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Home My WebLink About2024/01/16 - Regular PacketBoard of Mason County Commissioners Draft Meeting Agenda Commission Chambers 411 N 5th St, Shelton, WA 98584 January 16, 2023 9:00 a.m. Commission meetings are live streamed at http://www.masonwebtv.com/ Effective May 10, 2022, regular Commission business meetings will be held in -person and via Teams. Please click the Teams meeting link posted on the Mason County homepage and use the “raise hand” feature to be recognized by the Chair to provide your comments and testimony. Public comment and testimony can be provided in -person, and you can also e-mail msmith@masoncountywa.gov; mail in to the Commissioners’ Office at 411 N 5th St, Shelton, WA 98584; or call (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 4:00 p.m. the Friday before the meeting. 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Correspondence and Organizational Business 4.1 Correspondence 4.2 Mason County Noxious Weed List News Release 4.3 Lewis-Mason-Thurston Area Agency on Aging Vacancy News Release 4.4 Mason County Civil Service Commission Vacancy News Release 4.5 Planning Advisory Commission Vacancy News Release 4.6 Retirement Recognition for Anne White for 16 Years of Service 5. Open Forum for Citizen Input Please see above options to provide public comment; 3 minutes per person, 15-minute time limit. 6. Adoption of Agenda Items appearing on the agenda after “Item 10. Public Hearings” may be acted upon before 9:15 a.m. 7. Approval of Minutes – December 4, December 11, and December 18, 2023 and January 2, 2024 Briefing Minutes and December 5 and December 19, 2023 Regular Minutes 8. Approval of Action Agenda Items listed under “Action Agenda” may be enacted by one motion unless a Commissioner or citizen requests an item be removed from the Action Agenda and considered a separate item. 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8101398-8101530 $3,203,073.87 Direct Deposit Fund Warrant # 102516-103337 $2,007,129.07 Salary Clearing Fund Warrant # 7007824-7007888 $2,024,331.03 Treasurer Electronic Remittance $ 946,986.61 8.2 Approval of the letter of support for the Evergreen State College’s Shelton Promise pilot program. 8.3 Approval to appoint Michael Hill to the Planning Advisory Commission (PAC) for a four-year term expiring January 16, 2028. 8.4 Approval to appoint William Harris to the Planning Advisory Commission (PAC) for a four-year term expiring January 16, 2028. 8.5 Approval for the Chair to sign the 2024 Interagency Agreement and Appendix A between Washington State University Extension and Mason County for the amount of $94,725. 8.6 Approval of the Resolution establishing a Mason County Citizens’ Commission on Salaries for Elected Officials pursuant to RCW 36.17.024. 8.7 Approval to extend the Interlocal Agreement for use of jail facilities with Lewis County to December 31, 2024. 8.8 Approval for the Public Health and Human Services Director to sign the Consolidated Contract (CONCON) Amendment no. 16 for additional funding in the amount of $385,195. 8.9 Approval for the Public Health and Human Services Director to sign the Women, Infants, and Children (WIC) Program Space Agreement with Public Hospital District no. 1. 8.10 Approval to set a Public Hearing for Tuesday, February 13, 2024 at 9:15 a.m. to consider amending Mason County Code Title 16 – Plats and Subdivisions Section 16.40.041(1)(A) relating to boundary line adjustments. 8.11 Approval for the County Engineer to sign the Tolling Agreement with the Army Corp of Engineers for the Cady Creek (County Road Project 1995) and Great Bend (CRP 2021) culvert replacement projects on North Shore Road. 8.12 Approval for the County Administrator to sign the Tyler Technology’s Software as a Service Agreement to migrate Munis Financials to a cloud-based platform for approximately $85,000. 8.13 Approval to sign the letter of concurrence with Grays Harbor County’s appointment of Dustin Loup to the Timberland Regional Library Board of Trustees to fill an unexpired three-year term beginning January 1, 2024 and ending December 31, 2027. 8.14 Approval of the Resolution instituting a retention bonus for Chief Deputy Prosecuting Attorney and Chief Public Defender for a maximum of $20,000 which will be distributed in eight (8) equal installments of $2,500 to be paid quarterly. 8.15 Approval of the Memorandum of Understanding (MOU) between Mason County and Mason County Public Defenders and Mason County Prosecuting Attorneys Woodworkers Local Lodge W38, I.A.M. for recruitment and retention bonuses for a maximum of $20,000 distributed in eight (8) equal installments of $2,500 to be paid quarterly. 9. Other Business (Department Heads and Elected Officials) 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. 10.1 Public Hearing to consider deeming the response from Mason County Garbage, Inc. as “non-conforming”; authorizing staff to proceed with direct contract negotiations with the certificate holder, Mason County Garbage, Inc.; authorize staff to finalize an Interlocal Agreement with Cowlitz County; and to extend the Public Hearing to Tuesday, February 13, 2024 at 9:15 a.m. 11. Board’s Calendar and Reports 12. Adjournment MASON COUNTY TO: Board of Mason County Commissioners Reviewed FROM: Danielle Thompson Ext. 419 DEPARTMENT: Support Services Action Agenda DATE: January 16, 2024 No. 4.1 ITEM: Correspondence 4.1.1 Applications received for open Advisory Boards. Solid Waste Advisory Commission—Karen Rice Housing & Behavior Health Advisory Board—Heather R. Kennedy Mason Transit Authority Board—Arthur E. Whitson, Jr. Mason Transit Authority Board—Sheriff Ryan Spurling Mason Transit Authority Board—Richard P. Lee Mason Transit Authority Board—Juli Tuson Mason Transit Authority Board—Lauren Gilmore 4.1.2 Notice from Washington State Liquor and Cannabis Board Liquor License Application—Bucks Prairie Mercantile Cannabis License Discontinued—Resinate #427455 Cannabis License Application—Applicant: Sensi Traders, LLC. From: Shepherd’s Soap Company, LLC. DBA: Crema De Gaia Attachments: Originals on file with the Clerk of the Board. NEWS RELEASE January 16, 2024 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: Mason County Noxious Weed Control Board The Mason County Noxious Weed Control Board will hold a Public Hearing to adopt the 2024 Mason County Noxious Weed List at the regular board meeting on Friday, February 9, 2024 at 5:00 p.m. in the Mason County Board of County Commissioners Chambers (411 N 5th Street, Shelton, WA 98584). The public is welcome to participate and can contact the Mason County Noxious Weed Control Board for more information. The Board, which is responsible for administering Mason County’s Noxious Weed Control Program under RCW 17.10, will hold its regular board meetings at 9:00 a.m. at the Mason County WSU Extension Office (303 N 4th Street, Shelton, WA 98584) on the following Friday’s: January 12, April 12, June 14, August 9, and October 11, 2024. Please direct all questions, comments, or concerns to the Mason County Noxious Weed Control Program at (360) 427-9670 ext. 680 or email weeds@masoncountywa.gov. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Randy Neatherlin, Chair ______________________ Kevin Shutty, Vice-Chair ______________________ Sharon Trask, Commissioner NEWS RELEASE January 16, 2024 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 Vacancy The Board of Mason County Commissioners is seeking applications to fill a position on the Lewis- Mason-Thurston Area Agency on Agency Advisory Board. This is for a three-year term that will expire December 31, 2027. This advisory board provides on-going input to the Lewis-Mason-Thurston Area Agency on Aging (AAA). The AAA plans, coordinates, and manages services to elderly and younger disabled people throughout the three-county area. The AAA operates case management programs that assist individuals and families to remain at home or in the community. The advisory board has six members from each county and usually meets in Olympia on the 1st Wednesday of each month at 9:30 a.m. at the AAA Office. Interested parties may obtain an application at the Mason County Commissioners Office, 411 North 5th Street, Shelton, or call (360) 427-9670 ext. 419 or by visiting the Mason County website at www.masoncountywa.gov. The position is open until filled with the first review January 30, 2024. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Randy Neatherlin, Chair ______________________ Kevin Shutty, Commissioner ______________________ Sharon Trask, Commissioner NEWS RELEASE January 16, 2024 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: Mason County Civil Service Commission Vacancy The Board of Mason County Commissioners is seeking applications to fill a position on the Mason County Civil Service Commission. This is for a six-year term that will end December 31, 2028. To qualify, the individual must be a United States citizen, a resident of Mason County for at least the past two years, and an elector in Mason County. This person cannot be employed by Mason County and shall serve without compensation. At the time of appointment, not more than two commissioners shall be adherents of the same political party. The general purpose of the Civil Service Commission is to establish a merit system of employment for County Deputy Sheriffs and other employees of the Office of County Sheriff. The Mason County Civil Service Commission meets on the third Thursday of each month at 5:00 p.m. at Mason County Building 9 located at 425 North 5th Street in Shelton. Interested parties may obtain an application at the Mason County Commissioners’ Office located at 411 North 5th Street in Shelton, by calling (360) 427-9670 ext. 419, or by visiting the Mason County website at www.masoncountywa.gov. The position is open until filled with the first review set for January 30, 2024. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Randy Neatherlin, Chair ______________________ Kevin Shutty, Vice-Chair ______________________ Sharon Trask, Commissioner NEWS RELEASE January 16, 2024 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 a motivated and engaged individual to serve as a volunteer member of the Planning Advisory Commission (PAC). The Commission will play a crucial role over the next couple of years in updating the County’s Comprehensive Plan which outlines the visions and goals for the County’s future growth and development. There is one open seat representing Commissioner District 2 (Shelton, Arcadia, Bayshore area). PAC 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 position will be filling a vacancy set to expire January 2028. Applications to serve on the board are being accepted until the position is filled and should be submitted to the Mason County Commissioners at 411 N 5th Street, Shelton. Application forms may be obtained from the Commissioner’s Office, (360) 427-9670 ext. 419 or on the County website at https://www.masoncountywa.gov/. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Randy Neatherlin, Chair ______________________ Kevin Shutty, Vice-Chair ______________________ Sharon Trask, Commissioner Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of December 4, 2023 Monday, December 4, 2023 9:00 A.M. Special Meeting to adopt the 2024 Budget – Public Hearing 9:30 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion Commissioners Neatherlin, Shutty, and Trask met in closed session for labor negotiation via Zoom from 9:30 a.m. to 10:00 a.m. Mark Neary, Mary Ransier, Misty Kuhl, Cabot Dow, and Lindsey Smith were also in attendance. 10:00 A.M. Auditor’s Office – Steve Duenkel Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Steve requested to establish vote center operations at the new Belfair location and to relocate ballot drop boxes. Costs were factored into the 2024 Budget. Approved to move forward. 10:10 A.M. Community Development – Kell Rowen Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Randy Collins shared the Fire Investigation contract for January 1, 2024 through December 31, 2025. RCW 43.44.050 requires the Fire Marshal to investigate causes of fire. Cost is $164,000 total plus an estimated $5,000-6,000 for the use of Blazestack. Approved to move forward. 10:15 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Loretta requested an extension for the $2 million grant with Commerce through the Public Works Board for the Belfair sewer extension design. It is anticipated that the project will be closed out in the first quarter of 2024. • Loretta shared the Cowlitz County Commissioners executed an Interlocal Agreement for the actual disposal of waste for the long-haul contract. The request will be to extend the Public Hearing to January 16, 2024. • Cmmr. Shutty requested an update on Beeville L oop and on outreach regarding pedestrian use and speed limits in Island Lake. 10:20 A.M. Support Services – Mark Neary Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Diane Zoren requested to extend the office space lease agreement with Crossroads Housing for Veterans’ Service Officer (VSO) office space in Belfair for $550 per month. Approved to move forward. • Diane requested to set a Public Hearing to consider the sale of parcel no. 12220-50-58012 for $1,600 for Tuesday, December 19, 2023 at 9:15 a.m. Approved to move forward. • Diane shared the letter of concurrence with Thurston County’s reappointment of Mary Beth Harrington to the Timberland Regional Library Board of Trustees for a term expiring December 31, 2030. Approved to move forward. • Jennifer Beierle discussed the plan to pay off Belfair sewer debt in 2027 and possibly Real Estate Excise Tax (REET) 1 debt in 2027. In 2020 and 2021, the County refinanced some debt from the Belfair sewer and REET1 into bonds. It is recommended to pay off the REET1 debt in the amount of $537,471 and put the amount into the Capital Facilities Plan as REET1 expense. Approved to move forward. Page | 2 Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair _______________________ Randy Neatherlin, Vice-Chair _______________________ Kevin Shutty, Commission Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of December 11, 2023 Monday, December 11, 2023 9:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation Commissioners Neatherlin, Shutty, and Trask met in executive session for potential litigation from 9:00 a.m. to 10:00 a.m. Mark Neary, Tim Whitehead, Loretta Swanson, and Richard Dickinson were also in attendance. 10:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion Commissioners Neatherlin, Shutty, and Trask met in closed session for labor negotiation via Zoom from 10:00 a.m. to 10:30 a.m. Mark Neary, Mary Ransier, Misty Kuhl, Cabot Dow, and Lindsey Smith were also in attendance. 10:30 A.M. State Auditor’s Office Exit Conference Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Amy Strzalka and Tammy Lane shared presentation: topics included: accountability audit results, cash receipting – solid waste finding; external cyberloss – management letter; and closing remarks. 11:00 A.M. Superior Court – Paddy McGuire Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Paddy shared a contract renewal for Tirsa Butler as Court Commissioner for a term beginning January 1, 2024 through December 31, 2024. Approved to move forward. • Paddy discussed the contract extension with Thomson Reuters for continued services of the Westlaw patron access and Mason County Jail access for an additional five years. Approved to move forward. 11:10 A.M. Sheriff’s Office – Chief Hanson Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Chief Hanson discussed Lewis County prisoner housing contract renewal for the use of jail facilities increasing the daily prisoner housing rate from $92.40 to $94.27 . Approved to move forward. • Chief Hanson shared the three-year contract extension with Healthcare Delivery Services for inmate healthcare services. Grays Harbor County pays $890,000 for inmate healthcare services and uses of own staff. Total estimated cost for inmate healthcare for 2024 is $693,448. Approved to move forward. • Chief Hanson provided an update on inmate outsourcing with Nisqually. October had 277 prisoner days ($36,010) and November had 558 ($72,540). The population in the Jail was in the mid-20s per day. Four Corrections Deputies and one Community Service Officer were hired, one deputy is going back to Thurston County. Booking restrictions have not been lowered, maximum daily population for Jail is 27 inmates. 11:25 A.M. Community Development – Kell Rowen Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Kell shared a news release sharing two vacant seats on the Planning Advisory Commission. Approved to move forward. 11:30 A.M. Public Health – Dave Windom Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. Page | 2 • Ian shared three new appointments to the Onsite Sewage Advisory Committee (OSAC): Thad Bamford (O&M Specialist), Shane Maples (Installer), and Vladimir Nekrutenko (Health Dept.). • Melissa Casey discussed Department of Commerce Emergency Housing Funds (EHF) and Crossroads Housing contract for additional $101,071. Approved to move forward. • Melissa shared the 5-Year Homeless Housing Plan Annual Report. There were no significant changes made to the plan in 2023. Approved to move forward. 11:40 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Loretta shared annual free Christmas tree recycling news release. Approved to move forward. • Loretta discussed the one-year extension for the Interlocal Agreement with the Port of Bremerton and City of Bremerton. Approved to move forward. • Loretta shared the emergency purchase for Beards Cove Water System main is installed. • Loretta requested to close Belfair Transfer Station on Thursday, December 21 for a Public Works Christmas Party and all-hands meeting. 11:50 A.M. Support Services – Mark Neary Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Diane Zoren reviewed Mason Transit Authority membership and requested to reappoint Cindy Brehmeyer and solicit for two open positions. Approved to move forward. • Diane shared the Lewis-Mason-Thurston Area Agency on Aging Advisory Council news release for open position. Approved to move forward. • Nichole Wilston discussed a request for defense and indemnification coverage for Kevin Hanson, Angela Brown, Randy Newell, Shane Schoeneberg, Tonia Reed, Paula Blush, and Andrew Ostergard. Approved to move forward. • Mark shared the E911 ballot title has been created for the February 13, 2024 special election to set at two-tenths (2/10th) of one percent (1%) of Sales and Use Tax for E911. Cost has gone down as there will be other entities on ballot. • Mark discussed naming Building 10 the “Gary Paul Burleson District Court Building”. Approved to move forward. • Mark shared the contract with Helix Design Group for architectural engineering and design to finish Building 10 in the amount of $232,009. Approved to move forward. • Mark discussed extending the contract with Debora Munguia lobbyist through 2024 at the same rate. Approved to move forward. • Jennifer Beierle shared Port of Allyn purchase and sale agreement for the Allyn Carey water system and the drafted amendment for American Rescue Plan Act (ARPA) funding for water system. More information is needed from the Port of Allyn. • Jennifer shared a request from the Clerk to move funds Salaries and Benefits to Operating. $15,000 has already been transferred. Approved to move forward. Page | 3 Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair _______________________ Randy Neatherlin, Vice-Chair _______________________ Kevin Shutty, Commission Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of December 18, 2023 Monday, December 18, 2023 9:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation Commissioners Neatherlin, Shutty, and Trask met in executive session for potential litigation from 9:00 a.m. to 10:00 a.m. Mark Neary, Tim Whitehead, Loretta Swanson, and Richard Dickinson were also in attendance. 10:00 A.M. Community Development – Kell Rowen Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Commissioners shared Michael Hill applied for the Planning Advisory Commission (PAC) and requested to interview. 10:05 A.M. Public Health – Dave Windom Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Melissa Casey discussed the Women, Infants, and Children (WIC) Contract Amendment to extend the period of performance through February 29, 2024 to continue staff training in preparation for Public Health and Human Services to begin providing WIC Nutrition Program services by March 2024. Approved to move forward. • Melissa shared the Capital Region ESD 113 contract for the Youth Cannabis and Commercial Tobacco Prevention Program to prevent initiation and reduce cannabis and commercial tobacco use by youth in the amount of $21,330. Approved to move forward. • Dave added the last few appendices with Mott MacDonald are being finished regarding the Memorandum of Understanding with the Squaxin Island Tribe. 10:15 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Richard Dickinson shared a project progress report on the Belfair sewer extension. Slides included: project timeline, funding and expense review, and photos. • Loretta discussed scheduling a workshop for a utility rate study session. Stephanie worked on creating an invoicing template, model, and letter to go out to rate payers. • Loretta shared the Development Review Request for Qualifications (RFQ) has been published and submittals due the first week of January. 10:30 A.M. Support Services – Mark Neary Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Jennifer Beierle shared the Grapeview School District turned in a lower levy than originally submitted and requested to recertify the levy to County Assessor. Approved to move forward. • Jennifer shared the November 2023 Financial Report. Current Expense revenue $43,254,704 at 101%; last year $42,820,040 at 105%. Treasurer Department receipts $29,808,331 at 105%; last year $30,759,863.12 at 114%. Current Expense expenditure $40,805,854 at 85%; last year $37,045,746 at 84%. Six-Year Specific revenue streams: Community Development revenue $2,519,636; Detention and Correction services $57,291; Current Expense property tax $10,307,900; Road Diversion property tax $1,073,275; County Road pro perty tax $10,277,918; Current Expense sales tax $8,758,106; Criminal Justice taxes $1,882,864; Rural Sales and Use tax $1,054,750; Homelessness Prevention $495,768; Lodging tax $1,005,136; and REET 1 and 2 $1,390,091 each. Total collected revenue $8,758,106.97. Current Expense cash $29,284,883. Special Fund cash $59,107,939. Motor Pool expenditure $1,340,367 at Page | 2 78.3%; last year $1,528,754 at 101.59%. Special and Other Funds revenue $54,987,247 at 91%; last year $56,239,744 at 70%. Special and Other Funds expenditure $49,595,641 at 65%; last year $41,767,459 at 48%. • Mary Ransier discussed the January 2023-December 2027 Collective Bargaining Agreement for Teamsters Local No. 252 for Juvenile Detention. Approved to move forward. • Mark discussed extending the contract with Debora Munguia, Capitol Consulting LLC for lobbying services. Approved to move forward. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair _______________________ Randy Neatherlin, Vice-Chair _______________________ Kevin Shutty, Commission Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of January 1, 2024 Tuesday, January 2, 2024 10:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation Commissioners Neatherlin, Shutty, and Trask met in executive session for potential litigation from 10:00 a.m. to 10:40 a.m. Mark Neary, Tim Whitehead, Loretta Swanson, and Richard Dickinson were also in attendance. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS ______________________ Randy Neatherlin, Chair _______________________ Kevin Shutty, Vice-Chair _______________________ Sharon Trask, Commission Board of Mason County Commissioners Proceedings Commission Chambers 411 N 5th St, Shelton, WA 98584 December 5, 2023 1. Call to Order – The Chairperson called the regular meeting to order at 9:01 a.m. 2. Pledge of Allegiance – Cmmr. Shutty led the flag salute. 3. Roll Call – Present: Present: Commissioner District 1 – Randy Neatherlin; Commissioner District 2 – Kevin Shutty; Commissioner District 3 – Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Levy Certifications, Resolutions, and Budgets were received from Mason County Fire Protection District No. 3; Port of Grapeview; Educational Service District No. 113 for Southside, Grapeview, Mary M. Knight, Pioneer, Hood Canal, McLeary, and Elma School Districts; Mason County Fire Protection District No. 6; Port of Hoodsport; Maggie Lake Water District; and Public Hospital District No. 1. 4.1.2 Preliminary petition for a County Road Improvement District was received from Property Owners to improve E Shetland Road. 4.1.3 Captain Mark McDonnell sent in a letter introducing himself as the new Commander of the United States Coast Guard Sector Puget Sound. 4.1.4 Federal Energy Regulatory Commission sent in a Deflection Monitoring Program Assessment Report for the Cushman Project and the 2022 Part 12D Supplement No. 1 for the Cushman Project. 4.2 Marissa Watson read the Short-Term Vacation Rentals and Public Engagement Opportunities news release. 5. Open Forum for Citizen Input No citizen input. 6. Adoption of Agenda Cmmr. Shutty/Neatherlin moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Neatherlin/Shutty moved and seconded to adopt the October 9, October 16, and October 23, 2023 Briefing Minutes; October 10, 2023 Regular Minutes; and October 24, 2023 Finance Minutes as presented. Motion carried unanimously. N-aye; S-aye; T-aye. 8. Approval of Action Agenda 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8100711-8100862 $3,816,535.68 Direct Deposit Fund Warrant # 101701-102107 $ 883,237.21 Salary Clearing Fund Warrant # 7007762-7007787 $ 589,125.34 8.2 Approval of the Resolution formally adopting a Facilities and Parks Memorial and Donations Policy. (Exhibit A, Resolution No. 2023-077) 2 | D e c e m b e r 5 , 2 0 2 3 C o m m i s s i o n M i n u t e s 8.3 Approval to appoint Steven Payne to the Parks and Trails Advisory Board for a term expiring December 31, 2027. 8.4 Approval of the following Lodging Tax awards and contracts: Northwest Event Organizers, Inc. $49,500 for a tourism progressive application. Visitor Information Services for 2024/2025: North Mason Chamber of Commerce $43,100; Shelton-Mason County Chamber of Commerce $94,500; and Mason County Historical Society $16,900. Northwest Event Organizers, Inc. for tourism development and marketing services and support of local festivals and events for 2024/2025 in the amount of $645,307 each year. 8.5 Approval of the contract with ABA Cleaning Services for janitorial services for County facilities from January 1, 2024 through December 31, 2024. 8.6 Approval for the Mason County Board of Equalization (BOE) to hear completed and timely filed appeals for the 2023 assessment year. 8.7 Approval of the Interagency Agreement between the Washington State Department of Agriculture and the Mason County Noxious Weed Control Board No. K4795 for the Class A and B Designate Noxious Weed Eradication Program. 8.8 Approval to reappoint Tamara Cowles to the Mason County Noxious Weed Control Board District No. 3 for a term expiring December 5, 2027. 8.9 Approval to purchase the ClearPoint Strategy software to automate reporting processes for contracts and grants for the amount of $20,000 per year using funding from the Consolidated Contract (CONCON) amendments 13 and 14. 8.10 Approval to reappoint Glenn Landram to the Mason County Clean Water District Advisory Committee for a term expiring October 26, 2026. 8.11 Approval to set a Public Hearing for Tuesday, January 2, 2024 at 9:15 a.m. to consider the rezone of two parcels within rural lands, parcel no. 32003-13-00100 and 32003-31-00010 from Rural Commercial 2 (RC2) to Rural Industrial (RI). 8.12 Approval of the SCJ Alliance contract amendment for consultant services to assist with the 2025 Comprehensive Plan Periodic Update for climate planning in the amount of $125,000. 8.13 Approval of the Resolution updating the Purchasing and Contracting Policy. (Exhibit B, Resolution No. 2023-078) 8.14 Approval of the budget movement of up to $40,000 in the 2023 Beards Cove Fund 412 from Salaries and Benefits to Operating. 8.15 Approval of the budget movement of up to $240,000 in the 2023 Sheriff’s Office budget from Salaries and Benefits to Operating leaving capacity to move an additional budget amount up to $50,000 until the end of 2023 as per Resolution no. 26-17. 8.16 Approval to set a Public Hearing for Tuesday, December 19, 2023 at 9:15 a.m. to consider the sale of parcel no. 12220-50-58012 to Jon and Kim Rice for the purchase price of $1,600. Cmmr. Shutty/Neatherlin moved and seconded to approve action items 8.1 through 8.16. Motion carried unanimously. N-aye; S-aye; T-aye. 9. Other Business (Department Heads and Elected Officials) Loretta Swanson, Public Works Director, thanked the Commissioners for the Beard’s Cove pump funds transfer. The following roads are closed due to weather: Skokomish Valley, Purdy Cutoff, lower Elfendahl Pass, and Belfair-Tahuya from milepost 8.16 to 11.74 (Tahuya River Road to North Shore). There are no updates on state highways; however, there is water over the road in various locations. Mark Neary, County Administrator, shared that John Taylor, Emergency Management, activated the Emergency Management Team. If Fire Districts can no longer provide life safety responses to certain areas of the County or if there is significant damage to roads, a declaration of emergency will be requested from the Commissioners. The state has issued an emergency number for this 3 | D e c e m b e r 5 , 2 0 2 3 C o m m i s s i o n M i n u t e s event and Mason County is registered that it is in a state of emergency preparing for disaster. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. 10.1 Public Hearing continued from Tuesday, November 7, 2023 to consider continuing the Solid Waste Long Haul Transportation and Disposal contract Public Hearing to Tuesday, January 16, 2024 at 9:15 a.m. Staff: Richard Dickinson Loretta Swanson requested to continue the Public Hearing for the long-haul transportation and disposal contract to Tuesday, January 16, 2024 at 9:15 a.m. A notice of hearing is attached to re-publish since the process has been continued multiple times and adequate notice should be provided to the community and those interested in the contract. The Interlocal Agreement has been executed by the Cowlitz County Commissioners for disposal. Public Works continues to work with Mason County Garbage for collection and transport. The attorney is going through final edits and then will deliver the contract to Mason County Garbage for review. Time has been set aside to address specific questions that the Commissioners have. Cmmr. Neatherlin/Shutty moved and seconded to continue the Public Hearing from November 7, 2023 to consider solid waste long haul to Tuesday, January 16, at 9:15 a.m. Motion carried unanimously. N-aye; S-aye; T-aye. 10.2 Public Hearing continued from Tuesday, November 21, 2023 to consider certifying to the County Assessor the amount of taxes levied for County purposes for collection in 2024; the Current Expense and Road property tax levy Resolutions were approved by the Board of County Commissioners at the Tuesday, November 21, 2023 Public Hearing. Staff: Jennifer Beierle (Exhibit C, Resolution No. 2023-079) Jennifer Beierle shared this is a continuation from Tuesday, November 21 to certify to the County Assessor the amount of taxes levied for County purposes for collection in 2024. The Current Expense and Road Property tax levy Resolutions were approved by the Board at the November 21 hearing. As of late last week, all levy certifications from Junior Taxing Districts were received and have been submitted. The recommended action is to move to adopt the Resolution certifying to the County Assessor the property tax levies for collection in 2024. Cmmr. Shutty/Neatherlin moved and seconded to adopt the Resolution certifying to the County Assessor the property tax levies for collection in 2024. Motion carried unanimously. N-aye; S-aye; T-aye. 11. Board’s Calendar and Reports – The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment – The meeting adjourned at 9:29 a.m. 4 | D e c e m b e r 5 , 2 0 2 3 C o m m i s s i o n M i n u t e s ATTEST: ____________________________ McKenzie Smith, Clerk of the Board BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON _______________________________ Sharon Trask, Chair _______________________________ Randy Neatherlin, Vice-Chair ________________________________ Kevin Shutty, Commissioner Board of Mason County Commissioners Proceedings Commission Chambers 411 N 5th St, Shelton, WA 98584 December 19, 2023 1. Call to Order – The Chairperson called the regular meeting to order at 9:01 a.m. 2. Pledge of Allegiance – Cmmr. Neatherlin led the flag salute. 3. Roll Call – Present: Present: Commissioner District 1 – Randy Neatherlin; Commissioner District 2 – Kevin Shutty; Commissioner District 3 – Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 City of Shelton sent a Notice of Public Hearing to consider an amendment to an existing conditional use permit for the Community Lifeline Shelter located at 218 N 3rd Street to increase bed capacity from 35 beds to 54 beds. 4.1.2 Mason County Fire Protection District No. 5 sent in a levy certification. 4.1.3 State of California Department of Food and Agriculture Plant Health and Pest Prevention Services Pest Exclusion Branch sent a Notice of Rejection regarding a Lynch Creek Farm, LLC package that was inspected and released. 4.1.4 Treasurer Lisa Frazier sent a notice regarding RCW 36.48.010 – depositories designated by the Treasurer. 4.1.5 Debra Langley-Boyer requested payment for the loss of honeybees due to County Road spraying herbicides. 4.1.6 Property owners within the Sunny Woods development sent a preliminary petition for a County Road Improvement District for Shetland Road. 4.1.7 Washington State Liquor and Cannabis Board sent in application approval for Goldbaby LLC, cannabis license renewal applications, and liquor license renewal applications. 4.2 Michael MacSems was recognized for 31 years of service. 4.3 Mark Neary read the Planning Advisory Commission Vacancy news release. 4.4 Richard Dickinson read the Free Christmas Tree Recycling news release. 4.5 Mark Neary read the Lewis-Mason-Thurston Area Agency on Aging Advisory Council Vacancy news release. 4.6 Richard Casey read the Upcoming Solid Waste Facility Closures news release. 4.7 Melissa Casey shared the 5-Year Homeless Housing Plan Annual Report. 5. Open Forum for Citizen Input Claudia Putnam, Allyn, shared concerns regarding the Harstine Island proposed timber sale. 6. Adoption of Agenda Cmmr. Neatherlin/Shutty moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Shutty/Neatherlin moved and seconded to adopt the October 24, November 7, and November 21, 2023 Regular Meeting Minutes and October 30, November 6, November 13, November 20, and November 27, 2023 Briefing Minutes as presented. Motion carried 2 | D e c e m b e r 1 9 , 2 0 2 3 C o m m i s s i o n M i n u t e s unanimously. N-aye; S-aye; T-aye. 8. Approval of Action Agenda 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8100711-8100862 $ 929,026.26 Direct Deposit Fund Warrant # 101701-102107 $ 866,935.56 Salary Clearing Fund Warrant # 7007762-7007787 $1,134,380.92 Treasurer Electronic Remittances (October and November) $4,496,667.10 8.2 Approval of the Interlocal Agreement for Fire Investigation Services with the Mason County Fire Chief’s Association in the maximum amount of $82,000 per year set to expire December 31, 2025. 8.3 Approval for the County Administrator to sign the lease agreement extension with Crossroads Housing to provide office space to Veterans’ Service Officers (VSO) from January 1, 2023 through December 31, 2024 in the amount of $550 per month payable from the Veterans’ Assistance Fund 190. 8.4 Approval to sign the letter of concurrence with Thurston County’s reappointment of Mary Beth Harrington to the Timberland Regional Library Board of Trustees for a term expiring December 31, 2030. 8.5 Approval to renew the Court Commissioner Professional Services Agreement with Tirsa C. Butler for a term beginning January 1, 2024 through December 31, 2024. 8.6 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 with a 2% per year increase. 8.7 Approval of the amendment to the Interlocal Agreement for use of jail facilities with Lewis County increasing the daily prisoner housing rate from $92.40 per day to $94.27 per day. 8.8 Approval to extend the Healthcare Delivery Services contract to December 31, 2026 for a total estimated cost for inmate healthcare of $693,448. 8.9 Approval of the Department of Commerce Emergency Housing Fund (EHF) and Crossroads Housing contract amendments for an additional $101,071 to provide rapid rehousing services for 15-50 additional clients. 8.10 Approval for the Public Works Director to execute a one-year extension of the Interlocal Agreement between Mason County, the Port of Bremerton, and City of Bremerton for project design oversight to the Puget Sound Industrial Center (PSIC) to December 31, 2024. 8.11 Approval of the following Mason County Officers, Employees, and Volunteer(s) request for Defense and 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 October 26,2023 via USPS: Kevin Hanson, Angela Brown, Randy Newell, Shane Schoeneberg, Tonia Reed, Paula Blush, and Andrew Ostergard. 8.12 Approval of the Resolution naming Building 10 the Gary Paul Burleson District Court Building per Mason County Code Chapter 2.54. (Exhibit A, Resolution No. 2023-080) 8.13 Approval for the County Administrator to sign the contract with Helix Design Group for phase two of Building 10 renovations in the amount of $232,009. 8.14 Approval of the movement of up to $15,000 in the 2023 Clerk’s Office Budget from Salaries and Benefits to Operating. 8.15 Approval of the Resolution recertifying to the County Assessor the property tax levies for collection in 2024. (Exhibit B, Resolution No. 2023-081) 8.16 Approval of the January 2024 – December 2027 Collective Bargaining Agreement (CBA) for Teamsters Local No. 252 Mason County Juvenile Detention. 8.17 Approval to extend the Lobbying Services Agreement with Debora Munguia, Capitol Consulting LLC to December 31, 2025. 8.18 Approval to reappoint Cindy Brehmeyer to the Mason Transit Authority (MTA) board for a four-year term which will expire December 31, 2027 and approval to solicit for applicants to 3 | D e c e m b e r 1 9 , 2 0 2 3 C o m m i s s i o n M i n u t e s fill the two unexpired terms. Cmmr. Shutty/Neatherlin moved and seconded to approve action items 8.1 through 8.18 with the removal of 8.10 and 8.12 for separate discussion and vote. Motion carried unanimously. N- aye; S-aye; T-aye. Item 8.10 Loretta Swanson, Public Works Director, shared this is a request to extend an existing Interlocal Agreement (ILA) between the County, City of Bremerton, and Port of Bremerton for planning to potentially service the southern portion of the Puget Sound Industrial Center (PSIC). The County initially approached the City of Bremerton because the County’s existing plant was not receiving the flow or growth anticipated and for financial purposes. The General Sewer Plan was updated to plan for accommodating flow from the PSIC and this was reiterated during the Belfair Planned Action work. The City of Bremerton is updating their Comprehensive Plan. Potential zoning and land use impacts are also being considered. Cmmr. Neatherlin added this was also due to the Port of Bremerton’s system failing and being unable to get recertified. The idea was to get all flow from the PSIC. Now the County has its own capacity needs – the whole upper area was rezoned for a capacity of ERUs (equivalent residential unit) that is much greater than anything thought before. The City of Bremerton has still not put this into their plan or come through with the million dollars and planning as agreed upon. The benefit is very small, and the need is greater within the County. Creating our own competition will devastate the tax base and businesses in North Mason. Previously funding for the sewer was changed to bank loans from bonds for a lower interest rate. The only major disagreement centered around extending the sewer through personal property for future development. The tribes are currently requesting money from the state to do an extension from the County’s sewer, but this has not been discussed with the Commission. The growth seen is due to already existing rules, pipes, and the developer that has already paid to hook up. Cmmr. Shutty wants the County included and to have a voice in regional planning and the extension of the ILA is included in this. Initially the County had no plan on how to deal with the Belfair sewer, it was financially backwards, had findings, and no idea on how to grow the ERUs. Now the County has a forward-thinking approach to the Belfair Urban Growth Area (UGA). This allows the County to be part of additional conversation and to move forward as a partnership. This is part of Bremerton’s 2024 budget. The County is not $5 million in debt, grant funding from the Public Works Board and the American Rescue Plan Act (ARPA) was utilized. $250k of ARPA funding was used to evaluate extending across Highway 3 to the western part of the UGA. Cmmr. Trask added this keeps the County in the conversation and allows the County to make sure that decisions made are in the best interest of Mason County. Cmmr. Shutty/Trask moved and seconded to approve item 8.10 approval for the Public Works Director to execute a one-year extension of the Interlocal Agreement between Mason County, the Port of Bremerton, and City of Bremerton for project design oversight to the Puget Sound Industrial Center (PSIC) to December 31, 2024. Motion carried. N-nay; S-aye; T-aye. Item 8.12 Mark Neary, County Administrator, shared this is a request to name Building 10 after Gary Paul Burleson who was a long-time Prosecuting Attorney for Mason County. The request is to name the building either the “Gary Paul Burleson District Court Building” or “Gary Paul Burleson Law and Justice Building”. 4 | D e c e m b e r 1 9 , 2 0 2 3 C o m m i s s i o n M i n u t e s Joe Robertson, Shelton, added that Gary went to work as a Deputy Prosecutor for Mason County in 1973. Their careers paralleled. Gary was elected Prosecuting Attorney for seven consecutive terms and unfortunately passed away in 2017. In July/August, Joe reached out to Kelly Frazier, Michael Dorcy, and Tim Whitehead regarding naming a building after Gary. Joe requested Building 10 be named “Gary Paul Burleson Law and Justice Building”. Kathy Burleson, Shelton, shared her appreciation for the acknowledgement and recognition of her late husband. Gary was a prosecutor for 37 years and was dedicated to Mason County and made a huge impact. Cmmr. Neatherlin/Shutty moved and seconded to approve item 8.10 approval of the Resolution naming Building 10 the Gary Paul Burleson District Court Building per Mason County Code Chapter 2.54. Motion carried unanimously. N-aye; S-aye; T-aye. 9. Other Business (Department Heads and Elected Officials) Kelly Frazier, Facilities Manager, shared the main Courthouse elevator is running. The Employees Group bake sale raised $934, “pass the envelope” raised $1,130, and 24 bins of food were collected. Melissa Casey, Community Health Manager, thanked the Board for their support in bringing WIC back to the community and introduced Rachel Hook, the new WIC Coordinator. Rachel has over 20 years of experience coordinating and doing work for WIC. Rachel added that when the Shelton WIC office closed, Thurston County received 578 clients in one week. Clients ask daily when Shelton will open their WIC office, the goal is February 2024. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. 10.1 Public Hearing to consider supplemental budget requests and budget transfers to the 2023 Budget. Staff: Jennifer Beierle Jennifer Beierle shared this is a Public Hearing to consider supplemental budget requests and budget transfers to the 2023 Budget. Budget request details are as follows: Lake Management District Fund 194, 195, and 199 expenditure decrease $8,926 for an error correction from the first budget amendment to move funds out of Ending Fund Balance and into Professional Services; General Fund – WSU revenue increase $13,000 for the new 2023 grant contracts and expenditure decrease $691 for motor pool repair; Auditor, Department of Emergency Management (DEM), Law Enforcement Officers’ and Fire Fighters’ (LEOFF), and District Court expenditure increase $86,500 for contractual salary increases; WSU, Assessor, and Sheriff expenditure increase $64,100 for unanticipated motor pool costs; Auditor revenue and expenditure increase $27,300 for an Election Services Grant no. 2; Facilities and Grounds expenditure increase $50,000 for increased cost for custodial and electrical due to taking on two new buildings; Clerk expenditure increase $11,054 for desk scanners purchase; Sheriff expenditure increase $205,025; District Court and Superior Court expenditure increase $31,381 for JAVS upgrade; Office of Public Defense revenue increase $115,392 and expenditure increase $85,000 for contract attorneys and Treatment Sales Tax (TST) transfer; Juvenile Court expenditure increase $2,000 for computer replacement that was missed during the 2023 planning process; Non-Departmental expenditure increase $334,873 for the Gorst Coalition for 2021-2023 for $25,000, Economic Development Council (EDC) contract increase for Recompete for $30,000, risk management and property insurance for $279,873; Transfers Out expenditure increase $156,538; Fund 104 Auditor’s O&M expenditure increase $33,000 for new server and associated licenses; Fund 109 Election Equipment revenue 5 | D e c e m b e r 1 9 , 2 0 2 3 C o m m i s s i o n M i n u t e s increase $56,538 and expenditure increase $203,706 for vote by mail envelope sorting machine; Fund 117 Community Support Services revenue and expenditure increase $2,773,000 for new Federal and State pass through grant funding; Fund 117 Community Support Services, Fund 160 Law Library, and Fund 180 Treasurer’s O&M expenditure increase $3,500 for contractual salary increases; Fund 142 Narcotics Investigation revenue and expenditure increase $50,000 for unanticipated revenue and expense from felony forfeiture; Fund 150 Community Services Health revenue and expenditure increase $790,000 for contracts received during the 2023 budget year that were not originally budgeted; Fund 164 Mental Health Tax expenditure increase $115,392 for transfer to Office of Public Defense for 2022 billing done in 2023; Fund 402 Mason County Landfill expenditure increase $301,159 for purchase of roll-off truck; and Fund 411 Rustlewood Sewer and Water revenue increase $100,000 for transfer from General Fund to support operations. Total increases to expenditures in the General Fund $1,054,462 and total increases to expenditures in other funds $4,260,831. Mark Neary added that throughout the year the County consolidates budget amendments so that a Public Hearing is not needed every time an amendment is needed. Departments have the ability to continue to operate during the year with the budget allotted. Generally, a budget adjustment is done mid-year and then year-end. This is a culmination of quite a bit of work that has happened since mid-year. Mark shared his thanks for staff. Cmmr. Neatherlin/Shutty moved and seconded to approve the supplemental budget requests and budget transfers to the 2023 Budget as listed in Attachments A and B net total of adjustments to 2023 authorized expenditure appropriations in the General Fund is an increase of $1,054,462 and the net total of adjustments to 2023 authorized expenditure appropriations in funds other than the General Fund is an increase of $4,260,831. Motion carried unanimously. N-aye; S-aye; T-aye. 10.2 Public Hearing to consider the sale of parcel no. 12220-50-58012 to Jon and Kim Rice for the amount of $1,600. Staff: Diane Zoren Diane Zoren shared a request came forward after the realtor for Jon and Kim Rice contacted Support Services last summer for a tiny piece of property in Allyn off of Sherwood Avenue. The parcel was surplused in October under the assumption this was County property. After further research and after the hearing was set and a Purchase and Sale Agreement was received from the Rice’s, it was determined that the parcel is actually the Rice’s property. It is on the deed. The Order of Vacation from 1925 does not recognize it so there is a cloud on the Rice’s title. The Prosecuting Attorney looked at this and said the correct process, if the Rice’s want to clear the cloud, is to ask for a vacation. No motion is needed from the Board except to close the hearing. The approval of the sale of parcel no. 12220-50-58012 to Jon and Kim Rice for the amount of $1,600 died for lack of motion. 11. Board’s Calendar and Reports – The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment – The meeting adjourned at 10:37 a.m. 6 | D e c e m b e r 1 9 , 2 0 2 3 C o m m i s s i o n M i n u t e s ATTEST: ____________________________ McKenzie Smith, Clerk of the Board BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON _______________________________ Sharon Trask, Chair _______________________________ Randy Neatherlin, Vice-Chair ________________________________ Kevin Shutty, Commissioner 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): Click or tap here to enter text. Agenda Date: January 16, 2024 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: 8.1 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Approval of Warrants & Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8101398-8101530 $ 3,203,073.87 Direct Deposit Fund Warrant # 102516-103337 $ 2,007,129.07 Salary Clearing Fund Warrant # 7007824-7007888 $ 2,024,331.03 Treasurer Electronic Remittance December $ 946,986.61 Macecom 12.06.23 $ 171,314.42 Mental Health 12.08.23 $ 16,205.71 Dispute Resolution Surcharge 12.08.23 $ 855.00 Current Expense 12.29.23 $ 59.79 Road Div- Current Expense 12.29.23 $ 6.24 Veterans Assistance 12.29.23 $ 0.79 County Road 12.29.23 $ 60.33 Mental Health 12.29.23 $ 1.25 Mental Health Transfer Out 12.27.23 $ 88,426.46 Support Services 12.27.23 $ 88,426.46 ARPA 12.19.23 $ 5,620.00 Trial Court Improvement 12.19.23 $ 5,620.00 Mental Health Transfer Out 12.29.23 $ 100,000.00 Public Health 12.29.23 $ 100,000.00 Clean Water 12.29.23 $ 68,070.69 Community Services Health 12.29.23 $ 68,070.69 Background/Executive Summary: The Board approved Resolution no. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the Board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD total $ 3,203,073.87 Direct Deposit YTD total $ 2,007,129.07 Salary Clearing YTD total $ 2,024,331.03 Requested Action: Approval of the aforementioned Claims Clearing Fund, Direct Deposit Fund, Salary Clearing Fund, and Treasurer Electronic Remittance warrants. Attachments: Originals on file with the Auditor/Financial Services; copies on file with the Clerk of the Board Mason County Agenda Request Form To: Board of Mason County Commissioners From: McKenzie Smith Ext. 589 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.2 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Evergreen State College’s Shelton Promise Pilot Program Background/Executive Summary: Evergreen State College’s Shelton Promise is a pilot program proposal in their proposed 2024 supplemental budget. This program would use existing federal and state financial aid as a foundation to offer all 2025 and 2026 Shelton graduates’ admission to Evergreen State College with 100% paid-for tuition. Only 31% of the Shelton School Districts students attend college. Evergreen is asking for $285,000 to fund the program in the first year and estimates the total for four years to be $3.5 million. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Requested Action: Approval of the letter of support for the Evergreen State College’s Shelton Promise pilot program. Attachments: Flyer Letter Evergreen’s Shelton Promise “Shelton Promise” is the name of a pilot proposal in Evergreen’s proposed 2024 supplemental budget. The idea is to use existing federal and state financial aid as a foundation to make a simple and direct offer to all 2025 and 2026 Shelton graduates. That upfront offer is: admission to Evergreen, 100% paid-for tuition, and targeted support to get them to their degrees. Why Shelton? A year after graduation, only 31% of Mason County’s Shelton School District students are attending college, compared to 65% next door in the Olympia School District. Even though most qualify for substantial financial aid, worry over how to pay tuition and navigate college is a daunting barrier for Shelton students and their families. Almost 70 percent of family-wage jobs in Washington require a post-secondary credential, according to the Washington Roundtable. Evergreen can close this gap and help Shelton students gain the degrees and credentials they will need for future employment. The college is asking for $285,000 to fund the program in the first year and estimates the total for four years to be $3.5 million. THE EVERGREEN STATE COLLEGE evergreen.edu MASON COUNTY BOARD OF COMMISSIONERS 1ST District RANDY NEATHERLIN 2nd District KEVIN SHUTTY 3rd District SHARON TRASK Mason County Building 1 411 North Fifth Street Shelton, WA 98584-3400 (360) 427-9670 ext. 419 Fax (360) 427-8437 January 16, 2024 TO ADDRESS CITY ZIP ETC. Re: Evergreen State College’s Shelton Promise Pilot Program Dear Members, The Mason County Board of County Commissioners enthusiastically supports Evergreen State College’s Shelton Promise pilot program as proposed in the Evergreen State College’s 2024 supplemental budget request. The Commission is committed to supporting our education partners in developing pathways for students to be successful after they graduate from high school and believes this will allow more students the opportunity to pursue a college degree in our community. Data shows nearly half as many Shelton High School graduates are in college a year after graduating than their peers in neighboring Olympia. Even though ma ny Shelton students qualify for student aid, barriers remain to entering and completing a post -secondary degree program. By making this investment and partnering with the Shelton School District, we believe students will have a better chance at succeeding at the college level and ultimately be more competitive for family-wage jobs once they enter the workforce. We stand in strong support of Mason County students and hope the Legislature will make this investment in their future by including Evergreen State College’s Shelton Promise funding request in the final budget. If this pilot program is successful, we hope it can be extended to benefit other rural communities in our region and across the state. Please do not hesitate to reach out if we can be of further assistance. Sincerely, Randy Neatherlin, Kevin Shutty, Sharon Trask, Chair Vice-Chair Commissioner CC: Chair, House Appropriations Chair, House Higher Education Committee Chair, Senate Ways and Means Chair, Senate Higher Education Committee Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kell Rowen Ext. 286 Department: Community Development Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.3 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Appointment of Michael Hill to the Planning Advisory Commission Background/Executive Summary: The Mason County Planning Advisory Commission (PAC) is a seven-member citizen board appointed to advise the Commissioners on policy related to the County’s Comprehensive Plan and on land use issues. PAC members help set the long-term direction or vision for the community’s future. The commission considers and makes recommendations on issues such as amendments to the Mason County Comprehensive Plan, Shoreline Master Program, and land use regulations. Current membership: District 1 – Jeff Carey and Terri Arcieri; District 2 – Brad Carlberg; and District 3 – Bob Wilkerson. There are three open seats on PAC. Michael Hill is in District 3. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Advertised via news release and on the County website. Requested Action: Approval to appoint Michael Hill to the Planning Advisory Commission (PAC) for a four-year term expiring January 16, 2028. Attachments: Letter Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kell Rowen Ext. 286 Department: Community Development Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.4 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Appointment of William Harris to the Planning Advisory Commission Background/Executive Summary: The Mason County Planning Advisory Commission (PAC) is a seven-member citizen board appointed to advise the Commissioners on policy related to the County’s Comprehensive Plan and on land use issues. PAC members help set the long-term direction or vision for the community’s future. The commission considers and makes recommendations on issues such as amendments to the Mason County Comprehensive Plan, Shoreline Master Program, and land use regulations. Current membership: District 1 – Jeff Carey and Terri Arcieri; District 2 – Brad Carlberg; and District 3 – Bob Wilkerson. There are three open seats on PAC. William Harris is in District 1. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Advertised via news release and on the County website. Requested Action: Approval to appoint William Harris to the Planning Advisory Commission (PAC) for a four-year term expiring January 16, 2028. Attachments: Letter Mason County Agenda Request Form To: Board of Mason County Commissioners From: Dan Teuteberg Ext. 686 Department: WSU Extension Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.5 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: 2024 Interagency Agreement and Appendix A between Washington State University Extension and Mason County Background/Executive Summary: This 2024 Interagency Agreement update between Washington State University (WSU) Extension and Mason County includes non-discrimination language and provides funding for the WSU Extension to provide programs in Mason County based upon the 2024 Mason County Budget. Budget Impact (amount, funding source, budget amendment): $94,725 included in the adopted 2024 Budget. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval for the Chair to sign the 2024 Interagency Agreement and Appendix A between Washington State University Extension and Mason County for the amount of $94,725. Attachments: Interagency Agreement Appendix A December 19, 2023 1 INTERAGENCY AGREEMENT Between WASHINGTON STATE UNIVERSITY EXTENSION And ___________________County I. Mission Statement Washington State University Extension engages people, organizations and communities to advance knowledge, economic well-being and quality of life by fostering inquiry, learning, and the application of research. This mission is carried out using research and experience-based educational programs from colleges and departments dispersed throughout the WSU system, which address important issues and needs of individuals and communities in all 39 counties in the state of Washington. WSU Extension is enabled for this task as the Land Grant Institution for Washington through partnerships with county, state, and federal governments. II. Purpose The purpose of this agreement is to formalize the longstanding relationships between Washington State University Extension and County Government. This also continues a longstanding, joint funding relationship for county/area Extension faculty and designated support staff. This agreement conforms to the standards for interagency agreements set forth in RCW 39.34.030 and RCW 39.34.130. III. Under terms of this Interagency Agreement, Washington State University Extension agrees to: A. Recruit, employ and esta blish salaries for county/area Extension Educators and designated WSU support staff for County. Employment concurrence will be sought from County Commissioners before an individual is hired and assigned to the County. B. Assure that salary increase monies will be available for Extension Educators and designated support staff based on criteria established by the Washington State Legislature and Washington State University President. C. Supplement the funds received from the county professional services contract and pay salary and fringe benefits for each county/area Extension Educator and designated staff members. D. Submit to the County quarterly an invoice for 1/4 of the contract amount. Quarterly invoices to be billed Jan, April, July, and October by the 10th of the month and payable on the 25th of the month, or on a schedule mutually agreed upon between WSU and the County. This is a fixed price agreement. First invoice will not be billed to the County until there is a fully executed agreement in place. E. In cases where position vacancies occur due to separations during a contract period, the counties will be invoiced to cover the county portion of annual leave and sick leave payout. December 19, 2023 2 F. Provide fringe benefits to county/area Extension Educators as outlined in the WSU Faculty Manual and provide fringe benefits to support staff as specified by the applicable agreement, policy, or law. G. Grant annual leave, sick leave, professional leave, other leave and holidays as outlined in the WSU Faculty Manual for county/area Extension Educators or by the applicable agreement, policy, or law for jointly funded or fully WSU funded support staff. H. Provide in-service education for county/area Extension faculty members. IV. Under terms of this Interagency Agreement, County will: A. Pay the amount agreed upon monthly, or as mutually agreed upon, to Washington State University for Extension education services to be rendered in County. This professional services contract, is known as a fixed price “Appendix A” to this agreement, shall be for a term of one calendar year and will be negotiated prior to the beginning of each calendar year. B. Promptly pay the invoice voucher from Washington State University. Quarterly invoices to be billed Jan, April, July, and October by the 10th of the month and payable on the 25th of the month, or on a schedule mutually agreed upon between WSU and the County. This is a fixed price agreement. First invoice will not be billed to the County until there is a fully executed agreement in place. C. The county agrees to pay the “county portion” of accumulated leave payments for contracted personnel due to separation. D. Contingent upon approval of the Board of County Commissioners or County Executive, the county will continue to support contracted personnel on professional or retraining leave. E. Furnish office facilities for faculty and support staff. F. Provide an adequate operating budget to carry out Extension educational programs for citizens of the County. This budget will cover secretarial and support staff salaries not covered by this Agreement and telephone, office equipment, teaching and office supplies and travel costs. V. Washington State University and County jointly agree that: A. Additional program support staff positions may be employed and fully funded by either party to assist in carrying out Extension educational programs in the County. B. This Interagency Agreement is effective upon being signed by appropriate representatives of the two organizations. It may be periodically reviewed and amended or supplemented as may be mutually agreed upon in writing. VI. Non-Discrimination A. There will be no discrimination, discriminatory harassment, retaliation or bullying in the performance of this agreement on the basis of race, religion, creed, color, national origin, sex, marital status, sexual orientation (including gender identity), age, genetic history, honorably discharged veteran or military status, the presence of any sensory, mental, or physical disability, or any other protected status, in compliance with applicable federal and Washington state laws in all of Extension programs, services, activities, and materials, including services rendered or received through contracts and agreements with subrecipients. December 19, 2023 3 B. Here are the applicable Federal civil rights laws: Title VI of the Civil Rights Act of 1964 (Pub. L. No. 88-352), as amended; the Civil Rights Restoration Act of 1987 (Pub. L. No. 100-259); Presidential Executive Order 11246, as amended, including the Equal Opportunity Clause contained therein; Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans Readjustment Act of 1974, as amended, and the Affirmative Action Clauses contained therein; the Americans with Disabilities Act of 1990, as amended. VII. Terms of Modification or Termination of this Agreement: A. This Interagency Agreement may be modified by the parties when mutually agreed upon in writing. This Agreement shall continue in effect until terminated following mutual discussion and agreement. Should the parties be unable to agree on the level of support for professional services of Extension Educators and jointly funded staff in an upcoming contract period specified in Appendix A to this document, either party may terminate the contract. However, written notice of termination must be received before October 1 for termination effective January 1 of the next year. VIII. Records Retention A. Both Washington State University and the County will maintain records which are sufficient and properly reflect all costs incurred under terms of this Interagency Agreement. These records will be retained as set forth in the applicable retention schedule or six years, whichever is less. APPROVED: _________________________________ _____________________________________ Dr. Vicki McCracken Date County Commissioners Date Associate Dean and Director or County Executive WSU Extension _________________________________ Matthew Michener Date Assistant Director Office of Research Support and Operations December 19, 2023 4 INTERAGENCY AGREEMENT Between WASHINGTON STATE UNIVERSITY EXTENSION And ____________________County APPENDIX A The following funds will be provided under this Memorandum of Agreement for the period ________________ through ___________________ to provide an extension program. Federal Funds $ Non-Federal Funds $ TOTAL FUNDS $ It is understood that non-Federal funds provided by the County in support of this agreement may be identified by WSU as match for Federal capacity program (Hatch Act, Smith -Lever Act, etc.) funds received by WSU to support Extension activities. Number $ Amount for County Portion ______________ County Director * $ ______________ ______________ Extension Faculty $ ______________ ______________ Administrative Professional $ ______________ ______________ Classified Staff $ ______________ ______________ Time-Slip (Hourly) $ ______________ *Includes department head responsibilities for one Extension Educator. _________________________________ _____________________________________ Dr. Vicki McCracken Date County Commissioners Date Associate Dean and Director or County Executive WSU Extension _________________________________ Matthew Michener Date Assistant Director Office of Research Support and Operations Mason County Agenda Request Form To: Board of Mason County Commissioners From: Steve Duenkel Ext. 468 Department: Auditor's Office Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.6 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Mason County Citizens’ Commission on Salaries Resolution Background/Executive Summary: The Mason County Board of County Commissioners has expressed interest in a salary commission. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): News Release Requested Action: Approval of the Resolution establishing a Mason County Citizens’ Commission on Salaries for Elected Officials pursuant to RCW 36.17.024. Attachments: Resolution (PROPOSED) RESOLUTION No. __________ A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MASON COUNTY ESTABLISHING THE MASON COUNTY CITIZENS’ COMMISSION ON SALARIES FOR ELECTED OFFICIALS PURSUANT TO RCW 36.17.024. WHEREAS, consistent with the provisions of RCW 36.17.024, the Board of County Commissioners of Mason County desires to create an independent salary commission to the set the salaries of the County Commissioners and; WHEREAS, consistent with the provisions of RCW 36.17.20, a county commissioner salary commission conforming with RCW 36.17.24 is authorized to establish the salaries the salaries of elected officials of the county; NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Mason County as follows; SECTION 1 ESTABLISHMENT OF THE MASON COUNTY CITIZENS’ COMMISSION ON SALARIES Consistent with the provisions of RCW 36.17.024 there is hereby created a Mason County Citizens’ Commission on Salaries (Commission) which shall set the salaries of the County Commissioners and other Elected Officials based on their study and analysis of the relationship of the salaries to the duties / statement of work for each office and fix the salary for each position. Except as provided in this resolution, the Commission shall be solely responsible for its organization, and shall enjoy the fullest cooperation of all elected officials, departments, and agencies of the County. The Commission will consist of ten (10) members. The composition of the Commission shall be as follows: a. Six of the ten members shall be selected by lot by the County Auditor from among those registered voters eligible to vote at the time persons are selected for appointment to full terms on the Commission under Section 2 – Terms. The County Auditor shall select two commission members living in each County Commissioner district. The County Auditor shall establish policies and procedures for conducting the selection by lot. The policies and procedures shall include but not be limited to, those for notifying persons selected for and for providing a new selection from a County Commissioner’s district if a person selected from the district declines appointment to the Commission or, if, following the person’s appointment, the persons position on the Commission becomes vacant before the end of the person’s term of appointment. b. The remaining four of the ten commission members must be residents of Mason County and shall be appointed by a majority vote of the Board of County Commissioners. The persons selected under this subsection shall have experience in the field of personnel management or a related field. c. Members of the Commission may not include any officer, official, or employee of Mason County whose salary will be studied in the Commission’s responsibilities set forth hereinafter, nor any “immediate family member: of such officer, official or employee. “Immediate family member” as used in this subsection means the parents, spouse, siblings, children, or dependent relatives of the officer, official or employee, whether or not living in the household of the officer, official, or employee. SECTION 2: TERMS Appointments to the Commission shall be for terms of two years with the first term ending December 31, 2026. Thereafter, all members shall serve for two years. No person may be appointed to more than two such terms. No member of the Commission shall be removed by the Board of County Commissioners during his or her term of office unless for cause of incapacity, incompetence, negligence of duty, or malfeasance, or for a disqualifying change of residence. Removal will require a majority vote of the Board of County Commissioners. SECTION 3: VACANCIES Upon a vacancy in any position on the Commission a successor shall be selected to and appointed to fill the unexpired term in the same manner as the initial appointment and the appointee shall fill the expired term. The selection and appointment shall be concluded within thirty days of the date the position becomes vacant and shall be conducted in the same manner as for the original appointment. SECTION 4: OFFICERS The Commission shall elect a Chair, Vice Chair, Secretary and such other officers as deemed necessary. The Chair or his or her designee shall preside over all meetings and shall be a voting member of the Commission. SECTION 5: RULES REGULATIONS AND ASSISTANCE The Commission shall be subject to the provisions of the Open Meetings Act Chapter 42.30 RCW. The Commission shall meet biennially; however, the Commission may meet as frequently as it deems necessary. It shall keep minutes of all meetings and shall further adopt bylaws for the transaction of business. The setting of salaries shall be by an affirmative vote of not less than seven members. The Auditor’s Office staff working with the Human Resources Director of the County shall assist the Commission by providing information and other such assistance as the Commission requests. SECTION 6: COMPENSATION – EXPENSES The members of the Commission shall serve without compensation and / or per diem, however they will be reimbursed for their mileage costs. SECTION 7: POWERS AND DUTIES OF THE COMMISSION a. The Commission shall prepare a schedule of salaries for the Board of Commissioners and other elected officials for the succeeding two calendar years. b. The Commission shall set salaries of the County Commissioners and other Elected Officials. Any change in salary shall be filed by the Commission with the County Auditor no later than May 1, 2024, and no later than May 1st every two years thereafter. The Commission Chair shall sign each salary schedule filed, certifying that the schedules have been prepared and filed in accordance with this resolution, state law, and any rules, if any, of the Commission. Salaries filed shall become effective and incorporated into the county budget without further action of the Board of County Commissioners or the salary commission and become effective January 1st of the following calendar year. If the initial determination of salaries, after the Commission is formed, results in an increase in the salary to an elected official, that increase shall take effect immediately upon filing of the salary with the County Auditor. All subsequent increases in salary shall take effect on January 1st of the year following the filing with the County Auditor. c. Salary increases established by the Commission shall be effective as to all County Commissioners and Elected Officials regardless of their term in office. d. The action of fixing the salary of the County Commissioners and Elected Officials shall supersede any other provision of county ordinance related to budgets or fixing of salaries. e. Salary decreases established by the Commission shall become effective as to incumbent County Commissioners and Elected Officials at the commencement of their next subsequent terms in office. SECTION 8: REFERENDUM a. Salary increases and decreases shall be subject to referendum petition by the people of Mason County in the same manner as a county ordinance upon filing of such petition with the County Auditor within thirty days after filing of the salary schedule. In the event of the filing of a valid referendum petition, the salary increase or decrease shall not go into effect until approved by a vote of the people. b. The referendum measures under this section shall be submitted to the voters of Mason County at the next following general or special election occurring thirty days or more after the petition is filed. SECTION 9: SEVERABILITY If any provision of this resolution or its application to any person or circumstance is held invalid, the remainder of the resolution or the application of the provision to other persons or circumstances is not affected. PASSED AND ADOPTED this ____ day of _________ 2024. _________________________________ Randy Neatherlin, Chair _________________________________ Kevin Shutty, Vice Chair __________________________________ Sharon Trask, Member Approved as to form: ____________________________ Tim Whitehead Chief Deputy Prosecuting Attorney Attest: ____________________________ McKenzie Smith, Clerk Board of County Commissioners Mason County Agenda Request Form To: Board of Mason County Commissioners From: Lt. Shane Schoeneberg Ext. 369 Department: Jail Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.7 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Lewis County Prisoner Housing Contract Extension Background/Executive Summary: The original contract with Lewis County to house prisoners was executed May, 16 2023 and set to expire December 31, 2023. On December 19, 2023 the daily rate increased from $92.40 per day to $94.27 per day. This contract amendment will extend the contract to December 31, 2024. 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 to extend the Interlocal Agreement for use of jail facilities with Lewis County to December 31, 2024. Attachments: Amendment AMENDEMENT TO INTERLOCAL AGREEMENT FOR USE OF JAIL FACILITIES MASON COUNTY SHERIFF’S OFFICE AMENDMENT NO. 2 This INTERLOCAL AGREEMENT AMENDMENT is made and entered into between LEWIS COUNTY, a municipal corporation, with its offices at 28 SW CHEHALIS AVENUE, CHEHALIS WA 98532-1900, hereinafter “COUNTY”, AND MASON COUNTY SHERIFF’S OFFICE, located at 411 N. 4th Street, Shelton, WA 98584, hereinafter “CONTRACT AGENCY”. In consideration of the mutual benefits and covenants contained herein, the parties agree that the Interlocal Agreement executed on May 16, 2023 and amended on October 2, 2023, shall be amended as follows: 1. Subsection 4(a), Daily Rate shall be amended to read: In return for the County’s housing of an inmate of the Contract Agency, the Contract Agency shall pay the County Ninety-four dollars and twenty-seven cents ($94.27) for every calendar day said inmate is in the custody of the County. Such time period shall be measured from the time said inmate is transferred to the custody of the County and ends when the Contract Agency resumes custody. 2. Except as expressly provided in this Amendment to the Interlocal Agreement, all other terms and conditions of the original Interlocal Agreement remain in full force and effect. 3. Subsection 16(e), Attorney fees shall be added to read: Should any legal proceeding or other enforcement mechanism be commenced between or by the Parties concerning or related to this Agreement or the rights and duties of either in relation to this Agreement, the Party prevailing in such proceeding shall be entitled, in addition to such other relief as may be granted, to a reasonable sum as and for such Party’s reasonable attorneys’ fees, expenses, and costs. 4. Section 22, Duration shall be amended to read: This Agreement will remain effective through December 31st, 2024, unless terminated by either party under the terms set forth in Section 20 above. Nothing in this Agreement shall be construed to make it necessary for the Contracting Agency to continuously house inmates with the County. Executed this_____ day of________________, ______. CONTRACT AGENCY: Mason County Sheriff’s Office Lewis County Sheriff’s Office By: Ryan Spurling, Sheriff By: Robert R. Snaza, Sheriff (Authorized Representative) (Authorized Representative) Signature:_____________________ Signature:______________________ Mason County Agenda Request Form To: Board of Mason County Commissioners From: David Windom Ext. 260 Department: Public Health Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.8 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Consolidated Contract Amendment # 16 Background/Executive Summary: This amendment adds new funding and a statement of work for Public Health infrastructure to establish, expand, train, and sustain the Local Health Jurisdiction (LHJ) workforce ($200,000). The contract also includes funding and statements of work for the Drug User Health Program ($187,500) and vector control (mosquito). Budget Impact (amount, funding source, budget amendment): Additional funds from State sources total $385,195. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval for the Public Health and Human Services Director to sign the Consolidated Contract (CONCON) amendment no. 16 for additional funding in the amount of $385,195. Attachments: Contract MASON COUNTY PUBLIC HEALTH 2022-2024 CONSOLIDATED CONTRACT Page 1 of 33 CONTRACT NUMBER: CLH31019 AMENDMENT NUMBER: 16 PURPOSE OF CHANGE: To amend this contract between the DEPARTMENT OF HEALTH hereinafter referred to as "DOH", and MASON COUNTY PUBLIC HEALTH, a Local Health Juris di ction, hereinafter referred to as "LHJ", pursuant to the Modification s/Waivers cl ause, and to make nece ssary changes within the scope of thi s contract and any subs equent amendments thereto. IT IS MUTUALLY AGREED: That the contract is hereby amended as follows: 1. Exhibit A Statements of Wor k, includes the following sta tem ent s of work, which are incorporated by this re feren ce and located on the DOH Finance SharePoint site in the Upload Center at the following URL: https://stateofwa .sharepoint. com/sites/ doh-ofsfundingresources/s itepages/home.aspx?=e I :9a94688da2d94d3ea80ac7 fbc3 2e4d7 c ~ Adds Statements of Work for the following programs: Infectiou s Disease-Syndemic Prevention Services-SSP -Effective January 1, 2024 Office of People Services-HR-Public Health Infrastructure Grant -Effective Januaty I , 2024 ~ Amends Statements of Work for the following programs: Foundational Public Health Services (FPHS) -Effective July I , 2023 Office oflnununization COVID-19 Vaccine -Effective Januaty 1, 2022 Office oflmmunization-Perinatal Hepatitis B -Effective July 1, 2023 Office oflmmunization-Promotion oflmmunizations to Improve Vaccination Rates -Effective July 1, 2023 Zoonotic Disease Program-WNV Mosquito Surveillance -Effective June 1, 2022 0 Deletes Statements of Work for the following programs : 2. Exhibit B-16 Allocations, attached and incorporated by this reference, amends and replaces Exhibit B-15 A llo ca tions as follows: Increase of $385,195 for a revised maximum consideration of $6,814,592. Decrease of for a revised maximum considerat ion of __ D No change in the maximum consideration of __ . Exhibit B Allocations are attached only for informational purposes. Unless designated otherwise herein, the effective date of thi s amendment is the date of execution . ALL OTHER TERMS AND CONDITIONS of the original con tract and any subsequ ent amendments remain in full force and effect. IN WITNESS WHEREOF, the undersigned has affi xe d hi s/her signature in execution thereof. MASON COUNTY PUBLIC HEALTH Signature: Date: STATE OF WASHINGTON DEPARTMENT OF HEALT H Signature: Date: APPROVED AS TO FORM ONLY Assistant Attorney Genera l Page 1 of 1 EXHIBIT B-16 Page 2 of 33 Mason County Public Health ALLOCATIONS Contract Number: C L H31019 Contract Term: 2022-2024 Date: December 1, 2023 Indirect Rate January 1, 2022 thr ough December 31, 2022 : 17.26% Indirect Rate January 1, 2023 through December 31, 2023: 18.44% DOH Use Only BARS Statement of W ork C hart of Accounts Funding C hart of Feder al Award Assist Revenue LHJ Funding P eriod Funding Period P eriod Accounts Cha rt of Accounts P rogram Title Identifi cation # A mend # Lis t #* Code** Start D ate End D ate St art Date End D ate Amount SubTotal Total FFY23 PHEP B PS LHJ Funding NU90TP922043 Amd 14 93 .069 333.93.06 07/01/23 06/30/24 0 7/01/23 06/30/24 $49.342 $49.342 $133.143 FFY22 PHEP BP4 LHJ Funding NU90TP922043 Amd7 93 .069 333.93.06 07/01/22 06/30/23 0 7/01/22 06/30/23 $4 9.34 2 $49.342 FFY2 1 PHEP BP3 LHJ Funding NU90TP922043 Amd2 93.069 333.93.06 01/0 1/22 06/30/22 07/01/2 1 06/30/22 $34,459 $34.459 FFY22 Overdose Data to Action Prev NU l 7CE925007 Amd 10 93.136 333.93.13 09/0 1/22 08 /31/23 09/01/22 08/31/23 S56.938 $106,938 $144,746 FFY22 Overdose Data to Action Prev NUl 7CE925007 Amd7 93.136 333.93.13 09/0 1/22 08/31 /23 09/01/22 08/3 1/23 $50,000 FFY2 l Overdose Data to Action Prev NU! 7CE925007 Amd4 93.136 333.93.13 01 /0 1/22 08 /31/22 09/01/2 1 08/31/22 $2,696 $37,808 FFY2 l Overdose Data to Action Prev NU! 7CE925007 Amd 3 93.136 333.93.13 01 /01 /22 08 /3 1 /22 09/0 I /2 1 0 8/31/22 $35 ,112 FFY24 CDC PPHF' Ops NH23 IP 9226 l 9 Amd 14 93.268 333.93.26 07/01 /23 06/30/24 07/01/23 06/30/24 S50 $550 $550 FFY24 CDC PPHF' Ops NH23IP922619 Amd 13 93.268 333.93.26 07/01 /23 06/30/24 07/01/23 06/30/24 $500 FFY24 CDC VFC Ops NH23 IP 9226 l 9 Amd 14 93.268 333 .93 .26 07/01 /23 06/30/24 07/01/23 06/30/24 $560 $6,160 $6,160 FFY24 CDC VFC Ops NH23 IP 9226 l 9 Amd 13 93.268 333.93.26 07/01 /23 06/30/24. 07/01/23 06/30/24 $5.600 COVID 19 Vaccines NH23IP9226 19 Amd4 93.268 333.93.26 0 1/01 /22 06/30/24 07/01/20 06/30/24 $354 .803 $354 .803 $354,803 COVID 19 Vaccines R4 NH23IP92 26 l 9 Amdl 93.268 333 .93.26 0 1/01/22 06/30/24 07/0 1/20 06/30/24 $354,803 $354,803 $354.803 FFY23 PPHF Ops NH23IP922619 Amd7 93.268 333 .93.26 07/01 /22 06/30/23 07/0 1/22 06/30/23 $500 $500 Sl.000 FFY22 PPHF Ops NH23IP922619 Amd3 93 .268 333.93.26 01 /01/22 06/30/22 07/01 /21 06/30/22 $500 $500 FFYl9 COVID CARES NU50CK0005 l 5 Amd2. 3 93.323 333.93.32 01 /01/22 06/30/22 04/23/20 07/31/24 $65,595 $65,595 $65,595 FFY19 ELC COVID Ed LHJ Allocation NU50CK000515 Amd3, II 93.323 333.93.32 01 /01 /22 01 /3 1/23 05/19/20 01/31/23 ($29,966) $2 13,06 1 $213,061 FFYI9 ELC COVID E d LHJ Allocation NU50CK000515 Amd2, I I 93.323 333.93.32 01 /0 1/22 01 /31 /23 05/19/20 01 /31/23 $243,027 FFY20 ELC EDE LHJ Allocation NU50CK00051 5 Am d 7. 9 93.32 3 333.9 3.3 2 01 /01 /22 07/3 1/23 01 /15/2 1 07/3 1/24 ($2 7,095) $867,729 $867,729 FFY20 ELC EDE LHJ Allocation NU50CK0005 I 5 Amd 3, 9 93.323 333.93.32 0 I /0 I /22 07/31 /23 0 1/15/21 07/31/24 ($30) FFY20 ELC EDE LHJ Allocation NU50CK0005 15 Amd2,9 93.323 333.93.32 0I /01 /22 07/31 /23 01 /15/21 07/31/24 $894,854 FFY23 Vector-borne T2&3 Epi ELC FPH NUSOCK000515 Amd 16 93.323 333.93 .32 08/01/23 09/3 0/23 08/01/23 09/30/23 $195 $1 ,3 95 $8.695 FFY23 Vector-borne T2 &3 Epi ELC FPH NU50CK000515 Amdl2 93.323 333 .93.32 08/01 /23 09/30/23 08/01/2 3 09/30/23 $1.200 FFY22 Vector-borne T2&3 Epi ELC FPH NU50CK000515 Amd 12 93 .323 333.93.32 08/01 /22 07/31 /23 08/01/22 07/31/23 $1.800 $4,550 FFY22 Vector-borne T2&3 Epi ELC FP H NU50CK0005!5 Amd5.12 93.323 333.93.32 08/01 /22 07/31/23 08/01/22 07/31/2 3 $2 .750 FFY2 l Vector-borne T2&3 Epi ELC FPH NU50CK0005 I 5 Amd5 93 .323 333.93.3 2 06/01 /22 07/31 /22 08/01/21 0 7/3 1/22 $2 ,750 $2 ,750 FFY21 CDC COVID-19 PHWFD-LHJ NU90TP922181 Amdl5 93.354 333 .93.3 5 07/01 /23 06/30/24 07/01 /23 06/30/24 $100 ,000 $100 ,000 $100,00 0 FFY22 PH Infrastructure Comp A 1-LHJ NE 11 OE000053 Amd 16 93 .967 333.93.96 01 /01/24 12/31/24 12/01/22 06/30/25 $200.000 $200.000 $200,000 Page I of3 EXffiBIT B-16 Page 3 of 33 Mason County Public Health ALLOCATIONS Contract N umber: CLH31019 Contract Term : 2022-2024 Date: December 1, 2023 Indirect Rate January 1, 2022 thr oug h December 31, 2022: 17.26% I ndirect Rate January 1, 2023 through December 31, 2023: 18.44% DOH Use Only BARS S tatement of Work Chart of Accoun ts Funding Chart of Federal A ward Assist Revenue LHJ F unding Period Fun ding Period Period Accounts Chart of Accounts Program Title Identification # Amend # List#* Code** Start Date End Date Start Date End Date Amount SubTotal Total FFY24 HRSA MCHBG LHJ Contracts NGA Not Received Amd 14 93.994 333.93.99 10101123 09130124 I 0101/23 09130124 $67.694 $67.694 $122,553 FFY23 HRSA MCHBG LHJ Contracts B04MC47453 Amd 14 93.994 333.93.99 10101122 09130123 10101/22 09130123 ($12,835) $54,859 FFY23 HRSA MCHBG LHJ Contracts B04MC47453 Amd7 93.994 333.93.99 I 0101122 09130123 10101122 09130123 $67,694 FFY22 HRSA MCHBG Special Proj B04 MC4525I Amd 14 93.994 333.93.99 I 0101 122 09130123 1010112 2 09130123 $22.194 $22 ,194 $22.194 FFY22 MCHBG LHJ Contracts B04MC4525I Amd l 93.994 333.93.99 0 1101 122 0913012 2 10101/21 09130122 $50 ,770 $50,770 $50,770 GFS-Group B (FO-SW) Amd 10 NIA 334.04.90 01 101/23 06130123 07101 122 06130123 $6,469 $6,469 $12,938 GFS-Group B (FO-SW) Amdl NIA 334.04.90 01 101/22 06130122 07101 121 06130122 $6,469 $6,469 SFY25 Drug User Health Program Amd 16 NIA 334.04.91 07101/24 12/31/24 07101 124 06/30125 $92 .500 $92.500 $187.500 SFY24 Drug User Health Program Amd 16 NIA 334.04.91 01/01/24 06130/24 07101/23 06/30/24 $92,500 $92 .500 SFY24 Drug User Health Program Amd 13 NIA 334.04.91 07101 123 12/31123 07101 123 06130124 $2,500 $2.500 State Drug User Health Program Amd 12 NIA 334.04.91 02101 123 06130123 07/01/23 12131123 $5.000 $5.000 $5.000 State TB Control-FPH Amd9 NIA 334.04.91 10101122 06130123 07/01/21 06130123 $500 $500 $500 Rec Shellfisb/Biotoxin Amd 13 NIA 334.04.93 07101123 12131124 07101/23 06130125 $5.250 $5,250 $10,500 Rec Shellfisb/Biotoxin Amd I NIA 334.04.93 01 101 122 06130123 07101/21 06130123 $5,250 $5,250 Small Onsite Management (GFS) Amd 15 NIA 334.04.93 07101 124 12/31124 07101/23 06130125 ($53 ,636) $0 $0 Small Onsite Management (GFS) Amd 13 NIA 334.04.93 07101 124 12131 124 07101123 06130125 $53 ,636 Small Onsitc Management (G FS) Amd 15 NIA 334.04.93 07101 123 06130124 07101/23 06130125 ($45 ,000) so Small Onsitc Management (GFS) Amd 13 NIA 334.04.93 07101123 06130124 07101/23 06 130125 $45,000 SFY25 Wastewater Management-GFS Amd15 NIA 334.04.93 07101124 12131 124 07101 123 06130125 $53 ,636 $53 ,636 $173,636 SFY24 Wastewater Management-GFS Amd 15 NIA 334.04.93 07101 123 06130124 07101 123 06130125 $45,000 $45,000 Wastewater Management-GFS Amd 1 NIA 334.04.93 0710 1122 06130123 07101 121 06130123 $60,000 $60.000 Wastewater Manageme nt-GF S Amdl NIA 334.04.93 07101 122 06130123 07101 121 06130123 $15,000 $15.000 FPHS-LHJ-Proviso (YR2) Amd6 NIA 336.04.25 07101 122 06130123 07101/21 06130123 $1.266,000 $1.266.000 $1.603.116 FPHS-LHJ-Proviso (YR2) Amd7 NIA 336.04.25 07101/22 06130123 07101/21 06130123 ($761.000) $0 FPHS-LHJ-Proviso (YR2) Amd I NIA 336.04.25 07101 122 06130123 07101121 06130123 $761.000 FPHS-LHJ-Proviso (YR!) Amd9 NIA 336.04.25 01 101 122 06130122 07101 121 06130123 ($423 ,884) $337,11 6 FPHS-LHJ-Proviso (YRI) Amdl NIA 336.04.25 01 101 12 2 06130122 07101 121 06130123 $761 ,000 SFY24 FPHS-LHJ-F unds-GFS Amd 14 NIA 336.04.25 07101 123 06130124 07101123 06130125 $832.000 $2,098,0 00 $2.098.000 SFY24 FPHS-LHJ-Funds-GFS Amd 13 NIA 336.04.25 07101 123 06130124 07101 123 06130125 $1 ,266,000 Page 2 of3 Mason County Public Health I ndirect Rate January 1, 2022 through December 31, 2022: 17.26% Indirect Rate January 1, 2023 th rough December 31, 2023: 18.44% Chart of Accounts Program Title YR 25 SRF -Local Asst ( 15%) SS YR 25 SRF-Local Asst (15%) SS YR 25 SRF-Local Asst (15%) SS YR24 SRF -Local Asst (15%) (FO-SW) SS YR24 SRF -Local Asst (15%) (FO-SW) SS Sanitary Survey Fees SS-State Sanitary Survey Fees SS-State Sanitary Survey Fee s SS-State Sanitary Survey Fees SS-Statc Sanitary Survey Fees SS-State YR 25 SRF -Local Asst (15%) TA YR24 SRF -Local Asst (15%) (FO-SW) TA TOTAL Total consideration: GRAND TOTAL *Catalog of Federal Domestic Assistance F ederal Award Identification# $6,429,397 $385,195 $6,814,592 **Federal revenue codes begin with "333". State revenue codes begin with "334". Amend # Amd 15 Amd 14 Amd 11 Amd7 Amdl Amd 15 Amd 14.15 Amd 11, 15 Amd7, 11.15 Amd 1.11.15 Amd 11 Amd I EXHIBIT B-16 ALLOCATIONS Contract Term: 2022-2024 DOH Use Only BARS Statement of Work Chart of Accounts Assist Revenu e LHJ Funding Period Funding Period List #* Code** Start D ate End Date Start Date End Date NIA 346.26.64 01 101124 12131 124 07101 123 06130125 NIA 346.26.64 01 10 1123 12131 123 0 1/01 123 12/31/23 NIA 34 6.26.64 01 101 123 12131 123 01/01 123 12/3 1123 NIA 34 6.26.64 01/01/22 12131122 0710 1121 06130123 NIA 346.26.64 01 /01 122 12131 122 07101 121 06130123 NIA 346.26.65 0 l/01 122 12131 124 0710 1121 12131 124 NIA 346.26.65 01/01122 12131/24 07101121 12131 124 NIA 346.26.65 01 101 122 12131/24 07101 121 12131 124 NIA 346.26.65 01 10 1122 12131 124 07101 121 12131/24 NIA 346.26.65 0l/01/22 12131/24 07/01 121 12131124 NIA 346.26.66 0 1101 123 12/31123 01 101/23 1213 1/23 NIA 346.26.66 01 101 122 12131 122 07101/21 06130123 Page 3 of3 Page 4 of33 Contract Number: CLH31019 Amount $13,800 $800 $10,800 $1 ,400 $11.000 $13,800 $800 $10,800 $1.400 Sll,000 Sl .000 $1,000 $6,814,592 Date: Dec ember 1, 2023 Funding Period SubTotal $13.800 SI 1.600 $12,400 $37,800 $1,000 $1,000 $6,814,592 GRAND TOTAL Total Fed Total State Chart of Accounts Total $37.800 $37,800 $2,000 $6,814,592 $2,645,802 $4,168,790 Exhibit A Statement of Work Contract Term : 2022-2024 Page 5 of33 DOH Program Name or Title: Foundational Public Health Services (FPHS) - Effective July 1, 2023 Local Health Jurisdiction Name: Mason County Public Health Contract Number: CLH31019 SOW Type: Revision Revision # (for this SOW) 2 Funding Source Federal Compliance Type of Payment D Federal <Select One> ( check if applicable) D Reimbursement i:gJ State D FF AT A (Transparency Act) i:gJ Periodic Distribution D Other 0 Research & Development Period of Performance: July 1, 2023 through June 30, 2024 Statement of Work Purpose: Per RCW 43.70.512, Foundational Public Health Services (FPHS) funds are for the governmental public health system: local health jurisdictions, Department of Health, state Board of Health, sovereign tribal nations and Indian health programs. These funds are to build the system 's capacity and incr ease the avai labi lity of FPHS services statewide. Revision Purpose: Correcting BARS expenditure code typo and updating Master Index Code Chart of Accounts Title to match the title in the new 2025 biennium chart of accounts. Master Assistance BARS Allocation Index Listing Revenue LHJ Funding Period Current Change Total DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation SFY24 FPHS-LHJ FUNDS-GFS 99210840 N I A 336.04.25 07/01 /23 06/30/24 2.098.000 0 2 .098.000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 TOTALS 2,098,000 0 2,098,000 Task Payment # Activity Deliverables/Outcomes Due Date/Time Frame Information and/or Amount I FPHS funds to each LHJ -See below in Program Specific See below in Program Specific See below in Program Specific $629,000 Reguirements -Activity Special Instructions for details Reguirements -Deliverables Reguirements -Deliverables ? Assessment Reinforcing Capacity-See below in Program Specific See below in Program Specific See below in Program Specific $60,000 -Reguirements -Activity Special Instructions for details Reguirements -Deliverables Reguirements -Deliverables 3 Assessment -CHA/CHIP -See below in Program Specific See below in Program Specific See below in Program Specific $30,000 Reguirements -Activity Special Instructions for details Reguiremen ts -Deliverables Reguirements -Deliverables Lifecourse -NEW SFY 24 Full Lifecourse Workforce Capacity-See See below in Program Specific See below in Program Specific 4 below in Program Specific Reguirements -Activitv Special Instructions $384,000 Reguiremen ts -Deliverables Reguirements -Deliverables for details Exhibit A, Statement of Work Page I of6 Contract Number CLH3 l O 19-Amendment 16 •-.---·-- Task Payment # Activity Deliverables/Outcomes Due Date/Time Frame Information and/or Amount CD -NEW SFY 24 Immunization Outreach, Education & Response See below in Program Specific See below in Program Specific 5 -See below in Program Specific Requirements -Activity Special Requirements -Deliverables Requirements -Deliverables $75,000 Instructions for details EPH -NEW SFY 24 Fully fund Environmental Public Health Policy See below in Program Specific See below in Program Specific 6 & Leadership Capacity -See below in Program Specific Requirements $125,000 -Activitv Snecial Instructions for details Requirements -Deliverables Requirements -Deliverables FC -NEW SFY 24 Strengthening Local Finance Capacity -See · See below in Program Specific See below in Program Specific 7 below in Program Specific Requirements -Activitv Special Instructions $62,000 for details Requirements -Deliverables Requirements -Deliverables 8 FC -NEW SFY 24 Public Health Communications -See below in See below in Program Specific See below in Program Specific $200,000 Program Specific Reguirements -Activity Special Instructions for details Requirements -Deliverables Requirements -Deliverables Lifecourse -NEW SFY 24 Illicit Substance Use and Overdose See below in Program Specific See below in Program Specific 9 Response -See below in Program S2ecific Requirements -Activity $150,000 Soecial Instruction s for details Requirements -Deliverables Requirements -Deliverables EPR -NEW SFY 24 Emergency Preparedness & Response -See below in Program Specific See below in Program Specific 10 Capacity and Capability -See below in Program S2ecific Requirements -Deliverables Requirements -Deliverables $195 ,000 Reauirements -Activitv Snecial Instructions for details 11 CD -Hepatitis C -See below in Program S2ecific Requirements -See below in Program Specific See below in Program Specific $103 ,000 Activity Snecial Instructions for details Requirements -Deliverables Reguirements -Deliverables 12 CD -Case Investigation Capacity -See below in Program Snecific See below in Program Snecific See below in Program Specific $85 ,000 Requirements -Activitx S12ecial Instructions for details Requirements -Deliverables Reguirements -Deliverables DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other finance -related inquiry, may be sent to finance@d oh.wa.gov . FPHS staff from DOH and the Washington State Association of Local Public Health Officials (WSALPHO) will coordinate and communicate together to build and assure common systemwide approaches per FPHS Steering Committee direction and the FPHS framework intent. • For LHJ questions about the use of funds: o Chris Goodwin, FPHS Policy Advisor, WSALPHO-cgoodwin@wsac.or g, 564-200-3166 o Brianna Steere, FPHS Policy Advisor, WSALPHO -bsteere@wsac.org, 564-200-3171 The intent ofFPHS funding is outlined in RCW 43 .70.5 12 . Foundational Public Health Services Definitions and related information can be found here: www.doh .wa.gov/fphs . Stable funding and an iterative decision-making process -The FPHS Steering Committee's roles and responsibilities are outlined in the FPHS Committee & Workgroup Charter The Steering Committee is the decision making body for FPHS and operates under a consensus-based decision making model, outlined here. The Steering Committee use an iterative approach to decision making meaning additional tasks and/or funds may be added to a local health jurisdiction's (LHJ) FPHS Statement of Work (SOW) as funding decisions are made. Exhibit A, Statement of Work Page 2 of6 Contract Number CLH31019-Amendment 16 Page 7 of 33 Spending of FPHS funds -FPHS funds do not require pre-approval or pre-authorization to spend. FPHS funds are to assure FPHS services are available in each jurisdiction based on the FPHS Definitions (link) and as reflected in the SOW. Assurance includes providing FPHS as part of your jurisdiction's program operations, contracting with another governmental public health system partner to provide the service, or receiving the service through a new service delivery model such as cross-jurisdictional sharing or regional staff. FPHS funds are eligible starting at the beginning of each state fiscal year (July 1) regardless of when funds are received by the LHJ, even if the expenditure occurred before the LHJ's contract was signed. These funds are not intended for fee -based services such as select environmental public health services. As state funding for FPHS increases, other funds sources (local revenue, grants, federal block grants) should be directed to the implementation of additional important services and local/state priorities as determined by each agency/jurisdiction. Annual Allocations -The legislature appropriates FPHS funding on an annual basis and the FPHS Steering Committee allocates funds annually through the FPHS Concurrence Process for the State Fiscal Year (SFY): July -June. The Legislature appropriates FPHS funding amounts for each fiscal year of the biennium. This means that funds must be spent within that fiscal year and cannot be carried forward. Any funds not spent by June 30th each year must be returned to the State Treasury. Funding allocations reset and begin again at the start of the next fiscal year (July I). This Statement of Work is for the period of July 1, 2023-June 30, 2024 and may be included in multiple Consolidated Contracts (ConCons) which are based on the calendar year and renewed every three years. Disbursement of FPHS funds to LHJs -Unlike other Con Con grants, FPHS bill-back to DOH is NOT required. Half of the annual FPHS funds allocated by the Steering Committee to each LHJ are disbursed each July and January. The July payments to LHJs and access to FPHS allocation for all other parts of the governmental public health system occur upon completion of the FPHS Annual Assessment. Deliverables -FPHS funds are to be used to assure FPHS services statewide. The FPHS accountability process measures how funds are spent, along with changes in system capacity through the FPHS Annual Assessment, system performance indicators, and other data. DOH, SBOH and local health jurisdictions have agreed to complete: 1. Reporting of spending and spending projections. Process timelines and reporting template are provided by the FPHS Steering Committee via FPHS Support Staff. 2. FPHS Annual Assessment is due each July to report on the previous state fiscal year. Process and reporting template are provided by the FPHS Steering Committee via FPHS Support Staff. System results are published in the annual FPHS Investment Report available at www.doh.wa.gov/fphs . BARS Revenue Code: 336.04.25 BARS Expenditure Coding -provided for your reference. 562.xx BARS Expenditure Codes for FPHS activities: see below 10 FPHS Epidemiology & Surveillance 11 FPHS Community Health Assessment 12 FPHS Emer_gency Preparedness & Response 13 FPHS Communication 14 FPHS Policy Development 15 FPHS Communitv Partnership Development 16 FPHS Business Competencies 17 FPHS Technology 20 FPHS CD Data & Planning 21 FPHS Promote Immunizations 23 FPHS Disease Investigation -Tuberculosis (TB) Exhibit A, Statement of Work Page 3 of6 Contract Number CLH31019-Amendment 16 24 FPHS Disease Investigation -Hepatitis C 25 FPHS Disease Investigation -Syphilis, Gonorrhea & HIV 26 FPHS Disease Investigation -STD (other) 27 FPHS Disease Investigation -VPD 28 FPHS Disease Investigation -Enteric 29 FPHS Disease Investigation -General CD 40 FPHS EPH Data& Planning 41 FPHS Food 42 FPHS Recreational Water 43 FPHS Drinking Water Quality 44 FPHS On-site Wastewater 45 FPHS Solid & Hazardous Waste 46 FPHS Schools 47 FPHS Temporary Worker Housing 48 FPHS Transient Accommodations 49 FPHS Smoking in Public Places 50 FPHS Other EPH Outbreak Investigations 51 FPHS Zoonotics (includes vectors) 52 FPHS Radiation 53 FPHS Land Use Planning 60 FPHS MCH Data & P lanning 70 FPHS Chronic Disease, Iniurv & Violence Prevention Data & Planning 80 FPHS Access/Linkage with Medical, Oral and Behavioral Health Care Services Data & Planning 90 FPHS Vital Records 91 FPHS Laboratory -Centralized (PHSKC Only) 92 FPHS Laboratorv Special References (i.e., RCWs, WACs, etc.): FPHS Intent -RCW 43 .70.512 FPHS Funding-RCW 43 .70.5 15 FPHS Committee & Workgroup Charter FPHS Steering Committee Consensus Decision Making Model Activity Special Instructions: Investments to Each LHJ: 1. FPHS Funds to Each LHJ Page 8 of33 These funds are allocated to be used to provide any programs and services within all of the FPHS Definitions. Each LHJ is empowered to prioritize where and bow to use these funds to maximize equitable, effective and efficient delivery ofFPHS to every community in Washington . Use BARS expenditure codes from the list above that most closely align with expenditure made. Exhibit A, Statement of Work Page4 of6 Contract Number CLH3 l O 19-Amendrnent 16 Page 9 of33 Targeted Investments to Each LHJ: 2. Assessment Reinforcing Capacity (FPHS definition G.2) Support LHJ assessment capacity with fl exible funds to meet locally identified needs. BARS expenditure codes: 562.10 or 11 3. Assessment-CHA/CHIP (FPHS definitions G.3) Support any CHA/CHIP activity or service ( e.g., data analysis, focus groups, report writing, process facilitation) and may be used to contract with other agencies for staff time or services. Use BARS expenditure codes: 562.11 4 . Lifecourse -NEW SFY 24 Full Lifecourse Workforce Capacity (FPHS definitions D, E, F) Infrastructure and workforce investments to each LHJ to meet fundamental needs in three areas: Maternal/Child/Family Health; Access/Linkage with Medical, Oral and Behavioral Health Services; and Chronic Disease, Injury and Violence Prevention. Use BARS expenditure codes: 562.60, 562. 70, and/or 562.80 5. CD -NEW SFY 24 Immunization Outreach, Education & Response (FPHS definition C.3) Promote immunization education and use of the statewide immunization registry through evidence-based strategies. Funding can also be used to support vaccine- preventable disease response. BARS expenditure codes: 562.21 and/or 562.27 6. EPH -NEW SFY 24 Fully fund Environmental Public Health Policy & Leadership Capacity (FPHS definitions B.2, A.C, J.1-3, Kl-2, L.1) These funds are to be used for staffing costs for environmental health responsibilities and functions (that are not directly fee-based) within leadership, policy development, foundational public health services implementation, evaluation, or administration, including (but not limited to) Environmental Health Directors. Examples of funded roles include work relating to general policy, statewide and/or system-wide, and/or cross-jurisdictional work, legislation, and rulemaking, SBOH engagement, leadership support and/or development, workforce development, leadershi p within health equity, climate, and environmental justice. U se BARS expenditure codes: 562.14, 5 62 .40 - 562.53 7. FC -NEW SFY 24 Strengthening Local Finance Capacity (FPHS definitions L.2-4, L.6, L.8) Capacity and infrastructure to assure fiscal management and contract and procurement policies and procedures are effectively implemented to support programs and services. Use BARS expenditure codes: £6.:M-562.16 8. FC -NEW SFY 24 Public Health Communications (FPHS definitions 1.1 -2) Capacity to enhance the frequency, accuracy, and accessibility of public health communications to divers e populations via various media to support programs and services. Use BARS expenditure codes: £e.:.H-562. I 3 9. Lifecourse -NEW SFY 24 Illicit Substance Use and Overdose Response (FPHS definitions D.J-2, D.4, F.1 -3, G.1-3, 1.1 -2, J.1-J.3, K.1-2) Capacity and infrastructure related to addressing overdose crisis. This includes but is not limited to: Overdose response trainings, convening stakeholders or coordination groups, data analysis, and community education. Use BARS expenditure codes: 562.13 , 562.14, 562.15 , 562.60, 562. 70, 562.80 10. EPR -NEW SFY 24 Emergency Preparedness & Response-Capacity and Capability (FPHS definitions H. 1-4) Capacity and infrastructure to support and enhance the local delivery ofFPHS Emergency Preparedness and Response services and activities across critical subject matter areas. Use BARS expenditure codes: 562.12 Exhibit A, Statement of Work Page 5 of6 Contract Number CLH3 l O 19-Amendment 16 Page 10 of 33 Targeted Investments to Select LHJs -Assuring FPHS Available in Own Jurisdiction: 11. CD -Hepatitis C (FPHS definitions C.4.o-p) Address Hepatitis C cases per guidance developed by the FPHS CD SME Workgroup and DOH"s Hepatitis C Priori tiza ti on document with particular emphasis on lab surveillance and investigation of acute cases. Use BARS expenditure codes: 562.24. 12. CD-Case Investigation Capacity (FPHS definitions C.2, C. 4) Support LHJ communicable disease capacity to conduct case investigation and follow up to reduce gaps and meet locally identified needs that address notifiable conditions responsibilities. Use BARS expenditure codes: 562.23-29. Exhibit A, Statement of Work Page 6 of6 Contract Number CLH31019-Amendment 16 Exhibit A Statement of Work Contract Term: 2022-2024 Page 11 of33 DOH Program Name or Title: Infectious Disease-Syndemic Prevention Services- SSP -Effective January 1, 2024 Local Health Jurisdiction Name: Mason Countv Public Health Contract Number: CLH31019 SOW Type: Original Revision # (for this SOW) Funding Source Federal Compliance Type of Payment D Federal <Select One> ( check if applicable) IZJ Reimbursement IZJ State D FFATA (Transparency Act) D Fixed Price D Other D Research & Develooment Period of Performance: January I, ?024 through December 31. 2024 Statement of Work Purpose: Th e purpose of this statement of work (SOW) is to provide Syndemic Prevention Services for infectious diseases (HIV, STI, and Adult Viral Hepatitis), supporting the Office oflnfectious Disease (OID) w ithin Department of Health (DOH). Awarded through OID's 2024 Syndemic RFA. Revision Purpose: NI A Master Assistance BARS Allocation Index Listing Revenue LHJ Funding Period Current Change Total DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation Increase(+) Allocation SFY24 DRUG USER HEALTH PROGRAM 12405140 NI A 334.04.91 01 /01 /24 06/30/24 0 92,500 92,500 SFY25 DRUG USER HEAL TH PROGRAM 12405150 NI A 334.04.91 07 /01 /24 12/31 /24 0 92,500 92.500 0 0 0 0 0 0 0 0 0 0 0 0 TOTALS 0 185,000 185,000 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount 1 Syringe Services Programs (SSP): Support for Operations SSP operations outcomes include delivering Enter deliverable data into the Reimbursement of services and tracking: DOH/OID issued database for actual costs incurred, Provide comprehensive SSP to people who use drugs • number of sterile syringes distributed tracking SSP activities by the not to exceed $185,000 (PWUD). This plan of action is directed to distribute • number of naloxone kits distributed 15th of each month following based on funding split syringes to communities that use drugs to prevent • number of participant encounters service. below. transmission of infectious disease. SSPs will operate during • number ofreferrals to health and social scheduled hours to provide all required harm reduction services $92,500 for supplies, naloxone, and syringes to prevent transmission of 1/1 /24-6/30/24 disease and overdose. SSPs will offer referrals to address social determinants of health. $92,500 for 7/1/24-12/31 /24 Priority populations for Syringe Services Programs include people who use drugs, with a focus on: Exhibit A , Statement of Work Page 1 of9 Contract Number CLH31019-Amendment 16 Task Activity Payment Information # Deliverables/Outcomes Due Date/Time Frame and/or Amount • People systemically marginalized and underserved due to racism -Black/African American, Latino/Latina/Latine/Latinx, American Indian/Alaska Native people and other communities for whom there are documented health disparities in your region. • People who are unhoused or unstably housed . • People engaged in sex work. • People involved in the criminal legal system . • Gender expansive/transgender individuals . • Gay, bi, and other men who have sex with men . NOTE: See Special Requirements, Terms and Conditions -Section 4 Syringe Services Programs: Support for Operations Program Requirements for additional task information. Syringe Services Programs: Clinical Services SSP Clinical services outcomes may include, Provide direct access to clinical services to improve the but are not limited to, delivering services and health and well-being of people who use drugs. At tracking: minimum, services must include onsite, low-barri er access • Number of wound care sessions to wound care, infectious disease testing, STI and hepatitis • Number of infectious disease tests C treatment, and medications for opioid use disorder. conducted (hepatitis C, HIV, gonorrhea- Additional services can include mental health services, chlamydia, syphilis) sexual and reproductive health care, and other primary care • % positive of infectious disease tests and psychosocial support services. (hepatitis C, HIV, gonorrhea-chlamydia, syphilis) NOTE: See Special Requirements, Terms and • Number of participants started on Conditions -Section S Syringe Services Program, hepatitis C treatment Clinical Services Requirements for additional task • Number of participants inducted on information. medications for opioid use disorder DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other finance -related inquiry, may be sent to finance@doh.wa.gov. Program Specific Requirements Special Requirements, Terms and Conditions 1. Definitions a. ANONYMOUS SERVICES-HIV Prevention services including condom distribution, outreach and light touch. b. CAPACITY BUILDING-The process by which individuals and organizations obtain, improve, and retain the skills, knowledge, tools, equipment, and other Exhibit A, Statement of Work Page 2 of9 Contract Number CLH3 l O 19-Amendment 16 Page 13 of 33 resources needed to do their jobs competently. c. CONTRACTOR-For the purposes of this Statement o f Work Only, the entity receiving funds directly from Washington State Department of Health (DOH) for client services to prevent or treat condi tions named in the statement of work will be referred to as contractor. d. HARM REDUCTION -Harm reduction is a set of practical strategies and ideas aimed at reducing negative consequences associated with drug use. e. INTEGRATED TESTING-For the purpose of this Statement of Work, Integrated T esting includes Human Immunodeficiency Virus (HIV), Gonorrhea (GC), Chlamydia (CT), Syphilis, Hepatitis C (HCV) and Hepatitis B (HBV). f. SOCIAL DETERMINANTS OF HEALTH -Social determinants of health (SDOH) are the conditions in the environments where people are born, live, learn, work, play, worship, and age that affect a wide range of health, functioning, and quality-of-life outcomes and risks. g. YOUTH-For purposes of this agreement, the tenn "youth" applies to persons under the age of 18. 2. Submission of Invoice Vouchers a. On a monthly basis, the CONTRACTOR shall submit complete and correct Al9 invoice voucher s with amounts billable to DOH under this statement of work and the corresponding OID Expense Summary backup form. All A 19 invoice vouchers must be submitted by the 25th of the following month. Prior approval is required for a different frequency of billing. i. The CONTRACTOR must provide all backup documentation as r equired based on the assigned risk level and/or as identified by DOH program staff to determine allowability of billed expenses. Risk assessments are completed at the beginning of a new contract fo r all sub-recipient contracts. Contact your contract manager if you are unaware of your ass igned risk level. ii. DOH may ask for additional backup information to pay invoices based on the needs of the funding sources supporting the work. b. The CONTRACTOR shall submit all final claims for payment for costs due and payable under this statement of work by July 31, 2025. DOH will pay belated claims at its discretion, contingent upon the availabil ity of funds. 3. Program Organization -CONTRACTOR must a. The CONTRACTOR must provide a full updated organizational chart, including Board of Directors with contact information if applicable, and staffing plan referencing positions described in the budget narrative. b. The CONTRACTOR must provide job descriptions for any new or changed positions in the updated organizational chart. i. Any new positions funded through the original contract funds, must have prior DOH approval. c. The CONTRACTOR must notify their DOH contract manager within 30 days of any staff vacancies related to contracted positions and provide an updated budget. i. Any new fiscal staff responsible for invoicing on this contract will need to meet with the assigned OID Contract Manager within 60 days for DOH invoice overview and training. 4. Syringe Services Program: Support for Operations Program Requirements a. Operate for a minimum of 8 hours per week and 2 days per week. b. Provide mobile and/or street outreach (note: programs must have a vehicle for mobile outreach.) c. Offer safer injection supplies (see list ofrequired safer injection supplies below). d. Submit monthly SSP data in accordance with DOH standards. e. Attend required capacity building/training opportunities provided by DOH. f. Participate in annual site visits with DOH staff. g. Demonstrate structure for receiving and incorporating participant feedback about services. h. Partner with relevant local agencies to ensure effective outreach and service provision. (See Scope of Work narrative below for details on MOUs r equired.) i. Develop and maintain a Universal Precautions and Sharps Handling policy and procedure, including clear, written policies on handling biohazardous waste, avoiding unnecessary handling of sharps, and potential needle stick injuries to staff, volunteers, and participants. Programs should follow the universal precaution guidelines established by the CDC and OSHA. SSPs may need to adapt those precautions to accommodate the circumstances of their work (e.g., mobile and outreach settings). Programs should also anticipate the potential ofneedlestick injury and have a "post-exposure-prophylaxis" protocol included in this document. j. All staff and volunteers working directly with participants/clients must complete CPR certification within the first 3 months after contract start date (if not already complete). Exhibit A, Statement of Work Page 3 of9 Contract Number CLH31019-Amendment 16 Page 14 of 33 5. Syringe Services Program, Clinical Services Requirements a. Includes all requirements for Syringe Service Program operations (see above) b. Must have clinical staff licensed to practice in the state of Washington to provide clinical services (e.g., RN, PA, ARNP, LCSW). c. If providing advanced level clinical services (e.g., PA, ARNP, CNM), programs must have appropriate clinical oversight. Note: Clinical services can be provided through sub-contractor arrangement or MOU with a Federally Qualified Health Center or other clinical partner if there is a justification the relationship will support efforts to reach people who use drugs and provide onsite and/or mobile clinical services. Clinical services can also be provided using telemedicine services with appropriate description of why in-person services cannot be provided and who the telemedicine partner(s) will be. NOTE: Funds from this contract may not be used to purchase basic safer injection supplies (listed below) -Instead, DOH will provide Contractors with supplies. Below is the list of required supplies for SSP to be provided to Contractors by DOH: l) Syringes (1 cc 27 gauge 1/2", 28 gauge 1/2", and 29 gauge 1/2"; 1 cc 30 gauge 5/16"; 3 cc 25G l" and 1.5") 2) Alcohol pads 3) Non-latex tourniquets 4) Sterile water 5) Sterile saline 6) Cookers 7) Cottons and/or cellulose filters 8) Bandages/gauze 9) Sharps containers (1 quart and 2 gallon for distribution, 8 gallon for program use) 10) Naloxone 11) Amber bags The exceptions to these supplies are vendor or manufacturer supply shortages. If a program expects to run out of one of these items, please contact DOH immediately. 6. Performance Objectives & Work Plan: a. Funded Syndemic Prevention Services agencies are required to submit Performance Objectives and Work Plan that provides both a high-level overview of the peri od of performance and a detailed description of the first year of the contract period. The work plan should incorporate related program strategies and activities. Applicants should propose specific, measurable, achievable , realistic, and time-based (SMART) process and/or outcome objectives for each activity aligned with performance outcomes. The work plan should include training, capacity building, and TA needs to support the implementation of the funded services. Proposed work plan activities may be adjusted in collaboration with OID staff to better address the overarching goals of the funded services. OID will provide a template that must be used in developing the work plan. b. The applicant should address the following outline in their work plan: i. Contract Year 1 Detailed Work Plan (For each funded service category) 1i. Program strategies and activities iii. Outcomes aligned with program strategies and activities iv. SMART objectives aligned with performance targets v. Activities aligned with program outcomes vi. Timeline for implementation (including staffing of the proposed program, training, etc.) vii. Anticipated capacity building or technical assistance needs. c. Performance Objectives & Work Plans should be submitted by July 1, 2024. d. OID staff are available to support in developing Perfonnance Objectives & Work Plans in collaboration with funded agencies. e. Performance Objectives & Work Plans will be reviewed between OID staff and funded agencies at least quarterly. Performance Objectives & Work Plans can be adjusted throughout the period of performance. Exhibit A, Statement of Work Page 4 of9 Contract Number CLH31019-Amendment 16 Page 15 of 33 7. Participation in program evaluation activities -The Contractor is expected to participate in program evaluation activities, including evaluation planning, and collecting and reporting qualitative and quantitative program data , as deemed necessary by OID staff. 8. Participation in Capacity Building and Technical Assistance Activities designed to increase efficacy of Syndemic Services a. Opportunities for capacity building and technical assistance for contractor will be offered throughout the contract year by WA DOH and other regional or national capacity building organizations. b . Contractors will be expected to meet with WA DOH OID staff on an annual basis to discuss training and will work with DOH to track shared completion of Capacity Building Needs c. All contracted staff will be required to complete training in respect to their role. DOH staff and contracted staff will work together to track completion of required trainings. 9. CLAS Standards -The CONTRACTOR will comply with the National Standards for Culturally and Linguistically Appropriate Services (CLAS) standards (1, 5-9). National Standards for Culturally and Linguistically Appropriate Services (CLAS) in Health and Health Care (allianceforclas.org) 10. Participation in Program Monitoring Activities - a. DOH will conduct semi-annual or annual performance site visits in the following areas: i. Integrated testing 1i. Syndemic service navigation iii . PrEP Housing iv. Syringe Service Programs v. Mail-order naloxone distribution programs vi. Fiscal Monitoring -To be scheduled by the DOH Fiscal Monitoring Unit b. Corrective Action Plans -DOH may exercise the following options if the CONTRACTOR does not come into compliance or resolution with programmatic and/or fiscal monitoring corrective action plan by the due date(s) identified in the CAP. i. § 200.339 Remedies for noncompliance. If a non-Federal entity fails to comply with the U.S . Constitution, Federal statutes, regulations or the terms and conditions of a Federal award, the Federal awarding agency or pass-through entity may impose additional conditions, as described in§ 200.208. If the Federal awarding agency or pass-through entity determines that noncompliance cannot be remedied by imposing additional conditions, the Federal awarding agency or pass-through entity may take one or more of the following actions, as appropriate in the circumstances: (a) Temporarily withhold cash payments pending correction of the deficiency by the non-Federal entity or more severe enforcement action by the Federal awarding agency or pass-through entity. (b) Disallow (that is, deny both use of funds and any applicable matching credit for) all or part of the cost of the activity or action not in compliance. (c) Wholly or partly suspend or terminate the Federal award. ( d) Initiate suspension or debarment proceedings as authorized under 2 CFR part 180 and Federal awarding agency regulations ( or in the case of a pass-through entity, recommend such a proceeding be initiated by a Federal awarding agency). (e) Withhold further Federal awards for the project or program. (f) Take other remedies that may be legally available Exhibit A, Statement of Work Page 5 of9 Contract Number CLH31019-Amendroent 16 11. Contract Management- a. Fiscal Guidance Page 16 of 33 i. Indirect -If charging indirect costs, the CONTRACTOR must have a current federally negotiated rate or I 0% De Minimus certification of file with DOH. DOH is not able reimburse indirect costs without an approved indirect cost rate or I 0% De Minim us certification on file. 11. Advance Payments Prohibited -DOH funds are "cost reimbursement" funds. DOH will not make payment in advance or in anticipation of services or supplies provided. This includes payments of "one-twelfth" of the current fiscal year's funding. iii. Duplication of Early Intervention Program (EIP) Services -The CONTRACTOR shall not use contract funds to provide a parallel medication service to EIP. CONTRACTOR's providing case management services shall make every effort to enroll clients in EIP. 1v. Payment of Cash or Checks to Clients Not Allowed -Where direct provision of service is not possible or effective, vouchers or similar programs, which may only be exchanged for a specific service (e.g., transportation), shall be used to meet the need for such services. CONTRACTOR shall administer gift cards voucher programs to assure that recipients cannot readily convert vouchers into cash. I) Store gift cards that can be redeemed at one merchant or an affiliated group of merchants for specific goods or services are allowable as incentives for eligible program participants. 2) General-use prepaid cards are considered "cash equi valent" and are therefore unallowable. Such cards generally bear the logo of a payment network, such as Visa, MasterCard, or American Express, and are accepted by any merchant that accepts those credit or debit cards as payment. Gift cards that are cobranded with the logo of a payment network and the logo of a merchant or affiliated group of merchants are general-use prepaid cards, not store gift cards, and therefore are unallowable. 3) The CONTRACTOR must ensure that a policy for managing gift cards with strong internal controls is in place. v. Funds for Needle Exchange Programs Not Allowed with Federal Funding-CONTRACTOR shall not expend contract federal funds to support needle exchange programs using funds from HIV Community Services Tasks. vi. Travel -Out of staff travel requires prior approval from DOH and must follow GSA guidelines and reimbursement rates. vu. Supervision, under DOH Community Programs contracts , will be understood as the delivery of a set of interrelated functions encompassing administrative, educational and supportive roles that work collectively to ensure clinical staff (i .e., case managers, navigators, coordinators, assistants , coaches) are equipped with the skills necessary to deliver competent and ethical services to clients that adhere to best practices within applicable fields as well as all relevant Statewide Standards. Supervisors must meet the criteria set forth within the WA State HIV Case Management Standards and provide the level of interaction and review detailed in that document. It is the understanding of DOH that Supervision funded under the direct program portion of this contract include at minimum, the provision of at least two of the three functions detailed here: administrative, educational or supportive supervision. Supervision that encompasses only administrative functions wi ll not be considered billable under Direct Program. To that end, it is the expectation of DOH that those personnel identified as Sup ervisors have no more than one degree of separation from direct client care. Exceptions to this rule can be presented and considered to and by DOH Contract Management. It will fall to the requesting organization to satisfactorily demonstrate that any Supervisory positions falling within the scope of Direct Program are meeting the expectation of provision of educational or supportive supervision with the aim of directly impacting client experiences, quality of services, and adherence to best practices and Statewide Standards. vm. Small and Attractive items -Each Contractor shall perform a risk assessment (both financial and operational) on the agency's assets to identify those assets that are particularly at risk or vulnerable to loss. Operational risks include risks associated with data security on mobile or portable computing devices that store or Exhibit A, Statement of Work Page 6 of9 Contract Number CLH3 l O 19-Amendment 16 Page 17 of 33 have access to state data. Assets so identified that fall below the state's capitalization policy are considered small and attractive assets . The Contractor shall develop written internal policies for managing small and attractive assets. Internal policies should take into consideration the Office of the Chief Information Officer (OCIO) IT Security Standard 141 Section 5.8 Mobile Computing and Section 8.3 Media Handling and Disposal at https://ocio.wa.gov/poli cies. The Contractor shall implement specific measures to control small and attractive assets in order to minimize identified risks. Periodically, the Contractor should perform a follow-up risk assessment to determine if the additional controls implemented are effective in managing the identified risks. Contractor must include, at a minimum, the following assets with unit costs of $300 or more: 1) Laptops and Notebook Computers 2) Tablets and Smart Phones Agencies must also include the following assets with unit costs of $1,000 or more: 1. Optical Devices, Binoculars, Telescopes, Infrared Viewers, and Rangefinders 2. Cameras and Photographic Projection Equipment 3. Desktop Computers (PCs) 4. Television Sets, DVD Players, Blu-ray Players, and Video Cameras (home type) 1x. Food and Refreshments -Food and refreshments are not allowable direct costs, unless provided in conjunction with allowable meetings, whose primary purpose is the dissemination of technical information. Pre-approval is required when food and refreshments are purchased for these meetings. A sign in sheet with the clients' ID number from the DOH approved data system as well as an agenda is required to receive reimbursement for these charges. 1) The CONTRACTOR shall follow Healthy Nutrition Guidelines for Meetings and Events I Wa shington State Department of H ealth when purchasing food and refreshments for approved meetings. 2) Food for staff meetings/training is unallowable. PLEASE NOTE: If meals/refreshments are purchased for allowable meetings, food can only be purchased for clients at the per diem rate. Any expenses over per diem will be denied . U.S . General Services Adm inistration Per Diem Look Up x. Reimbursement of disallowed costs -The CONTRACTOR agrees to reimburse DOH for expenditures billed to the DOH for costs that are later determined through audit or monitoring to be disallowed under the requirements of 2 CFR Part 200 -Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Audits. b. Contract Modifications i. Notice of Change in Services -The CONTRACTOR shall notify DOH program staff, within 45 days, if any situations arise that may impede implementation of the services contained in the statement of work. DOH and the CONTRACTOR will agree to strategies for resolving any shortfalls. DOH retains the right to withhold funds in the event of substantial noncompliance. 11. Contract Amendments -Effective Date -The CONTRACTOR shall not begin providing services authorized by a contract amendment until the CONTRACTOR has received a signed and fully executed copy of the contract amendment from DOH. 1) Local Health Jurisdiction (LHJ) Contractors -Request for contract amendments must be received no less than 60 days prior to the Draft Due Date identified by the CON CON SOW Schedule on the CON CON Dashboard. 2) Non-LHJ Contractors -Request for contract amendments must be received no later than 60 days prior to the end of the Federal Fiscal Year (FFY) and 90 days prior to end of the State Fiscal Year (SFY). • Amendments must be signed prior to the end of the FFY or SFY end date. EX. FFY end date is 12/31 , contract amendment request due to contract manager by 11 /1 Exhibit A, Statement of Work Page 7 of9 Contract Number CLH3 l O 19-Amendment 16 Page 18 of 33 12. Content Review and Website Disclaimer Notice In accordance with all federal guidance, contractors receiving funds through DOH will submit all proposed written materials requiring review for HIV-related scientific or medical accuracy including written materials, audio visual materials, and pictorials, including social marketing and advertising materials, educational materials, social media communications (e.g., Facebook, twitter) and other electronic communications, such as internet/webpages to the OID Content Review Committee. CONTRACTOR shall submit all materials to be r eviewed for scientific or medical accuracy to: Michael Barnes, Washington State Department of Health PO Box 47841 Olympia, WA 98504-7841 Phone: 360-810-1880 Email: Michael.Barnes@doh.wa.gov For social marketing campaigns and media strategies, please adhere to the program guidance on the review of HIV-related educational and informational materials for CDC assistance programs https://www.cdc.gov/hiv/pdf/funding/announcements/ps l 2-120 1 /cdc-hiv-ps 12-1201-content-review-guidance.pdf 13. Youth and Peer Outreach Workers All programs, including CONTRACTORS, using youth ( either paid or volunteer) in program activities will use caution and judgment in the venues / situations where youth workers are placed. Agencies will give careful consideration to the age appropriateness of the activity or venue. Agencies will also ensure that organizational staff and youth comply with all relevant laws and regulations regarding entrance into adult establishments and environments. Agencies will also maintain and implement appropriate safety protocols that include clear explanation of the appropriate laws and curfews and clearly delineate safe and appropriate participation of youth in program outreach activities. 14. Whistleblower a. Whistleblower statue, 41 U.S.C. & 47 12, applies to alJ employees working for CONT RACTOR, subcontractors, and subgrantees on federal grants and contracts. The statue (41 U.S.C. & 4712) states that an "employee of a CONTRACTOR, subcontractor, grantee, or subgrantee, may not be discharged, demoted, or otherwise discriminated against as a reprisal for "whistleblowing." In addition, whistleblower protections cannot be waived by an agreement, policy, form, or condition of employment. b. Th e National Defense Authorization Act (NDAA) for Fiscal Year 2013 (Pub. L. 112-239, enacted January 2, 2013) mandates a pilot program entitled "Pilot Program for Enhancement of Contractor Employee Whistleblower Protections." This program requires all grantees, their subgrantees, and subcontractors to: i. Inform their employees working on any federal award they are subject to the whistleblower rights and remedies of the pilot program ii . Inform their em p loyees in writing of employee whistleblower protections under 41 U.S.C. & 4712 in tbe predominant native language of the workforce; and, iii. CONTRACTOR and grantees will include such requirements in any agreement made with a subcontractor or subgrantee. 15. Allowable Costs All expenditures incurred and reimbursements made for p erformance under this statement of work shalJ be based on actual alJowable costs. Costs can include direct labor, direct material, and other direct costs specific to the performance of activities or achievement of deliverables under this statement of work. For information in determining allowable costs, please reference 0MB Circulars : 2 CFR200 (State, Local and Indian Tribal governments) at: https ://www.federalregister.gov/documents/2013/12/26/2013-30465/uniform-administrative-requirements-cost- principles-and-audit-requirements-for-federal -awards **Disclosure of information is governed by the Washington Administrative Code (WAC) 246-101-120, 520 and 635, and the Revised Code of Washington (RCW) 70.24.080, 70 .24.084, and 70.24.105 regarding the exchange of medical infonnation among health care providers related to HIV/AIDS or STI diagnosis and treatment. Please note that Exhibit A, Statement of Work Page 8 of9 Contract Number CLH31019-Arnendment 16 Page 19 of 33 CONTRACTORs fit under the definition of "health care providers" and "individuals with knowledge of a person with a reportable disease or condition" in the WAC and RCW. DOH statutory authority to have access to the confidential information or limited Dataset(s) identified in this agreement to the Information Recipient: RCW 43.70.050 Information Recipient's statutory authority to receive the confidential information or limited Dataset(s) identified in this Agreement: RCW 70.02.220 (7) Exhibit A, Statement of Work Page 9 of9 Contract Number CLH3 l O 19-Amendment 16 Exhibit A Statement of Work Contract Term: 2022-2024 Page 20 of 33 DOH Program Name or Title: Office oflmmunization COVID-19 Vaccine - Effective January I, 2022 Local Health Jurisdiction Name: Mason County Public Health Contract Number: CLH31019 SOW Type: Revision Revision # (for this SOW) 5 Funding Source Federal Compliance Type of Payment ~ F ederal Subrecipient ( check if applicable) ~ Reimbursement D State ~ FF AT A (Transparency Act) D Fixed Price D Other D Research & Development Period of Performance: Januarv I, 2022 through June 30, 2024 Statement of Work Purpose: The purpose of this statement of work (SOW) is to prov ide funding to conduct COVID-19 vaccine activities. Revision Purpose: The purpose of this revision is to add Program Specific Requirements in reference to unallowable costs and update Master Index Codes. Master Assistance BARS Allocation Index Listing Revenue LHJ Funding Period Current Change Total DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation COVID19 Vaccines R4 74310259 93.268 333.93.26 01 /01 /22 06/30/24 354,803 0 354,803 COVID 19 CDC Vaccines 74310236 93.268 333.93.26 01 /01 /22 06/30/24 354,803 0 354,803 0 0 0 0 0 0 0 0 0 0 0 0 TOTALS 709,606 0 709,606 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount The purpose of this statement of work is to identify activities and provide funding to support COVID vaccine response outreach, education, and operations. The activities may include other vaccines recommended for the audience population, as long as-COVID vaccine is the primary focus and references to other vaccines are secondary. 3.A Identify activity/activities to support COVID vaccine response Summary of the engagement strategies to January 31, Annually Reimbursement for actual in your community, using the examples below as a guideline. be used with health care providers and costs incurred, not to other partners, and the locally identified exceed total funding Example 1: Develop and implement communication strategies population to be reached. consideration amount. with health care providers, community, and/or other partners to help build vaccine confidence broadly and among groups anticipated to r eceive early vaccination, as well as dispel vaccine misinformation. Document and provide a plan that shows the communication strategies used with health care providers and other partners and the locally identified population anticipated to reach. Exhibit A, Statement of Work Page 1 of3 Contract Number CLH3 l O 19-Amendment 16 . ---. -· -- Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount Example 2: Engage in other vaccination planning activities such as partnership development, provider education, vaccination point of dispensing (POD) planning, tabletop exercises, engagement with communities, leaders, non- traditional provider, or vulnerable populations to develop strategies to ensure eauitable access to vaccination services 3.B Implement the communication strategies or other activities , Written report describing June 30, Annually Reimbursement for actual working with health care providers and other partners to reach activity/activi ties and progress made to-costs incurred, not to the locally identified population, support providers in date and strategies used (template to be exceed total funding vaccination plans, and support equitable access to vaccination provided) consideration amount. services. 3.C Catalog activities and conduct an evaluation of the strategies Written report, showing the strategies used June 30, annually Reimbursement for actual used and the final progress of the reach costs incurred, not to (template to be provided) exceed total funding consideration amount. 3.D As needed to meet community needs, expand operations to Reports summarizing quantity, type, and December 31 and Reimbursement for actual increase vaccine throughput (i .e., providing vaccinations during frequency of activities June 30, annually costs incurred, not to evenings, overnight, and on weekends) or adjust vaccine exceed total funding delivery approaches to optimize access. Activities may include consideration amount. vaccine strik e teams, mobile vaccine clinics, satellite clinics, temporary, or off-site clinics to travel and provide vaccination services in non-traditional settings, or to supplement the work of local health departments in underserved communities, and may include administration costs fo r other vaccines co- administered at the events. These activities may be done by the local health department or in collaboration with community partners. (see Restrictions on Funds below) DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other finance-related inquiry, may be sent to finance@doh.wa .gov. Federal Funding Accountabilitv and Transparencv Act (FFATA) T his statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act (FF AT A or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work, the LHJ must have a Unique Entity Identifier (UEI) generated by SAM.gov. Information about the LHJ and this statement of work will be made available on USASp endi ng.gov by DOH as required by P.L. 109-282. Exhibit A, Statement of Work Page 2 of3 Contract Number CLH31019-Arnendrnent 16 Page 22 of33 Program Specific Requirements Restrictions on Funds (i.e., disallowed expenses or activities, indirect costs, etc.): Coverage of co-administration costs for other vaccines administered at vaccination events does NOT apply to the FEMA Mass Vaccination funding. Coverage of co- administration costs only applies to the vaccine funding (COVID19 Vaccine R4, Ml 743 10230) allocated for Task 3 of the consolidated contract. FEMA Mass Vaccination funding is only available to cover the costs for COVID vaccine administration and cannot be used fo r co-administration costs of other vaccines. U11allowa ble Costs: There are limitations ji-om the funding source on allowable costs for this contract. If the contractor is unsure !fa cost is allowable, they should contact the contract manager for approval of the cost prior to mahng the purchase or charge. • Advertising costs"(e.g., conventions, displays, exhibits, meetings, memorabilia. gifts, souvenirs) • Alcoholic beverages · • Building, purchases, construction. capital improvements • Clinical care (non-immunization services) • Entertainment costs • Fundraising Cost • Goods and services for personal use • Honoraria • I ndependent Research • Land acquisition • Legislative/lobbying activities • Interest on loans for the acquisition and/or modernization of an existing building • Payment of a bad debt, collection of improper payments • Promotional and/or incentive materials (e.g. plaques, clothing, and commemorative items such as pens. mugs/cups, folders/folios, lanyards, magnets, conference bags) • Purchase of food/meals (unless part of required travel per diem costs) • Vehicle Purchase Exhibit A, Statement of Work Page 3 of3 Contract Number CLH31019-Amendment 16 Exhibit A Statement of Work Contract Term: 2022-2024 Page 23 of 33 DOH Program Name or Title: Office oflmmunization-Perinatal Hepatitis B - Effective July 1, 2023 Local Health Jurisdiction Name: Mason County Publ ic Health Contract Number: CLH31019 SOW Type: Revision Revision # (for this SOW) 2 Funding Source Federal Compliance Type of Payment [:8J Federal Subrecipient ( check if applicable) [:8J Reimbursement D State [:8J FFATA (Transparency Act) D Fixed Price D Other D Research & Develooment Period of Performance: Julv 1, 2023 through June 3 0, 2024 Statement of Work Purpose: The purpose of this statement of work (SOW) is to define required Perinatal Hepatitis B activities, delivera bles, and funding Revision Purpose: The purpose of this r evision is to add Program Specific Requirements in reference to unallowable costs. Master Assistance BARS Allocation Index Listing Revenue LHJ Funding Period Current Change Total DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation FFY24 CDC PPHF Ops 74310246 93.268 333.93.26 07/01/23 06/30/24 550 0 550 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 TOTALS 550 0 550 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount 1 l. In coordination with hospitals, health care providers, and Enter information for each case identified By the last day of each Reimbursement for actual health plans (if applicable), conduct activities to prevent into the Perinatal Hepatitis B Tracker month costs incurred, not to perinatal hepatitis B infection in accordance with the exceed total funding P erinatal Hepatiti s B Prevention Program Guidelines , consideration amount. including the following: • Identification of hepatitis B surface antigen (HBsAG)- positive pregnant women and pr egnant women with unknown HBsAg status. • Reporting of HBsAg-positive women and their infants . • Case management for infants born to HB sAg-positive women to ensure administration of hepatitis B immune globulin (HBIG) and hepatitis B vaccine within 12 hours of birth , the completion of the 3 -dose hepatitis B vaccine series, and post vaccination serolo!!ic testing. Exhibit A, Statement of Work Page 1 of2 Contract Number CLH3 l O 19-Arnendment 16 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount 2. Provide technical assistance to birthing hospitals to encourage administration of the hepatitis B birth dose to all newborns within 12 hours of birth, in accordance with Advisory Committee on Immunization Practices (ACIP) recommendations. 3. Report all perinatal hepatitis B investigations, including HBsAg-positive infants, in the P erinatal Hepatitis B Module of the Washington State Immunization Information Svstem. DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other finance-related inquiry; may be sent to finance@doh.wa.gov . Federal Funding Accountabi1itv and Transparencv Act (FFA TA) (App1ies to federal grant awards.) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act (FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. T o comply with this act and be eligible to perform the activities in this statement of work, the LHJ must have a Unique Entity Identifier (UEI) generated by SAM.gov. Information about the LHJ and this statement of work will be made available on USASpending .gov by DOH as required by P.L. 109-282. Pro r:ram Specifi c R equirem ents U11allo wable Costs : There are limitations from the funding source on allowable costs for this contract. If the contractor is unsure if a cost is allowable, they should contact the contract manager for approval of the cost prior to making the purchase or charge. • Advertising costs (e.g., conventions, displays, exhibits, meetings, memorabilia, gifts, souvenirs) • Alcoholic beverages • Building, purchases, construction. capital improvements • Clinical care (non -immunization services) • Entertainmen t costs • Fundraising Cost • Goods and services for personal use • H onoraria • Independent Research • Land acquisition • Legislati ve/lobbying activities • Interest on loans for the acquisition and/or moderni=ation of an existing building • Payment of a bad debt, collection of improper payments • P romotio nal and/or incentive materials (e.g., plaques, clothing, and commemorative items such as pens. mugs/cups,fo/ders/folios. lanyards, magnets, conference bags) • Purchase of food/meals (unless part of required travel per diem costs) • Vehicle P urchase Exhibit A , Statement of Work Page 2 of2 Contract Number CLH31019-Amendment 16 Exhibit A Statement of Work Contract Term: 2022-2024 Page 25 of 33 DOH Program Name or Title: Office oflmmunization-Promotion oflmmunizations to Improve Vaccination Rates -Effective July 1, 2023 Local Health Jurisdiction Name: Mason Countv Publi c Health Contract Number: CLH31019 SOW Type: Revision Revision # (for this SOW) 2 Funding Source Federal Compliance Type of Payment l:8J Federal Subrecipient (check if applicable) l:8J Reimbursement D State 1:8! FFATA (Transparency Act) D Fixed Price D Other D Research & Development Period of Performance: July 1, 2023 through June 30, 2024 Statement of Work Purpose: The purpose of this statement of work is to contract with local health to conduct activities to improve immunization coverage rates Revision Purpose: The purpose of this revision is to add Program Specific Requirements in reference to unallowable costs. Master Assistance BARS Allocation Index Listing Revenue LHJ Funding Period Current Change Total DOH Chart of Accounts Master Index Title Code Number Code Start Date End Date Allocation None Allocation FFY24 CDC VFC Ops 74310241 93.268 333 .93.26 07/01 /23 06/30/24 6,160 0 6,160 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 TOTALS 6,160 0 6,160 Task Activity Deliverables/Outcomes Due Date/Ti me Frame Payment Information # and/or Amount I Develop a proposal to improve immunization coverage rates for Written proposal summarizing project plan August I , 2023 Reimbursement for actual a target population by increasing promotion activities and and method of assessing/observing change costs incurred, not to collaborating with community partners ( can use pre and post in target population. exceed total funding qualitative or quantitative collection methods consideration amount. Examples of gualitative & guantitative methods/measures: (Template will be provided) • Surveys, Questionnaires, Interviews • Immunization coverage rates expressed in percentages • Observations (i.e., feedback from surveys/interviews, social media posts comments) • Analytic tools (i.e., google analytics measuring website traffic, page v iews etc.) Exhibit A , Statement of Work Page 1 of3 Contract Number CLH31019-Amendment 16 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Info rmation # and/or Amount 2 Upon approval of proposal, implement the plan to increase Written report describing the progress November 30, 2023 Reimbursement for actual immunization coverage rates with the target population made on reaching milestones for activities costs incurred, not to identified. identified in the plan (template will be March 31, 2024 exceed total funding provided),. consideration amount. 3 Develop final report to include comparison of change or Final written report including measured June 15, 2024 Reimbursement for actual improvement of targeted outcome from start of the and/or observed outcomes [what was costs incurred, not to project/intervention [This can be short-term or intermediate achieved as a result of the exceed total funding outcomes w ith overall goal to increase immunization rates] activity/in tervention?]. consideration amount. Examples: • Increased partner knowledge on immunization (T emplate will be provided) guidelines • Change in attitudes ab out childhood vaccines • Increase in school district immunization coverage rates DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other finance-related inquiry, may be sent to finan ce@ doh.w a.gov . Federal Funding Accountabilitv and Transparencv Act {FFATA) (Applies to federal grant awards.) This statement of work is supported by federal funds that require comp! iance with the F ederal Funding Accountability and Transparency Act (FF AT A or the Transp arency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. T o comply with this act and be eligible to perform the activities in this statement of work, the L HJ must have a Unique Entity Identifier (UEI) gener ated by SAM.gov. Information about the LHJ and this statement of work wi ll be made available on USASpending.gov by DOH as required by P .L. 109-282. P ro gram Specifi c Requirem ents U11a/lowable Costs: There are limitations from the jitnding source on allowable costs for this contract. If the contractor is unsure if a cost is allowable, they s hould contact the contract manager for approval of the cost prior to making the purchase or charge. • Advertising costs (e.g., conventions, displays, exhibits, meetings, memorabilia. gifts, souvenirs) • Alcoholic beverages • Building, purchases, construction, capital improvements • Clinical care (non-immunization sen1ices) • En tertainment costs • Fundraising Cost • Goods and services for personal use • Honoraria • Independent Research • Land acquisition Exhibit A, Statement of Work Page 2 of3 Contract Number CLH 31019-Amendment 16 Page 27 of33 • Legislative/lobbying activities • Interest on loans for the acquisition and/or modemization ~fan existing building • Payment of a bad debt, collection of improper payments • Promotional and/or incentive materials (e.g., plaques, clothing, and commemorative items such as pens, mugs/cups,folders/folios, lanyards, magnets, conference bags) • Purchase of food/meals (unless part of required travel per diem costs) • Vehicle Purchase Exhibit A, Statement of Work Page 3 of3 Contract Number CLH3 l O 19-Amendment 16 Exhibit A Statement of Work Contract Term: 2022-2024 Page 28 of 33 DOH Program Name or Title: Office of People Services-HR-Public Health Infrastructure Grant -Effective January 1, 2024 L ocal Health Jurisdiction Name: Mason County Public H ealth Contract Number: CLH 31019 Type of Payment SOW Type: Original Revision # (for this SOW) Funding Source IZJ Federal Subrecipient Federal Compliance ( check if applicable) IZJ Reimbursement D State IZJ FFATA (Transparency Act) D F ixed P rice D Other D Research & D evelopment Period of Performance: January 1. 2024 through D ecember 31, 2024 Statement of Work Purpose: The purpose of this statement of work is to prov ide funding to estab lish, expand, train, and sustain the LHJ public health workforce in accordance with the CDC Public Health Infrastructure Grant (PRIG). NOTE: The funding allocation in this SOW is for the period of January 1, 2024 through June 30, 2025. Deliverables with due dates after December 31, 2024 are shown for informational purposes only. DOH intends to include any unspent funding in a new SOW in the next consolidated contract term beginning January 1, 2025 for continuation of this project through June 30, 2025. Revision Purpose: N / A Master Assistance BARS Allocation Index Listing Revenue LHJ Funding Period Current Change Total DOH Chart of Accounts Master Index Title Code Number Code Sta rt Date End Date Allocation Increase(+) Allocation FFY22 PH Infrastructure Como Al-LHJ 92321223 93 .967 333 .93.96 01 /01 /24 12/31/24 0 200,000 200 ,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 TOTALS 0 200 ,000 200,000 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount l Submit names, position titles, email addresses and phone numbers Submit information by March 15 , March 15 , 2024 Reimbursement for actual o f key LHJ staff responsible for thi s statement of wor k , including 2024, and any changes w ithin 30 d ays costs not to exceed total management, program staff, and accounting and/or financial staff. of the change. W ithi n 30 days of the funding allocation amount. change. 2 D evelop a plan to use th ese funds for one or more of the Implementation Plan June 30, 2024, or sooner. allowable costs listed b elow . Exhibit A , Statement o f Work Page 1 o f 4 Contract Number CLH3 l O 19 -Amendment 16 p ·--.f33 --. Task Activity Deliverables/O ut comes Due Date/Time Frame Payment Information # and/or Amount Submit plan to the DOH Program Contact fo r review and pri or Requests for approval of contracts As needed approval as soon as possible. We want to be sure your planned and/or equipment. activities are allowable, and we will be able to reimburse you for the expenses. Funding is intended to establish, expand, train, and sustain public health staff to supp ort LHJ prevention, preparedness, response, and recovery initiati ves. These include the following short-term outcomes: incr eased hiring of di v erse public health staff, increased retention of ex isting public health staff, and improved workforc e systems and processes. Washington will also move toward the following intermediate outcome measures as part of this Workforce initiative : increased size [and capabilities] of the public health workforce, increased job satisfaction, stronger public health foundatio n a l capabilities, and increased reach of public health services . Ultimately, these workforce investments will support accelerated prevention, preparedness, and response to emerging thr eats, and improved other public health outcomes. Funding can be used for permanent full-time and part-time staff, temporary o r term-limited staff, fellows , interns, con tractors, and contracted employees. Allowable costs include: • Costs , in cl uding wages and benefits, related to r ecruiting, hiring, and training of new or existing public health staff. • Purchase of supplies and equipment to support the expanded and/or current workforce and any training re lated to the use of supplies and equipment. • Training and ed ucation (and relat ed travel) for new and existing staff on topics such as incident management training, health equity issues, working with underserved populations, cultural competency, dis ease investigations, informatics or data management, or other needs identified by the LHJ . • Costs of contractors and contracted staff. Notes: • Preappr oval from D OH is required to contract with these funds. • Preapproval is required for the pur chase of equipment. (Equipment is a tangible item with an original per-unit cost of$5 ,000 or more.) Exhibit A, Stat ement of Work Page 2 of4 Contract Number CLH3 l O 19-Amendment 16 --- Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount 3 Data collection, as applicable, based on activities LHJ has Data on form provided by DOH. July 10, 2024 completed during the reporting period. January 10, 2025 July 10, 2025 Data collection includes: • Total new hires • Describe challenges or experiences that have impacted progress toward achieving set hiring goals. • Describe promising practices or activities that should be considered for sustained funding. • Explain your approach and mitigation plans to address challenges in meeting these hiring goals. • Health Equity-Identify metrics to address Diversity, Equity , and Inclusion (DEI) in hiring. • Existing Staff budget for this funding . Note: Reporting periods are - January 1, 2024-June 30, 2024, July 1, 2024-December 31, 2024, and Januarv 1, 2025-June 30, 2025. DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH Finance SharePoint site. Questions related to this SOW, or any other finance-related inquiry, may be sent to finance@doh .wa.gov. Federal Funding Accountabilitv and Transparencv Act (FFATA) (Applies to federal grant awards.) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act (FF AT A or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work, the LHJ must have a Unique Entity Identifier (UEI) generated by SAM.gov. Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282. Program Specific Requirements Follow all Federal requirements for use of Federal funds: Code ofFederal Regulations (CFR), Title 2, Subtitle A, Chapter II, Part 200 Uniform Administrative Requirements , Cost Principle, and Audit Requirements for Federal Awards eCFR: 2 CFR Part 200 -Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards The following expenses are not allowable with these funds: • Clothing (except for vests to be worn during exercises or responses). • Food or beverages. • Incentives. • Items to be given to community members (members of the public). Exhibit A, Statement of Work Page 3 of4 Contract Number CLH3 l O 19-Amendment 16 Page 31 of 33 • Salaries at a rate more than Executive Level II (Federal Pay Scale). • Vehicles (with preapproval , funds may be used to lease vehicles). Preapproval from DOH is required to use these funds for: • Contracting. • Purchasing equipment. (Equipment is a tangible item with an original per-unit cost of $5,000 or more.) • Disposition of equipment with a current value of $5,000 or more. (Equipment is a tangible item with an original per-unit cost of $5 ,000 or more.) • Leasing vehicles. • Out of state travel. Note: Preapproval is no longer required for paying overtime. See also DOH A 19 Documentation Matrix for additional expenses that may require preapproval. Bll,LING All expenses on invoices roust be related to statement of work tasks. Submit invoices monthly on a signed Al9 with backup documentation appropriate for risk level. DOH will provide Al9 and risk level. • If your invoice includes indirect costs, you must have an indirect rate cost agreement approved by DOH. • If you have no expenses related to this contract for a month, let your DOH Primary Point of Contact know via email. • Submit final billing within 60 days of the end of the contract period. Exhibit A, Statement of Work Page 4 of4 Contract Number CLH3 l O 19-Amendment 16 Exhibit A Statement of Work Contract Term: 2022-2024 Page 32 of 33 DOH Program Name or Title: Zoonotic Disease Program-WNV Mosquito Surveillance -Effective June l, 2022 Local Health Jurisdiction Name: Mason County Public Health Contract Number: CLH3 l 019 SOW Type: Revision Revision # (for this SOW) 2 Funding Source Federal Compliance Type of Payment ~ Federal Subrecipient ( check if applicable) ~ Reimbursement D State ~ FF AT A (Transparency Act) D Fixed Price n ()thl'r II n ______ 1.. o_ T"-......... 1 ... ____ ., Period of Performance: June 1, 2022 through September 30, 2023 I L......I -···-· I LJ 1'..t:~t:i:lll;H CX. l./t:Vt:1UfJ11H:'1lL I Statement of Work Purpose: The purpose of this statement of work is for Mason County Public Health to conduct bi-weekly mosquito surveillance for West Nile virus (WNV) in Mason County during mosquito season, June through September. The detection of the virus in mosquito populations serves as an early warning of d isease risk in the localized area. It alerts the local health department to strengthen edu cational o utreach and mosquito control to minimize the health impact of mosquito-borne disease on communities. In addition, d ata generated by surveillance advances our understanding of the emergence and spread of vector mosquitoes and pathogens in western Washington. Revision Purpose: Adding funds to FFY23 Vector-borne T 2&3 Epi ELC FPH to cover addi tional expenses. Master Assistance BARS Allocation Index Listin g Revenue LHJ F unding Period Current Change Total DOH Chart of Accounts Master Ind ex Title Code Number Code Start Date End Date Allocation Increase ( +) Allocation FFY2 l Vector-borne T2&3 Eoi ELC FPH 1882121B 93.323 333 .93.32 06/01 /22 07/31/22 2,750 0 2,750 FFY22 Vector-borne T2&3 Eoi ELC FPH 1882122B 93.323 333 .93.32 0 8/01 /22 07/31 /23 4,550 0 4,550 FFY23 Vector-borne T2&3 Eoi ELC FPH 1882123B 93.323 333.93 .3 2 08/01 /23 09/30/23 1.200 195 1,395 0 0 0 0 0 0 0 0 0 TOTALS 8,500 195 8,695 Task Activity Deliverables/Outcomes Due Date/Time Frame Payment Information # and/or Amount 1 Conduct every other week mosquito trapping at two (2) site Submit two weekly collections of Weekly by Thursday Payment for task will be locations in Mason County. mosquitoes along with complete during mosquito season, reimbursed for actual · Purchase of dry ice and CO2 canisters, as needed corresponding data on reporting forms for June through September expenses up to the trapping events to DOH. maximum available · Set and collect traps Should no mosquitoes be collected during within the funding periods Record field data on DOH-provided reporting forms, including a trapping event, the data reporting form described in the Funding zero catch information documenting the effort is to be email ed to Table above. the DOH Program contact. See below Restrictions on F unds. Exhibit A, Statement of Work Page 1 of2 Contract Number CLH31019-Amendment 16 Page 33 of 33 DOH Program and Fiscal Contact Information for all ConCon SOWs can be found on the DOH F inance SharePoint site. Questions related to this SOW, or any other financ e-related inquiry, may be sent to finance@doh.wa.gov . Federal Funding Accountabilitv and Transparencv Act {FFATA) (Applies to federal grant awards.) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act (FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work, the LHJ must have a Unique Entity Identifier (UEI) generated by SAM.gov. Information about the LHJ and this statement of work will be made avai lable on USASpending .gov by DOH as required by P.L. 109-282. Program Specific Requirements Restrictions on Funds (i.e., disallowed expenses or activities, indirect costs, etc.): The current project period is June 1, 2023 -September 30, 2023. Billing outside this date range will be provided to DOH at no cost. CDC Funding Regulations and Policies: https://www.cdc.gov/grants/documents/General-Terms-and-Conditions-N on-Research-Awards.pdf Billing Requirements: LHJ may bill monthly. Invoices must be received no more than 60 days after the billing period. Exhibit A, Statement of Work Page 2 of2 Contract Number CLH31019-Amendment 16 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): January 8, 2024 Agenda Date: January 16, 2024 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: 8.9 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Women, Infants, and Children Space Agreement Background/Executive Summary: Public Health and Human Services will operate the Women, Infants, and Children (WIC) Program utilizing the Mason Health clinic space located inside the Shelton Family YMCA. The space agreement has been revised to reflect the days and hours of operation beginning March 1, 2024. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): None Requested Action: Approval for the Public Health Director to sign the Women, Infants, and Children (WIC) Program space agreement with Public Hospital District No. 1. Attachments: Agreement Agreement Between Public Hospital District No. 1 of Mason County And Mason County Public Health & Human Services THIS AGREEMENT is dated this _____ day of January 2024, by and between Public Hospital District No. 1 of Mason County, a municipal corporation, hereinafter referred to as the "District" and Mason County Public Health & Human Services, a Washington County, hereinafter referred to as the "Health Department". RECITALS A. The District was formed pursuant to Chapter 70.44 RCW as a public hospital districts to own and operate hospitals and other health care facilities and to provide hospital services and other health care services for the residents of such districts and other persons. B. With the closing of the local Women’s, Infants and Children Clinic in Shelton, the Health Department desires to bring these services back to Mason County under their direction. C. The District has the authority under RCW 70.44.060 to lease existing hospital and other health care facilities and equipment and/or other property used in connection therewith, and a District has the authority to contract with other communities, corporations, or individuals for the healthcare services. D. The District rents clinic space at South Sound YMCA, located at 3101 N Shelton Springs Rd, Shelton, WA 98584 which is suitable for the establishment of a part time Women’s, Infant, and Children Clinic at the YMCA clinic. E. The Health Department and District find it in the bests interests of the community to sublet the YMCA clinic space to the Health Department for such a clinic. NOW, THEREFORE, in consideration of the mutual covenants and conditions hereinafter provided agree as follows: 1. The District, for and in consideration of the services to be provided by the Health, Department and the covenants and provisions herein contained, do hereby sub-lease and let to the Health Department the use of the YMCA clinic space on Monday, Wednesday, and Friday at 8:00 am – 4:30 pm each week. Dates and hours of operation are subject to change upon mutual agreement of both parties. No monetary rent is required. 2. The Health Department shall: a. Be entitled to use the furniture and exam tables but shall not use any of the District’s supplies, computers or other equipment. b. Leave the clinic space in a good and clean condition after each use so the clinic space may be utilized by the District when the Health Department is not using the space. c. Repair any damages caused by the Health Department employees, agents and/or guests or invitees. 3. The term of this sub-lease shall be from February _____ 2024 to December _____, 2024. Thereafter this agreement shall automatically renew of one-month terms until cancelled. Either party may terminate this agreement without cause by giving the other party 30 days written notice. 4. The Health Department shall indemnify, protect, defend and hold harmless the District and Landlord and their agents, partners, and lenders, from and against any and all claims, loss of rents and/or damages, liens, judgments, penalties, attorneys' and consultants' fees, expenses and/or liabilities arising out of, involving or in connection with, the use and/or occupancy of the Leased Premises by the Health Department, except to the extent caused by District or Landlord's negligence or willful misconduct. If any action or proceeding is brought against the District or Landlord by reason of any of the foregoing matters, the Department of Health shall upon notice defend the same at the Department’s expense by counsel reasonably satisfactory to the District and the Landlord and said parties shall cooperate with the Department in such defense. The Department of Health shall also pay the reasonable fees and costs of the District and Landlord's counsel to monitor defense counsel and legal matters. 5. The Health Department agrees that the building’s Landlord shall at all times have the exclusive control and management of all parking areas, access roads, driveways, entrances, loading areas, signs, drainage facilities, landscaped areas, and other areas, improvements, facilities, and special services provided by Lessor for the general use, in common, of Lessees of the medical center (common areas and facilities.). Lessor had exclusive control over the common areas and facilities and do and perform such other acts in the common areas and facilities Lessor deems necessary or desirable. The Health Department agrees to comply with all common area rules and regulations established by Lessor. 6. The Health Department may not assign this lease or sublet the whole or a portion of the leased premises to any individual or business without the written consent of the District and the Landlord withheld, provided such assignment or subletting shall not release the Health Department of its obligations hereunder. 7. The Health Department shall abide by all terms and conditions of that certain Service Lease dated December 20, 2019, between Public Hospital District No. 1 of Mason County and South Sound Young Men’s Christian Association. 8. The Health Department further covenants and agrees that it will not do or suffer any waste in said leased premises; that it will use the same for lawful purposes only. 9. Nothing in this Agreement shall constitute, or be deemed or construed to create a partnership, joint venture, or similar relationship between the Parties. Neither Party shall be deemed to be the agent of the other Party by virtue of this Agreement, it being understood and agreed that the District and Health Department are independent parties contracting for clinic space Neither Party has, and neither party shall, hold itself out as having any authority to enter into any contract or create any obligation or liability on behalf of the other Party. Dated this _____ day of _______________, 2024. Public Hospital Dist. No. 1 of Mason County Public Health & Mason County Human Services _______________________________ ________________________________ Eric Moll, CEO David Windom, Director Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kell Rowen Ext. 286 Department: Community Development Briefing: ☒ Action Agenda: ☒ Public Hearing: ☒ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16 and February 13, 2024 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: 8.10 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Amendments to Title 16 – Plats and Subdivisions Background/Executive Summary: The Mason County Planning Department brought forth a text amendment to Title 16, Chapter 16.40, Section 16.40.041(1)(A) in August of 2023 along with other amendments. The amendment was approved by the Board on August 15, 2023 as Ordinance no. 2023-045 Attachment B. This proposed text amendment undoes the amendment to Section 16.40.041(1)(A). Staff is requesting to amend the subject section back to the original text. Subsequently, staff will review boundary line adjustment regulations in their entirety in both Titles 16 and 17 and consider making recommended amendments at a future meeting. At their December 18, 2023 meeting, the Planning Advisory Commission (PAC) unanimously recommended the amendment be forwarded to the Board for consideration and approval. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Staff and PAC held one Public Hearing which was advertised according to the notification requirements of Title 15.07.030. Requested Action: Approval to set a Public Hearing for Tuesday, February 13, 2024 at 9:15 a.m. to consider amending Title 16 – Plats and Subdivisions Section 16.40.041(1)(A). Attachments: Ordinance PAC Staff Report ORDINANCE NUMBER __________ AMENDMENT TO MASON COUNTY CODE TITLE 16 ORDINANCE amending Mason County Code Title 16, Plats and Subdivisions. WHEREAS, under the authority of Chapter 58.17 RCW, Mason County has authority to regulate the process by which land is divided; and WHEREAS, the Mason County Board of County Commissioners made an amendment to Title 16, Section 16.40.041 (1)(A) relating to boundary line adjustments by Ordinance No. 2023-045 Att. B on August 15, 2023; and WHEREAS, the Planning Department proposed to amend the same section back to the original text to allow for further public comment in the future if it is amended again ; and WHEREAS, the Board of County Commissioners conducted a public hearing regarding Mason County Code Title 16, Plats and Subdivisions on February 13, 2024; and BE IT HEREBY ORDAINED, the Mason County Board of Commissioners hereby approves and ADOPTS amendments to the Mason County Code Title 16, Plats and Subdivisions as described in ATTACHMENT A. DATED this ____ day of _____________ 2024. ATTEST: ________________________________ McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief DPA BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ____________________________________ Randy Neatherlin, Chair ____________________________________ Kevin Shutty, Commissioner ____________________________________ Sharon Trask, Commissioner ATTACHMENT A Created: 2023-05-24 11:42:55 [EST] (Supp. No. 63, 5-23, Update 1) Page 1 of 1 16.40.041 Decision criteria. The review authority shall approve an application for a boundary line adjustment provided the following criteria are met: (1) The lots or parcels resulting after the boundary line adjustment shall meet all dimensional requirements specified for the applicable zone as set forth in the approved Title 17 and, if applicable, Chapter 8.52. (A) Boundary line adjustments in residentially zone property must meet the requirements of minimum and maximum lot sizes, as set forth in the approved Title 17, unless already legally non- conforming. (2) No lot, use, or structure is made nonconforming or more nonconforming than that which existed at the time of application, and subject to the provisions of the approved Title 17 and, if applicable, Chapter 8.52. (3) Will not diminish or impair existing or future drainage, water supply, sanitary sewage disposal (including on-site sewage disposal) or legal access. (4) All boundary line adjustments shall not result in any of the following: (A) Shall not result in the creation of any additional lot, tract, parcel, site, or division. (B) Shall not be reconfigured or adjusted in a way in which would render access for vehicles, utilities, fire protection, or existing easements impractical to serve their purpose. (5) A boundary line adjustment which includes out lots may be approved, provided that such tracts are intended for and restricted by covenant to a specified accessory use, such as for stormwater management, common area playground, or open space. 615 W. Alder Street ⧫ Shelton, WA 98584  360.427.9670 ext. 286 |  masoncountywa.gov MEETING OUTCOME REC. APPROVAL AYE _____ NAY _____ CONT. HEARING OTHER ___________ _________________ _________________ _________________ _________________ STAFF REPORT PROPOSED AMENDMENTS TITLE 1 6 Background Mason County Planning Department brought forth a text amendment to Title 16, chapter 16.40, section 16.40.041 (1)(A) in June of this year along with other amendments. The amendment was approved by the BOCC on August 15, 2023, as Ordinance No. 2023-045 Att. B. This proposed text amendment undoes the amendment to section 16.40.041 (1)(A). Discussion Staff requests to amend the subject section back to the original text. Subsequently, staff will review boundary line adjustment regulations in their entirety in both Titles 16 & 17 and consider making recommended amendments at a future meeting. RE: Public Hearing for considering amendments to Title 16 – Plats & Subdivisions related to boundary line adjustments (BLAs). Department: Community Development – Planning Staff Contact(s): Kell Rowen, DCD Director Ext. 286 or krowen@masoncountywa.gov Date: December 18, 2023 Meeting Type: Public Hearing Action Requested at this Meeting: PAC review of the proposed amendment and recommend approval to the Board of County Commissioners. Attachment(s): Proposed amendment to Title 16, chapter 16.40, section 16.40.041 (1)(A). 615 W. Alder Street ⧫ Shelton, WA 98584 2  360.427.9670 ext. 286 |  masoncountywa.gov STATE ENVIRONMENTAL POLICY ACT (SEPA) DETERMINATION This non-project action SEPA is exempt per WAC 197-11-800 (19)(b). PUBLIC NOTICE Public notice requirements per MCC Title 15.07.030. REQUESTED ACTION BY PAC Staff requests that the PAC and public review the proposed changes, provide any comments, and recommend approval to the BOCC. Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mike Collins Ext. 452 Department: Public Works Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.11 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Tolling Agreement for Great Bend and Cady Creek Culvert Replacement Projects on North Shore Road Background/Executive Summary: Public Works is required to get an after-the-fact permit from the Army Corp of Engineers for the Cady Creek (County Road Project 1995) and Great Bend (CRP 2021) culvert replacement projects on North Shore Road. In order for the permit application to be accepted by the Corp, the County must sign a Tolling Agreement for each project. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval for the County Engineer to sign the Tolling Agreement with the Army Corp of Engineers for the Cady Creek (County Road Project 1995) and Great Bend (CRP 2021) culvert replacement projects on North Shore Road. Attachments: Corps Letter Agreements DEPARTMENT OF THE ARMY U.S. ARMY CORPS OF ENGINEERS, SEATTLE DISTRICT 4735 EAST MARGINAL WAY SOUTH, BLDG 1202 SEATTLE, WA 98134-2388 CERTIFIED MAIL Regulatory Branch December 19, 2023 Erik Schwartz Mason County Public Works 100 West Public Works Drive Shelton, Washington 98584 Reference: NWS-2022-25 (Cady Creek) NWS-2022-27 (Great Bend) Mason County Public Works Dear Mr. Schwartz: My staff has reviewed the information contained in your letter of November 21, 2023, concerning two Mason County properties located near Belfair, Washington. You have not obtained the appropriate permits from the U.S. Army Corps of Engineers (Corps) which is a violation of Federal law. Federal law provides means whereby violators may be prosecuted. However, I have decided not to pursue prosecution at this time provided you complete one of the courses of action listed below. Failure to complete one of these actions may result in legal action, which could include an appropriate penalty. To resolve this violation, two courses of action are available to you: (1) voluntarily remove the fill, or (2) complete the application in process by obtaining an after-the-fact (ATF) permit authorization to retain the existing work. Also, our regulations require a signed tolling agreement before we can accept an ATF permit application. If you intend to obtain an ATF permit authorization, please review, sign, and return the enclosed Tolling Agreement for each project. If you have any questions regarding the tolling agreement, please contact our Office of Counsel at (206) 316-3130. - 2 - You must choose a course of action and inform us of your decision in writing within 30 days from the date of this letter. If you have any questions concerning your reply, please contact Mr. Joshua Taylor at joshua.r.taylor@usace.army.mil or at (360) 318- 3724. Sincerely, FOR Kathryn P. Sanborn, PhD, PE, PMP Colonel, Corps of Engineers District Commander Enclosure a. Tolling Agreement cc: Washington State Department of Ecology, ATTN: Federal Permit Coordinator (Via email ecyrefedpermits@ecy.wa.gov) 1 of 3 TOLLING AGREEMENT For Reference: NWS-2022-25; MasonCountyPW-CadyCreekMP6-92 WHEREAS, the United States of America, on behalf of the United States Army Corps of Engineers (Corps) may file a complaint against Mason County Public Works (“potential defendant(s)”) for, inter alia, alleged violations of Sections 301(a), 309, & 404 of the Clean Water Act (“CWA”), 33 U.S.C. Sections 1311(a), 1319, & 1344 and/or Section 9, 10, or 13 of the Rivers and Harbors Act of 1899, 33 U.S.C. Sections 401, 403, or 407, and/or Ocean Dumping Act Sections 101 and/or 103 (33 U.S.C. 1411, 1413), at a site commonly known as Parcel 222090060000 in Cady Creek at Belfair, Mason County, Washington. WHEREAS, the purpose of any such complaint would be to obtain appropriate injunctive relief and to impose appropriate civil or criminal penalties for potential defendant’(s) alleged violations of the statute(s) cited above; WHEREAS, the Corps accepted an after-the-fact (ATF) permit application from the potential defendant(s) in an attempt to settle the above claims; WHEREAS, both parties believe that their interests will best be served by continuing the ATF permit process without the disruption that might be occasioned should the United States file a complaint in the immediate future; AND WHEREAS both parties acknowledge the requirement found at 33 C.F.R. 331.11(c) for an applicant for an ATF permit to provide a signed tolling agreement; 2 of 3 THEREFORE, the United States and potential defendant(s) stipulate and agree as follows: 1. The United States and potential defendant(s) agree that the time between the acceptance by the Corps of the ATF permit application and the final Corps decision (as defined at 33 CFR 331.10), plus one year thereafter, will not be included in calculating any statute of limitations that might be applicable to the alleged statutory violation(s) described above. Potential defendants agree not to assert, plead, or raise in any fashion on behalf of any party, whether by answer, motion, or otherwise, any defense or avoidance based on the running of any statute of limitations that may apply during that period or any defense or avoidance based on laches or other principle concerning the timeliness of commencing a civil action, based on the failure of the United States to file its complaint during that period. 2. Potential defendants further agree not to transfer the property interest(s) in question during the pendency of this tolling agreement nor during the pendency of any civil action brought as described above, without first notifying the United States and giving the United States a reasonable opportunity to oppose such transfer. 3. Nothing in this tolling agreement shall restrict or otherwise prevent the United States from filing a complaint regarding any alleged statutory violation(s) not described above, at any time. 3 of 3 4. This tolling agreement does not constitute any admission of liability on the part of potential defendants; nor does it constitute any admission or acknowledgment on the part of the United States that any statute of limitations has run or that any statute of limitations is applicable to the statutory claims described above. 5. This tolling agreement contains the entire agreement between the parties, and no statement, promise or inducement made by any party to this agreement, or any agent of such parties, that is not set forth in this agreement shall be valid or binding. This tolling agreement may not be enlarged, modified or altered except in writing signed by the parties. This tolling agreement may be executed in counterparts. FOR the United States of America: Craig Juckniess DATE District Counsel Seattle District, U.S. Army Corps of Engineers FOR (“potential defendant(s)”): Mason County Public Works DATE 1 of 3 TOLLING AGREEMENT For Reference: NWS-2022-27; MasonCountyPW-GreatBend WHEREAS, the United States of America, on behalf of the United States Army Corps of Engineers (Corps) may file a complaint against Mason County Public Works (“potential defendant(s)”) for, inter alia, alleged violations of Sections 301(a), 309, & 404 of the Clean Water Act (“CWA”), 33 U.S.C. Sections 1311(a), 1319, & 1344 and/or Section 9, 10, or 13 of the Rivers and Harbors Act of 1899, 33 U.S.C. Sections 401, 403, or 407, and/or Ocean Dumping Act Sections 101 and/or 103 (33 U.S.C. 1411, 1413), at a site commonly known as Parcel 322290060000 in Great Bend Creek at Belfair, Mason County, Washington. WHEREAS, the purpose of any such complaint would be to obtain appropriate injunctive relief and to impose appropriate civil or criminal penalties for potential defendant’(s) alleged violations of the statute(s) cited above; WHEREAS, the Corps accepted an after-the-fact (ATF) permit application from the potential defendant(s) in an attempt to settle the above claims; WHEREAS, both parties believe that their interests will best be served by continuing the ATF permit process without the disruption that might be occasioned should the United States file a complaint in the immediate future; AND WHEREAS both parties acknowledge the requirement found at 33 C.F.R. 331.11(c) for an applicant for an ATF permit to provide a signed tolling agreement; 2 of 3 THEREFORE, the United States and potential defendant(s) stipulate and agree as follows: 1. The United States and potential defendant(s) agree that the time between the acceptance by the Corps of the ATF permit application and the final Corps decision (as defined at 33 CFR 331.10), plus one year thereafter, will not be included in calculating any statute of limitations that might be applicable to the alleged statutory violation(s) described above. Potential defendants agree not to assert, plead, or raise in any fashion on behalf of any party, whether by answer, motion, or otherwise, any defense or avoidance based on the running of any statute of limitations that may apply during that period or any defense or avoidance based on laches or other principle concerning the timeliness of commencing a civil action, based on the failure of the United States to file its complaint during that period. 2. Potential defendants further agree not to transfer the property interest(s) in question during the pendency of this tolling agreement nor during the pendency of any civil action brought as described above, without first notifying the United States and giving the United States a reasonable opportunity to oppose such transfer. 3. Nothing in this tolling agreement shall restrict or otherwise prevent the United States from filing a complaint regarding any alleged statutory violation(s) not described above, at any time. 3 of 3 4. This tolling agreement does not constitute any admission of liability on the part of potential defendants; nor does it constitute any admission or acknowledgment on the part of the United States that any statute of limitations has run or that any statute of limitations is applicable to the statutory claims described above. 5. This tolling agreement contains the entire agreement between the parties, and no statement, promise or inducement made by any party to this agreement, or any agent of such parties, that is not set forth in this agreement shall be valid or binding. This tolling agreement may not be enlarged, modified or altered except in writing signed by the parties. This tolling agreement may be executed in counterparts. FOR the United States of America: Craig Juckniess DATE District Counsel Seattle District, U.S. Army Corps of Engineers FOR (“potential defendant(s)”): Mason County Public Works DATE Mason County Agenda Request Form To: Board of Mason County Commissioners From: Todd Cannon Ext. 501 Department: Information Technology Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.12 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Munis Cloud Conversion Background/Executive Summary: Information Technology (IT) proposes migrating Munis Financials to the cloud platform aligning with Munis’ shift towards cloud-based delivery of new features and updates. This proactive approach eliminates the need for planned on-premises software upgrades and leverages the inherent benefits of cloud computing: →Reduced IT workload: frees IT staff from the burden of managing servers and underlying operating systems, enabling them to focus on higher-level tasks. →Enhanced system resilience: achieve improved redundancy and disaster recovery capabilities through cloud failover migration. →Maximized uptime: benefit from a dedicated team of support professionals continuously monitoring the system, minimizing downtime, and ensuring optimal performance. →Early access to innovation: gain access to the latest features and cloud-exclusive solutions, driving continuous improvement and efficiency. →Empowered remote work: facilitate seamless access for remote workers, enhancing collaboration and productivity. →Robust security: leverage Tyler Technology’s annual penetration testing of all systems for validated and heightened security posture. Budget Impact (amount, funding source, budget amendment): Annual cost of migration is approximately $85,000 which has been incorporated into the IT budget through a rate adjustment. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval for the County Administrator to sign the Tyler Technology’s Software as a Service Agreement to migrate Munis Financials to a cloud-based platform. Attachments: Contract 1 SOFTWARE AS A SERVICE AGREEMENT This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client. WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment Summary, including providing Client with access to Tyler’s proprietary software products, and Tyler desires to provide such products and services under the terms of this Agreement; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows: SECTION A – DEFINITIONS • “Agreement” means this Software as a Service Agreement. • “Business Travel Policy” means our business travel policy. A copy of our current Business Travel Policy is attached as Schedule 1 to Exhibit B. • “Client” means the Entity identified in Exhibit A. • “Data” means your data necessary to utilize the Tyler Software. • “Data Storage Capacity” means the contracted amount of storage capacity for your Data identified in the Investment Summary. • “Defect” means a failure of the Tyler Software to substantially conform to the functional descriptions set forth in our written proposal to you, or their functional equivalent. Future functionality may be updated, modified, or otherwise enhanced through our maintenance and support services, and the governing functional descriptions for such future functionality will be set forth in our then-current Documentation. • “Defined Users” means the number of users that are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified in the Investment Summary. If Exhibit A contains Enterprise Permitting & Licensing labeled software, defined users mean the maximum number of named users that are authorized to use the Enterprise Permitting & Licensing labeled modules as indicated in the Investment Summary. • “Developer” means a third party who owns the intellectual property rights to Third Party Software. • “Documentation” means any online or written documentation related to the use or functionality of the Tyler Software that we provide or otherwise make available to you, including instructions, user guides, manuals and other training or self-help documentation. • “Effective Date” means the date by which both your and our authorized representatives have signed the Agreement. • “Force Majeure” means an event beyond the reasonable control of you or us, including, without limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other cause that could not with reasonable diligence be foreseen or prevented by you or us. • “Investment Summary” means the agreed upon cost proposal for the products and services attached as Exhibit A. 2 • “Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B. • “Order Form” means an ordering document that includes a quote or investment summary and specifying the items to be provided by Tyler to Client, including any addenda and supplements thereto. • “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary. • “SaaS Services” means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software, and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting or other professional services. • “SLA” means the service level agreement. A copy of our current SLA is attached hereto as Exhibit C. • “Statement of Work” means the industry standard implementation plan describing how our professional services will be provided to implement the Tyler Software, and outlining your and our roles and responsibilities in connection with that implementation. The Statement of Work is attached as Exhibit E. • “Support Call Process” means the support call process applicable to all of our customers who have licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1 to Exhibit C. • “Third Party Hardware” means the third party hardware, if any, identified in the Investment Summary. • “Third Party Products” means the Third Party Software and Third Party Hardware. • “Third Party SaaS Services” means software as a service provided by a third party, if any, identified in the Investment Summary. • “Third Party Services” means the third party services, if any, identified in the Investment Summary. • “Third Party Software” means the third party software, if any, identified in the Investment Summary. • “Third Party Terms” means, if any, the end user license agreement(s) or similar terms for the Third Party Products or other parties’ products or services, as applicable, and attached or indicated at Exhibit D. • “Tyler” means Tyler Technologies, Inc., a Delaware corporation. • “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement. • “we”, “us”, “our” and similar terms mean Tyler. • “you” and similar terms mean Client. SECTION B – SAAS SERVICES 1. Rights Granted. We grant to you the non-exclusive, non-assignable limited right to use the SaaS Services solely for your internal business purposes for the number of Defined Users only. The Tyler Software will be made available to you according to the terms of the SLA. You acknowledge that we have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software, 3 as further described in Section C(9). The foregoing notwithstanding, to the extent we have sold you perpetual licenses for Tyler Software, if and listed in the Investment Summary, for which you are receiving SaaS Services, your rights to use such Tyler Software are perpetual, subject to the terms and conditions of this Agreement including, without limitation, Section B(4). We will make any such software available to you for download. 2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our Invoicing and Payment Policy. The SaaS Fees are based on the number of Defined Users and amount of Data Storage Capacity. You may add additional users or additional data storage capacity on the terms set forth in Section H(1). In the event you regularly and/or meaningfully exceed the Defined Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate with the overage(s). 3. Ownership. 3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software, and anything developed by us under this Agreement. You do not acquire under this Agreement any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services. 3.2 The Documentation is licensed to you and may be used and copied by your employees for internal, non-commercial reference purposes only. 3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that except to the extent necessary to carry out our obligations contained in this Agreement, we do not create or endorse any Data used in connection with the SaaS Services. 4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS Services available in any manner to any third party for use in the third party’s business operations; (b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a third party in building or supporting, products or services competitive to us; or (d) license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation available to any third party other than as expressly permitted by this Agreement. 5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the term of this Agreement. If the Tyler Software does not perform as warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the maintenance and support process set forth in Section C(9), below, the SLA and our then current Support Call Process. 6. SaaS Services. 6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA’s Statement on Standards for Attestation Engagements (“SSAE”) No. 21. We have attained, and will maintain, SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS Services. The scope of audit coverage varies for some Tyler Software solutions. Upon execution of a mutually agreeable Non-Disclosure Agreement (“NDA”), we will provide you with a 4 summary of our compliance report(s) or its equivalent. Every year thereafter, for so long as the NDA is in effect and in which you make a written request, we will provide that same information. If our SaaS Services are provided using a 3rd party data center, we will provide available compliance reports for that data center. 6.2 You will be hosted on shared hardware in a Tyler data center or in a third-party data center. In either event, databases containing your Data will be dedicated to you and inaccessible to our other customers. 6.3 Our Tyler data centers have fully-redundant telecommunications access, electrical power, and the required hardware to provide access to the Tyler Software in the event of a disaster or component failure. In the event of a data center failure, we reserve the right to employ our disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a Recovery Point Objective (“RPO”) of 24 hours and a Recovery Time Objective (“RTO”) of 24 hours. RPO represents the maximum duration of time between the most recent recoverable copy of your hosted Data and subsequent data center failure. RTO represents the maximum duration of time following data center failure within which your access to the Tyler Software must be restored. 6.4 We conduct annual penetration testing of either the production network and/or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. We will provide you with a written or electronic record of the actions taken by us in the event that any unauthorized access to your database(s) is detected as a result of our security protocols. We will undertake an additional security audit, on terms and timing to be mutually agreed to by the parties, at your written request. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software. Unauthorized attempts to access files, passwords or other confidential information, and unauthorized vulnerability and penetration test scanning of our network and systems (hosted or otherwise) is prohibited without the prior written approval of our IT Security Officer. 6.5 We test our disaster recovery plan on an annual basis. Our standard test is not client-specific. Should you request a client-specific disaster recovery test, we will work with you to schedule and execute such a test on a mutually agreeable schedule. At your written request, we will provide test results to you within a commercially reasonable timeframe after receipt of the request. 6.6 We will be responsible for importing back-up and verifying that you can log-in. You will be responsible for running reports and testing critical processes to verify the returned Data. 6.7 We provide secure Data transmission paths between each of your workstations and our servers. 6.8 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other visitors to Tyler data centers must be signed in and accompanied by authorized personnel. Entry attempts to the data center are regularly audited by internal staff and external auditors to ensure no unauthorized access. 6.9 Where applicable with respect to our applications that take or process card payment data, we 5 are responsible for the security of cardholder data that we possess, including functions relating to storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and have performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https://www.tylertech.com/about- us/compliance, and in the event of any change in our status, will comply with applicable notice requirements. SECTION C – PROFESSIONAL SERVICES 1. Professional Services. We will provide you the various implementation-related services itemized in the Investment Summary and described in the Statement of Work. 2. Professional Services Fees. You agree to pay us the professional services fees in the amounts set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy. You acknowledge that the fees stated in the Investment Summary are good-faith estimates of the amount of time and materials required for your implementation. We will bill you the actual fees incurred based on the in-scope services provided to you. Any discrepancies in the total values set forth in the Investment Summary will be resolved by multiplying the applicable hourly rate by the quoted hours. 3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the scope of services and related costs (including programming and/or interface estimates) required for the project based on our understanding of the specifications you supplied. If additional work is required, or if you use or request additional services, we will provide you with an addendum or change order, as applicable, outlining the costs for the additional work. The price quotes in the addendum or change order will be valid for thirty (30) days from the date of the quote. 4. Cancellation. If travel is required, we will make all reasonable efforts to schedule travel for our personnel, including arranging travel reservations, at least two (2) weeks in advance of commitments. Therefore, if you cancel services less than two (2) weeks in advance (other than for Force Majeure or breach by us), you will be liable for all (a) non-refundable expenses incurred by us on your behalf, and (b) daily fees associated with cancelled professional services if we are unable to reassign our personnel. We will make all reasonable efforts to reassign personnel in the event you cancel within two (2) weeks of scheduled commitments. 5. Services Warranty. We will perform the services in a professional, workmanlike manner, consistent with industry standards. In the event we provide services that do not conform to this warranty, we will re-perform such services at no additional cost to you. 6. Site Access and Requirements. At no cost to us, you agree to provide us with full and free access to your personnel, facilities, and equipment as may be reasonably necessary for us to provide implementation services, subject to any reasonable security protocols or other written policies provided to us as of the Effective Date, and thereafter as mutually agreed to by you and us. 7. Background Checks. For at least the past twelve (12) years, all of our employees have undergone criminal background checks prior to hire. All employees sign our confidentiality agreement and 6 security policies. 8. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative process requiring the time and resources of your personnel. You agree to use all reasonable efforts to cooperate with and assist us as may be reasonably required to meet the agreed upon project deadlines and other milestones for implementation. This cooperation includes at least working with us to schedule the implementation-related services outlined in this Agreement. We will not be liable for failure to meet any deadlines and milestones when such failure is due to Force Majeure or to the failure by your personnel to provide such cooperation and assistance (either through action or omission). 9. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process, we will: 9.1 perform our maintenance and support obligations in a professional, good, and workmanlike manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to any applicable release life cycle policy); 9.2 provide support during our established support hours; 9.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third Party Software, if any, in order to provide maintenance and support services; 9.4 make available to you all releases to the Tyler Software (including updates and enhancements) that we make generally available without additional charge to customers who have a maintenance and support agreement in effect; and 9.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with any applicable release life cycle policy. We will use all reasonable efforts to perform support services remotely. Currently, we use a third-party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. Therefore, you agree to maintain a high-speed internet connection capable of connecting us to your PCs and server(s). You agree to provide us with a login account and local administrative privileges as we may reasonably require to perform remote services. We will, at our option, use the secure connection to assist with proper diagnosis and resolution, subject to any reasonably applicable security protocols. If we cannot resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be responsible for our travel expenses, unless it is determined that the reason onsite support was required was a reason outside our control. Either way, you agree to provide us with full and free access to the Tyler Software, working space, adequate facilities within a reasonable distance from the equipment, and use of machines, attachments, features, or other equipment reasonably necessary for us to provide the maintenance and support services, all at no charge to us. We strongly recommend that you also maintain your VPN for backup connectivity purposes. For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design; (c) other consulting services; or (d) support outside our normal business hours as listed in our then- 7 current Support Call Process. Requested services such as those outlined in this section will be billed to you on a time and materials basis at our then current rates. You must request those services with at least one (1) weeks’ advance notice. SECTION D – THIRD PARTY PRODUCTS 1. Third Party Hardware. We will sell, deliver, and install onsite the Third Party Hardware, if you have purchased any, for the price set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy. 2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party Software and related documentation for internal business purposes only. Your rights to the Third Party Software will be governed by the Third Party Terms. 3. Third Party Products Warranties. 3.1 We are authorized by each Developer to grant access to the Third Party Software. 3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware. 3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products. 4. Third Party Services. If you have purchased Third Party Services, those services will be provided independent of Tyler by such third-party at the rates set forth in the Investment Summary and in accordance with our Invoicing and Payment Policy. SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES 1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in the Investment Summary per our Invoicing and Payment Policy, subject to Section E(2). 2. Invoice Disputes. If you believe any delivered software or service does not conform to the warranties in this Agreement, you will provide us with written notice within thirty (30) days of your receipt of the applicable invoice. The written notice must contain reasonable detail of the issues you contend are in dispute so that we can confirm the issue and respond to your notice with either a justification of the invoice, an adjustment to the invoice, or a proposal addressing the issues presented in your notice. We will work with you as may be necessary to develop an action plan that outlines reasonable steps to be taken by each of us to resolve any issues presented in your notice. You may withhold payment of the amount(s) actually in dispute, and only those amounts, until we complete the action items outlined in the plan. If we are unable to complete the action items outlined in the action plan because of your failure to complete the items agreed to be done by you, then you will remit full payment of the invoice. We reserve the right to suspend delivery of all SaaS Services, including maintenance and support services, if you fail to pay an invoice not disputed as described above within fifteen (15) days of notice of our intent to do so. 8 SECTION F – TERM AND TERMINATION 1. Term. The initial term of this Agreement is equal to the number of years indicated for SaaS Services in Exhibit A, commencing on the first day of the first month following the Effective Date, unless earlier terminated as set forth below. If no duration is indicated in Exhibit A, the initial term is one (1) year. Upon expiration of the initial term, this Agreement will renew automatically for additional one (1) year renewal terms at our then-current SaaS Fees unless terminated in writing by either party at least sixty (60) days prior to the end of the then-current renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at the end of this Agreement. 2. Termination. This Agreement may be terminated as set forth below. In the event of termination, you will pay us for all undisputed fees and expenses related to the software, products, and/or services you have received, or we have incurred or delivered, prior to the effective date of termination. Disputed fees and expenses in all terminations other than your termination for cause must have been submitted as invoice disputes in accordance with Section E(2). 2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may discontinue the SaaS Services and deny your access to the Tyler Software. We may also terminate this Agreement if you don’t cure such failure to pay within forty-five (45) days of receiving written notice of our intent to terminate. 2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section H(3). You may terminate this Agreement for cause in the event we do not cure, or create a mutually agreeable action plan to address, a material breach of this Agreement within the thirty (30) day window set forth in Section H(3). 2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event suspends performance of the SaaS Services for a period of forty-five (45) days or more. 2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty (30) days written notice to us. You will not be entitled to a refund or offset of previously paid, but unused SaaS Fees. You agree not to use termination for lack of appropriations as a substitute for termination for convenience. SECTION G – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE 1. Intellectual Property Infringement Indemnification. 1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 9 1.2 Our obligations under this Section G(1) will not apply to the extent the claim or adverse final judgment is based on your use of the Tyler Software in contradiction of this Agreement, including with non-licensed third parties, or your willful infringement. 1.3 If we receive information concerning an infringement or misappropriation claim related to the Tyler Software, we may, at our expense and without obligation to do so, either: (a) procure for you the right to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a functional equivalent, in which case you will stop running the allegedly infringing Tyler Software immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler Software consistent with the terms of this Agreement. 1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a functional equivalent. This section provides your exclusive remedy for third party copyright, patent, or trademark infringement and trade secret misappropriation claims. 2. General Indemnification. 2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent caused by our negligence or willful misconduct; or (b) our violation of PCI-DSS requirements or a law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense. 2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense. 3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. CLIENT UNDERSTANDS AND AGREES THAT TYLER DISCLAIMS ANY LIABILITY FOR ERRORS THAT RELATE TO USER ERROR. 4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT, OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED ON A THEORY OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO 10 YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (A) DURING THE INITIAL TERM, AS SET FORTH IN SECTION F(1), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL TERM, THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS G(1) AND G(2). 5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request. SECTION H – GENERAL TERMS AND CONDITIONS 1. Additional Products and Services. You may purchase additional products and services at the rates set forth in the Investment Summary for twelve (12) months from the Effective Date by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12) months have expired, you may purchase additional products and services at our then-current list price, also by executing a mutually agreed addendum. The terms of this Agreement will control any such additional purchase(s), unless otherwise specifically provided in the addendum. 2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will be valid for twelve (12) months from the Effective Date. 3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes, including, if requested by either party, appointing a senior representative to meet and engage in good faith negotiations with our appointed senior representative. Senior representatives will convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All meetings and discussions between senior representatives will be deemed confidential settlement discussions not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If we fail to resolve the dispute, then the parties shall participate in non-binding mediation in an effort to resolve the dispute. If the dispute remains unresolved after mediation, then either of us may assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this section shall prevent you or us from seeking necessary injunctive relief during the dispute resolution procedures. 11 4. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation, sales, use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt certificate. Otherwise, we will pay all applicable taxes to the proper authorities and you will reimburse us for such taxes. If you have a valid direct-pay permit, you agree to provide us with a copy. For clarity, we are responsible for paying our income taxes, both federal and state, as applicable, arising from our performance of this Agreement. 5. Nondiscrimination. We will not discriminate against any person employed or applying for employment concerning the performance of our responsibilities under this Agreement. This discrimination prohibition will apply to all matters of initial employment, tenure, and terms of employment, or otherwise with respect to any matter directly or indirectly relating to employment concerning race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that is unrelated to the individual's ability to perform the duties of a particular job or position, height, weight, marital status, or political affiliation. We will post, where appropriate, all notices related to nondiscrimination as may be required by applicable law. 6. E-Verify. We have complied, and will comply, with the E-Verify procedures administered by the U.S. Citizenship and Immigration Services Verification Division for all of our employees assigned to your project. 7. Subcontractors. We will not subcontract any services under this Agreement without your prior written consent, not to be unreasonably withheld. 8. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets. 9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the party whose performance is delayed provides the other party with written notice explaining the cause and extent thereof, as well as a request for a reasonable time extension equal to the estimated duration of the Force Majeure event. 10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement. This provision does not affect the rights of third parties under any Third Party Terms. 11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party. 12 12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will be considered valid and enforceable to the fullest extent permitted by law. 13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either party, such non-enforcement will not act as or be deemed to act as a waiver or modification of this Agreement, nor will such non-enforcement prevent such party from enforcing each and every term of this Agreement thereafter. 14. Independent Contractor. We are an independent contractor for all purposes under this Agreement. 15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party. 16. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and promotional materials. 17. Confidentiality. Both parties recognize that their respective employees and agents, in the course of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities, including the parties. Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, personal identifying information (e.g., social security numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: (a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents; (b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; (c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. 18. Quarantining of Client Data. Some services provided by Tyler require us to be in possession of your Data. In the event we detect malware or other conditions associated with your Data that are 13 reasonably suspected of putting Tyler resources or other Tyler clients’ data at risk, we reserve the absolute right to move your Data from its location within a multi-tenancy Tyler hosted environment to an isolated “quarantined” environment without advance notice. Your Data will remain in such quarantine for a period of at least six (6) months during which time we will review the Data, and all traffic associated with the Data, for signs of malware or other similar issues. If no issues are detected through such reviews during the six (6) month period of quarantine, we will coordinate with you the restoration of your Data to a non-quarantined environment. In the event your Data must remain in quarantine beyond this six (6) month period through no fault of Tyler’s, we reserve the right to require payment of additional fees for the extended duration of quarantine. We will provide an estimate of what those costs will be upon your request. 19. Business License. In the event a local business license is required for us to perform services hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact information so that we may timely obtain such license. 20. Governing Law. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law. 21. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple originals, any of which will be independently treated as an original document. Any electronic, faxed, scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment hereto will be deemed an original signature and will be fully enforceable as if an original signature. Each party represents to the other that the signatory set forth below is duly authorized to bind that party to this Agreement. 22. Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve the right to negotiate and customize the terms and conditions set forth herein, including but not limited to pricing, to the scope and circumstances of that cooperative procurement. 23. Data & Insights Solution Terms. Your use of certain Tyler solutions includes Tyler’s Data & Insights data platform. Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights data platform is subject to the Data & Insights SaaS Services Terms of Service, available at https://www.tylertech.com/terms/data-insights-saas-services-terms-of-service. By signing a Tyler Agreement or Order Form, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, you certify that you have reviewed, understand, and agree to said terms. 24. Contract Documents. This Agreement includes the following exhibits: Exhibit A Investment Summary Exhibit B Invoicing and Payment Policy Schedule 1: Business Travel Policy Exhibit C Service Level Agreement Schedule 1: Support Call Process Exhibit D Third Party Terms Schedule 1: Hyperlinked Terms 14 IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as of the date(s) set forth below. Tyler Technologies, Inc. Client By: By: Name: Name: Title: Title: Date: Date: Address for Notices: Address for Notices: Tyler Technologies, Inc. Client Name in Exhibit A One Tyler Drive Client Address in Exhibit A Yarmouth, ME 04096 Attention: Chief Legal Officer Attention: ______________________________ Exhibit A 1 Exhibit A Investment Summary The following Investment Summary details the software and services to be delivered by us to you under the Agreement. This Investment Summary is effective as of the Effective Date, despite any expiration date in the Investment Summary that may have lapsed as of the Effective Date. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. In the event of conflict between the Agreement and terms in the Comments section of this Investment Summary, the language in the Agreement will prevail. Tyler sales quotation follows this page. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 2023-405884-F5Z0M6 CONFIDENTIAL Page 1 Quoted By:Christina Young Quote Expiration:11/13/23 Quote Name:Mason County-ERP-SaaS Flip - EERP Quote Description: SaaS Flip - EERP Saas Term 1.00 Sales Quotation For: Mason County PO Box 429 Shelton WA 985840429 Phone: +1 (360) 427-9670 Tyler SaaS and Related Services Description Qty Imp. Hours Annual Fee Financial Management Accounting/GL/BG/AP 1 0 $ 5,902.00 Capital Assets 1 0 $ 2,258.00 Cash Management 1 0 $ 1,411.00 Contract Management 1 0 $ 899.00 Project & Grant Accounting 1 0 $ 1,694.00 Purchase Orders 1 0 $ 2,258.00 Human Resources Management HR Management 1 0 $ 3,952.00 Payroll w/ESS 1 0 $ 8,527.00 Recruiting 1 0 $ 1,411.00 Revenue Management Accounts Receivable 1 0 $ 1,976.00 General Billing 1 0 $ 847.00 Content Management Content Manager Core includes Onboarding 1 0 $ 3,739.00 2023-405884-F5Z0M6 CONFIDENTIAL Page 2 Data Insights Open Finance 1 0 $ 10,000.00 Role Tailored Dashboard 1 0 $ 1,411.00 Tyler Reporting Services ( Microsoft SQL Server )1 0 $ 3,043.00 Additional Enterprise ERP Office 1 0 $ 1,411.00 Enterprise Forms Processing (including Common Form Set)1 0 $ 4,093.00 Subscription Fees Concurrent Users 30 0 $ 30,000.00 TOTAL 0 $ 84,832.00 Professional Services Description Quantity Unit Price Ext Discount Extended Price Maintenance Project Planning Services 1 $ 5,000.00 $ 0.00 $ 5,000.00 $ 0.00 TOTAL $ 5,000.00 $ 0.00 Summary One Time Fees Recurring Fees Total Tyler License Fees $ 0.00 $ 0.00 Total SaaS $ 0.00 $ 84,832.00 Total Tyler Services $ 5,000.00 $ 0.00 Total Third-Party Hardware, Software, Services $ 0.00 $ 0.00 Summary Total $ 5,000.00 $ 84,832.00 Contract Total $ 89,832.00 2023-405884-F5Z0M6 CONFIDENTIAL Page 3 Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later. Customer Approval:Date: Print Name:P.O.#: All Primary values quoted in US Dollars Comments Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: •License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when Tyler makes such software available for download by the Client; •Fees for hardware are invoiced upon delivery; •Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; •Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement. •Fees for services included in this sales quotation shall be invoiced as indicated below. •Implementation and other professional services fees shall be invoiced as delivered. •Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module. •Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion module, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion module. •Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. 2023-405884-F5Z0M6 CONFIDENTIAL Page 4 Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. •If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. •Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. Unless otherwise indicated on this Sales quotation, annual services will be invoiced in advance, for annual terms commencing on the date this sales quotation is signed by the Client. If listed annual service(s) is an addition to the same service presently existing under the Agreement, the first term of the added annual service will be prorated to expire coterminous with the existing annual term for the service, with renewals to occur as indicated in the Agreement. •Expenses associated with onsite services are invoiced as incurred. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these factors. Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly. Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy. Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost. In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel. The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler. Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments. Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users. Content Manager Core includes up to 1TB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $5,000 per TB. 2023-405884-F5Z0M6 CONFIDENTIAL Page 5 Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G. General Billing library includes: standard invoice, standard statement, standard general billing receipt and standard miscellaneous receipt. Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights SaaS Services, or certain Tyler solutions which include Tyler’s Data & Insights data platform, are subject to the Terms of Services, available at https://www.tylertech.com/terms/data-insights-saas-services- terms-of-service. By signing this sales quotation, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, you certify that you have reviewed, understand, and agree to said terms. Tyler's form library prices are based on the actual form quantities listed, and assume the forms will be provided according to the standard Enterprise ERP form template. Any forms in addition to the quoted amounts and types, including custom forms or forms that otherwise require custom programming, are subject to an additional fee. Please also note that use of the Tyler Forms functionality requires the use of approved printers as well. You may contact Tyler's support team for the most current list of approved printers. Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers. Payroll library includes: standard PR check, standard direct deposit, standard vendor from payroll check, standard vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R. In the event Client acquires from Tyler any edition of Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Content Manager software with non-Tyler applications, Client must purchase or upgrade to Content Manager Enterprise Edition. Exhibit B 1 Exhibit B Invoicing and Payment Policy We will provide you with the software and services set forth in the Investment Summary of the Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. Invoicing: We will invoice you for the applicable software and services in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement. 1. SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the initial term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual SaaS fees will be at our then-current rates. 2. Other Tyler Software and Services. 2.1 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary. 2.2 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of the Best Practice Recommendations, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis. 2.3 Conversions: Fixed-fee conversions are invoiced 50% upon initial delivery of the converted Data, by conversion option, and 50% upon Client acceptance to load the converted Data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis. 2.4 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications after the 30-day window has passed. You may still report Defects to us as set forth in this Agreement. 2.5 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates set forth in the Investment Summary. For the avoidance of doubt, where “Project Planning Services” are provided, payment will be due upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be billed monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. 2.6 Annual Services: Unless otherwise indicated in this Exhibit B, fees for annual services are due annually, in advance, commencing on the availability of the service. Your annual fees for the Exhibit B 2 initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual fees will be at our then-current rates. 3. Third Party Products and Hardware. 3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when we make it available to you for downloading. 3.2 Third Party Software Maintenance: The first year maintenance for the Third Party Software is invoiced when we make it available to you for downloading. Subsequent annual maintenance fees for Third Party Software are invoiced annually, in advance, at then- current rates, upon each anniversary thereof. 3.3 Hardware: Third Party Hardware costs, if any, are invoiced upon delivery. 3.4 Hardware Maintenance: The first year maintenance fee for Hardware is invoiced upon delivery of the hardware. Subsequent annual maintenance fees for hardware are invoiced annually, in advance, at then-current rates, upon each anniversary thereof. 3.5 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along with applicable expenses, at the rates set forth in the Investment Summary. For the avoidance of doubt, Finite Matters will invoice Client directly for any services fees for Pattern Stream. 3.6 Third Party SaaS: Third Party SaaS Services fees, if any, are invoiced annually, in advance, commencing with availability of the respective Third Party SaaS Services. Pricing for the first year of Third Party SaaS Services is indicated in the Investment Summary. Pricing for subsequent years will be at the respective third party’s then-current rates. 4. Transaction Fees. Unless paid directly by an end user at the time of transaction, per transaction (call, message, etc.) fees are invoiced on a quarterly basis. Fees are indicated in the Investment Summary and may be increased by Tyler upon notice of no less than thirty (30) days. 5. Expenses. The service rates in the Investment Summary do not include travel expenses. Expenses for Tyler delivered services will be billed as incurred and only in accordance with our then-current Business Travel Policy, plus a 10% travel agency processing fee. Our current Business Travel Policy is attached to this Exhibit B as Schedule 1. Copies of receipts will be provided upon request; we reserve the right to charge you an administrative fee depending on the extent of your requests. Receipts for miscellaneous items less than twenty-five dollars and mileage logs are not available. 6. Credit for Prepaid Maintenance and Support Fees for Tyler Software. Client will receive a credit for the maintenance and support fees prepaid for the Tyler Software for the time period commencing on the first day of the SaaS Term. Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We prefer to receive payments electronically. Our electronic payment information is available by contacting AR@tylertech.com. Exhibit B Schedule 1 1 Exhibit B Schedule 1 - Business Travel Policy 1. Air Travel A. Reservations & Tickets The Travel Management Company (TMC) used by Tyler will provide an employee with a direct flight within two hours before or after the requested departure time, assuming that flight does not add more than three hours to the employee’s total trip duration and the fare is within $100 (each way) of the lowest logical fare. If a net savings of $200 or more (each way) is possible through a connecting flight that is within two hours before or after the requested departure time and that does not add more than three hours to the employee’s total trip duration, the connecting flight should be accepted. Employees are encouraged to make advanced reservations to take full advantage of discount opportunities. Employees should use all reasonable efforts to make travel arrangements at least two (2) weeks in advance of commitments. A seven (7) day advance booking requirement is mandatory. When booking less than seven (7) days in advance, management approval will be required. Except in the case of international travel where a segment of continuous air travel is six (6) or more consecutive hours in length, only economy or coach class seating is reimbursable. Employees shall not be reimbursed for “Basic Economy Fares” because these fares are non-refundable and have many restrictions that outweigh the cost-savings. B. Baggage Fees Reimbursement of personal baggage charges are based on trip duration as follows: • Up to five (5) days = one (1) checked bag • Six (6) or more days = two (2) checked bags Baggage fees for sports equipment are not reimbursable. 2. Ground Transportation A. Private Automobile Mileage Allowance – Business use of an employee’s private automobile will be reimbursed at the Exhibit B Schedule 1 2 current IRS allowable rate, plus out of pocket costs for tolls and parking. Mileage will be calculated by using the employee's office as the starting and ending point, in compliance with IRS regulations. Employees who have been designated a home office should calculate miles from their home. B. Rental Car Employees are authorized to rent cars only in conjunction with air travel when cost, convenience, and the specific situation reasonably require their use. When renting a car for Tyler business, employees should select a “mid-size” or “intermediate” car. “Full” size cars may be rented when three or more employees are traveling together. Tyler carries leased vehicle coverage for business car rentals; except for employees traveling to Alaska and internationally (excluding Canada), additional insurance on the rental agreement should be declined. C. Public Transportation Taxi or airport limousine services may be considered when traveling in and around cities or to and from airports when less expensive means of transportation are unavailable or impractical. The actual fare plus a reasonable tip (15-18%) are reimbursable. In the case of a free hotel shuttle to the airport, tips are included in the per diem rates and will not be reimbursed separately. D. Parking & Tolls When parking at the airport, employees must use longer term parking areas that are measured in days as opposed to hours. Park and fly options located near some airports may also be used. For extended trips that would result in excessive parking charges, public transportation to/from the airport should be considered. Tolls will be reimbursed when receipts are presented. 3. Lodging Tyler’s TMC will select hotel chains that are well established, reasonable in price, and conveniently located in relation to the traveler's work assignment. Typical hotel chains include Courtyard, Fairfield Inn, Hampton Inn, and Holiday Inn Express. If the employee has a discount rate with a local hotel, the hotel reservation should note that discount and the employee should confirm the lower rate with the hotel upon arrival. Employee memberships in travel clubs such as AAA should be noted in their travel profiles so that the employee can take advantage of any lower club rates. “No shows” or cancellation fees are not reimbursable if the employee does not comply with the hotel’s cancellation policy. Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed separately. Employees are not authorized to reserve non-traditional short-term lodging, such as Airbnb, VRBO, and HomeAway. Employees who elect to make such reservations shall not be reimbursed. Exhibit B Schedule 1 3 4. Meals and Incidental Expenses Employee meals and incidental expenses while on travel status within the continental U.S. are in accordance with the federal per diem rates published by the General Services Administration. Incidental expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem. Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided separately by the Department of State and will be determined as required. A. Overnight Travel For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a trip are governed as set forth below. Departure Day Depart before 12:00 noon Lunch and dinner Depart after 12:00 noon Return Day Dinner Return before 12:00 noon Breakfast Return between 12:00 noon & 7:00 p.m. Breakfast and lunch Return after 7:00 p.m.* Breakfast, lunch and dinner *7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner. The reimbursement rates for individual meals are calculated as a percentage of the full day per diem as follows: Breakfast 15% Lunch 25% Dinner 60% B. Same Day Travel Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim lunch on an expense report. Employees on same day travel status are eligible to claim dinner in the event they return home after 7:00 p.m.* *7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner. 5. Internet Access – Hotels and Airports Exhibit B Schedule 1 4 Employees who travel may need to access their e-mail at night. Many hotels provide free high speed internet access and Tyler employees are encouraged to use such hotels whenever possible. If an employee’s hotel charges for internet access it is reimbursable up to $10.00 per day. Charges for internet access at airports are not reimbursable. 6. International Travel All international flights with the exception of flights between the U.S. and Canada should be reserved through TMC using the “lowest practical coach fare” with the exception of flights that are six (6) or more consecutive hours in length. In such event, the next available seating class above coach shall be reimbursed. When required to travel internationally for business, employees shall be reimbursed for photo fees, application fees, and execution fees when obtaining a new passport book, but fees related to passport renewals are not reimbursable. Visa application and legal fees, entry taxes and departure taxes are reimbursable. The cost of vaccinations that are either required for travel to specific countries or suggested by the U.S. Department of Health & Human Services for travel to specific countries, is reimbursable. Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to this section. Exhibit C 1 Exhibit C SERVICE LEVEL AGREEMENT I. Agreement Overview This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels that we will provide to you to ensure the availability of the application services that you have requested us to provide. All other support services are documented in the Support Call Process. This SLA does not apply to any Third Party SaaS Services. All other support services are documented in the Support Call Process. II. Definitions. Except as defined below, all defined terms have the meaning set forth in the Agreement. Actual Attainment: The percentage of time the Tyler Software is available during a calendar month, calculated as follows: (Service Availability – Downtime) ÷ Service Availability. Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or omissions of any of your service users or third-party providers over whom we exercise no control. Downtime: Those minutes during Service Availability, as defined below, when all users cannot launch, login, search or save primary data in the Tyler Software. Downtime does not include those instances in which only a Defect is present. Emergency Maintenance Window: (1) maintenance that is required to patch a critical security vulnerability; (2) maintenance that is required to prevent an imminent outage of Service Availability; or (3) maintenance that is mutually agreed upon in writing by Tyler and the Client. Planned Downtime: Downtime that occurs during a Standard or Emergency Maintenance window. Service Availability: The total number of minutes in a calendar month that the Tyler Software is capable of receiving, processing, and responding to requests, excluding Planned Downtime, Client Error Incidents, denial of service attacks and Force Majeure. Service Availability only applies to Tyler Software being used in the live production environment. Standard Maintenance: Routine maintenance to the Tyler Software and infrastructure. Standard Maintenance is limited to five (5) hours per week. III. Service Availability a. Your Responsibilities Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support case number. b. Our Responsibilities Exhibit C 2 When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of Planned Downtime, a Client Error Incident, denial of service attack or Force Majeure). We will also work with you to resume normal operations. c. Client Relief Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief Schedule found below. Your relief credit is calculated as a percentage of the SaaS Fees paid for the calendar month. In order to receive relief credits, you must submit a request through one of the channels listed in our Support Call Process within fifteen days (15) of the end of the applicable month. We will respond to your relief request within thirty (30) day(s) of receipt. The total credits confirmed by us will be applied to the SaaS Fee for the next billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the problem which created the service interruption. Credits are only payable when Actual Attainment results in eligibility for credits in consecutive months and only for such consecutive months. Client Relief Schedule Actual Attainment Client Relief 99.99% - 98.00% Remedial action will be taken 97.99% - 95.00% 4% Below 95.00% 5% IV. Maintenance Notifications We perform Standard Maintenance during limited windows that are historically known to be reliably low-traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and will coordinate to the greatest extent possible with you. Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable, we will provide advance notice, as reasonably practicable, that the Tyler Software will be unavailable during the maintenance window. Exhibit C Schedule 1 1 Exhibit C Schedule 1 - Support Call Process Support Channels Tyler Technologies, Inc. provides the following channels of software support for authorized users*: (1) On-line submission (portal) – for less urgent and functionality-based questions, users may create support incidents through the Tyler Customer Portal available at the Tyler Technologies website. A built-in Answer Panel provides users with resolutions to most “how-to” and configuration- based questions through a simplified search interface with machine learning, potentially eliminating the need to submit the support case. (2) Email – for less urgent situations, users may submit emails directly to the software support group. (3) Telephone – for urgent or complex questions, users receive toll-free, telephone software support. * Channel availability may be limited for certain applications. Support Resources A number of additional resources are available to provide a comprehensive and complete support experience: (1) Tyler Website – www.tylertech.com – for accessing client tools, documentation, and other information including support contact information. (2) Tyler Search -a knowledge based search engine that lets you search multiple sources simultaneously to find the answers you need, 24x7. (3) Tyler Community –provides a venue for all Tyler clients with current maintenance agreements to collaborate with one another, share best practices and resources, and access documentation. (4) Tyler University – online training courses on Tyler products. Support Availability Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Tyler’s holiday schedule is outlined below. There will be no support coverage on these days. New Year’s Day Labor Day Martin Luther King, Jr. Day Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day For support teams that provide after-hours service, we will provide you with procedures for contacting support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of such a Defect notification, we will use commercially reasonable efforts to meet the resolution targets Exhibit C Schedule 1 2 set forth below. We will also make commercially reasonable efforts to be available for one pre-scheduled Saturday of each month to assist your IT staff with applying patches and release upgrades, as well as consulting with them on server maintenance and configuration of the Tyler Software environment. Incident Handling Incident Tracking Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique case number. This system tracks the history of each incident. The case number is used to track and reference open issues when clients contact support. Clients may track incidents, using the case number, through Tyler’s Customer Portal or by calling software support directly. Incident Priority Each incident is assigned a priority level, which corresponds to the Client’s needs. Tyler and the Client will reasonably set the priority of the incident per the chart below. This chart is not intended to address every type of support incident, and certain “characteristics” may or may not apply depending on whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the Client towards clearly understanding and communicating the importance of the issue and to describe generally expected response and resolution targets in the production environment only. References to a “confirmed support incident” mean that Tyler and the Client have successfully validated the reported Defect/support incident. Priority Level Characteristics of Support Incident Resolution Targets* 1 Critical Support incident that causes (a) complete application failure or application unavailability; (b) application failure or unavailability in one or more of the client’s remote location; or (c) systemic loss of multiple essential system functions. Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of the incident. Once the incident has been confirmed, Tyler shall use commercially reasonable efforts to resolve such support incidents or provide a circumvention procedure within one (1) business day. For non-hosted customers, Tyler’s responsibility for lost or corrupted data is limited to assisting the Client in restoring its last available database. Exhibit C Schedule 1 3 Priority Level Characteristics of Support Incident Resolution Targets* 2 High Support incident that causes (a) repeated, consistent failure of essential functionality affecting more than one user or (b) loss or corruption of data. Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the incident. Once the incident has been confirmed, Tyler shall use commercially reasonable efforts to resolve such support incidents or provide a circumvention procedure within ten (10) business days. For non-hosted customers, Tyler’s responsibility for loss or corrupted data is limited to assisting the Client in restoring its last available database. 3 Medium Priority Level 1 incident with an existing circumvention procedure, or a Priority Level 2 incident that affects only one user or for which there is an existing circumvention procedure. Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of the incident. Once the incident has been confirmed, Tyler shall use commercially reasonable efforts to resolve such support incidents without the need for a circumvention procedure with the next published maintenance update or service pack, which shall occur at least quarterly. For non-hosted customers, Tyler’s responsibility for lost or corrupted data is limited to assisting the Client in restoring its last available database. 4 Non- critical Support incident that causes failure of non-essential functionality or a cosmetic or other issue that does not qualify as any other Priority Level. Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days of receipt of the incident. Once the incident has been confirmed, Tyler shall use commercially reasonable efforts to resolve such support incidents, as well as cosmetic issues, with a future version release. *Response and Resolution Targets may differ by product or business need Incident Escalation If Tyler is unable to resolve any priority level 1 or 2 defect as listed above or the priority of an issue has elevated since initiation, you may escalate the incident to the appropriate resource, as outlined by each product support team. The corresponding resource will meet with you and any Tyler staff to establish a mutually agreeable plan for addressing the defect. Remote Support Tool Some support calls may require further analysis of the Client’s database, processes or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry-standard remote support tool. Tyler’s support team must have the ability to quickly connect to the Client’s system and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. Exhibit D 1 Exhibit D Third Party Terms REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Exhibit D Schedule 2 1 Exhibit D Schedule 1 - Hyperlinked Terms Fire Prevention Mobile Terms. Your use of Tyler’s Fire Prevention Mobile solutions is subject to the terms found here: https://www.tylertech.com/terms/fire-prevention-mobile-third-party-terms. By signing a Tyler Agreement or Order Form, or accessing, installing, or using the Fire Prevention Mobile solution, you agree that you have read, understood, and agree to such terms. Pattern Stream Terms. Your use of Pattern Stream software and services is subject to the terms found here: https://www.tylertech.com/terms/finite-matters-ltd-consolidated-terms. By signing a Tyler Agreement or Order Form, or accessing, installing, or using Pattern Stream software or services, you agree that you have read, understood, and agree to such terms. Quatred Terms. Your use of Quatred solutions is subject to the End User License Agreement terms found here: https://www.quatred.com/eula. By signing a Tyler Agreement or Order Form, or accessing, installing, or using Quatred solutions provided to you by Tyler, you agree that you have read, understood, and agree to such terms. ThinPrint Terms. Your use of Tyler Forms software and forms is subject to the End User License Agreement terms for ThinPrint Engine, ThinPrint License Server, and Connected Gateway found here: https://www.thinprint.com/en/legal-notes/eula/. By signing a Tyler Agreement or Order Form, or accessing, installing, or using Tyler Forms software or forms, you agree that you have read, understood, and agree to such terms. DocOrigin Terms. Your use of Tyler Forms so�ware and forms is subject to the DocOrigin End User License Agreement available for download here: htps://eclipsecorp.us/eula/. By signing a Tyler Agreement or Order Form including Tyler forms so�ware or forms, or accessing, installing, or using Tyler Forms so�ware or forms, you agree that you have read, understood, and agree to such terms. Twilio Acceptable Use Policy. Your use of the Tyler solutions listed below includes functionality provided by a Third Party Developer, Twilio. Your rights, and the rights of any of your end users, to use said functionality are subject to the terms of the Twilio Acceptable Use Policy, available at http://www.twilio.com/legal/aup. By signing a Tyler Agreement or Order Form, or accessing, installing, or using any such Tyler solution, you certify that you have reviewed, understand and agree to said terms. Tyler hereby disclaims any and all liability related to your or your end user’s failure to abide by the terms of the Twilio Acceptable Use Policy. Any liability for failure to abide by said terms shall rest solely with the person or entity whose conduct violated said terms. • Electronic Warrants • Online Dispute Resolution • Enterprise Justice Notifications Add On (text notifications) • Absence & Substitute • Notify Exhibit D Schedule 2 2 • Enterprise Jury Manager • Enterprise Supervision • Virtual Court Mason County Agenda Request Form To: Board of Mason County Commissioners From: McKenzie Smith Ext. 589 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.13 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Appointment of Dustin Loup to the Timberland Regional Library Board of Trustees Background/Executive Summary: Timberland Regional Library is a five-County rural library district that consists of Grays Harbor, Mason, Lewis, Pacific, and Thurston Counties. The library is governed by a seven-member Board of Trustees. On December 12, 2023 the Board of Commissioners of Grays Harbor County appointed Dustin Loup to fill a three-year term beginning January 1, 2024 and ending December 31, 2027 recently vacated by Jasmine Dickhoff. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval to sign the letter of concurrence with Grays Harbor County’s appointment of Dustin Loup to the Timberland Regional Library Board of Trustees to fill an unexpired three-year term beginning January 1, 2024 and ending December 31, 2027. Attachments: Application Appointment Letter Grays Harbor County Boards and Commissions Application Internal Use Only Date Received: _______________________ Vacancy Y/N: __________ Processed: _________________________ BOARD OR COMMISSION OF INTEREST: ________________________________ FIRST AND LAST NAME: _____________________________________________ HOME ADDRESS: _____________________________________________ MAILING ADDRESS: _____________________________________________ EMAIL ADDRESS: _____________________________________________ HOME PHONE: _____________________ CELL: ____________________ CURRENT OCCUPATION: _____________________________________________ PAST OCCUPATION: _____________________________________________ HOW CAN YOU CONTRIBUTE TO THIS BOARD OR COMMITTEE: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ INTERESTS AND EXPERTISE: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ PAST COMMUNITY OR CIVIC ORGANIZATIONS YOU HAVE VOLUNTEERED FOR: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ OTHER INFORMATION YOU WOULD LIKE TO INCLUDE ON APPLICATION: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Dustin Loup December 4, 2023 Grays Harbor County Board of Commissioners 100 West Broadway, Suite #1 Montesano, WA 98563 Dear Commissioners, I am writing to express my interest in serving in the open position on the Board of Trustees for Timberland Regional Library (TRL). I possess a deep appreciation for the critical role that libraries play in our county and region. Growing up in Aberdeen, my access to several local library branches opened opportunities for exploration and learning. It would be an honor to contribute my time, expertise, and passion to support the success, sustainability, and growth of Timberland Regional Library to ensure that current and future generations reap the benefits of everything it has to offer. The majority of my career has been dedicated to lowering barriers to accessing information and opportunity. In this work, I have held numerous national, state, and local leadership roles to support digital equity and broadband access. This has included numerous initiatives to suppo rt libraries in the role of promoting the use of the Internet to advance community access to information and opportunity. I believe that this background positions me well to provide meaningful contributions to support TRL in growing and evolving to continue to meet the needs of our communities and provide a vibrant world of possibilities. If appointed to the Board of Trustees, I am committed to contributing my time and efforts to work collaboratively with fellow trustees, library staff, and community members to contribute to the policies and strategic goals for Timberland Regional Library. I believe that my skills and experience can support the library system in its efforts to connect our communities to opportunities that promote literacy, education, and so much more! Thank you for this opportunity to express my interest in this position. I would be happy to discuss this opportunity and my prospective role further, as the Commissioners see fit. I am eager to contribute to the continued success of Timberland Regional Library, and I am confident that my contributions will benefit the library system and communities throughout our region. Sincerely, Dustin Loup Dustin Loup SUMMARY National expert on digital equity and community broadband access. Demonstrated track -record of community -building and facilitation. Expert in building partnerships and strengthening communities across sectors and stakeholder groups. PROFESSIONAL EXPERIENCE READY.NET Director, Community Development, June 2023 - Present Serve as a subject matter expert regarding the development, interpretation and implementation of BEAD and DE guidelines with clients and stakeholders Analyze and deconstruct policy requirements for federal programs to guide product development Define roadmaps, create feature specifications, and working cross-functionally to develop features that support broadband infrastructure expansion and digital equity Support potential and existing clients in understanding how tools can be used to meet these guidelines to achieve optimal outcomes MARCONI SOCIETY Program Manager, National Broadband Mapping Coalition, December 2021 - Present Lead the coordination of a national, multidisciplinary group of broadband mapping experts Advise and develop resources for local and state leaders focused on broadband mapping policy Develop and position Coalition as a national thought leader WASHINGTON STATE UNIVERSITY EXTENSION Program Director, Broadband and Digital Equity, June 2022 - June 2023 Led a statewide broadband and digital equity program on behalf of Washington State Broadband Office Worked with counties and Tribes to develop community broadband and digital equity action plans Led statewide discussions around broadband and digital equity programs and policy. Managed a team of 20 to implement program support across the State of Washington GREATER WASHINGTON DC CHAPTER OF THE INTERNET SOCIETY - Washington, DC Executive Director, Jan 2018 - June 2022 Work with the m embers, partners, and Chapter Council to develop organizational priorities and strategy Leverage partnerships to develop, plan, execute programming and projects Lead outreach efforts to engage and grow membership and partnerships Assistant Director, Jun 2016 - Jan 2018 • Worked with the Executive Director on programming, partnership development and administrative matters • Developed content for and contributed to the design of the website. • Managed multiple social media channels to promote the chapter’s work and engage with the community. ICANNWIKI - Portland, OR Executive Director, Aug 2018 - Mar 2019 • Developed and implemented long and short term strategy for the organization • Worked with sponsors and supporters to raise funds for the organization • Worked with sponsors, supporters, and contributors to develop programming and content • Coordinated all major aspects of the organizations work Co-Executive Director, Apr 2016 - Aug 2018 • Same responsibilities as Executive Director, except efforts were coordinated with Co -Executive Director Editor and Community Manager, Jun 2015 - Apr 2016 • Managed global outreach too members of the ICANN and Internet governance communities • Facilitated, moderated, and developed informative content for newcomers • Partnered with organizations to develop localized content in numerous languages BOARD AND COMMITTEE EXPERIENCE USTLD STAKEHOLDER COUNCIL (REGISTRY SERVICES, LLC ) Council Chair, Mar 2019 - Present • Chair quarterly meetings and annual town hall meetings on behalf of the Stakeholder Council Facilitate multi-stakeholder initiatives to strengthen the governance of the .US TLD • Work with stakeholders to address issues by establishing and coordinating subcommittees • Coordinate with secretariat to develop annual plan for Council • Promote and highlight the use of the .US TLD U NDIVIDE PROJECT Community Access Advisor and Officer, Board of Directors , • Served as founding member – advising and providing guidance in the formation of the organization. • Advise on strategic programmatic, policy, and fundraising decision • Support Executive Director in expanding and diversifying Board of Directors DIPLO.US Vice President and Treasurer, Board of Directors, Nov 2018 - Present • Contribute to the development of organizational strategy for programmatic and fundraising success • Review and approve financial reports • Served as founding member, advising and providing guidance in the formation of the organization. INTERNET GOVERNANCE FORUM USA - Washington, DC Co-Chair and Secretariat, Jan 2018 - Present • Coordinate the Steering Committee and drive the planning processes forward • Work with stakeholders to identify pressing issues and develop multi -stakeholder policy dialogue • Fundraise to support the annual forum and interim growth and activities • Engage the community to develop bottom -up programming on the mos t important issues facing the Internet EDUCATION GONZAGA UNIVERSITY Spokane, WA B.A. Political Science | May 201 3 GRAYS HARBOR COLLEGE Aberdeen, WA A.A. General Studies | Jun 2011 REFERENCES References can be provided upon request. Administrative Service Center 415 Tumwater Boulevard SW Tumwater, WA 98501-5799 360.943.5001 TRL.org December 13, 2023 Mason County Commissioners Mason County Building 1 411 N 5th St. Shelton, WA 98584 Dear Board Commissioners, The Grays Harbor County Commissioners have appointed Dustin Loup to the Timberland Regional Library Board of Trustees to fill the unfulfilled term left by the resignation of Jasmine Dickhoff that runs to December 31, 2027. The Grays Harbor County Commissioners have requested that Timberland Regional Library secure the confirmation of this appointment from the other four county Board of Commissioners. A copy of the letter appointing Mr. Loup is enclosed. If you concur with the appointment of Mr. Loup, please send a letter of confirmation to my attention at the above address. Once we have received letters from Mason, Lewis, Thurston, and Pacific County Commissioners, copies will be forwarded to the Grays Harbor County Commissioners. We would appreciate your immediate consideration of this appointment. To further speed the process you may email the scanned letter to Rose Enos-Weedmark at renosweedmark@trl.org. Thank you for your attention to this matter. Sincerely, Cheryl Heywood Executive Director Enclosure MASON COUNTY BOARD OF COMMISSIONERS 1ST District RANDY NEATHERLIN 2nd District KEVIN SHUTTY 3rd District SHARON TRASK Mason County Building 1 411 North Fifth Street Shelton, WA 98584-3400 (360) 427-9670 ext. 419 Fax (360) 427-8437 January 16, 2024 Cheryl Heywood, Executive Director Timberland Regional Library Administrative Service Center 415 Tumwater Blvd SW Tumwater, WA 98501 Re: Concurrence with Grays Harbor County’s Appointment of Dustin Loup to the Timberland Regional Library Board of Trustees Dear Ms. Heywood, The Board of Mason County Commissioners met and acted to concur with the appointment of Dustin Loup to the Timberland Regional Library Board of Trustees to fill the remainder of Jasmine Dickhoff’s unexpired three-year term beginning January 1, 2024 and ending December 31, 2027. Sincerely, Randy Neatherlin, Kevin Shutty, Sharon Trask, Chair Vice-Chair Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mary Ransier Ext. 422 Department: Human Resources Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.14 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Chief Public Defender and Chief Deputy Prosecuting Attorney Retention Bonuses Background/Executive Summary: The retention of current employees able to practice law in the Prosecuting Attorney and Public Defense Offices is a priority. These offices are experiencing high turnover and low application rates. Budget Impact (amount, funding source, budget amendment): 2024 - $20,000 payable from General Fund, Prosecuting Attorney’s Office Budget 2024 - $20,000 payable from General Fund, Public Defense Budget Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the Resolution instituting a retention bonus for Chief Deputy Prosecuting Attorney and Chief Public Defender for a maximum of $20,000 which will be distributed in eight equal installments of $2,500 to be paid quarterly. Attachments: Resolution Resolution No. RETENTION BONUS FOR CHIEF DEPUTY PROSECUTING ATTORNEY AND CHIEF PUBLIC DEFENDER WHEREAS, RCW 36.16.070 states … The Board shall fix the compensation of all employees; WHEREAS, the retention of current employees in the offices of the Prosecuting Attorney and Public Defense is a priority; NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby institute a retention bonus to be paid out to the Chief Deputy Prosecuting Attorney and Chief Public Defender positions if employed and currently employed on or before January 15, 2024. The retention bonus maximum is $20,000 and will be distributed in eight (8) equal installments of $2,500 to be paid quarterly, with the first $2,500 to be paid on the first pay period of February 2024. If an employee separates from employment from the Offices of Public Defense or Prosecuting Attorney, prior to the next scheduled installment, they will not be eligible for further installments. DATED this day of _____________, 2024. ATTEST: ________________________________ McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: ________________________________ Mike Dorcy, Prosecuting Attorney BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ___________________________________ Randy Neatherlin, Chair ___________________________________ Sharon Trask, Commissioner ___________________________________ Kevin Shutty, Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mary Ransier Ext. 422 Department: Human Resources Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): January 8, 2024 Agenda Date: January 16, 2024 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: 8.15 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Chief Public Defender and Chief Deputy Prosecuting Attorney Recruitment and Retention Bonuses Background/Executive Summary: Recruitment for the Prosecuting Attorney’s Office and Public Defense Office have been difficult due to the current labor market. This is a nationwide challenge. The implementation of a $20,000 recruitment bonus would increase Mason County’s market position for recruitment purposes. Retention of current employees is a priority, which contributes to full staffing and the effective operations of both offices. Budget Impact (amount, funding source, budget amendment): Retention Bonus 2024 – approximately $120,000 from the General Fund Retention Bonus 2025 – approximately $120,000 from the General Fund Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the Memorandum of Understanding between Mason County and Mason County Public Defenders and Mason County Prosecuting Attorneys Woodworkers Local Lodge W38, I.A.M. for recruitment and retention bonuses for a maximum of $20,000 distributed in eight equal installments of $2,500 to be paid quarterly. Attachments: Memorandum of Understanding Mason County Agenda Request Form To: Board of Mason County Commissioners From: Richard Dickinson Ext. 450 Department: Utilities & Waste Management Briefing: ☒ Action Agenda: ☒ Public Hearing: ☒ Special Meeting: ☐ Briefing Date(s): November 6, 2023 Agenda Date: July 18, July 31, August 29, November 7, December 5, 2023 & January 16, 2024 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: 10.1 Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Solid Waste Long Haul Transport and Disposal Contract Background/Executive Summary: Mason County initiated a normal bidding process to solicit bids for the transport and disposal of solid waste. Two proposals were submitted. Both were deemed to be conforming and the Board authorized staff to proceed with negotiating with Mason County Garbage, Inc. As staff proceeded, it became apparent that it is in the County’s best interest to enter into two agreements – one for transport and another for the disposal, rather than one agreement for both services. Counties may enter into contracts for the hauling of trailers of solid waste from their transfer stations to disposal sites and return by either the normal bidding process or negotiation with the collection company servicing the area per RCW 36.58.050. The County could readvertise; however, staff recommends the following: 1.Deem the response from Mason County Garbage, Inc. as “non-conforming”. 2.Proceed with direct contract negotiations with the certificate holder, Mason County Garbage, Inc. 3.Proceed with executing an Interlocal Agreement (ILA) with Cowlitz County. 4.Extend the Public Hearing to Tuesday, February 13, 2024 at 9:15 a.m. Budget Impact (amount, funding source, budget amendment): Impacts are unknown; last year approximately $3.1 million was spent to haul and dispose of solid waste. Public Outreach (news release, community meeting, etc.): A notice of a Public Hearing announcement was first published July 20 and 27, 2023 in the Shelton-Mason County Journal and republished on December 14 and 21, 2023 in the Shelton-Mason County Journal. Requested Action: Approval to deem the response from Mason County Garbage, Inc. as “non-conforming”; authorize staff to proceed with direct contract negotiations with the certificate holder, Mason County Garbage, Inc.; authorize staff to finalize an Interlocal Agreement (ILA) with Cowlitz County; and to extend the Solid Waste Long Haul Transport and Disposal Public Hearing to Tuesday, February 13, 2024 at 9:15 a.m. Attachments: