mason Transit Authority membership Background/Executive Summary: The Mason County Public Transportation Benefit Area (Mason Transit Authority) Board composition is as follows: Three (3) Mason County Commissioners; One (1) City of Shelton Council member; Five (5) members who shall be elected officials selected by the Mason County Commissioners with the goal of seeking equal voting representation among the County commission districts One (1) union member (non-voting) representing the International Association of Machinists and Aerospace Workers, District Lodge 160 Current Membership: John Campbell, Chair, North Mason School District; Eric Onisko, Vice Chair, City of Shelton Mayor; Cyndy Brehmeyer, Authority Member, Mary M. Knight School District; John Sheridan, Authority Member, Port of Allyn; Wes Martin, Authority Member, Grapeview School District; Randy Neatherlin, Authority Member, Mason County Commissioner; Kevin Shutty, Authority Member Mason County Commissioner Sandy Tarzwell, Authority Member, Shelton School District; Sharon Trask, Authority Member, Mason County Commissioner; Zachary Collins, Labor Union Representative (non-voting), International Association of Machinists and Aerospace Workers, District Lodge 160; John Piety, Citizen Advisor to the Board (non-voting) Both John Campbell and Sandy Tarzwell did not run for 2024 elected office so these two positions will need to be filled for an unexpired term ending 2/1/26. Cindy Brehmeyer’s term on the MTA Board expires 12/31/23 and she has asked for a reappointment. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Send letter to all Mason County elected officials for Campbell and Tarzwell positions. Requested Action: Reappoint Cindy Brehmeyer to a 4-year term on the MTA Board, 12/31/23 to 12/31/27 and solicit for applicants to fill the two unexpired terms. Attachments: MTA By-Laws, Chapter 4.1, Board Composition IV. AUTHORITY BOARD COMPOSITION 4.1 Board Composition. The Authority Board will consist of a governing board of nine (9) voting members; one (1) who is a non-voting labor organization representative set forth as follows: • Three (3) elected members representing Mason County Commissioners, • One (1) elected member representing the City of Shelton Council, • Five (5) members who shall be elected officials selected by the Mason County Commissioners with the goal of seeking equal voting representation among the County Commissioner Districts; • One (1) ex officio non-voting labor union representative pursuant to Section 4.2 below; and The members of the Authority Board shall serve four year terms. Vacancies through resignation or disqualification shall be filled by the County Commission to fill the unexpired term. Mason County shall provide to the Clerk of the Board minutes of the County Commissioner meeting documenting the motion or adoption of a resolution of the elected official selected by the County Commissioners to serve on the Authority Board. Mason County Agenda Request Form To: Board of Mason County Commissioners From: Danielle Thompson Ext. 419 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): December 11, 2023 Agenda Date: December 19, 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: Lewis-Mason-Thurston Area Agency on Aging Advisory Council News Release Background/Executive Summary: The Lewis-Mason-Thurston Area Agency on Aging is a local governmental agency that provides home and community services for seniors and adults with disabilities to help them remain living in their own homes. The advisory council makes recommendations to the governing board and staff. Tamra Ingwaldson will be stepping down from the Advisory Council effective December 31, 2023 due to scheduling and time commitment conflict with her employer. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): News Release Requested Action: Approval of the Lewis-Mason-Thurston Area Agency on Aging Advisory Council News Release Attachments: News Release NEWS RELEASE December 19, 2023 MASON COUNTY COMMISSIONERS’ OFFICE 411 N 5TH ST, BLDG 1, SHELTON, WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Lewis-Mason-Thurston Area Agency on Aging Advisory Council Openings Mason County is seeking applicants to serve on the Lewis-Mason-Thurston Area Agency on Aging Advisory Council (LMTAAA). The Lewis-Mason-Thurston Area Agency on Aging is a local governmental agency that provides home and community services for seniors and adults with disabilities to help them remain living in their own homes. The advisory council makes recommendations to the governing board and staff. Members serve a two-year term and meet the first Wednesday of the month at the Are Agency on Aging office at 2404 Heritage Court SW Suite A in Olympia from approximately 9:30 a.m. to 12:00 p.m. Members are not paid; however, automobile mileage is covered. The website address is http://www.lmtaaa.org. For more information about the LMTAAA, please contact Jessica Hodges at (360)664- 2168 ext. 108 or jessica.hodges@dshs.wa.gov. For an application, please contact the Mason County Commissioners Office at (360)427 - 9670 ext. 419 or visit the County website at http://www.masoncountywa.gov. Applications will be accepted until the positions are filled. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair ______________________ Kevin Shutty, Commissioner ______________________ Randy Neatherlin, Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Nichole Wilston Ext.643 Department: Risk Management Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 12/11/2023 Agenda Date: 12/19/2023 Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☒ Risk ☐ 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: The following Mason County Officers, Employee’s and Volunteer(s) request for Defense & Indemnification coverage assigned by the County as named defendants in the case of Brandon J Rubio, Case No. 3:23-cv-05435-JLR-SKV United States District Court Case served upon them on October 26, 2023, via USPS: Kevin Hanson, Angela Brown, Randy Newell, Shane Schoeneberg, Tonia Reed, Paula Blush and Andrew Ostergard. Background/Executive Summary: Per Ordinance No. 06-18, Mason County Policy and Procedure for Defense and Indemnity of Employees any officer, employee or volunteer who is subject to a claim for damages may request that Mason County authorize and provide the defense of the claim. The Board of County Commissioners shall authorize the payment for the defense and any nonpunitive monetary judgment awarded in the case as outlined in the Ordinance arising from acts or omissions while performing or in good faith purporting to perform his or her official duties. Per Ordinance No. 06-18 Mason County reserves the right to pay punitive monetary judgments entered against any of the named defendant’s, until, and if, a judgment is awarded. Requested Action: Approval of the following Mason County Officers, Employee’s and Volunteer(s) request for Defense & Indemnification coverage assigned by the County as named defendants in the case of Brandon J Rubio, Case No. 3:23-cv-05435-JLR-SKV United States District Court Case served upon them on October 26, 2023, via USPS: Kevin Hanson, Angela Brown, Randy Newell, Shane Schoeneberg, Tonia Reed, Paula Blush and Andrew Ostergard. Attachments: Brandon J Rubio, Case No. 3:23-cv-05435-JLR-SKV United States District Court Case on file with Clerk of the Board 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): December 11, 2023 Agenda Date: Click or tap here to enter text. 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: MACECOM Emergency Communication Systems 911 Sales & Use Tax Ballot Title Background/Executive Summary: On November 21, 2023 the Board of County Commissioners unanimously approved to place a proposition on the February 13, 2024 Special Election ballot authorizing a rate of two-tenths (2/10) of 1% Sales and Use Tax for 911 emergency communication systems and facilities as authorized by RCW 82.14.420. The MACECOM Governance Board submitted a Resolution recommending the proposition authorizing the Sales and Use Tax for E911 be set at two-tenths (2/10th) of one percent (1%). Additional funding is needed to fund necessary critical infrastructure, increased staffing, and operations of the emergency communications center in order to provide vital public safety services to the public. The deadline for the February 13, 2024 Special Election is December 15, 2023 by 4:00 p.m. To submit the Resolution, the Local Voter Pamphlet Rules states that “each Resolution must be submitted with a completed Mason County Resolution Cover Sheet, an Explanatory Statement, a letter or email from the attorney for the district approving the statement (if legal counsel was retained), and a completed Mason County Argument For/Against Committee Appointment Form”. Budget Impact (amount, funding source, budget amendment): To be determined – the cost of the February 13, 2024 Special Election will be shared by the entities submitting ballot propositions. Public Outreach (news release, community meeting, etc.): MACECOM is providing public outreach to assign the arguments for and against the tax proposition. Requested Action: Informational. Attachments: Resolution Ballot Title J:\RESOLUTIONS & ORDINANCES\RESOLUTIONS -ORDINANCES Word Files\2023\Emergecy Communications Tax to Ballot.doc RESOLUTION NO. _______ A RESOLUTION TO AUTHORIZE A SALES AND USE TAX AT THE RATE OF TWO-TENTHS OF ONE PERCENT FOR 911 EMERGENCY COMMUNICATION SYSTEMS AND FACILITIES BE PLACED ON A BALLOT WHEREAS, RCW 82.14.420 authorizes the Mason County Board of Commissioners to submit to the County voters a proposition for the imposition of a sales and use tax not to exceed two-tenths of one percent for the sole purpose of providing funds for the cost of financing, design, acquisition, construction, equipping, operatin g, maintaining, remodeling, repairing, reequipping, and improvement of emergency communication systems and facilities; and WHEREAS, this Emergency Communications Tax was authorized by the voters of Mason County in 2007 at the rate of one-tenth of one percent; and WHEREAS, The MACECOM Governance Board submitted a resolution recommending the County Commissioners put forward a proposition to the voters of Mason County authorizing the sales & use tax for E911 be set at two-tenths of one percent. The additional funding is needed to fund necessary critical infrastructure, increased staffing and operations of the emergency communications center in order to provide vital public safety services to the public; WHEREAS, emergency communication systems and facilities (911) are essential to our communities when dealing with personal and community emergencies and natural disasters; and WHEREAS, a sales and use tax lessens the burden on property owners in Mason County and spreads the costs associated with emergency communication systems and facilities (911) to the user groups as a whole, including government entities and visitors purchasing goods within Mason County; and WHEREAS, the Board of County Commissioners of Mason County, Washington finds that imposition of this sales and use tax will serve the public health, safety and welfare of its citizens and that a measure authorizing the tax at two-tenths of one percent should be placed before the qualified votes of the County. NOW, THEREFORE, BE IT RESOLVED: Section 1. The voters of Mason County shall decide whether to authorize a sales and use tax of two-tenths of one percent, in accordance with RCW 82.14.420, for the purpose of providing ongoing funds for costs associated with financing, design, acquisition, cons truction, equipping, operating, maintaining, remodeling, repairing, reequipping, and improvement of emergency communication systems and facilities. Section 2. The Mason County Auditor is hereby directed to place upon the ballot for the special election to be held on February 13, 2024, a proposition substantially as follows: J:\RESOLUTIONS & ORDINANCES\RESOLUTIONS -ORDINANCES Word Files\2023\Emergecy Communications Tax to Ballot.doc MASON COUNTY PROPOSITION NO.________ EMERGENCY COMMUNICATION SYSTEMS (9-1-1) SALES AND USE TAX The Mason County Board of Commissioners adopted Resolution No________, concerning a sales and use tax increase pursuant to RCW 84.14.420. If approved, this proposition would authorize Mason County to impose a sales and use tax of two-tenths of one percent to provide ongoing funds for financing, design, acquisition, construction, equipping, operating, maintaining, remodeling, repairing, ree quipping, and improvement of emergency communication systems and facilities commonly known as the 911 system. Should this proposition be approved? Yes …………………………………. No…..……………………………... RESOLVED this______day of_________________, 2023. ATTEST: ________________________________ McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief Deputy Prosecuting Attorney BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ____________________________________ Sharon Trask, Chair ____________________________________ Randy Neatherlin, Commissioner ____________________________________ Kevin Shutty, Commissioner Mason County Emergency Communication Systems (9-1-1) Sales and Use Tax The Mason County Board of Commissioners adopted Resolution No. 2023-075, concerning a sales and use tax increase pursuant to RCW 82.14.420. If approved, this proposition would authorize Mason County to impose a sales and use tax of two-tenths of one percent to provide ongoing funds for financing, design, acquisition, construction, equipping, operating, maintaining, remodeling, repairing, reequipping, and improvement of emergency communications systems and facilities commonly know as the 911 system. Should this proposition be approved? YES  NO  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): December 11, 2023 Agenda Date: December 19, 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: Follow up briefing to request to name Building 10 the Gary Paul Burleson District Court Building Background/Executive Summary: Pursuant to Mason County’s Honorary Facility Naming Policy, Mason County Code Chapter 2.54, Joe Robertson submitted a request to name Building 10 the Gary Paul Burleson Law and Justice Building. Chapter 2.54.020 - Eligibility criteria. Recognition with an honorary facility/park naming shall be reserved for those individuals and organizations that have performed an exemplary act or achievement of lasting interest to their community, which reflects positively on Mason County as a whole, an d: If an individual is a resident or a native of the county or is of particular importance to the county; … Tim Whitehead stated he and Mike Dorcy support recognizing Gary for his service to Mason County. Comments from Judge Steele are attached to this request. In summary, Judge Steele supports naming Building 10 the Gary Paul Burleson District Court Building. Enclosed is a picture of the plaque dedicated to the Public Works Building as the Senator Sheldon Facility. Budget Impact (amount, funding source, budget amendment): Cost of signage Public Outreach (news release, community meeting, etc.): None Requested Action: Place the resolution naming Building 10 the Gary Paul Burleson District Court Building on the December 19 agenda. Attachments: Request from Joe Robertson, Judge Steele’s email and picture of sample plaque From:George Steele To:Diane Zoren; Patsy Robinson Cc:Mark Neary Subject:Re: Building 10 Naming Request Date:Friday, November 17, 2023 8:47:35 AM Speaking just for myself, I have no problems with naming Building 10 after Mr. Burleson. I believe, as long as the plan is still to make it the District Court Building, to name it the Gary Paul Burleson District Court Building. I will comment that coming from another county, where I was a deputy prosecutor, it was refreshing to see an elected prosecutor actually litigate in cases in court. I am of the belief that had I ever had a trial against him, he probably would have handed me my head on a plate, but I would have learned a few things as well. He was also, in my view, a good person. Anyway, these are my two cents worth. Sincerely, George A. Steele From: Diane Zoren Sent: Thursday, November 16, 2023 5:04:47 PM To: George Steele; Patsy Robinson Cc: Mark Neary Subject: Building 10 Naming Request Pursuant to the County’s Honorary Facility Naming Policy – link below – Joe Robertson submitted the attached request to name Building 10 the Gary Paul Burleson Law and Justice Building. This will be briefed on November 27. Feel free to send any comments you may have to our office. Thanks, Diane https://library.municode.com/wa/mason_county/codes/code_of_ordinances? nodeId=TIT2ADPE_CH2.54HOFAPANAPO Diane Zoren Central Services Manager Mason County 360-427-9670 ext. 747 This email may be subject to the Public Records Act November 5, 2023 Diane Zorn Hi Diane, Joe Robertson. I’m writing to you following our brief phone conversation on October 23 regarding Mason County’s Honorary Facility/Park Naming policy. In an effort to be brief as possible let me state my reasoning without a lot of definitive argument. Both Prosecutor Mike Dorcy and Chief Deputy Prosecutor Tim Whitehead are strongly in favor of this recommendation and are willing to testify about this naming suggestion if requested. Both worked with Burleson. Also Mason county facilities manager Kelly Frazier has stated the request seems consistent with the policy purpose. So my request is that building #10 (old Olson furniture building) be named the Gary Paul Burleson Law and Justice Building. This would be to honor Burleson’s extreme commitment and dedication to serving Mason County enforcing our laws and bringing justice to those victims of crimes. Burleson lived in Shelton for 44 years. Worked for Mason County in the Prosecutors office for 37 years (1973-2010). He was elected seven consecutive terms (28 years 1983-2010) as Mason County Prosecutor. In addition to his employment commitment he also served many years in the Shelton Rotary Club volunteering his time and service to the community. Additionally he volunteered with Mason county youth coaching sports. Burleson has to have been employed by the county for as many years as the top 5% tenured employees and he has to be one of the longest serving elected county official. I believe these accomplishments are very consistent with the first sentence under “PURPOSE” for the policy which says, “Establish a county policy for facility naming allowing the opportunity to honor those that have made a significant contribution to the county”. In closing Burleson was a dedicated loyal public servant and liked and respected by those he served. Please Diane, follow through on this request for me and advise of any additional actions needed from me. Joe Robertson, Retired President/CEO Our Community Credit Union 360-426-9625 360-490-1863 joe.robertson10@yahoo.com Lake Limerick citizen 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): 12/11/2023 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: Approve Contract with Helix design group for Building #10 Background/Executive Summary: The final phase of Building #10 is included in the County’s budget for 2024. Helix design group proposed a contract taking us from the concept phase through construction in the amount of $232,009. The fee was developed using the State of Washington OFM Fee Schedule for basic services and includes Architecture, Mechanical, Electrical, Plumbing, and Structural Engineering. The assumed cost of construction is currently estimated at $1,875,000. Budget Impact (amount, funding source, budget amendment): Building #10 project is included in the 2024 Budget Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approve proposed contract with Helix design group in the amount of $232,009 Attachments: B4_Mason County Court House Phase 2 Pricing Proposal.pdf O:\03-Fee Proposals-Contracts\2022\i22-137 Mason Co. Court Remod. Ph.2\02-Fee Proposals\Working\B4_Mason County Court House Phase 2 Pricing Proposal.docx December 6, 2023 Mr. Mark Neary, County Administrator Mason County Bldg. 1 411 N. 5th Street Shelton, WA 98584 RE: Mason County Courthouse, Phase 2 (*REVISED*) Dear Mark: Thank you again for inviting us to propose our services for the next phase of this interesting and challenging project. We have enjoyed working with you on Phase 1, and look forward to continue our excellent working relationship. Per our previous discussions, we will credit fees already invoiced and paid for the Concept phase to the Schematic Design (SD) phase. This will include $19,402 for Basic Services and $2,376 for Cost Estimating. We will also assume Permitting under Basic Services, although we reserve the right to possibly discuss this further. Per your request, we have revised our July 26, 2023 proposal to assume the project to be bid as one, single bid package. We are also attempting to quantify fees for Bidding and Construction Support. We are pleased to submit the following revised proposal for your consideration. I. PROJECT SCOPE Please refer to attached, color-coded Sheet A100 (Exhibit 1). The Phase 2 project will be bid and constructed in one single “package”. Phases 2A, 2B and 2C (green and purple, blue and turquoise and yellow respectively) will be competitively bid and constructed; We will design all three (3) areas at one time, and will not separate the design documents. II. PROPOSED SERVICES AND CONSULTANT TEAM Our proposed services and associated consultant team remains the same as for Phase 1: Helix Design Group, Inc. Tacoma, WA Prime Consultant. Architecture, Interior Design: Project Management. Hultz/BHU Engineers, Inc. Tacoma, WA Mechanical, Electrical and Plumbing (M/E/P) Engineering. PCS Structural Solutions, Inc. Tacoma, WA Structural Engineering. Bill Acker Consulting Services Gig Harbor, WA Cost Estimating. III. TASKS AND FEES A. GENERAL We propose to use the State of Washington (OFM) Fee Schedule for Basic Services, which include Architecture; M/E/P and Structural Engineering. Cost Estimating is an added service, as is the preparation of multiple bid packages. Renovation projects carry a fee premium of 2%. Courthouses fall under Schedule A in the OFM document, but there are general office components also included in this project so we propose a “hybrid” fee percentage of 50% ‘A’ and 50% ‘B’. Overall fee is computed as follows: Maximum Allowable Construction Cost (MACC) = $1,875,000 Fee: (11.19% + 9.75%) x 0.5 + 2% = 12.47% Full Fee - per Schedule for Design (Basic Services), Permitting, Bidding and Construction: $1,875,000 x 12.47% = $233,813 B. DESIGN 1. BASIC SERVICES Fee is computed as follows, with Design representing 69% of full fee: Fee: $1,875,000 x 12.47% x 69% =$161,331 By Design Phase (as % of full fee): Schematic Design @ 18%:$ 42,086 Less: Credit for Concept < 19,402 > Net: SD $ 22,684 Design Development @ 20%:46,763 Construction Documents @ 31%:72,482 TOTAL:$141,929 2. ADDITIONAL SERVICES a. COST ESTIMATING Please refer to Attachment ‘A’. FEES:* Schematic Design: $ 4,158 Less: Credit for Concept < 2,376 > Net: SD $ 1,782 Design Development:4,158 Construction Documents:4,158 TOTAL:$10,098 *Incudes Helix mark-up @ 10%. C. PERMITTING We will have discussions with the County and City; prepare and submit building permit applications; respond to questions; and follow up through the permitting process for building permit. These services are covered under “Basic”. D. BIDDING Services during bidding may include, but not necessarily be limited to the following: •Bidding solicitation support, clarifications, and review. •Review and respond to substitution requests and questions. Under the State fee schedule, Bidding support is tagged at 2% of total fee, or in their case $4,676. FEE: Estimate:$ 4,676 E. CONSTRUCTION Services during construction may include, but not necessarily be limited to the following: •Visit site at appropriate intervals to verify that construction meets the design intent, and attend construction meetings. •Respond to construction questions, RFI’s, etc. •Review submittals and shop drawings. •Review and respond to change order requests. •Prepare punch lists at substantial and final completion stages. •Prepare as-built drawings based on contractor mark-ups. Under the State fee schedule, Construction support is tagged at 27% of total fee, or $63,130. Including Close Out (as-builts) at 2% or $4,676, total fee would be $67,806. Depending on the County’s requested level of support, we cannot accurately assess the level of effort. We may provide a request for fee adjustments if required support have an adverse effect on the fee estimate. FEE: Budget Estimate:$67,806 IV. REIMBURSABLE EXPENSES Reimbursable expenses (e.g., prints, copies, postage, etc.) will be invoiced at cost +10%; personal auto mileage at $0.655/mile. Reimbursable expenses are additional to quoted fees. ALLOWANCE:$ 7,500 V. FEE SUMMARY Design (Basic Services):$141,929 Design (Additional Services):10,098 Bidding:4,676 Construction:67,806 Reimbursable Expenses:7,500 TOTAL FEE:$232,009 VI. ASSUMPTIONS Our proposal has been based on the following assumptions: A.Design will be completed for the entire project, and will not be “split” into separate bid packages. B.Our fee has been developed based on an assumed cost of construction of $1,875,000. If the County decides to increase this budget, we reserve the right to revise our proposal accordingly. C.This project area is free of hazardous materials (e.g., asbestos; pcb’s; etc.). D.We will provide one set of check prints/hard copies and electronic files at each submittal stage. The County will be responsible for reproduction and distribution. E.Any hourly services will be provided per attached rates; please see Exhibit 2. We hope this proposal is acceptable. If you have any questions, please call. Thank you! Sincerely yours, HELIX DESIGN GROUP, INC. Erik Prestegaard Principal Attachments 1 2 3 4 5 6 7 8 A B C D E F design group AMERICAN INSTITUTE OF ARCHITECTS HELIX DESIGN GROUP, INC DATE JOB NO. REVISION DATE DRAWING NO. 9 10 8 7 6 5 4 3 2 1 A B C D E F G H J K A B C D E F G H J K 9 10 8 7 6 5 4 3 2 1 Ó HELIX DESIGN GROUP, INC.: All rights reserved. No part of this document may be reproduced in any form or by any means without permission in writing from Helix Design Group. PL O T T E D : FI L E P A T H : 3/ 1 / 2 0 2 3 1 1 : 1 2 : 3 6 A M C: \ U s e r s \ b a s s i m k \ D e s k t o p \ R e v i t P r o j e c t B a s s i m K \ a 2 0 - 0 3 7 M as o n C o C o u r t s R e m o d e l _ T i _ r 2 0 - P h a s e 2 _ b a s s i m k . r v t 03.01.23 i22-137 A100 FLOOR PLAN SHELTON, WASHINGTON CONCEPT DESIGN PR O J E C T : i 2 2 -13 7 - MA S O N C O U N T Y - PH A S E 2 MASON COUNTY -PHASE 2 COURT REMODEL BUILDING 10 WHITE 1/8" = 1'-0"8A FLOOR PLAN NORTH 2'8' SCALE: 1/8" = 1'-0" 0' 4'16'1' 2' 8' SCALE: 1/8" = 1'-0" 0' 4'16'1' 1 O:\03-Fee Proposals-Contracts\Proposal Form & Tools\HELIX BILLING RATES\2023 - Rates\Helix Design Group - Billing Rates January 2023.docx Standard Billing Rates 2023 Position Hourly Rate Principal $ 220.00 LEED Specialist $ 185.00 Sr. Architect / Project Manager $ 185.00 Job Captain $ 165.00 Architect / Designer $ 145.00 Sr. Interior Designer $ 170.00 Interior Designer $ 145.00 Sr. Graphic Designer $ 170.00 Graphic Designer $ 130.00 Permit Specialist $ 100.00 Administration $ 70.00 NOTE: Rates are subject to annual adjustments at the beginning of each new fiscal year, 01 January.