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Home My WebLink About2024/03/04 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF March 4, 2024 In the spirit of public information and inclusion, the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion, and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. CoU�� . 1854 Commission meetings are live streamed at http://www.masonwebtv.com/ and public comment is accepted via email msmith@masoncountywa.gov; mail to Commissioners Office, 411 N 5th Street, Shelton, WA 98584; or phone at (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via telephone, please provide your telephone number to the Commissioners’ office no later than 4 :00 p.m. the Friday before the meeting. If special accommodations are needed, contact the Commissioners' office at Shelton (360) 427-9670 ext. 419 Briefing Agendas are subject to change, please contact the Commissioners’ office for the most recent version. Last printed 03/01/24 at 1:29 PM BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of March 4, 2024 Monday Noon WA State Association of Counties Zoom Meeting* Virtual Assembly *This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may attend this event and notification is provided per Mason County Code Chapter 2.88.020 - Special Meetings. Monday, March 4, 2024 Zoom link available on the Mason County website Commission Chambers Times are subject to change, depending on the amount of business presented 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion 10:00 A.M. Mason County Citizens’ Commission on Salaries for Elected Officials Interviews 10:20 A.M. District Court – Judge Steele 10:25 A.M. Community Development – Kell Rowen 10:30 A.M. Public Health – Dave Windom 10:35 A.M. Public Works – Loretta Swanson Utilities & Waste Management 10:50 A.M. Support Services – Mark Neary Commissioner Discussion – as needed C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Judge Steele Ext.278 Department: District Court Briefing: ❑X Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (This is the responsibility of the requesting Department) Below for Clerk of the Board's Use Only: Item Number: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• Shelton Municipal Court Memorandum of Understanding for Individualized Treatment Court Background/Executive Summary: In the past years,District Court Probation provided services through a Memorandum of Understanding (MOU)with the Shelton Municipal Court. With the graduation of the Individualized Treatment Court (ITC)individual,this has become an issue,and the agreement is to allow Municipal Court to rely on the County's Probation Departments expertise and to keep the Court apprised of the functioning if and when this Court ever decides to have any new sentencing alternatives. The Probation Officer will participate in the Pre-Court briefing meeting and Cort Treatment Status Hearings for ITC. Budget Impact(amount, funding source,budget amendment): Revenue increase of approximately$4,000 for the duration of the MOU. If the MOU is extended to the end of the year,the revenue could be up to$9,000 for the 2024 Budget year. Public Outreach (news release,community meeting, etc.): N/A Requested Action: Informational. Attachments Memorandum of Understanding MEMORANDUM OF UNDERSTANDING FOR THE SHELTON MUNICIPAL COURT INDIVIDULIZED TREATMENT COURT (ITC) (February 1, 2024—June 30, 2024) Memorandum of Understanding (MOU) is made and entered into by Mason County District Court Probation hereinafter referred to as 'Probation' and the Shelton Municipal Court Individualized Treatment Court (ITC), hereinafter referred to as the 'Court' or 'ITC'. The purpose of this MOU is to provide clarity and understanding for the provision of Probation Services as part of the ITC Treatment Court Team and payment of costs by the Court. Both parties understand that the mission of the ITC is to serve members of the community who have substance use disorders and/or behavioral health issues. That the emphasis of ITC, not exclusively, but predominately, is to assist members of the Latino community. That this program is funded by the Washington State Legislature and funded through Administrative Office of the Courts (AOC). The expectation is that the maximum number of participants will be fifteen (1 5) at any given time from the Municipal Court. THEREFORE, IT IS MUTALLY AGREED THAT: PROBATION AGREES TO: 1) Provide a Probation Officer to participate in the pre-court briefing meeting and Court Treatment Status Hearings for ITC. 2) Assist in random urinalysis collection/testing services (UA's) for all participants of ITC as required therapeutically by the Treatment Provider or the Court. 3) Provide UA collection billing to the Individualized Treatment Court. 4) Provide recommended DV — MRT or MRT through Mason County District Court Probation as agreed to be appropriate by the ITC Court. 5) Provide in-court PBT's as needed, and report said event to the Court. 6) Assure confidentiality of participants and family members in ITC program. 7) Maintain records of ITC participants as required by Washington State law. 8) Bill the Shelton Municipal Court once a month with itemization. COURT AGREES TO: 1) Provide payment for non-reimbursed UA collection and urinalysis costs as established by the Probation's monthly billing to ITC. 2) Provide payment for non-reimbursed DV — MRT or MRT fees to Mason County District Court Probation as established by the Probation's monthly billing to ITC. 3) Provide payment for consultation during ITC pre-court briefing and Court Treatment Status Hearings when Probation appears in person or by video. Probation services to be reimbursed at $200.00 per pre-court briefing meeting and Court Treatment Status Hearings for ITC as established by the Probation's monthly billing to ITC. TERM OF AGREEMENT — Length of MOU reflects time period of current available funding from AOC. AMENDMENTS —This agreement (MOU) may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by the parties' signatory to this agreement. TERMINATION — Either of the parties may terminate their part of this agreement upon 60 days prior written notification to the other party. GOVERNANCE — The provisions of this agreement shall be construed to conform to all applicable laws. In the event of any inconsistency in the terms of this agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: 1) Applicable State and Federal statutes and rules; 2) Any other provisions of the agreement. ALL WRITINGS CONTAINED HEREIN — This agreement contains all the terms and conditions agreed upon by the parties. No further understandings, oral or otherwise, regarding the subject matter of this agreement shall be deemed to exist or to bind any of the parties hereto. SIGNATURES AND MOU DOCUMENT—Any copy of this agreement shall be considered as valid as the original. Electronic signatures and transmission are allowed. Parties shall keep the copy they signed for their records. Date Judge SteelQMason County Date a b aoa -�--- Judge Greer, Shelton Municipal Patsy Robinson From: Tim Whitehead Sent: Monday, February 26, 2024 8:55 AM To: Patsy Robinson Subject: RE: Shelton ITC MOU 2024 with MCDC 1 Looks just fine. Thanks Timothy W Whitehead Mason County Prosecutor's Office Chief Deputy Prosecuting Attorney P:(360)427-9670 ext.417 F:(360)427-7554 From: Patsy Robinson<PatsyR@masoncountywa.gov> Sent: Friday, February 23,2024 1:24 PM To:Tim Whitehead <TimW@masoncountywa.gov> Subject:Shelton ITC MOU 2024 with MCDC 1 Thank you—tet me know if you have any concerns Patsy Robinson, CCM Chief District Court Administrator Mason County District Court P.O. Box "O" Shelton, WA. 98584 (360)427-9670 ext. 278 CONFIDENTIALITY NOTICE The contents of this e-mail and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or an employee or agent responsible for delivering it to the intended recipient, or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail, then delete this message and any attachments. If you are not the intended recipient, you are hereby notified that any use, dissemination, distribution,copying or storage of this message is strictly prohibited. Thank you. 1 9. soN co�� Mason County Community Development Briefing March 4, 2024 Briefing Items Heritage Grant requests—Luke Viscusi C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Mason County Historic Preservation Ext.282 Commission Department: Community Services Briefing: Action Agenda: ❑X Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: March 12,2024 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: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• The Mason County Historic Preservation Commission is seeking approval to fund six 2024 Mason County Heritage Grant applicants for$21,661.00. This amount was previously budgeted for. Background/Executive Summary: At their February 2024 monthly meeting,the Mason County Historic Preservation Commission voted to forward the following Heritage Grants to the BOCC for approval: • Mason County Historical Society: $3,820.00 towards the purchase of archival supplies and shelving that will preserve their collections, along with taxes and shipping. • Matlock Historical Society: $400 towards the purchase of archival-grade boxes,along with taxes and shipping. • McReavy House Museum of Hood Canal: $5,000.00 towards the completion of their upstairs renovation and the creation of two framed posters. • Peninsular Railway&Lumbermen's Museum: $5,000.00 towards the purchase of replacement batteries and reactivation expenses for Simpson Railroad Locomotive 900. • Pickering Homemakers Club(DBA.Pickering Community Club): $2,441.00 towards the labor, materials, and tax to update the Grant School's electrical outlets. • Skokomish Grange No. 379: $5,000 towards the purchase and installation of new flooring for the Middle Skokomish School. Budget Impact(amount,funding source,budget amendment): The Historic Preservation Commission budgeted$25,000.00 for Heritage Grants for fiscal year 2024. If approved by the BOCC,this grant cycle will cost the Historic Preservation fund$21,661.00. This will leave a remaining balance of$3,339.00 from what was budgeted for Heritage Grants in fiscal year 2024. Public Outreach (news release,community meeting, etc.): The Mason County Historic Preservation Commission held their regular,public monthly meeting on February C Mason County Agenda Request Form Y /A t! 8,2024.During this meeting,applicants and their representatives had the opportunity to present their proposal and answer questions from the Commission.The Commission then scored the applications in the public meeting. Requested Action: Approval of the following Mason County Heritage Grants: Mason County Historical Society for$3,820; Matlock Historical Society for$400;McReavy House Museum of Hood Canal for$5,000;Peninsular Railway and Lumbermen's Museum for$5,000;Pickering Homemakers Club DBA Pickering Community Club for $2,441;and Skokomish Grange No. 379 for$5,000 for the total amount of$21,661.00. Attachments: • Mason County Heritage Grant Program Guidelines • Memo from Tim Whitehead approving contracts • Grant Contract with Scope of Work(Exhibit"A") • 2024 Mason County Heritage Grant Application from Mason County Historical Society • Grant Contract with Scope of Work(Exhibit"B") • 2024 Mason County Heritage Grant Application from Matlock Historical Society • Grant Contract with Scope of Work(Exhibit"C") • 2024 Mason County Heritage Grant Application from McReavy House Museum of Hood Canal • Grant Contract with Scope of Work(Exhibit"D") • 2024 Mason County Heritage Grant Application from Peninsular Railway&Lumbermen's Museum • Grant Contract with Scope of Work(Exhibit"E") • 2024 Mason County Heritage Grant Application from Pickering Homemakers Club • Grant Contract with Scope of Work(Exhibit"F") • 2024 Mason County Heritage Grant Application from Skokomish Grange No. 379 4 Mason County Heritage Grant Program Guidelines Mission: The Mason County Heritage Grant Program provides resources to assist in the collection,preservation, and interpretation of Mason County's heritage. About the Program: On behalf of the Board of County Commissioners,the Mason County Historic Preservation Commission(MCHPC) administers the Mason County Heritage Grant Program (HGP)to assist projects that promote the public's access to County history. The program is funded with a portion of document recording fees collected by the Mason County Auditor. The allocation of these fees for projects that"promote historical preservation or historical programs, which may include preservation of historic documents" is authorized under RCW 36.22.170. The revenues accrue to a dedicated fund and may not be used for any purposes other than those stipulated in the statute. The program is operated in such a way that revenues accruing to the fund in one year are allocated in the following year, ensuring that project awards will be available regardless of prevailing economic conditions. Eligibility: 1. Who can apply: Non-profit organizations currently registered with the Washington Secretary of State or 501(c)(3) and government entities, including tribes, are eligible for consideration, as long as they have a clear focus on heritage within Mason County. Projects sponsored by individuals are not eligible. 2. Project Categories: To qualify for assistance, projects must fall into one of the following categories: • Professional Development • Public Education • Small Capital Projects • Collections Management • Heritage Investigations • Historic Preservation 3. Project Ranking Criteria: The evaluation of the grant proposals will be based on the following criteria. (Points in parentheses): • Promotes heritage,preservation and history in Mason County(25 pts. maximum). • Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history(20 pts. maximum). • Applicant has the capacity to complete the project using professional standards (15 pts. maximum). • Immediate need or opportunity and relates to applicants' mission and/or goals (15 pts. maximum). • Clear, measurable outcomes that are attainable within the funding period(10 pts. maximum). • Well defined budget as well as effectively leveraged funding and support from other sources (total project costs, i.e. grant amount plus hard or soft match; enhancing historic visibility) (10 pts. maximum). • Economic benefit to Mason County (5 pts. maximum). Mason County Heritage Grant Program Guidelines November 17,2023 Page 1 Note - Ongoing operational costs (staff, utilities, rent, etc.) are not eligible for HGP funding. Available Funds: Grant proposals may be requested up to $5,000. No match of any kind is required; however, if feasible, applicants are encouraged to provide some hard or soft match to illustrate their commitment to the project. The total funding level for the Mason County Heritage Grant Program will be determined by the number and quality of the proposals. Proposal Process: The program operates on a calendar year budget with one proposal period during the calendar year. The proposal deadline for each calendar year is the third Friday of Januarby 12:00 p.m. Projects must be completed within 6 months of the grant award. Grant recipients can request a one-time six-month extension. Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 12:00 p.m. four months from date of award. Applicants are allowed to submit one proposal per grant period. If a six-month time extension has been granted for a previously approved grant,the grant recipient will not be eligible to request grant funding until completion of the participants current grant. Grant recipients not completing projects within the initial six month period and do not have an approved time extension will not be eligible for grant funding for one year from the date of the completed grant. Only an authorized official for the organization is allowed to sign the proposal (i.e. city official, organization president, etc.). The application must also be signed by the organization's financial officer. 1. Submittal/Review: • Develop grant proposals addressing each element in the order identified under Project Ranking Criteria. • Complete the grant proposal and submit one original signed proposal, one set of support materials (optional), and one additional copy of all materials to the Mason County Historical Preservation Commission, Mason County DCD, 615 W. Alder Street Shelton, WA 98584. Proposals which are mailed to the above address must be postmarked by the deadline dates established for each period. Hand delivered proposals must be received no later than by 12:00 p.m. for the deadline dates established for each period. If proposal deadline dates fall on a non-county business day, proposals are due by 12:00 p.m. the next business day. Late or incomplete proposals will not be accepted. • Proposals will be reviewed for completeness by staff. After the proposal deadline closes, staff will forward completed proposals to the MCHPC for review. The MCHPC will discuss the proposals and score them using the approved ranking criteria at a public meeting held at 2:00 p.m. on the second Thursday of February, at 415 N. 6th Street, Shelton, WA 98584 (video call optional). Applicants are encouraged to present their project and answer questions from the MCHPC at the aforementioned public meeting. Recommendations for funding will then be forwarded to the Board of County Commissioners (BOCC). The BOCC will make all final funding and approval decisions. 2. Contract/Scope of Work: Approved grant proposal recipients will sign a contract with Mason County and will provide a scope of work. The scope of work will be an attachment to the contract. Mason County Heritage Grant Program Guidelines November 17,2023 Page 2 3.Reimbursement: The HGP is a reimbursement program. The grantee will complete their projects and include an invoice with their Final Report to the County for reimbursement of the approved expenditures. Grantees will allow at least 60 days for reimbursement after the invoice has been received by the County. A progress report and documentation of expenditures will be required for the advance of funds before the completion of a project. 4. Final Report: Upon completion of the granted project, a final report shall be submitted by the grantee to the MCHPC. The final report should briefly report the completion and the outcome of the granted project and shall be submitted to the Mason County Historical Preservation Commission, Mason County DCD, 615 W. Alder Street, WA 98584 within 10 calendar days of the authorized grant completion date. 5. Special Notice: Properties listed on the Mason County Register of Historic Places must have a Certificate of Appropriateness submitted with the application package if the project meets the review requirements of the Mason County Historic Preservation Ordinance Chapter 17.40.150. Mason County Heritage Grants will not be approved for projects that would result in the disqualification of properties on federal, state or county historic registers. 6. Compliance with Local, State and Federal Permits, Requirements, Ordinances, Regulations and Laws: Applicants are responsible for compliance with all local, state and federal permits, requirements, ordinances, regulations and laws associated with approved Heritage Grants. Non- compliance can result in revocation of reimbursement of approved funds. ADDITIONAL INFORMATION: Proiect Categories: The following are examples of activities which are meant to illustrate the types of potentially eligible projects. The examples listed below are not meant to be exclusive or exhaustive. Applicants unsure of a potential project's eligibility should contact the Mason County Historical Preservation Commission, at Mason County DCD, 615 W. Alder Street Shelton, WA 98584, 360-427-9670 for a determination. Projects may fall under more than one category. • Professional Development: This category provides support for activities, which enhance the capabilities of the board, staff and volunteers of non-profit organizations to collect,preserve and interpret history in Mason County. Examples: o Development or sponsorship of programs for the professional training of non- profit staff and volunteers related to historical preservation. o Provide capacity-building training for the boards and staff of non- profit heritage organizations. • Public Education: This category provides support for activities that incorporate Mason County history into the educational infrastructure and the general public discourse. Examples: o Research, design, production, installation and promotion of permanent and semi-permanent exhibits,both on-site and off-site. o Research, design, production and management of traveling exhibits for schools. Mason County Heritage Grant Program Guidelines November 17,2023 Page 3 o Original research that will result in publication, exhibit, public event, or some other product that places the outcome of the research before the public on a not for profit basis. o Production and distribution costs for books, articles, videos, oral history tapes, DVDs, etc., on a not for profit basis which address some aspect of Mason County history. • Small Capital Projects: This category provides support for historical preservation projects that assist an organization in meeting health, safety and welfare needs that preserve its facility assets and enhance service to the public. If a small capital project is located within a local historic preservation jurisdiction, evidence of review and approval by the local jurisdiction that the project meets the U.S. Secretary of the Interior Standards is required. o Design and installation of modifications to meet ADA requirements. o Exterior maintenance (roofing, painting, relevant landscaping, etc.) of substantive value/nature, i.e., more than routine and periodic maintenance expected of a prudent owner or tenant if such maintenance is necessary to protect historic archival exhibits. o Substantial interior projects that preserve the structural and/or signature design integrity of heritage facilities. o Acquisition of technology hardware with a projected useful life of three or more years that is used in direct support of the applicant's project. • Collections Management: This category provides support for projects that assist nonprofit organizations to effectively execute their stewardship obligations for their collections. Examples: o Acquisition of significant additions to the collections of non-profit heritage or historical organizations. o Professional services related to conservation of key items in the collections of nonprofit heritage agencies. o Acquisition of software to computerize collections management(For technology hardware, refer to Small Capital Projects). o Provision of a portion of the local share of the cost for an operational assessment by a qualified professional or an accredited institutional program(e.g., the Museum Assessment Program). • Heritage Investigations: This category provides support for activities that involve recovery, recording and reporting/presentations of Mason County heritage materials. Examples: o Archaeological surveys, excavations and reporting of heritage sites and artifacts, in consultation with local Indian Tribes, within Mason County. o Archival investigations and reporting of documents involving the heritage of Mason County. o Recording and reporting ancient and historic artifact collections in public and private ownership from Mason County. Artifacts in this category can vary in scale, e.g., from barns/buildings down to projectile points and oxen shoes. Mason County Heritage Grant Program Guidelines November 17,2023 Page 4 • Historic Preservation: This category provides support for activities that directly result in the identification, evaluation and and protection of significant heritage resources. Examples: o Survey efforts. o Historic designation. o Site condition analysis or evaluation. o Research/documentation efforts. o Completion of preservation planning documents. o Other efforts that result in the protection of Mason County heritage. Enabling Le-islation for this Prozram: RCW 36.22.170: The Revised Code of Washington can be viewed online at: http://apps.leg.wa.gov/rcw/. Professional Standards Guidelines for Applicants: If the core of the grant project is historic preservation, it shall be carried out in compliance with the U.S. Secretary of the Interior Standards for such projects and other applicable codes and regulations at the federal, state and local levels. Please see link below. American Association of Museums Best Practices: https://www.aam-us.org/?s=standards Secretary of the Interior Standards for Rehabilitating, Restoring, and Reconstructing Historic Buildings: htt2://www.Lips.jzoy/hps/�ttps/standizuide Oral History Standards: hqp://www.oralhistoly.org/?s=Standards Americans with Disabilities Act Guidelines: http://www.ada.gov/ Digital Project Standards Resources: http://content.lib.washington.edu/cmpweb/proj ect/proi-resources.html Mason County Historical Preservation Commission hqp://www.co.mason.wa.us/historic/index.php Mason County Heritage Grant Program Guidelines November 17,2023 Page 5 Luke Viscusi From: Tim Whitehead Sent: Tuesday, February 20, 2024 3:39 PM To: Luke Viscusi Cc: Historic Preservation Commission Subject: RE: Historic Preservation Commission Heritage Grants 2024 Contracts They look great. Thanks, Luke. Timothy W Whitehead Mason County Prosecutor's Office Chief Deputy Prosecuting Attorney P: (360)427-9670 ext.417 F: (360)427-7554 From: Luke Viscusi <LViscusi@masoncountywa.gov> Sent:Tuesday, February 20, 2024 3:22 PM To:Tim Whitehead <TimW@masoncountywa.gov> Cc: Historic Preservation Commission <HPC@masoncountywa.gov> Subject: Historic Preservation Commission Heritage Grants 2024 Contracts Hello Tim, I staff the Mason County Historic Preservation Commission. I am currently working to get the 2024 Heritage Grant contracts approved by the BOCC, but I need your approval before I send them to the BOCC. Please see the 6 contracts attached. If you would rather have them as Word Docs, let me know. Let me know if you have any questions or concerns! Sincerely, Luke Viscusi (he/him) I Planner Mason County Community Services Office#360-427-9670 ext. 282 Cell#360-490-3103 LViscusi@MasonCountVWA.gov 1 HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 27,2024,by and between Mason County(the"County"),and the Mason County Historical Society(the"Grantee"). Mason County Historical Society Mason County Attn:Elizabeth Arbaugh c/o Mason County Historic Preservation Commission PO Box 1366 615 W Alder Street Shelton,WA 98584 Shelton,WA 98584 (360)426-1020 Attn:Luke Viscusi (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$3,820 towards the purchase of archival supplies and shelving that will preserve their collections,along with taxes and shipping. 2.The County is granting up to the$3,820 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein, and intending to be legally bound,the parties herein agree as follows: 1.Engagement (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of purchasing archival supplies and shelving that will preserve their collections, as described in the scope-of-work(Exhibit"A"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 27,2024,to September 27,2024 The Grantee may request a one-time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 27,2024). 2024A 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit A. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 7,2024). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2024A EXHIBIT A Mason County Historical Society - $3,820.00 The Mason County Historical Society will use the funds to purchase archival supplies and shelving that will preserve their collections, along with taxes and shipping. They will be using staff and volunteer time to install the new shelving units, preserve negatives in cold storage, and properly store copies of the Shelton-Mason County Journal so that their collections can continue to be accessed by the community and future generations. Appropriately archiving and storing their collections will further their mission to preserve, share, and publish the history of Mason County. 2024A JAN 19 2024 Mason County Heritage Grant Application 615 W. Alder street i Mason County Historical Society January 19,2024 Applicant: Date: PO Box 1366 Mailing Address: Email: mchsarbaugh@gmail.com Phone: 360426-1020 Project Description Attached on Separate Page: Yes x No Total Project Cost: $5,637 Grant Request Amount: $3,820 Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit,please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes x No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes_ No_ Public Education: Yes No Small Capital Projects: Yes No Collections Management: Yes x No Heritage Investigations: Yes No Historic Preservation: Yes No Does your organization have a current incomplete Heritage Grant project pending? Yes No x Does your organization have a previously approved six month time extension for an incomplete approved project? Yes x No Rev.02/01/2018 If your organization had a previously approved six month time extension,has one year elapsed since the completion of the project? Yes No x Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes x No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes x No Does your organization have the funding ability to complete the project prior to reimbursement? Yes x No Signature of official for your organization(i.e. city official, organizational president, etc.): Director Date: 19 January 2024 Signature of your organization's financial officer: Jann Goodpaster, Board President 19 January 2024 Date: C ova I , h� Rev.02/01/2018 �30�2-4 WON uo!�V HISTORICAL SOCIETY M LT S R U M Mason County Heritage Grant Proposal January 19, 2024 Project Summary The Mason County Historical Society is requesting$3819 to purchase archival supplies to preserve the collection, and shelving for improved collection storage at a remote storage location. Organization Description and History The Mason County Historical Society was formed in 1969 and became a 501(c)(3) in 1971. The organization's mission is to preserve,share and publish the history of Mason County. The museum is located at 427 West Railroad Avenue in downtown Shelton and houses a selection of the society's collection of archives and photographs.The majority of the collection is housed off site. Background The Mason County Historical Society(MCHS) is steward of tens of thousands of artifacts,archives, photos, and negatives of early Mason County history. A portion of the collection is stored at the museum, primarily the 120 year plus collection of the Shelton-Mason County Journal, photos and negatives, and a portion of archives. Much of the museum's collection has been kept off site in multiple rented storage units.The care of this collection is the most critical part of the historical society's mission, and is the focus of this grant request. Project Description A. The Museum is requesting funds to purchase sturdy storage racks for the offsite storage unit. Currently many items are on the floor,and the existing shelves were donated or bought second hand and are not appropriate for collection storage. Museum staff and the Collection Committee for the MCHS have been working to winnow the collection to focus on items that tell the unique story of Mason County, and deaccession the more generic items. The remaining collection is being moved to a new heated storage facility where items can be better maintained,and their condition monitored. Items that will be moved into the new storage include various artifacts from the early days of Mason County,thousands of negatives,textiles, including military uniforms and antique quilts, and copies of books printed by the historical society for resale by the society. Some of these items are currently stored onsite at the museum and will be moved to remote storage,as the onsite storage is over-filled and creates a safety issue for staff. Sturdy shelving racks for this purpose are priced at$2433. Page113 �0®N voiw HISTORICAL SOCIETY M U S E U M B. Another collection need addressed in this grant is for storage materials for the negatives from the Dennis Meurer collection. Meurer is a Mason County born street photographer who donated negatives from the 1960s and 1970s. His photography captured images of the county that have been lost to time.The museum has over 1,000 of his negatives that need to be placed in buffered sleeves and stored in a freezer,the method recommended by the Washington State Archives for preservation of film. Failure to properly store these priceless negatives will result in their deterioration and loss. Buffered envelopes and freezer storage boxes are priced at$889 plus shipping. The museum currently has 8 freezer storage boxes(valued at$328) purchased with funds donated by the community to use in addition to this grant request. C. The museum maintains the complete collection of the Shelton-Mason County Journals,from the first issue in 1886 to the current issue. The collection at the museum includes primarily paper copies,with certain years on microfilm. The museum is requesting funds to purchase appropriate storage boxes to house the newest copies of the Journal. Deep lid newspaper storage boxes are priced at$227.50 plus shipping. It is estimated that this project will require more than 50 hours of staff and volunteer time, valued in excess of$1590. Outcome At the completion of the grant,the offsite storage unit will contain appropriate shelving for collection care,the valuable negative collection from Dennis Meurer will be properly preserved for future generations,and the back issues of the Shelton-Mason County Journal will be available for use by the community. Museum staff,the board of directors, and volunteers will continue to work on preserving the history of Mason County using professional standards. Page213 �0®N c®lw HISTORICAL SOCIETY M U S E+ U M Mason County Historical Museum Cost Estimate January 19, 2024 Product Quantit Unit Price Subtotal Kobalt Steel Heavy Duty Utility Shelving Unit 77"w 3 $ 299.00 $ 897.00 Kobalt Steel Heavy Duty Utility Shelving Unit 84"w 4 $ 339.00 $ 1,356.00 Gaylord Archival Photo and Negative Cold Storage 6 $ 45.05 $ 270.30 Polypropylene Label Holders (24 pack) 2 $ 7.15 $ 14.30 Gaylord Buffered Negatve Envelopes(100 pack) 15 $ 41.25 $ 618.75 Gaylord Archival Deep Lid Newspaper Box 10 $ 22.75 $ 227.50 Subtotal $ 3,383.85 Taxes $ 288.00 Shipping (Gaylord) $ 148.00 Total $ 3,819.85 Page313 Internal Revenue Service Department of the Treasury 1100 Commerce Street Dallas, TX 75242 Date: Jam ary 30, 2003 Person to Contact: Ford Allen Badge Number: 52-03832 Mason Cou ty Historical Society Contact Telephone Number: P.O. Box 1 66 (410) 962-2976 Shelton, WA 98584 Contact Address: 31 Hopkins Plaza EIN: 91-61 6074 Room 1432 Baltimore, MD 21201 CERTIFIED MAIL LAST DATE FOR FILING A PETITION WITH THE TAX COURT: April 30, 2003 Dear Sir or Madam: This is a fir al determination regarding your private foundation classification. This letter modifies o r letter dated, December 1, 1974, in which we determined that you were an organizatio i described in section 509(a)(2) of the Internal Revenue Code (Code). We have modified your foundation status to that of a public charity described in sections 509(a)(1) and 170(b)(1)(A)(vi) of the Code, effective for tax years beginning January 1, 2000. Your tax exempt status under section 501(c)(3) of the Code is not affected. Grantors and contrit utors may rely on this determination unless the Internal Revenue Service publishes a notice to the contrary. Because this letter could help resolve any questions about your private foundation status, please keep it with your permanent records. If you decide to contest this determination in court, you must file a petition for declarato judgment in the United States Tax Court, the United States Court of Federal Claims, or he United States District Court of the District of Columbia must be filed before the 91" day after the date this determination was mailed to you. Please contact the clerk o the appropriate court for rules regarding filing petitions for declaratory judgments and refer to the enclosed Publication 892. The last day for filing a petition 2 for declarato judgment in the United States Tax Court is April 30, 2003. You may write to the United States Tax Court at the following address: United States Tax Court 400 Second Street NW Washington, DC 20217. If you have a y questions, please call the contact person at the telephone number shown in the heading of this letter. If you write, please provide a telephone number and the most convenient time to call if we need to contact you. Thank you for your cooperation. Sincerely, R. C. Johnson Director, EO Examinations Enclosure: Publication 892 HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 27,2024,by and between Mason County(the"County"),and the Matlock Historical Society(the"Grantee"). Matlock Historical Society Mason County Attn: Susan Stanley c/o Mason County Historic Preservation Commission PO Box 276 615 W Alder Street Matlock,WA 98560 Shelton,WA 98584 (360)490-9447 Attn:Luke Viscusi (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$400 towards the purchase of archival-grade boxes,along with taxes and shipping. 2.The County is granting up to the$400 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein, and intending to be legally bound,the parties herein agree as follows: 1.Enga eg ment (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of purchasing archival-grade boxes,as described in the scope-of-work(Exhibit "B"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 27,2024,to September 27,2024 The Grantee may request a one-time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 27,2024). 2024B 3.Grantee's Obli atg ions (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit B. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 7,2024). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2024B EXHIBIT B Matlock Historical Society - $400.00 The Matlock Historical Society will use the funds to purchase archival- grade boxes to better preserve their collections of photo albums, newspapers, and maps. They will use volunteer time to label and store the various materials, with the ultimate goal of managing their growing collections and keeping said collections available to the public. Completion of this project will increase the public's understanding of and exposure to Mason County's history. 2024B DECEIVED JAN 18 2024 Mason County Heritage Grant Application 615 W. Alder Street Applicant:ir� 2 c k � s o r %< 0 � Date: 01 .16.2024 Mailin_e Address; Email: rosecloner@gmail.com Phone: 360.490.9447 Susan Project Description Attached on Separate Page: Yes X No Total Project Cost: $400.00 slight ) v'2r�92bl�. Se<'r-? � n �- ') tc1Ar - Zo Grant Request Amount: $400 variablQ ,_ Q�%4 Cc� 3� -- Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit,please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes X No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes X No Public Education: Yes X No Small Capital Projects: Yes No X Collections Management: Yes X No Heritage Investigations: Yes X No Historic Preservation: Yes X No Does your organization have a current incomplete Heritage Grant project pending? Yes No X Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No X Rev. 0210112018 If your organization had a previously approved six month time extension,has one year elapsed since the completion of the project? Yes n/' No Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i.e. city official, organizational president, etc.): Date: Signature of your organization's financial officer: J-�2 -)L �J ,,, L- f Se CYO J�rG � Date: >',2 .Q r-I,-z,i I -e Rev. 0210112018 2024 MCHP Grant Application Matlock Historical Society Archival Supplies Proposal Rep�adng Cardboard Boxes U) !n L Q_ Q �. 4-J 1 Q Q Q � O -+ rn c C co � O Vl V `00 U) O N a C N ~ 'J U) EN L O fl- co O O Ln cn v Q ca C ca M U C 'C 3 Ca .Q E m L 2 v�i p1 C O) °' C 1 CL CL Q n y Ca -" u . O co t� C of c L O O cl N ^ .n V)o C N l O O S 0� .tea'_, Z LLB o CD w w CU c Z -0 C c f0 c[s U) t[3 CD ? �7 N N N c� -C M O I— ca do a 0 U Q1 a> Lo ` N a� a c U) 66 M OU Lu cu o o (D O (� o v E ra f� Q. � +J m Q '� pl C V C (. a) cm Q fa CY Q .� Q� o aJ ca CL m C E _fl Ul i CD E cv p c .a p t;, 4P j r=ci o 7�=�An:'d ram::: '- 'c•:�.. il �T. of . � 3 Secre r of 0cu c' of State of the State of Washington and custodian of its 1,KIM WYMAN,Secretary seal,hereby issue this CERTIFICATE OF INCORPORATION to MATLOCK HISTORICAL SOCIETY ' a/an WA Non-Profit Corporation. Charter documents are effective on the date indicated below. Date: 4/18/2016 UBI Number: 603-610-273 • � "" Given tinder my hand and the Seal of the State { 1 aut itiil .. of Washington at Olympia, the State Capital 4 " i Kim Wyman,Secretary of State i i t , t' t tlit, + Date Issued: 4/20/2016 t� ', Matlock Historical Society Curation Supply Proposal $400 Matlock Historical anticipates providing the commissioners a Completion Report along with paid receipts and images. Sco e: Museum-grade supplies needed to keep maps and newspapers available This investment could be fulfilled as our independent function and we enclose our Non-Profit Registration with our State. Outcome: One illustration of our soft match is volunteer time, and attention to properly transfer assets into preservation mode. New supplies will be put into use as containers with labels. Map storage system will be the most tangible aspect. Professional Development: Yes Concept is a fresher look, inviting research, even if more containerized. Anyone interested may gently rummage and observe, pick up a bit on museum registration (Humanities) Public Education: Yes storage with archival files and boxing allows increased material donation flow. Area people continue to realize the attention new donations are receiving. Our community. museum is connected to the area school and there are learning opportunities for the asking. 2024 Mason County Historic Preservation Grant Application Background 1 Matlock Historical Society Curation Supply Proposal $400 Small Capital Projects: No Collections Management: Yes Project effort is managing this museum's growing collection! {the project in a nugget} Expansion will allow for clarity and space to both spread collections out and rotate exhibits. Heritage Investigations: Yes With further proper storage capacity, the intention is to delve deeper. As reputation improves, further items and stories are entrusted, open for future public investigation. Historic Preservation: Yes project preserves three collections • photo album of Dora Rediska Hearing • fragile newspapers our extensive map collection, very much orderly and stackable. Selected triangular boxes. Budget and Sourcing for Project Budget <$400 If possible, we would target our buy in Mason County, or even the northwest. We have selected universityproducts,com, a well-reviewed specialty vendor in Massachusetts with archival products direct by mail. Total is within $10 of $400, with shipping, as of 01.13.2024 Cart Follows on Page 3 - example only 2024 Mason County Historic Preservation Grant Application Background 2 Matlock Historical Society Curation Supply Proposal $400 (25 pts) Promotes heritage, preservation, and history in Mason County Area families continue to realize the attention our donations are receiving lately (cataloging and preservation). Accordingly there are recent gifts of old items, including documentation of local places and events. (20 pts) Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history. Concept is a fresher look, demonstrating work toward completing an archival-grade storage system. This ""sprucing up" invites visitor research . There are learning opportunities for the asking. Our community museum is connected to the area school. (15 pts) Applicant has the capacity to complete the project using professional standards. Volunteer hours will fulfill labeling and shifting of items. We propose housing our extensive (rolled) oversize map collection in triangular boxes. A photo album into a box. Buying newspaper-format boxes, 'metal edge." All archival grade -not acidic, etc. Matlock Historical Society Curation Supply Proposal $400 (15 pts) Immediate need or opportunity and relates to applicants' mission and/or goals. There is immediate need to house yellowing newspapers, and large rolled maps. There is immediate volunteerism to provide our proposed outcome. Preservation is within our mission as a historical society. (10 pts) Clear, measurable outcomes that are attainable within the funding period We will purchase archival-grade boxes, delivered. The boxes will be put into use as containers with labels. Estimate is a 10-week turnaround with ability to provide images and PIF materials receipt when submitting our Completion Report. (10 pts) Well defined budget as well as effectively leveraged funding and support from other sources (total project costs, i.e. grant amount plus hard or soft match; enhancing historic visibility) This project could be self-executed. Soft-match volunteer time includes grant administration. The product with delivery currently totals $387.20. (5 pts) Economic benefit to Mason County. Sales tax on purchase. Matlock Historical Society Curation Supply Proposal $400 ESSENTIALS STORAGE TOOLS MATERIALS PRODUCTS i DISPLAY STORAGE PRODUCTS ORDER Shopping Cart Item Pike qty subtotal Summary n Moisture Resistant Corr.Triangular Tube-6 x 6 x 381n. $16.00 10 � $160.00 Estimate Shippin{and Tax Enter your destination to get a shipping estimate Country 4 ~ United States State/Province Please select a region,state or provl v ® ZJp/Postal Code 98541 Perma/Dur Barrier Board Drop Front Boxes,Tan-12 x 15 x 3 in. $25.20 1 i $25.20 Shipping . 0 Ground$67.20 Q 2rd Day Air$192.00 a .. U tJed Day Airs256.00 a ® Subtotal %320.00 Shgying(Shipping-Ground) $67.20 Perma/Dur Barrier Board Newspaper Storage Boxes,Tan-25 x 19 x $33.70 4 $134.80 2.5in. Order Total $387.20 1 1.1 1.. Proceed to Checkout 2024 Mason County Historic Preservation Grant Application Background 3 HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 27,2024,by and between Mason County(the"County"),and the McReavy House Museum of Hood Canal(the"Grantee"). McReavy House Museum of Hood Canal Mason County Attn:Jayni Kamin c/o Mason County Historic Preservation Commission 500 SE Cole Rd 615 W Alder Street Shelton,WA 98584 Shelton,WA 98584 (360)239-6790 Attn:Luke Viscusi (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards the completion of their upstairs renovation and the creation of two framed posters. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein, and intending to be legally bound,the parties herein agree as follows: 1.Enga eg ment (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of their upstairs renovation and the creation of two framed posters,as described in the scope-of-work (Exhibit "C"), which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 27,2024,to September 27,2024 The Grantee may request a one-time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 27,2024). 2024C 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit C. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 7,2024). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2024C EXHIBIT C McReavy House Museum of Hood Canal - $5,000.00 The McReavy House Museum of Hood Canal will use the funds to complete their upstairs renovation, as well as design, print, and frame two posters. They will partner with volunteers and local contractors to hang drywall, paint, complete woodwork, and install bathroom fixtures, and will hire a graphic artist to assist with the layout, printing, and framing of the posters. Completing the interior of the McReavy House will further preserve and celebrate the unique history of John McReavy and Hood Canal. 2024C RECEIVED JAN 18 2024 lWason County Heritage Grant Application G-15 W. Alder Street Applicant v AWCate: I Mailing Address: UU 5 C) 6 / 1 /_ r-�q Email: hi U' 2-6 ! 6 G��C��10y ,G�h'� Phone:��P�� Project Description Attached on Separate Page: YesZNo_ Total Project Cos y" X�o Grant Request Amount. o 00 Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes✓ No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes_ No 1/ Public Education: Yes V No Small Capital Projects: YesV No Collections Management: Yes_No--\\C—/ Heritage Investigations: Yes No-\,—/ Historic Preservation: Yes V No Does your organization have a current incomplete Heritage Grant project pending? Yes No� Does your organization have a previously approved six month time extension for an incomplete approved project? Yes NOZ Rev. 02/01/2018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes No Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes '✓No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes V No Does your organization have the funding ability to complete the project prior to reimbursement? Yes\,✓ No Signature of official for your organization (i.e. city official, organizational president, etc.): f - G' v Date: Signature of your organization's financial officer: Date: Rev. 0210112018 W A S H I N G T O N Corporations and Charities Division �► Physical/Overnight address:Physical/O ._ Secretary of State 801 Capitol Way S Olympia, WA 98501-1226 �•.f, Corporations&Charities Division Mailing address: PO Box 40234 Olympia,WA 98504-0234 Tel: 360.725.0377 Customer Receipt Payment Transaction: Work Order#: 2023071000457629 Received Date: 07/10/2023 Total Paid: $20.00 Payment Details: Cardholder Name/ Payer Name Payment Type Identifying Number Payment Date Amount JAYNI KAMM VISA 19387 07/10/2023 $20.00 Transaction Details: Name UBI#/Registration# Service Type Amount Processing Fee THE MCREAVY HOUSE 602 642 447 ANNUAL REPORT S20.00 SO.00 MUSEUM OF HOOD CANAL i i W A S H I N G T O N /�I�I 20C1'r - - - -- Filed Secretary of State Secretary of State G�5 W. Alder Street State of Washington AS Corporations&Charities Division Date Filed: 07/10/2023 Effective Date:07/10/2023 U B l 1h 602 642 447 Annu-0 Deport BUSINESS INFORMATION Business Name: THE MCREAVY HOUSE MUSEUM OF HOOD CANAL UBI Number: 602 642 447 Business Type: WA NONPROFIT CORPORATION Business Status: ACTIVE Principal Office Street Address: 500 SE COLE RD,SHEI,TON,WA,98584-7755,UNITED STATES Principal Office Mailing Address: 500 SE COLE RD,SHELTON,WA,98584-7755,UNITED STATES Expiration Date: 08/31/2024 Jurisdiction: UNITED STATES,WASHINGTON Fonnation/Registration Date: 08/21/2006 I Period of Duration: PERPETUAL Inactive Date: Nature of Business: CHARITABLE,HISTORIC HOME/MUSEUM NONPROFIT GROSS REVENUE CERTIFICATION Per RCW 24.03A.960 does the Nonprofit certify that its total gross revenue in the most recent fiscal year was less than$500,000? -Yes NONPROFIT CORPORATION'S EIN Nonprofit EIN:20-5440315 REGISTERED AGENT RCW 23.95.410 Registered Agent Name Street Address Mailing Address This document is a public record.For more information visit Nvww.sos.wa.aov/corns work order#:2023071000457629-1 Received Date:07/10/2023 Amount Received:$20.00 Mason County Heritage Grant Application Project Description: Complete the restoration of the second story and design, print and frame two historical posters We are requesting funds this year to complete two different projects which when finished will complete the interior restoration of the historic McReavy House of Hood Canal. The first project is to complete the drywall of the upstairs bedrooms, hallway and bathroom. We plan to hire a local drywall company to hang sheetrock, mud, sand, and tape the walls where needed, paint and install the bathroom flooring and fixtures This project is vital to complete as we look to adding a second day of weekly tours . We have also begun to host small gatherings and events at the house which we hope will become a revenue stream to support the upkeep of the home. We plan to use one of the upstairs bedrooms as a gallery for our expanding local art collection featuring such notable local artists as Waldo Chase, Paul Armstrong and Fritz Dalby. These rooms will also be used as breakout rooms for small groups as well as historical displays. The second project is to design print and frame two photo exhibits of our founder, John McReavy and his wife, Fanny Gove McReavy,which will tell their story and the history of Union City. We plan to hang these exhibits in the entry hall of the home where they will greet visitors as they enter the house . Promotes heritage, preservation and history in Mason County-(25 points maximum)- The McReavy House of Hood Canal was built in 1890 by pioneer John McReavy. He platted Union City in 1889 with dreams of it becoming a railroad terminus for goods traveling between Port Townsend and Tacoma. The elegant mansion was a fitting capstone to the bustling metropolis he envisioned for Union City. Unfortunately, those dreams dissolved with the world-wide economic crash of 1893. McReavy built the first hotel in Union City, The Occidental Hotel; owned a mercantile and sawmill; as well as several logging operations throughout the Hood Canal area. He was a member of the 1889 Washington State Constitutional Convention and served as a legislator in the Territorial and first state legislature for many years. He served as the school superintendent, postmaster, hotel and store owner, and real estate agent during his time in Union. His home was the center of cultural, social and business activities in the Hood Canal area for many years. Our organization has been working to preserve and renovate the historic McReavy House for the last 8 years with the goal of preserving the history of this pioneering family and to provide a special place that celebrates the unique spirit of Hood Canal and its community.These two projects will greatly contribute to our preservation efforts of the home,the history and heritage of Mason County. Public benefit shows public need and scope, and will increase public understanding, exposure and experience of Mason County history(20)pts. Maximum)- The McReavy House is likely the oldest existing residential structure on the lower Hood Canal. Restoring and maintaining the house will help keep the history of this important era alive . We are expanding our historical exhibits and gathering an expanding collection of artwork from local artists of the era. Tastefully decorated with antique furnishing and implements of the period a tour of the house gives visitors a delightful sense of stepping back in time. Because of the overwhelming response of our weekly tours last summer,we have decided to offer tours of the mansion on both Saturdays and Sundays commencing in May. By also offering small events at the home,we will share the history of the McReavy family and Union City with local residents as well as the many tourists who frequent the area. Applicant has the capacity to complete the project using professional standards(15 points maximum) Several of our volunteers are experienced carpenters and handymen. For these projects we will hire local contractors to assist our volunteers. Immediate need or opportunity and relates to applicants mission and/or goals(15 points) our small but committed group of volunteers has worked tirelessly to procure materials and expertise when needed to achieve our mission. Every item or service has been donated to the house or purchased with donated funds. As we are such a small group, we have put our energy into the preservation of the house first then to restoring as much as we can within our limited budget rather than in fund raising.This grant will help us complete the interior of the house and help us meet our goal of creating a special place to preserve and celebrate the unique history of our illustrious founder and the Hood Canal. We were able to complete the restoration of the first floor last year and have procured the necessary materials to finish the interior of the second floor. With drywall, paint, woodwork and be complete and read for bathroom fixtures reinstalled the restoration of the interior of the homewill p y visitors. Measurable outcomes-(10 points maximum)- Measurable outcomes will be the completion of the upstairs restoration and two framed posters depicting the stories and photos of John and Fanny McReavy. Well-defined budget as well as effectively leveraged funding and support from other sources (total Project costs i.e. grant amount plus hard and soft match; enhancing historic visibility) (10 Pts. Maximum)- The materials for the upstairs restoration have been donated. This project will be completed by professional drywall contractors along with our local volunteers. We have received a bid of $4000 to complete this project. t F 't I' i� .,,o�.-a��-tom.•--.ate n�'.v w.e a r+�t.,,a r•�..� I ,.aw K p.va`tr ae.«ge�tva;e*"'w+.`A�t a....r.• -•.+ � � r.l 4aN as k w wrw-.•a•.+•a �#...:.� _ '� Grp ee�lk yy+�cw'aat Ld�+rv»w�# ��.. ..mow_.. ..• .t i i ,res,.�'aa4if wt�'++;•weml �,o�i�dvf.ie My.eraer4�swav�::►#�""r•"'0' ., � - I i�i!r�4 b is iiM�P�4M/F.4L.�►'"sM'-'Y�� (}q .YN'1M W/kie+Y��1�E1• lft ji i � acre= i HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 27,2024,by and between Mason County(the"County"),and the Peninsular Railway&Lumbermen's Museum(the"Grantee"). Peninsular Railway& Mason County Lumbermen's Museum c/o Mason County Historic Preservation Commission Attn:Josh Kaivo 615 W Alder Street PO Box 1333 Shelton,WA 98584 Shelton,WA 98584 Attn:Luke Viscusi (360)589-9201 (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards the purchase of replacement batteries and reactivation expenses for Simpson Railroad Locomotive 900. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein, and intending to be legally bound,the parties herein agree as follows: 1.Enga cg ment (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the purchase of replacement batteries and reactivation expenses for Simpson Railroad Locomotive 900,as described in the scope-of-work(Exhibit"D"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 27,2024,to September 27,2024 The Grantee may request a one-time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 27,2024). 2024D 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit D. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 7,2024). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2024D EXHIBIT D Peninsular Railway & Lumbermen's Museum - $5,000.00 The Peninsular Railway & Lumbermen's Museum will use the funds to purchase replacement batteries along with other running maintenance items that will be addressed during the Simpson Railroad Locomotive 900's reactivation. They will work with volunteers and contractors to replace the batteries and reactivate Locomotive 900. Completion of this project will allow the Peninsular Railway & Lumbermen's Museum preserve Locomotive 900's unique history and restart the entire railroad with Locomotive 900 as the primary source of motive power for excursion operations. 2024D Mason County Heritage Grant Application Applicant: Peninsular Railway &Lumbermen's Museum—Date: 1/17/2024 Mailing Address: P.O. Box 1333 Shelton WA 98584 Email:contact@simpsonrailroad.org Phone: 360-589-9201 Project Description Attached on Separate Page: Yes x No_ Total Project Cost: $19000 Grant Request Amount: $5000 Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes x No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes No Public Education: Yes No Small Capital Projects: Yes x No Collections Management: Yes—No— Heritage Investigations: Yes No Historic Preservation: Yes x No Does your organization have a current incomplete Heritage Grant project pending? Yes No x Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No x Rev.0210112018 If your organization had a previously approved six month time extension,has one year elapsed since the completion of the project? Yes No I Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes x No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes x No Does your organization have the funding ability to complete the project prior to reimbursement? Yes x No Signature of official for your organization(i.e. city official,organizational president, et Date: 1/17/2024 Signature of your organization's financial officer: JO-S v K'a )V()- Date: 1/17/2024 Rev. 02/01/2018 PeniNAar Railway& Lnnhmen7s,Museum P.O. Box 1333. Shelton Washington 98584 simpsonrailroad_ org Locomotive 900 Battery replacement and reactivation to service . .................. Brief History Locomotive#900 was built by the Electro Motive Division of General Motors, or commonly referred to as EMD, in 1955 at their LaGrange Ill plant. It was the first diesel purchased by Simpson for their Shelton opera- tion. Simpson gave it number 900 which refers to the horsepower and model number SW900 of the locomotive. Locomotive#900 has served the Simpson Railroad for it's entire life having never left Simpson Rails some 66 years of continuous service. Today it eagerly is waiting to serve the Simpson in a new roll, sharing it long time home with passengers. Being purchased for and never having left Simpsons Shelton operation it gives a unique- ness in Railroad and lumber industry history that is specific to Shelton and Mason County,this has been it only home. That history is one of the reasons why the Non-Profit Peninsular Railway&Lumbermen's Museum was formed with its goal of preserving that history. PdiinsularRaiMy& LumbermeWs- Museum P.O. Box 1333. Shelton Washington 98584 simpsonrailroad. org Locomotive 900 Battery replacement and reactivation to service Project Overview Locomotive batteries have a life expectancy of about 15 years. 900's batteries are over 20 years old and will no longer hold a charge. That makes the locomotive unable to start on its own on not reliable for use. In 2024 the PRLM as part of its efforts to restart the entire railroad is planning to use the 900 as its pri- mary source of motive power for its excursion operations. Those trains will operate with locomotive 900 caboose 201, caboose 1201 (restoration completion in summer of 2024), along with off site baggage car 223. The first step is to reactivity and insure the locomotives reliability. That work includes the battery re- placement along with other running maintenance items that will be addressed during the locomotives reacti- vation. Overall the locomotive is in very good condition and has operated as recently as 2 years ago and has been stored serviceable. Project Expense The total project budget is $19,000 dollars. The batteries make up the largest portion of this pro- ject. New Batteries: $15,000 Contractor/lift truck: $2000 Water leaks, gaskets: $500 Electrical—cables/connectors/misc.: $1000 Misc. tools and expenses $500 Project total $19,000 Paiisdar & LumbenmeWs Museum P.O. Box 1333, Shelton Washington 98584 s imp sonrailroad.org Locomotive 900 Battery replacement and reactivation to service Other Funding Sources The PRLM has secured funding from Pete Replinger, former Simpson Engineer and PRLM board member of $10,000. With earned income of$4000 towards the balance of the project. Volunteer hours Museum volunteers will lead the work. An estimated 100-120 hours will be needed to replace batteries and other needed tasks to complete the reactivation. Hutton Locomotive will be hired to assist in the battery replacement for handling due too size and weight. Asking For The PRLM is asking for $5,000 towards the project total of$18,0000 Completion: Project completion date of early March 2024. With it operating at our Easter bunny special latter that month. IraDepartment of the Treasury Date: Internal Revenue Service 10/20/2022 Tax Exempt and Government Entities Employer ID number: IPQ P.O.Box 2508 81-4827245 Cincinnati, OH 45201 Person to contact: Name: Customer Service ID number: 31954 Telephone: 877-829-5500 PENINSULAR RAILWAY LUMBERMENS Accounting period ending: MUSEUM December 31 C/O JOSH KAIVO Public charity status: 613 N UNION AVE 509(a)(2) TACOMA, WA 98406-5431 Form 990/990-EZ/990-N required: Yes Effective date of exemption: May 15, 2022 Contribution deductibility: Yes Addendum applies: No DLN: 26053686001192 Dear Applicant: We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3).Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests,devises,transfers or gifts under Section 2055, 2106, or 2522.This letter could help resolve questions on your exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you're a public charity under the IRC Section listed at the top of this letter. Based on the information you submitted with your application,we approved your request for reinstatement under Revenue Procedure 2014-11.Your effective date of exemption, as listed at the top of this letter, is retroactive to your date of revocation. If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990-EZ) or electronic notice (Form 990-N,the e-Postcard). If you don't file a required return or notice for three consecutive years,your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies,the enclosed addendum is an integral part of this letter. �_etter 947 (Rev. 2-2020) Catalog Number 35152P For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter"4221-PC" in the search bar to view Publication 4221-PC, Compliance Guide for 501(c)(3)Public Charities,which describes your recordkeeping, reporting, and disclosure requirements. Sincerely; 0—- ouetlW� Stephen A. Martin Director,Exempt Organizations Rulings and Agreements Letter 947 (Rev. 2-2020' Catalog Number 35152P HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 27,2024,by and between Mason County(the"County"),and the Pickering Homemakers Club(the"Grantee"). Pickering Homemakers Club Mason County DBA: Pickering Community Club c/o Mason County Historic Preservation Commission Attn:Jonelle Adams 615 W Alder Street 2736 Gravelly Beach Loop NW Shelton,WA 98584 Olympia,WA 98502 Attn:Luke Viscusi (206)235-7830 (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$2,441 towards the labor,materials, and tax to update the Grant School's electrical outlets. 2.The County is granting up to the$2,441 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein, and intending to be legally bound,the parties herein agree as follows: 1.Enga cg ment (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of updating the Grant School's electrical outlets, as described in the scope-of- work(Exhibit"E"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 27,2024,to September 27,2024 The Grantee may request a one-time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 27,2024). 2024E 3.Grantee's Obli atg ions (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit E. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 7,2024). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2024E EXHIBIT E Pickering Homemakers Club - $2,441.00 The Pickering Homemakers Club will use the funds for the labor, materials, and tax needed to update existing electrical outlets and install new electrical outlets in both the outdoor and indoor areas of the Grant School. They will hire a licensed electrician to complete the work, which includes installing outlets, circuits, and breakers. Completion of this project will allow the Grant School to continue being a safe, local hub for gatherings, events, historical education, and emergency preparedness. 2024E Mason County Heritage Grant Application Applicant: Picker'i n - Porn emakef s 61(4 Date: January 12,202-4 'D6A s Ker' v1J ainmun i ` C u Mailing Address: 27 3 6 6 ru U e L l y 3 ea ck LID NW.W. 01� mP'-Gf Email:jadams13444@live.com phone: (206) 235-7830 Project Description Attached on Separate Page: Yes X No Total Project Cost: $2,441 Grant Request Amount: $27441 Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit,please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes X No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes_ No_ Public Education: Yes No Small Capital Projects: Yes X No Collections Management: Yes—No— Heritage Investigations: Yes No Historic Preservation: Yes No Does your organization have a current incomplete Heritage Grant project pending? Yes No X Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No x Rev. 0210112018 If your organization had a previously approved six month time extension,has one year elapsed since the completion of the project? Yes_ No X Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes X No Does your organization have the fiinding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i.e. city official, organizational president, etc.): Date: 1 )i Z 0 Z.4- Signature of your organization's financial officer: Date: J/Z —,,2Qe Rev. 0210112018 Mason County Heritage Grant Date of Grant Application: 1-9-2024 Organization: Pickering Homemakers Club Inc. dba—Pickering Community Club www.thegrantschool.org Address: 151 E. Community Club Road—Shelton, WA 98584 President: Robyn Patterson Contact person and Mailing Address: Jonelle Adams,Treasurer—2736 Gravelly Beach Lp. NW, Olympia, WA 98502 Cell Phone: 206-235-7830 Email:jadams13444@live.com Mason County Heritage Grant Application for 2024 Applicant: Pickering Homemakers Club Inc dba- Pickering Community Club Category:Small Capitol Improvement Project Description: Pickering Community Club is seeking funds to update electrical outlets in both outdoor and indoor areas of Grant School.This project will help ensure electrical outlets are adequate to meet building usage and safety regulations. What will the work entail? Due to limited indoor outlets and our reliance on extensions cords—updating electrical outlets is needed. By adding GRCI outdoor outlets and installing appropriate circuits and breakers, Grant School will have updated and adequate outlets to reduce fire or trip hazards. All work will be completed by Dennis Wharton, licensed electrician,from Hammer Electric in Shelton. Work entails the following items: Updating 8 indoor outlets Installing 3 outdoor GFCI outlets Installing 2-20 AMP 110V circuits Installing 2—Square D Homeline Breakers 1 1 What materials will be used? All material will meet current building codes and are supplied by Hammer Electric. Overall Total Proiect Budget: Labor and materials $2,250 Tax 191 Total Budget $2,441 Request for Grant funding: $2,441 How does this project promote heritage,preservation,and history of Mason County? In 1946,the Pickering Homemakers Club, alumni and residents of the surrounding neighborhoods were concerned about the future of an old one room schoolhouse called the "Grant School" established in 1914 and closed in 1942. The Pickering Homemakers Club had just incorporated in 1946 which gave it a solid community presence and they agreed to take over the stewardship of the old school with full responsibility for its upkeep and continued preservation.Subsequently,the property was then deeded to the Pickering Homemakers Club and their meetings and activities were located at the school. In 2002,the Pickering Homemakers Club filed for non-profit status (5016) and several years later changed their name to Pickering Community Club as filed with the Washington State Secretary. As caretakers of The Grant School,the Pickering Community Club has the following goals: • To preserve the 1914 Grant School historic flavor for the Pickering neighborhood's use and enjoyment. • To invite neighbors and friends to share in the experience of The Grant School and to be a part of our community engagement events. • To create a living classroom museum available to children for educational school field trips. • To support community engagement and provide outreach to K-12 education to our area. Through the interest, participation and monetary support of friends and neighbors in the Pickering area, Mason County Heritage Grant program, and Green Diamond Grants,the school's history and structures are being preserved. Fund-raising for the restoration or improvement of The Grant School is an ongoing project. We wish to acknowledge past support from Mason County Historical Preservation Commission and the Green Diamond Corporation for funding past improvements which included: updating a bathroom, return of 2 the original school bell to the roof-top, repair of 1916-era maps and map case, meeting room ceiling replacement, a new flagpole, reoiling of original wooden floors, rebuilding of three porch railings and new steps, repair of outside shed, a new roof, updated electrical for new heating and cooling system, additional attic and floor insulation, and recent updated well building and tanks. Grant School is proudly being preserved for future generations of the Pickering community to use and enjoy. How does this project benefit the public and increase public understanding,exposure,and experience of Mason County history? The Pickering Community Club is responsible for the preservation of the Grant School property and promoting the history of Mason County. Through our community projects and community volunteerism,the Grant School property is known as a local hub for community gatherings and fundraising events for its' historic preservation. The Grant School serves our community by providing a venue for monthly Club meetings, memorials,community classes and family/social events. Summer Concerts are held on the playground and the school is open for visitors to see the photo gallery collection,school desks, chalk boards and maps, and even ringing the school bell. Pickering Community Club also continues to promote Mason County history by offering field trips for surrounding school districts.Grade school students visit Grant School and learn how students were educated back in 1914. Students learn the history of the area by participating in a hand-on-experience, while pretending to be a student at Grant School.Volunteer members conduct the educational field trip and help students experience "a day in the life of Mason County history in 1914." Our photo gallery displays historic photos of Grant School's history from 1914- 1942.The gallery showcases the history of our Pickering pioneer families and celebrates the support and restoration for the Grant School by volunteer members. Grant School brochures promote Mason County history and showcases how preservation of the only existing one-room schoolhouse is supported and maintained by our volunteer organization and various grants. Does the applicant have the capacity to complete the project using professional standards? The Pickering Community Club has received previous grants and has proven capacity to complete past projects using professional standards and following grant procedures with final report filing. Past grants were received in 2011,2013, 2017, 2018, 2019, and 2023. What is the immediate need and relationship to our mission/goals? Pickering Community Club is dedicated to the preservation of Grant School and has been conducting continuous fundraising events and writing rants to accomplish this goal. Over the ears we have I; g gg p g years, completed several ambitious capital improvement projects which have drawn down our capital improvement reserve funds. Our large capital improvements have included a new roof, attic and under floor insulation, new heating and cooling system, updated kitchen with new appliances, partially updated electrical wiring,and well repairs. 3 i Immediate need: Our membership participates in volunteer work groups to keep the school in working order, but this new project requires a licensed electrician to complete the work.We are a dedicated group of volunteers with a proven track record for the continuous preservation of Grant School. We hope our continued commitment to the long-term investment and preservation of the Grant School is worthy of your continued support. Grant funding would cover the electrical work necessary to install additional electrical outlets both inside and outside.Currently,we have no outdoor electrical outlets and limited interior outlets—which requires the use of extension cords to hold our meetings and events. Partnering with our Emergency Preparedness and Safety Committee,we are updating and prioritizing any unsafe or hazardous conditions that would jeopardize the use of the Grant School. Overuse of limited electrical outlets and continued reliance on extension cords is an immediate concern for both fire and tripping hazard. What are the measurable outcomes? Pickering Community Club is committed to assuring that the work is completed with quality materials and done by a licensed electrician with the required permits to carry out the tasks outlined in this grant. Board member, Bill Gaines, retired CEO of Tacoma Power and Light, will monitor the completion of this grant. Mr. Gaines recommends and has experience with the services of Dennis Wharton from Hammer Electric in Shelton. What is the economic benefit to Mason County? The overall economic benefit to Mason County is by preserving and enhancing Grant School as a community facility for continued community use with available supportive resources. Over the past year, Pickering Community Club has added an Emergency Preparedness goal to help map and establish neighborhood block watches for the Pickering Community. Using the Grant School as the headquarters for Emergency Preparedness events will assist Mason County with economic and safety benefits. Establishing these volunteer groups to be prepared to support emergency situations is an added economic benefit especially when Fire Departments and Police are understaffed and under resourced. Another addition in 2023 to support the Pickering Community,we have added an Automated external defibrillator(AED). Our members are taking online classes to learn how to use the AED and at every public or club meeting,we are updating attendees and visitors on Emergency Exit procedures, and location of AED. We also provide ongoing support to Pioneer School District for various STEM projects and donate to Pioneer School through volunteer projects,financial support and scholarships. 4 HAMMER ELECTRIC ESTIMATE Shelton,WA 98584 Phone:(360)393-0773 ESTIMATE NDW0629 DATE:01102/2024 BILL TO: Old Grant School Shelton fJ QUANTITY DESCRIPTION 3 Outdoor GFCI outlets 8 indoor outlets 2 20 Amp 110V circuits 2 Square D hbg rMelir a breakers / TOTAL DUE 1 $2250.00 y Price Includes rough In completion,material,and permits. Payment Terms and Conditions:30%of total due upfront and remaining balance to be due upon the completion of services. Hammer Electric is not responsible for cutting,patching,or painting any surfaces,walls,floors,ceilings, tiles,concrete or asphalt,or for any existing deficiencies and/or code violation. Hammer Electric is not liable for any repairs necessitated as a result of fire,flood,or Acts of God:damage by negligence or misuse by others,faulty system design,improper operation,mischief or vandalism,or normal wear and tear. THANK YOU FOR YOUR BUSINFSSI Senn,S 1AA 61 it it k3j Eic"I<:itNAL REVENUF: rKRVI('H UI-.PARTt+ NT OF 'MN THF.A81M P..0. lox 2508 t"..1:3CItJNACI; DH V4201 APR 1 14uplsrye:t identification Numbet Da te. %Ij 1:['?rii2rJ'S PIC"RINr 110h2ilNZMts CLUB 12T'w C,ont:ar_t Person: O erANfC64 Y. t'2WAR .15 t BROCA S 80090M 104 11183 .-4G E irjCFEHjW.7 RLi Contact Telephone Nuatko-Irz SRFi.I(lid, WA IM5#14 {t!'o) ".4 S500 Aceountioq Pf-exi td Endi,ntj-, Por'm 950 R#.gwiro—A + Addendum App I i-v; fo ")par Appi icant al iSif ClTtl ii:.k t:ix iiiift 3�.it'23t Gild iii nuff4 aq Your operations i l i tIF1 at: stated in y otir Application for rean-4nit ion rri exf-motion, we. hive,. dv,-ttermined you ate exempt from federal inc:rinst, r.AX ttrldjf°r :t,�ctjon rt,l.{a) of r-he internal Rev[Mtte C('-Vdf at; an nrganization deesr.•rihod irl r.erri.cstl 1 01 t ) t_1 I We h-tve turthet :lct:omined that you are not a private foundnt.i.on within': the meanitly of sectir:n S09(a) of r.he erode, tiicause you are an organ zat.ioll e r,cc'r.i lire! (Pt levt:'nrl.t '04 t;a) t!) ;-n*O !70(b) t'7) IN) (-it . (f your stlus-,;:ec of supptsrt, or your purpooefa, character, or methad of Orj6yilt,ion change, please iwt utl +crtow co wc: can consider the, effeesr of the 71'Alr. eY-Y-!pt ',i't::tun and t:l..nun Tn t hn rar#B *f an, ;lmend.- nwret .. yr,nr «s�isszaeat.ar nal document: or hylaarz, pl--Wo avivi u.. a c rnpy tit the 4mended dmument or bylaws. Also, you should infnrm cis of all change:: itt volir Same sir 3ddi a-ot. An of =lanuar, 1, 1964, Vora are liable for taxo2s under the Federal Inattrance t'ont:ri.buticnis Act (nodal secuilt:y taxtav) on remuneration of $10o at more you pay to each of your employeest during a calendar year. Y¢na arc: trot liakr?p for the tars imposed la0le the- F:4L%raj Un loyteenr TaY -Act (ElTrA.) slllr-r_ you sat£! riot, a private t:,ul�tL�tic,n, you are tiou ni'Abject to tho exeir>r- :37E� tln'Ier ch,AVtur 'ts fit 1-tot Ccdn- Iftvevtr, it ytlta :.zc inv'X3w.vcd iri an L-nacz;C t it t—rf WOO i.crtt, f-hat krar:s.as.tirlti matiht: be oubje t to the excise taxers 4f secr.I_rsrt 49411. {lcicliCionalLy, you arf, not autoaat;x«1ly raxs:rttpt ttctrtt cst}te> PewiKrnl exeis3e taXei, It yliti h:avt* :.iny questions of-meat exr ine, employment, or -ithcr fr-&--ra> t-axc%, j.it-ale :tulttauL yutzt k�:y tzi> t.a c:� of f '`,arant�.f'la i as d cont:L ibuv,rtr 9 ina r*?I-,r F)rt tolla rlt�t Hrl'il Tlet t.i+1lt RiT:.l4„sS t:hF? ,:lit:r•tri.al Res'f_ttxae- Service publiuht-:3 I'ot aue to the contrary. NC-Iwevrs, if You :oze yr.,ur cec:t.ioti 509(a) I3i ctar:ut , a ratarttox or contributor may rlrA rely on ti11, riet":erminaciors if he or she war iii part restwinuible for, or was aware Qf. the act or failurti to act, or the rnubntantiol or material ch:•inie rn Lbe y . i.r.t t:scr 947 (DO/Cr.', I� pFC-K;`I;.tiiil 1104AtiMAYE FS CUM INr' I rum of the org.ntsiaat iun that resulted in 70ur loon of uucbi stat:uts, or if•:se as ulte acquired knowledge thar. the Internal Revenue Service had givnzt notice that You would no longer be rlavaitieti as3 a section t;49(a) (lf organizatjort, Donors may deduct contributions to) you as provided in Section 170 of the Cofie, Requests, lega vier, devises, trdn!lfers, or gifts w you or for. your tine ,tte deductible for federal estate and gift tax put-poses if they meet the -Ippli-abie previslorts of sole 6oct toms 2055„ 2106, and )522, ir,,nt:ributsan dvductiQnG 4�ie allowable ru aborts only to the extent: t:ilat their conttibut:ions are gifts, with no conaideration received. Ticket- pux c;h,aese:, ind similar payments in Conjunction with fund", icing e'venth May not nt:ccsuarily qualify AN deduCCiWo oontributtons, dQv*-nrling on the ci.exum Gov Rcvts:uc Ruling 0- -24ti, Published in Cumulative Bulletin 196'vw., 1 an parfe 104, which seats forth cluidolin s regarding the deductibility, as cliairi- table crntt•abutiona, of payments made by t:axpaye;r:s for admicsaimn to or n4he r II Participat.irin in tundraininq activlt:iert for charlty. In r.he head;sq of this 1r:.tt,-r we have iniiiczat=ed wliethcr you must file Put" 990, Return of: Organization Exempt From Incur- Tax. if Yeti is inclisatexi, yott are required to £#le porn ri9tf onj.,• .rb yintr groan raceiptr each —Mar arc normally rat re than $25,QGG. Hower, if you receive Form 990 packa9v in the mail, please tile! the Veturn even if you do rot exceed the gross receipts taut , if you are not required to File, simply attach the label provided, check the tnk:x in the heading to ifxiiVate that: your ;annual gr000 receipts are normally ` ;" S,000 rot lees, and uign they rotturn. it a return is required, it trout, be filed by the isti, day of r._kie fifth 'Torah att ex UW end ,t l out annual accounting palatal. Ii penalty of $20 t3 dog in chi%rgC-d hezr a return i ; filed .late', unit^,.s:s tltnref is reasonable cause fux tile_ delay, However, the maximum penalty charged cannel exceed $jo,ouo ter 5 per'cenr nt VOkIr, 17r. BS Irt-c_.ipt s for flare ycikr, which 'vcr r, "_^ S. Z"•:�. arganixat:irns with az osa receipts exceeding $l,000,000 in any year, th lsrnal.t y in $100 per day per t'L-turtt, unle.siq there in retasoauAile cause for the delay. 1 iht maximum Penalty for ar. organi,aetion with grosa receipts exceeding ;t1 f!00.0Q0 thatl, not, t!nceed ,r!!U,t;40, 'yhi:; sfit lty cir,+•2f i�� l�[.} d i_ �[ 1 e 4- L'7.SrPi�� a� 1� zeturn is not cemtjileta, so be sure your r-0tut" is ccrmgsletc.- b"-`Oxe You file it. You are recTaired to matte your annual infoi.Ttat ion return, Form ago or Fc,r4!! flsiw.-��'.,.�., �s".•£tilial`ilt� ft�r public inspection �` , a i p pEc seas far three yearns after tthe. latet ut the due: date of the return or the date the return is filed. You are4 also rP;uxxeri to make available for gtuksl _ inapeuction your exemption application. my supporting documents, and your exeMptican letter. Copies ot: t.lieser dnrutr t"*S are Rlscs re(Filzed to be provided to any individual. upon written or iu prttrrson request wit:htiuk. Charge o>;her tiut;n reasonable fees for copying and postage, YOu may tul.f i l l this rt qu4retttent bg placing these documenr_s on the Iz:tern t POi4l.Caea tttay be impound Cot failure t p cemspiy with theme ireauliretmentr. Additional information its available in Publication 551, lax-Exempt Status for Your Organization, or you may call our toll free tiu^sber tslw•wn above Letter 94 1 t00103:, I I -3- PICKRRING HOMEMAKERS CLUB INC You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 51l of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T. Exempt Organization Business Income 'Pax Return. in this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in auction S13 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Pleaae use that number on all returns you file and in all correspondence with the Internal Revenue Service. If we have indicated in the heading of this letter that an addendum applies, the enclosed addendum is an integral part of this letter_ Because this letter could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions. please contact the parson whose name and telephone number are shown in the heading of this letter. Sincerely Yours. Steven T. Miller Director, Exempt OrganizaLiorm Letter 947 (I)Q/CG) HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 27,2024,by and between Mason County(the"County"),and the Skokomish Grange No. 379(the"Grantee"). Skokomish Grange No. 379 Mason County Attn:Karen Ragan c/o Mason County Historic Preservation Commission 6481 W Skokomish Valley Rd 615 W Alder Street Shelton,WA 98584 Shelton,WA 98584 (360)426-2426 Attn:Luke Viscusi (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards the purchase and installation of new flooring for the Middle Skokomish School. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein, and intending to be legally bound,the parties herein agree as follows: 1.Enga cg ment (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of purchasing and installing new flooring for the Middle Skokomish School, as described in the scope-of-work (Exhibit "F"), which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 27,2024,to September 27,2024 The Grantee may request a one-time six-month extension.Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 27,2024). 2024F 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit F. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 7,2024). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2024F EXHIBIT F Skokomish Grange No. 379 - $5,000.00 The Skokomish Grange No. 379 will use the funds to purchase and install new flooring in the main classroom and kitchen of the Middle Skokomish School. They will partner with a local contractor to restore the grange hall so that the community can resume use of the primary meeting room and kitchen. Repair and maintenance of the building will help Skokomish Grange No. 379 to further preserve and share the history of Mason County with community members who use the grange hall as a gathering space. 2024F RECEIVED J A N 18 2024 Mason County Heritage Grant Application r , 15 K Alder Street Applicant: S f�0 Ka n,v�S'h C OA N&E 3?ci —Date:Date: O 1- 17 - mac'z 3 ",/u.N-PROtrk-7ISSe, LO) -rm I D�A3-7S-4,-3 9 3 C, Mailing Address: SO K O.titt 1'H V)--/ fu), C L e I hit wet, lk -V Email: 'Vm-evLynocia, ��cfc , cow, Phone: 3�o -`f:k6 Project Description Attached on Separate Page: Yes No Total Project Cost: � 7.v i -7, & 3 Grant Request Amount: S: Ovo Heritage grants are available to non-profits, government agencies and tribes. If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501(c).(3). Proof of non-profit status is attached: Yes Y No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes_ No 'Y Public Education: Yes_ No X Small Capital Projects: Yes' C No Collections Management: Yes—No Y Heritage Investigations: Yes Now Historic Preservation: Yes_( No Does your organization have a current incomplete Heritage Grant project pending? Yes No_. Does your organization have a previously approved six month time extension for an incomplete approved project? Yes_No_'L Rev.02/01/2018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes_ No Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes No Does your organization understand that this is a reimbursement grant not to exceed $5,000? Yes. No Does your organization have the funding ability to complete the project prior to reimbursement? Yes Y No Signature of official for your organization (i.e. city official, organizational president, etc.): Date: _,A Signature of your organization's financial officer: Date: ( t Rev.0210112018 (AIRS Confirmation Home aqLuriW Profi e I LQgout 379 SKOKOMISH GRANGE Your Form 990-N(e-Postcard)has been submitted to the IRS • Organization Name:WASHINGTON STATE GRANGE • EIN:237563936 • Tax Year:2022 • Tax Year Start Date:05-01-2022 • Tax Year End Date:04-30-2023 • Submission ID: 10065520231516728360 • Filing Status Date:05-31-2023 • Filing Status:Accepted MANAGE FORM 990-N SUBMISSIONS 2 1.1*131 17 102 Annual Filing Questionnaire Grange Name and Number: --- ` f'9 6,44 l S Grange EIN: A-s— 9 5 3 q2 End of IRS Reporting Year(circle one): December 31 661 30 Contact Name and Phone Number(this is for any questions Ferol may have): Name: K��'e�� R R9 Q vim. Phone#: Yes, we would like State Grange to file for us No,we will file on our own(please send a copy of your confntmation to State Grange) Our non-profit status has been revoked. (Effective date if known ) 990N(ePostcard)Info: 1. Has your Grange terminated or gone out of business? Yes (&0 2. Are your gross receipts normally $50,000 or less'? es No 3. Principal Officer for your Grange: Name: W�L L VW W e-f--, -S2 ILL Ag-r IEV Address: a�.� W e 44-r_ SKO KO M)X.l j lA Office Use Only: We-date: �s ctd/Rejected t c ; K ga aren Rans h:�_ 6481 W Skokomish valley W shelton,WA 98584-6407 In Essentials,Unity In Non-Essentials,Liberty * In All Things, Charity WASHINGTON STATE GRANGE 924 Capitol Way S #300 y PO Box 1186 * Olympia, WA 98507-1186 (360)943-9911 * FAX 1-360-357-3548 * 1-800-854-1635 January 27, 2023 To: All Pomona and Subordinate Granges Re: Annual Filing of 990-N (ePostcard) Worthy Secretary/Treasurer, We are preparing to file the IRS 990-N (ePostcard) for the 2022 tax year. Please fill out the attached form and mail back to State Grange as soon as possible. By completing and returning this form,you will indicate whether your Grange wishes to file the report yourself or have the Washington State Grange submit your annual filing. All Granges need to complete the attached form annually. Even if we have filed for your Grange in the past,you must submit the questionnaire stating the preference for the current filing year. Your answers will help us accurately report information for your Grange to the IRS. If you have any questions regarding this letter please call Ferol (in office on Wednesdays and Fridays), as she will be handling the filing process. Fraternally, Tom Gwin, Master Washington State Grange In Essentials, Unity In Non-Essentials, Liberty ., In All Things, Charity 2 Annual Filing Questionnaire Grange Name and Number: Sv-s/bKy M )S IY � g Grange EIN: Al- `i( 5 6 3 q3 (o End of IRS Reporting Year(circle one): December 31 pri130 Contact Name and Phone Number(this is for any questions Ferol may have): Name: Kc�revl Ra q Q vim. Phone#: 3100-' W Xo- 'A 9 a( Yes,we would like State Grange to file for us No, we will file on our own(please send a copy of your confirmation to State Grange) Our non-profit status has been revoked. (Effective date if known ) 990N(ePostcard)Info: 1. Has your Grange terminated or gone out of business? Yes C_NN 2. Are your gross receipts normally $50,000 or less? 6S) No 3. Principal Officer for your Grange: Name: W L L\k P(\ VW u' TR ��►S'7��R Address: � ��.z� u)_eak S OKOMIS1j_�'Ly J Office Use Only: File date: Accepted/Rejected �J In Essentials, Unity x In Non-Essentials, Liberty In All Things, Charity NO The National Gage CITATION OF COMMENDATION .w Graye zz Z�- .- z - m it 1W; =mod= �' tc I* =''dam " I Mason County Heritage Grant Application Proiect Description: Replace Damaged Flooring of the Historic Classroom/Kitchen This small capital project will consist of the purchase and installation of new flooring in the main classroom/kitchen of the historic Middle Skokomish School, now owned by Skokomish Grange#379. In the winter of 2022, the Skokomish Grange members learned that because of some issues stemming from burst pipes, and a degrading foundation,the county had red tagged the entire building forcing the Grange members to close the doors on the hall until the necessary repairs could be made. Moreover, the insurance company canceled their policy and refused to pay for any repairs. The entire community was devastated to learn of the closure of the beloved hall. A structural engineer was hired to review the damage and reported that the structure was sound and them gave a list of items that needed to be repaired to lift the county closure. Fortunately, local contractor, Steve Martinell, came to the rescue and using reserve funds of the Grange, has been lovingly restoring the hall to the point that the red tag designation of the building will soon be lifted and the community can resume use of the building. The entire floor of the classroom/kitchen has been removed to replace decayed beams, underlayment has been replaced but funds are necessary to pay for the final flooring and installation. It is our hope to use these funds, if approved, to purchase new flooring and have Mr. Martinell install it restoring this room to its former glory. Promotes heritage,preservation and history in Mason County-(25 points maximum)- The Middle Skokomish Schoolhouse was built in 1923 and served as the main schoolhouse for several generations of Skokomish Valley children. The schoolhouse consisted of two main classrooms (one classroom also housed the kitchen); and a gymnasium/community hall with a stage area which has served as a meeting room for the community for over 100 years. Many local families have held weddings, class reunions, family reunions and many community meetings in the hall. In 1959, most of the local schools were consolidated into the Shelton School District. The Skokomish Schoolhouse was then sold to local Grange#379 who has been the guardian of this historic building for years. The school house was designated a historic structure by the Mason County Historic Preservation Commission in 2016. Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history(20)Pts.Maximum)- In recent years due to the degrading of the main channel of the Skokomish River Valley, residents have experienced many problems relating to the increased flooding of the Valley floor. In the 1980's many homes were bought out and destroyed by the county leaving the community in distress. The historic schoolhouse became the site of many community meetings as residents worked with local and state groups to find solutions that would restore the Skokomish River for future generations of people as well as salmon habitat and the health of Hood Canal. In 2006, the Skokomish Watershed Action Team was formed by local activists, Mason Conservation District,Skokomish Tribe, and Mason County government. The Grange Hall became the primary meeting place for this group for years. The SWAT, as they are called, have been working to improve natural processes in the upper and lower reaches of the Skokomish River with great success and have received national recognition for their efforts. The Skokomish Grange is a non-profit state organization which has been active since 1910 and has monthly meetings. The Grange has 35 members although only 10 are active. Since the closure of the building the Grange has been meeting in the Skokomish Valley Community Church. The Middle Skokomish Schoolhouse/Grange Hall is a great example of early 201h century rural life . Repair and maintenance of this building is an important step to preserving and sharing the history of this bygone era and telling the story of Mason County. Applicant has the capacity to complete the project using professional standards(15 points maximum) The Grange has enlisted the help of a local contractor to complete the project. Immediate need or opportunity and relates to applicant's mission and/or goals(15 points) While this project is not necessary to restore occupancy of the building, it is an important project to prepare the building for future use as this room is the primary meeting room as well as the kitchen. The Grange Hall is very important to the vitality of the local community. It serves as an information center as well as gathering place for not only Grange members but the entire community. Measurable outcomes-(10 points maximum)- Measurable outcomes will be the completion of the installation of new flooring in the classroom/ kitchen . Well-defined budget as well as effectively leveraged funding and support from other sources (total Project costs, i.e. grant amount plus hard and soft match; enhancing historic visibility) (10 Pts. Maximum)- Many of the materials used for the restoration have been donated but the flooring is one item that needed to be purchased new. We have received a bid of$7,017.60 to purchase and install new flooring. If we receive a grant of$5000 the balance of$2,017.60 will be paid out of reserve funds. Economic benefit to Mason County(5 pts. Maximum)- The Middle Skokomish Schoolhouse/Grange Hall has been used extensively in recent years not only for community meetings and family reunions but also for weddings, concerts and meetings of the State and County Search and Rescue and SWAT. The rental fees are used to maintain the building. The Grange organization supports the local school district, gives scholarships and represents the community at state events. The Middle Skokomish Schoolhouse/Grange Hall is a great stopping off point for visitors traveling to the National Forest and Olympic National Park. i � � - - -- - - -�-�Z_ �" --�_�_ '�71 _ -�: - _� _ _ '� .� _ �'!C. "'C�. @ �._ v � 3y h "1. r- o-T" ',*e a L.Y- - t. ti .. i •'"" �b ate., � - ;�_ "ti: __ _ - (_ - I� '.�i::_ �*\ �+. _ ice; ,;tz,t �,,�> �_ fib T - %' - --- 1 f -_ v ... w � ,•�" _ - h I — __—__. _. __ - �M� 4 _ _ .... I S f—__ .� ��I i � � i 1 f 1 �' �� Martinell Plaster and Drywall Repair, LLC License: MARTIPD825BH Dale Matinell, Owner 501 Holly Ln 564-201-0020 Shelton, WA 98584 martinellpollc@gmail.com Date January 16, 2024 Invoice COMPANY NAME CONTACT NAME Kim 00012158 EMAIL ADDRESS iavnikamin@vahoo.com PHONE NUMBER (314) 330-4583 JOB ADDRESS Shelton Valley Grange Shelton,WA 98584 DETAILS Purchase flooring where needed 2,000.00 Labor 2,500.00 Mise Expenses 500.00 Patch all areas where damaged Clean up Mess NOTE: Job will take approximately 2 days for 3 guys. 1,450.00 Please mail all payments to: 501 Holly Ln Shelton,WA 98584 COST 6,450.00 THANK YOU FOR YOUR SALES TAX 8.80z'o 567.60 BUSINESS! TOTAL DUE 7,017.60 MASON COUNTY iT} Public Health & Human Services Briefing March 4, 2024 Briefing Items Board of Health vacancies news release—Dave Windom C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: David Windom Ext.260 Department: Public Health Briefing: ❑X Action Agenda: ❑X Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: March 12,2024 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: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• Board of Health Open Positions Background/Executive Summary: To comply with Engrossed Second Substitute House Bill(ESSHB) 1152,Mason County increased the membership of the Board of Health(BOH). The BOH currently has openings for two tribal positions,up to two consumers of Public Health positions,and one stakeholder position. Budget Impact(amount, funding source,budget amendment): N/A Public Outreach (news release,community meeting, etc.): News Release Requested Action: Approval to publish the press release at the next upcoming regular meeting. Attachments News Release 5os coal �' ap NEWS RELEASE March 12, 2024 - MASON COUNTY COMMISSIONERS' OFFICE 1854 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 Board of Health Vacancies The Mason County Board of County Commissioners are seeking applications to fill up to five open positions on the Mason County Board of Health(BOH). Up to two open positions are in the category of"Consumers of Public Health". "Consumers of Public Health"means the category of persons consisting of County or Health District residents who have self-identified as having faced significant health inequities or as having lived experiences with Public Health-related programs. Persons with fiduciary obligation to a health facility or other health agency,or a material financial interest in the rendering of health services,may not be selected as a non-elected member of the local BOH representing consumers of public health. The BOH also has one open position for a"Stakeholder Member". "Stakeholder Member"can be defined as a person representing the following types of organizations located in the County: Community-based organizations or nonprofits that work with populations experiencing health inequities in the County; Active,reserve, or retired armed service members; The business community; or The environmental public health regulated community. The BOH also seeks a member from the Squaxin Island Tribe and one member from the Skokomish Indian Tribe. BOH members serve three-year terms and meet bi-monthly during business hours at the Commissioners' Office. Applicants must be residents of Mason County. Interested persons are encouraged to apply for the BOH by obtaining an application at the Mason County Commissioners' Office located at 411 N 5t1i Street in Shelton, by calling (360) 427-9670 ext. 419, or by visiting the Mason County website at www.masoncopptywa.gov. These positions are open until filled. For more information,please contact David Windom at(360)427-9670 ext. 260 or by email at dwindomkmasoncountywa. og_v. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin, Kevin Shutty, Sharon Trask, Chair Vice-Chair Commissioner MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING March 4, 2024 Action Items• ■ News Release: Herbicide Program for 2024 (Steve Bennett presenting) ■ 2023 County Force Construction notification of final costs—per Ch. 36.77 RCW ■ Road Levy Certification for 2024. ■ Adopt a Road agreements for two volunteer organizations: 1. RR Bed and Breakfast assigning Golden Pheasant Rd from milepost 0.07 to 1.16 and Story Rd from milepost 0.00 to 0.66, as their designated adopted area. 2. Grapeview Community Association assigning Grapeview Loop Rd from milepost 0.00 to 5.38 as their designated adopted area Discussion Items: Commissioner Follow-Up Items: Upcoming Items• 5os Co ap NEWS RELEASE March 12, 2023 - MASON COUNTY COMMISSIONERS' OFFICE 1854 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: Herbicide Maintenance Program Notice Mason County Department of Public Works will be beginning spring application of herbicides for vegetation control along county roads, weather permitting in April. For a detailed list of the roads effected by the herbicide application program, please visit the county Public Works Herbicide Spray Program webpage www.masoncoun . a.-ov or contact the Mason County Department of Public Works at(360) 427-9670, Ext. 450. Property owners that are adjacent to the areas to be sprayed, that do not want the spraying to take place, may enroll in our "Owner Will Maintain" program by contacting Public Works. Those property owners who have already enrolled in the program and designated their property as "No Spray," will not need to contact the Public Works office -- their propeM will not be s rp ae. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Kevin Shutty Sharon Trask Chair Vice-Chair Commissioner C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: ❑X Action Agenda: ❑X Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: March 12,2024 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: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• County Force Construction Projects for 2023—Notification of Final Costs Background/Executive Summary: RCW 36.77.070 requires advertisement in County newspaper of construction projects performed by county forces over$1 Ok before projects initializes(brief description of work and engineers estimate of cost)and after completed(similar brief description of work with true and complete cost). The annual costs of projects performed in-house are limited by a set statute. Public Works is presenting to the Board a"Notification of Final Costs"of county force construction projects completed during the previous year to meet the project completion advertising requirements. Budget Impact(amount, funding source,budget amendment): N/A Public Outreach (news release,community meeting, etc.): All County Road Project(CRP)Resolutions are published in the Shelton Journal. When using County Forces to complete a CRP that is over$1 Ok,a notice of completion is posted in the Journal with estimated and final project cost as required by RCW. Requested Action: Approval of the"Notification of Final Cost"of County Road Construction projects completed in 2023 performed by County forces. Attachments Notification of Final Cost BY ORDER OF THE BOARD OF COUNTY COMMISSIONERS OF MASON COUNTY, WASHINGTON NOTIFICATION OF FINAL COST COUNTY ROAD CONSTRUCTION—2023 BE IT HEREBY ORDERED that the undersigned Board of County Commissioners of Mason County, Washington, gives official notification in conformance to RCW 36.77.070 of the actual construction expenditures for county force construction projects in Mason County for year 2023 where the estimated cost of the work exceeds $10,000. CRP/ COUNTY ENGINEERS COUNTY PROJECT COMP. PROD.# ROAD NAME ESTIMATE FORCES TOTAL DATE 2020 Old Belfair Hwy $1,270,000. $446,296.46 $1,094,282.73 8/22/23 (Improvement Project) 2037 Sunnyside Road $95,000 $147,585.55 $147,585.55 7/27/23 (Road Resurfacing- Gravel to Chip Seal MP 1.55 MP 3.45) 2039 Kelly Hall Road $97,500. $160,972.91 $162,112.67 8/2/23 (Road Resurfacing- Gravel to Chip Seal MP 0.00 MP 1.95) 2040 Sunnyslope Road $30,000 $40,526.14 $40,526.14 8/14/23 (Road Resurfacing—Gravel to Chip Seal, M.P. 0.00—M.P. 0.55) 2049 N. Shore Road $300,000 $162,983.72 $368,695.76 9/15/23 (Little Shoefly culvert replacement at MP 8.0) ** Total County Forces Expenditures: $ 958,364.78 * The preliminary cost estimate, covering the above-named project(s)was formerly ordered on the indicated days, as provided by RCW 36.77.070. ** This figure satisfies the requirement of RCW 36.77.065. Mason County's 2023 County Forces Construction limit was $1,260,423. DATED this day of , 2024. BOARD OF COMMISSIONERS CERTIFIED BY: MASON COUNTY,WASHINGTON MIKE COLLINS, PE County Engineer RANDY NEATHERLIN, Chair ATTEST: KEVIN SHUTTY ,Vice Chair MCKENZIE SMITH, Clerk of the Board SHARON TRASK, Commissioner APPROVE AS TO FORM TIM WHITEHEAD, Ch. DPA cc: Commissioners Finance JOURNAL: Publ.It.:3/21/2024(Bill: Mason County Dept.of Public Works) C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: 0 Action Agenda: 0 Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: March 12,2024 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: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item: Road Levy Certification for 2024 Background/Executive Summary: The County Road Administration Board(CRAB)annually requests that every county legislative authority submit a certification showing the amount of the road levy fixed and the amount, if any,budgeted in accordance with RCW 36.33.220 for traffic law enforcement,and/or any other purpose from diverted road levy. This certification is electronically signed through CRABs new Reporting System(CARS). Budget Impact(amount, funding source,budget amendment): N/A Public Outreach (news release,community meeting, etc.): N/A Requested Action: Approval for the Chair to sign the Road Levy Certification for 2024 through County Road Administration Board's(CRAB'S)reporting system(CARS). Attachments Certification Resolution Certification of the Road Levy and Estimated Revenue Produced Mason 2024 Total County Valuation: $14,606,910,132.00 Road District Valuation: $13,379,017,756.00 Highest Lawful Road Levy: $12,073,191.32 Line I,highest Lawful Levy Calculation form,DOR form REV 64-0007 County Road Levy Shifted to Curent Expense $0.00 per RCW 84.52.043 Adjusted Highest Lawful Road Levy: $12,073,191.32 Actual Adopted/Established Road Levy: $11,643,440.73 Levy Fixed in Accordance with RCW 36.40.090 (Do not include any refund levy amounts) Banked Capacity $429,750.59 Road District Only County Road Property Tax Revenues Diverted For Other Unincorporated Purposes in Accordance with RCW 36.33.220,RCW 39.89,or RCW 84.55.050 Service to be Provided Diverted Levy Amount RCW 36.33.220 $1,080,000.00 Total Diverted Road Levy: $1,080,000.00 Road Levy Revenue Remaining for Roads: $10,563,440.73 Copy of Authorizing Resolution/Ordinance: 2023-073_- _Res_Fixing_the_Amount_of Ad_Valorem_Taxes_for_Road_Levy_2024.pdf Road Funds Budgeted to Be Used for Traffic Law Enforcement Traffic Law Enforcement Funded Through Operating Transfer(per agreeement) $0.00 Traffic Law Enforcement Funded Through Direct Payment(cost reimbursement) $0.00 Total Budgeted Road Fund Expenditures for Traffic Enforcement $0.00 A RESOLUTION FIXING THE AMOUNT OF AD VALOREM TAXES FOR THE ROAD LEVY FOR THE YEAR 2024 RESOLUTION NO. 23- 3 WHEREAS,RCW 36.40.090 states that the Board of Mason County Commissioners shall fix the amount of the tax levies to be raised for Road Fund. IT IS THEREFORE DETERMINED,that the following be fixed as the amounts to be raised by ad valorem taxes for the purpose of meeting the expenditures estimated in the 2024 Budget for Mason County Refund Levy and Road Fund: ROAD FUND $ 10,563,440.73 DIVERSION OF ROAD LEVY $ 1,080,000.00 LEVY SHIFT TO CURRENT EXPENSE $ 0.00 TOTAL ROAD LEVY $ 11,643,440.73 REFUND LEVY $ 21,760.57 TOTAL AMOUNT TO LEVY FOR 2024 $ 11,665,201.30 This resolution reserves unutilized levy for banked capacity. The current banked capacity reserved for the year 2024 is approximately$429,750.59. ADOPTED this 'Z\S' day of k &Vtw,6AQ23. BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask,Chairperson Rand Neather ' , Commissioner (16 Kevin Shutty, Commissioner ATTEST: McKenzie SrVith,616k of the Board 7APPRO . Tim Whitehead,Chief Deputy Prosecuting Attorney Printed From Mason County DMS Printed from Mason County DMS C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: 0 Action Agenda: 0 Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: March 12,2024 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: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• Adopt-A-Road Applications Background/Executive Summary: Mason County Board of Commissioners established the Adopt-A-Road litter control program(County Code Chapter 12.48)allowing volunteers to register to pick up roadside litter off of County maintained roads: 1. RR Bed and Breakfast,requesting to adopt Golden Pheasant Rd from milepost 0.07 to 1.16 and Story Rd from Milepost 0.00 to 0.66. 2. Grapeview Community Association,requesting to adopt Grapeview Loop Rd from milepost 0.00 to 5.38. It has been determined that both organizations are eligible to participate in the program. Public Works Transportation Technician,Tim Rhoades,has spoken with them and will meet with each group on site,if approved by the Board,to go over risks,responsibilities, safety rules and answer any questions. The agreements are for a period of two years and volunteers commit to picking up litter at least twice per year along with other conditions spelled out in the Agreement. Public Works agrees to furnish and pick up trash bags,provide safety materials and training aids,along with other provisions spelled out in the Agreement. Pick up and disposal of the trash happens under the Community Litter Cleanup program overseen by the Sheriff's office. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach (news release,community meeting, etc.): N/A Requested Action: Approval for the Chair to execute the Adopt-a-Road agreements between Mason County and the following volunteer organizations:RR Bed and Breakfast assigning Golden Pheasant Rd from milepost 0.07 to 1.16 and Story Rd from milepost 0.00 to 0.66 as their designated adopted area and Grapeview Community Association assigning Grapeview Loop Rd from milepost 0.00 to 5.38 as their designated adopted area. Attachments Adopt-a-Road Applications Vicinity Maps APPENDIX 1 Date Application M ED To be filled in by ounty ADOPT-A-ROAD JAN 2 5 2024 APPLICATION RR Bed and Breakfast µA"()ouNTYPUBucWORKS Name of Volunteer Organization Mailing Address, City, State, ZIP Code List the sections of road you are interested in cleaning in order of preference: W. Story Rd + Golden Pheasant from the US 101 interchange past the fire station-- My property has 0.5 mile of road frontage here and I am already cleaning it, so might as well make it official. This stretch is just under the 2 mile threshold, but there is significant trash volume Natween typical debris. dumping. drug and EtOH paraphernalia. and RV's dumpjpg sewage and trash - not to mention the bag of dead animals I RRi;tdrfl OM11 last month. So I trust you wNfi00ffXider this stretch of roadway sufficient for the program. 2. Road Name Vicinity 3. Road Name Vicinity Sections of County road are assigned on a safety and first-come, first-serve basis. If the sections your group have identified above are not available the Mason County Public Works Department will suggest other alternatives. i Volunteer Organization Representatives: Dr. Ryan P. Finn Signature: Representative#1 Name of Representative (Print or Type) Mailing Address, City, State, Zip Code Day phone number Evening phone number Signature: Representative#2 Name of Representative (Print or Type) Day phone number Evening phone number Return this application to: Adopt-A-Road Coordinator Mason County Public Works 100 W Public Works Drive Shelton, WA 98584 5 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 1 of 4 ADOPT-A-ROAD AGREEMENT This agreement is made and entered into this day and between Mason County, a municipal subdivision of the State of Washington herein known as the "County" and RR Bed and Breakfast ;a volunteer organization herein known as the "Grantee". Whereas, the County has the authority to establish a County-wide Adopt-A-Road Litter Control Program (Adopt-A-Road Program) pursuant to RCW 47.40; and Whereas the Grantee wishes to contribute toward the effort to reduce roadside litter by volunteering to assist in picking up litter on the section of road specified herein; Now,therefore,the County does hereby authorize the Grantee to participate in the Adopt-A-Road Program by picking litter within the assigned section of County road designated below, in accordance with the following terms and conditions: A. The Grantee does hereby agree: 1. To conduct clean up activities in a safe manner and under any conditions as may be required by the County for the safety of the participants. Safety of participants is the number one priority of the program, and the volunteer organization agrees to take full responsibility for the safety of each of its participants. 2. To assign a leader to each cleanup crew, and that crew leader shall have a copy of this agreement with him/her during the cleanup activity. 3. To pick up litter no less than four times per year. Additional clean ups should be done as necessary to maintain a neat appearance. Recommended interval for cleanup is once every three months. 4. To furnish and require all participants wear a hard hat and safety vest during cleanup activities. 5. To allow no more the ten people to participate in the cleanup activity at one time over a one-mile section. 6. To have no more than two vehicles per one-mile section of assigned road parked on the County road shoulderwithin the assigned area during a cleanup activity. (A minimum number of vehicles shall be used to transport the participants to the assigned area.) All parking of vehicles shall be in compliance with State law. 7. To require that all participants shall be 15 years of age or older. The Grantee shall furnish supervision by one more adults for every eight (8) minors (between ages of 15 to 18 years of age) participating in the cleanup activity. 6 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 2 of 4 8. To conduct a yearly safety training session for volunteers utilizing materials and training aids provided by the County prior to participating in a roadside cleanup. 9. Provide supplies and materials from Mason County Building I during regular business hours at the address shown on page 4 of this agreement. 10. To place filled trash bags at the County road shoulder for pickup and disposal by the County and notify the County at the time of cleanup to coordinate the pickup time and locations. 11. To notify the County immediately in the event of any emergency on County road right-of-way. Participants who find anything that is hazardous or suspected to be hazardous shall not touch, but take appropriate precautions flag it and leave it for disposal by the proper authorities. Participants shall also not pick up syringes, hypodermic needles, or exceptionally large, heavy or unyielding objects. These kinds of materials should be flagged and the County notified as soon as possible to arrange for proper disposal. 12. Cleanups shall not be scheduled during a legal holiday, during the afternoon on the day before a legal holiday, or during holiday weekends. 13. To provide the County a roster (Medical Aid Coverage Record) of individual participants in the cleanup within seven(7) calendar days following the cleanup activity. 14. To report any injuries,incurred by participants during cleanup activities,to the County,within two (2) working days of the injury. Notification shall include: o Name of injured person o Nature of injury o Date and time of injury o How the injury occurred 15. Furnish to the County an "Adopt-A-Road Registration Form" for each of the participants taking part in litter pickup activities. 16. It is recommended that the Grantee have a first aid kit available at the cleanup site, and at least one person with a valid First Aid Card be present during cleanup activities. B, The County does hereby agree to: 1. To designate a program administrator to act as a contact person for this agreement. 2. To furnish and install a maximum of two (2) Adopt-A-Road signs with the Grantee name and/or acronym displayed within the assigned area. 3. Furnish the Grantee with trash bags. 4. Remove the filled trash bags from County road shoulder upon notification by Grantee. 7 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 3 of 4 5. Assist the Grantee,In cleaning up litter if necessary (i.e.,when large, heavy, or hazardous items are found). 6. Provide safety materials and training aids to the Grantee's representative for use by the Grantee in training participants. 7. To furnish a portable"Volunteer Litter Crew Ahead" advanced warning sign and stand,and make available hard hats,safety vests for all participants, and other equipment as deemed necessary (a deposit may be necessary). C. General Conditions: 1. Recycling is an accepted and encouraged activity. Recyclable items collected by participants may be removed from the site at the option of the Grantee. Profits from the sale of recyclable items shall belong to the Grantee. 2. The County may suspend this agreement temporarily because of future construction thatwill take place within the limits of the assigned area. Once these have been completed, the Grantee will be notified and the agreement restored. 3. The terms of this agreement shall commence on the date of execution indicated below, and shall end on the date of termination unless terminated by the County, or the Grantee on 30 days notice. Upon termination of this agreement the Adopt-A-Road sign shall be removed and remain the property of the Department. 8 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 4 of 4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name From to Side of roadway: North South East West (Circle assigned side/s) Date of Execution: Date of Termination:January 31, RR Bed and Breakfast Name of Volunteer Organization Mailing Address, City, State,ZIP Code �_ Dr. Ryan P. Finn Signature: Representative#1 Name of Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number Signature: Representative#2 Name of Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative#2 Day phone number Evening phone number Chairman of the Board, Mason County Return To: Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 9 Adopt-A-Road Golden Pheasant Road 0.7 -1 .16 & Story Road 0.00-0.66 RR Bed and Breakfast v� STD boy SE KNIGHT CT LPG k �9 �A � r U) m SE COLE RD D v W MEYENBURG DR r m 0 G W INSELS RD SE CRAIG RD r W DELIGHT PARK RD 3 GOLDEN PHEASANT STORY X &eld. _ `-Vt. � She to �—w 54,E i \ � r — US 101 f � \1�, _ Stet Perk APPENDIX 1 RECEIVED ADOPT-A-ROAD DatelfpBco�Received APPLICATION r�tt 2024 MASON COUNTY PUBM WORKS �Y'J�4n 4.L7) l 1Y\rni,mt�W NS�G��iGa�\ Name of Volunteer Organization Mailing Address, City, State, Zip eode List the sections of road you are interested in cleaning in order of preference: S-oq )Q'" 1. G _ k Road ame Vicini s ` \ Road Name Vicinity CoY'$veoaw� s �e� 3. V �)�as�a�d 7,yn S`VK�`\IdY=& Road Name Vicinity Sections of County road are assigned on a safety and first-come,first-serve basis. If the sections your group has identified above are not available the Mason County Public Works Department will suggest other alternatives. Volunteer Organization Representatives: Signature: Represerolive# Mailing Address, City, State, Zip Code ` ,. DayZnu e~ Evening phone number yr9tn�'S rDA�s�,✓ S atu e: RAresentative#2 Name of Representative(Print or Type) Day phone number Evening phone num er Return this application to: Adopt-A-Road Coordinator 100 W Public Works Drive Shelton,WA 98584 APPENDIX 1 ADOPT-A-ROAD Date Application Received APPLICATION Grapeview Community Association Name of Volunteer Organization P.O. Box 355, Grapeview, WA 98546 Mailing Address,City, State, Zip Code List the sections of road you are interested in cleaning in order of preference: 1. Grapeview Loop Rd HWY 3 to E. Stadium Beach Road East Road Name Vicinity E. Stadium Beach Raod East to Fire Station 2 . Grapeview Loop Rd Road Name Vicinity 3. Grapeview Loop Rd Fire Station to Treasure Island Rd Road Name Vicinity Sections of County road are assigned on a safety and first-come,first-serve basis. If the sections your group has identified above are not available the Mason County Public Works Department will suggest other alternatives. Voluptper Organ' tion Representatives: pP Edward H. Johnson Signature: RepresentatiAle Ill Name of Representative (Print or Type) Mailing Address, City, State, Zip Code Day phone number Evening phone number x Jim Hanson Signature: Representative #2 Name of Representative(Print or Type) Day phone number Evening phone number Return this application to: Adopt-A-Road Coordinator 100 W Public Works Drive Shelton, WA98584 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 1 of 4 ADOPT-A-ROAD AGREEMENT This agreement is made and entered into this date and between Mason County, a municipal subdivision of the State of Washington herein known asthe "County" and Grapeview Community Association :avolunteerorganization herein known asthe "Grantee". Whereas,the County has the authority to establish a County-wide Adopt-A-Road litter Control Program (Adapt-A-Road Program)pursuant to RCW 47.40;and Whereas the Grantee wishes to contribute toward the effort to reduce roadside litter by volunteering to assist in picking up litter on thesection of road specified herein; Now, therefore, the County does herby authorize the Grantee to participate in theAdopt-A-Road Program by picking up litter within the assigned section of County road designated below, in accordance with the following terms and conditions: A. The Grantee does hereby aar 1. To conduct cleanup activities in a safe manner and under any conditions as may be repaired by the County for the safety of the participants. Safety of participants is the number one priority of the program, and the volunteer organization agrees to take full responsibility for the safety of each of its participants. 2. Toassign a leader to each cleanup crew,and that crew leader shall havea copyof this agreement with him/her during the cleanup activity. 3. To pick up litter no less than four times per year. Additional clean ups should be done as necessary to maintain a neat appearance. Recommend intervalfor cleanup is once every three months. 4. To furnish and require all participants wear a hard hat and safety vest during cleanup activities. 5. To allow no more than ten people to participate in the cleanup activity at one time over a one-mile section. 6. To have no more than two vehicles per one-mile section of assigned road parked on County road shoulder within the assigned area duringcleanup activity. (A minimum number of vehicles shall be used to transport the participants to the assigned are.) All parking of vehiclesshall be in compliance withState Law. 7. To require that all participants shall be 15 years of age or older. The Grantee shall furnish supervision by one more adults for every eight(8)minors(between ages of 15 to 18 years of age) participating in the cleanup activity. ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 2 of 4 8. Toconduct a yearly safety training session utilizing materialsand training aids provided by the County prior to participating in a roadside cleanup. 9. Provide supplies and materials from Mason County Building 1 during regular business hours at the address shown on page 4 of this agreement. 10. To place filled trash bags at the County roadshoulder for pickup and disposal by the County and notify the County at the time of cleanup to coordinate the pickup time and locations. 11. To notify the County immediately in the event of any emergency on County road right-of-way. Participants who find anything that is hazardous or suspected to be hazardous shall not touch,but take appropriate precautions flag it and leave it for disposal by the proper authorities. Participants shall also not pick up syringes, hypodermic needles or exceptionally large, heavy or unyielding objects. These kinds of materials should be flagged and the County notified assoon as possible to arrange for proper disposal. 12. Cleanups shall R41 be scheduled during a legal holiday, during the afternoon on the day before a legal holiday, or during holiday weekends. 13. To provide the Countya roster(Medical Aid Coverage Record)of individual participants in the cleanup within seven (7)calendar days following the cleanup activity. 14. To report any injuries, incurred by participants duringcleanup activities, to the County, within two (2)working days of the injury. Notification shall include: Name • Nature of injury • Date and time of injury • How the injury occurred 15. Furnish to the County an"Adopt-A-Road Registration Form" for each of the participants taking part in litter pickup activities. 16. It is recommended that the Grantee have a firstaid kit available at the cleanup site, and at least one Person with a valid First Aid Card be present during cleanup activities. B. The County does herby aoree to: 1. Todesignate a program administer to act as a contact person for thisagreement. 2. To furnish and install a maximum of two (2)Adopt-A-Road signs with the Grantees name and/or acronym displayed within the assigned area. 3. Furnish the Grantee with trash bags. 4. Remove the filled trash bags from County road shoulder upon notification by Grantee. ADOPT-A-ROAD APPENDIX 2 AGREEMENT _ Page 3 of 4 5. Assist the Grantee, in cleaning up litter if necessary(i.e.,when large, heavy or hazardous items arefound). 6. Provide safety materials and training aids to the Grantee's representative for use by the Grantee in training participants. 7. To furnish a portable"Volunteer Litter Crew Ahead"advance warning sign and stand, and make available hard hats,safety vests for all participants, and other equipment as deemed necessary (a deposit maybe necessary). C. General Conditions: 1. Recycling is an accepted and encouraged activity. Recyclable items collected by participants maybe removed from the site at the option of the Grantee. Profits from the sale of recyclable itemsshall belong to the Grantee. 2. The County may suspend this agreement temporarily because of future construction that will take place within the limits of the assigned area. Once these have been completed, the Grantee will be notified and the agreement restored. 3. The termsof this agreement shall commence on the date of execution indicated below, and shall end upon the date of termination unlessterminated by the County,or the Grantee on 30 days notice. Upon termination of thisagreement the Adopt-A-Road sign shall be removed and remain the property of the Department. ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 4 of 4 0. ASSIGNED ROAD SECTION: Office Use Only Road Name From to Side of roadway: North South East West (Circle assigned side/s) Date of Execution: Date of Termination:"Ja... n:.fmal..lyd-'3"1.. . Grapeview Community Association Name of Volunteer Organization Mailin Address,City,State,Zip Code r N Edward Johnson Signature: Represent ti a #1 Name of Representative (Printer Type) Mailing Address, City,State,Zip Code of Representative#1 Day r_: n mber Evening phone number Jim Hanson Signat e: epoKsentative #2 Name of Representative(Print or Type) Mailing Address,City,State, Zip Code of Representative #2 Day phone number Evening phone number Return To: Chairman of the Board,Mason County Mason County Public Works 100 W Public Works Drive Shelton, WA 98584 ADOPT-A-ROAD APPENDIX 3 AGREEMENT ADOPT-A-ROAD REGISTRATION FORM (=auk �. c�hIy561�1 Na me of Participant(Print orType) Dateof B irth _ Mailing Address,City,State,ZipCode , Phone Number ma""J a ft,6�) I Person to Wifyincaseof erfiergency Phone Number 5 OVA Se- Rela onship WARNINGI - PLEASE READ CAREFULLY Participants in the Mason County Public Works Adopt-A-Road Litter Control Program are advised that working adjacent to a County road is a VERY DANGEROUS ACTIVITY,with risks of seriousinjury or even death. Each participant is further advised that the risk of harm is present even if all safety precautions are followed. Each participant shall exercise due care in performing litter pickup activities. Participants must receive safety training provided by the Grantee Organization utilizing materials and training aids furnished by the Organization and appropriate protective clothing during cleanup activities. Bysignature below, I acknowledge that I have read this form completely, and I understand the responsibilities, the hazards and the privileges of participation in the Adopt-A-Road Program. My participation in this program is voluntary, and I agree to accept the risks connected with this activity, and further agree on damages, including injury or death from participating in this program. I / 1-7 � 2�12y Signature of Uakl nt Date Signature of Parent or Guardian if Participant isunder 18yearsof age Date ADOPT-A-ROAD APPENDIX 3 AGREEMENT ADOPT-A-ROAD REGISTRATION FORM MIA AA Name of P icipant(Print or Typey Da eof B th Maili rwp eUiiz State��pC(o L14 Phone Number FFAll �� )v\lsoN Person to notify in case of emergency Phone Number Relat nship WARNINGI - PLEASE READ CAREFULLY Participants in the Mason County Public Works Adopt-A-Road Litter Control Program are advised that working adjacent to a County road is a VERY DANGEROUS ACTIVITY,with risks of seriousinjury or even death. Each participant is further advised that the risk of harm is present even if all safety precautions are followed. Each participant shall exercise due care in performing litter pickup activities. Participants must receive safety training provided by the Grantee Organization utilizing materials and training aids furnished by the Organization and appropriate protective clothing during cleanup activities. Bysignature below, I acknowledge that I have read this form completely, and 1 understand the responsibilities, the hazards and the privileges of participation in the Adopt-A-Road Program. My participation in this program is voluntary,and I agree to accept the risks connected with this activity, and further agree on damages, including injury or death from participating in this program. Signature ol Partici ant Date Sig nature of Parent or Guardian if Participant isunder 18yearsof age Date ADOPT-A-ROAD APPENDIX 3 AGREEMENT ADOPT-A-ROAD REGISTRATION FORM IWIP S d,I(rn) YhW,'V.ont Name of Participant(Pri t or Type) Date of Bi th Mailing Address,City,State,ZipCode e Person to notify in caseof emergency Phone Number �,Qcuse Relatio hip WARNINGI - PLEASE READ CAREFULLY Participants in the Mason County Public Works Adopt-A-Road Litter Control Program are advised that working adjacent to aCounty road is VERY DANGEROUS ACTIVITY,with risks of seriousinjury or even death. Each participant is further advised that the risk of harm is present even if all safety precautions are followed. Each participant shall exercise due care in performing litter pickup activities. Participants must receive safety training provided by the Grantee Organization utilizing materials and training aids furnished by the Organization and appropriate protective clothing during cleanup activities. Bysignature below, 1 acknowledge that I have read this form completely, and I understand the responsibilities, the hazards and the privileges of participation in the Adopt-A-Road Program. My participation in this program is voluntary, and I agree to accept the risks connected with this activity, and further agree on damages, including injury or death from participating in this program. X o - 2y Signet of Vart0panL Date Signature of Parent or Guardian if Participant isunder 18yearsof age Date ADOPT-A-ROAD APPENDIX 3 AGREEMENT ADOPT-A-ROAD REGISTRATION FORM Dan McClung Name of Participant(Print or Type) Date of Birth Mailing Address,City,State,Zip Code Phone Number Macky McClung Person to notify in case of emergency Phone Number Sister Relationship WARNINGI — PLEASE READ CAREFULLY Participants in the Mason County Public Works Adopt-A-Road Litter Control Program are advised that working adjacent to a County road is a VERY DANGEROUS ACTIVITY, with risks of serious injury or even death. Each participant is further advised that the risk of harm is present even if all safety precautions are followed. Each participant shall exercise due care in performing litter pickup activities. Participants must receive safety training provided by the Grantee Organization utilizing materials and training aids furnished by the Organization and appropriate protective clothing during cleanup activities. By signature below, I acknowledge that I have read this form completely, and I understand the responsibilities, the hazards and the privileges of participation in the Adopt-A-Road Program. My participation in this program is voluntary, and I agree to accept the risks connected with this activity, and further agree on damages, including injury or death from participating in this program. Da42�' - i&� 12/18/2023 Signature of Participant Date Signature of Parent or Guardian if Participant Is under 18 years of age Date Edward Johnson Wednesday,January 17, 2024 at 17:27:20 Pacific Standard Time Subject: Forms Date: Wednesday,January 17, 2024 at 2:17:30 PM Pacific Standard Time From: Rob and Tracy<robandtracy@gmail.com> To: Edward Johnson<Edward.Johnson@cjenterprise.net> Attachments: IMG_5864.jpg, IMG_5865.jpg Hopefully these will work)Thx Nx:111 AWN) A�:ItthAlt Nl ADOPT ROAD REOIS I RAF ION FORM WARNJKaLJ` , KL fAUF111Y r.- •• 1 r,: wPlop "WllwlM .. a „'V1"I"AnU1 R.'ALOTY,+ AIUII w'IrwygtrflRl 14 Page 1 of 2 AIYJVT MR(MD APPFlIOUS 7 AORLEMIM AWPr'A-ROAD RMSTRAIION FORM [�3 �r• i r ..L:.r 111YN f'L ' ..7n r R'1>bNVM WANNMhI• RWAPF HSGR�AREI•I ly ' • - or YLNYOANCERWSACONYV„ ..� ..,. r. r 1t�1 rl I it rr ?'il r�. 1.1 .-lvrir!., .•..:I(rY i /7-2°w . .. r.� .:ICY i- .. UY Sent from my Whone Page 2 of 2 Adopt-A-Road Grapeview Loop Road from 0.00-5.38 Grapeview Community Association , N 1 tee., E TWILIGHT WAY, f / 1 4 1 Ory� v Grapeview Loop iL Air / i � f 1 1 / Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator March 4, 2024 Specific Items for Review → Foothills Park host RV cover – John Taylor → Mason County Personnel Policy 3.2.3 Applicant Travel and 3.2.6 Moving Expenses – Mary Ransier → Board of Equalization membership – Becky Rogers → BRCA-TreanorHL architect and engineering services for Community Justice Center – Mark Neary → Draft Elected Official/Director agenda review – Mark Neary Administrator Updates Commissioner Discussion → Commissioner calendar updates C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Cassidy Perkins for John Taylor Ext. 806 Department: Parks&Trails Briefing: ❑X Action Agenda: ❑X Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: March 12,2024 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: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• RV Cover Purchase from Foothills Park Host Background/Executive Summary: An RV cover is needed for the Foothills Park host,Lara Nelson. An RV cover was installed at Truman Glick Park in January of 2023 at the cost of$19,580.73. Comparatively,the RV cover currently located at Foothills Park is of similar size and quality as it is in great condition and would maintain its value in years to come. The purchase price is$5,000. Budget Impact(amount, funding source,budget amendment): $5,000 Public Outreach (news release,community meeting, etc.): N/A Requested Action: Approval to purchase an RV cover from the Foothills Park host,Lara Nelson, in the amount of$5,000. Attachments C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: ❑X Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 4,2024 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ® Human Resources ❑ Legal ❑ Information Technology ❑ Risk (This is the responsibility of the requesting Department) Below for Clerk of the Board's Use Only: Item Number: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• Mason County Personnel Policy Updates Background/Executive Summary: Mason County Personnel Policy Section 3.2.3 Applicant Travel and Section 3.2.6 Moving Expenses both need increased specificity and discussion around criteria and approval processes. Budget Impact(amount, funding source,budget amendment): N/A Public Outreach (news release,community meeting, etc.): N/A Requested Action: Discussion. Attachments Policies 3.2.3 Applicant Travel Reasonable expenses incurred by candidates for management level,or hard to fill technical or professional level positions may be reimbursed when such candidates are invited by the appointing authority in writing for personal interviews. If no budget amendment is necessary,this action may be approved by the Elected Official/Department Head with concurrence of the County Administrator.Travel expenses may be subject to approval of the Board of County Commissioners if a budget amendment is needed. and appFE)ved-by the R-e-a d Of GOURty r,,,.,.,M;SS;GR r. Expenses will be limited to transportation, lodging, and meals. The transportation reimbursement shall be limited to the amount the County would pay for round trip coach class airfare. The written invitation to the interview shall include an explanation of those expenses that will be reimbursed and the method for claiming reimbursement.Application for reimbursement must be made within policy guidelines established for County employees. A portion, or the entire amount, of the reimbursement requested may be denied if after the interview,the county makes an employment offer, and the offer is declined by the applicant. 3.2.4 Veteran's Preference In accordance with RCW 73.16.010 Mason County offers Veteran's employment preference to service members claiming such benefit in the hiring process. 3.2.5 Employee Selection The employee requisition and selection process shall be completed before any offer of employment is made. After a contingent offer of employment has been made and prior to commencement of employment,the County may require persons selected for employment to successfully pass a test for the presence of alcohol and/or controlled substances. The offer of employment may be conditioned on the results of the examination. A candidate may be disqualified from consideration if tests reveal use of alcohol and/or controlled substances (other than legally prescribed medications), or if the candidate refuses to be tested. 3.2.6 Moving Expenses Reasonable moving expenses of a new employee in a management level or hard to fill technical or professional level position may be reimbursed in accordance with established procedures.Such reimbursement shall not exceed five thousand dollars 1$5,0001. Moving expenses shall mean the cost of moving household goods, furniture, clothing, and other personal effects of the new employee. To be eligible for reimbursement the new employee must agree in writing to refund to the County such moving expenses if they voluntarily terminate their employment within one (1)year of their hire date. If no budget amendment is necessary, this action may be approved by the Elected Official/Department Head with concurrence of the County Administrator. Travel expenses may be subject to approval of the Board of County Commissioners if a budget amendment is needed. 3.3 Extra Help Employees Elected Officials and Department Heads may use extra help employees to temporarily replace regular employees who are on vacation or other leave, to meet peak workload needs, or to temporarily fill a Mason County Personnel Policy Page 16of115 NEWS RELEASE March 12, 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 Board of Equalization Membership The Board of Mason County Commissioners is seeking applicants to fill an alternate member position on the Mason County Board of Equalization. The term ends on May 31, 2025. Applicants must reside in Mason County. The Board of Equalization is a three-member board appointed by the Mason County Commissioners. Two alternate members may also be selected. The Board’s responsibility is to ensure that all property valuations are at 100% of market value, so an equitable tax assessment can be established. Taxpayers may appeal their assessments, including assessments of real and personal property, forest land, timber, and open space. The Board also considers denial of senior citizen property tax exemptions. Taxpayers can file a petition with the Board of Equalization and a hearing will be scheduled to present their appeal of their assessment for timely filed and completed petitions. Depending on the number of appeals heard each year, the Board may meet up to three days a week, throughout the year. Board members are paid $100 per diem, when in session. As required by RCW 84.48.042, the successful applicant must attend training, provided by the Washington State Department of Revenue, within one year following appointment or reappointment. Interested citizens may obtain an application at the Mason County Commissioners’ Office, 411 N 5th Street, Shelton, or by calling (360) 427-9670 ext. 380 or visit the Mason County website at www.masoncountywa.gov. The position is open until filled with the first review March 29, 2024. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Randy Neatherlin, Chair ______________________ Kevin Shutty, Vice-Chair ______________________ Sharon Trask, Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mark Neary Ext. 530 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): March 4, 2024 Agenda Date: March 12, 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: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Professional Services Contract with BRCA - TreanorHL Background/Executive Summary: This contract is for architect and engineering services for the proposed Mason County Community Justice Center. The contract term is January 16, 2024 to August 31, 2024 for an amount not to exceed $780,000. Budget Impact (amount, funding source, budget amendment): This will be paid from the $1,000,000 award from the WA State Legislature through the Department of Commerce. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the professional services contract with BRCA – TreanorHL for architect and engineering services for the proposed Mason County Community Justice Center cost not to exceed $780,000. Attachments: Contract Page 1 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx MASON COUNTY and BRCA - TreanorHL PROFESSIONAL SERVICES CONTRACT This CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and BRCA - TreanorHL, referred to as "CONTRACTOR.” RECITALS: WHEREAS, COUNTY desires to retain a person or firm to provide the following service: Architectural and Engineering Services; and WHEREAS, CONTRACTOR warrants that it is qualified and competent to render the aforesaid services. NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be made by COUNTY, the parties agree to the following: General Conditions Scope of Services: CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as identified in "Exhibit A Scope-of-Services" and “Exhibit C Preliminary Schedule” during the CONTRACT period. No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Term: The performance period for this CONTRACT is January 16, 2024 through August 31, 2024. Services Outside of Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. The term of this CONTRACT may be extended by mutual consent of the parties; provided, however, that the CONTRACT is in writing and signed by both parties Extension: The duration of this CONTRACT may be extended by mutual written consent of the parties for one additional 6 month period. Compensation: CONTRACT total value is not to exceed $780,000 Independent Contractor: CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. Page 2 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit B Compensation and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Taxes: CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY at the present time or in the future. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit B Compensation." Where Exhibit "B" requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit "B," by documentation of units of work actually performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, so as to comply with municipal auditing requirements. Acceptable invoices will be processed within 30 days of receipt. Page 3 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx Unless specifically stated in Exhibit "B" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"). COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Where required, COUNTY shall, upon receipt of appropriate documentation, compensate the CONTRACTOR, no more often than monthly, in accordance with COUNTY’s customary procedures, pursuant to the fee schedule set forth in Exhibit "B." Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of COUNTY. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an Page 4 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx informed judgment as to whether or not COUNTY’s interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Certification Regarding Federal Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions: CONTRACTOR further certifies, by executing this CONTRACT, that neither it nor its principles is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or Agency. Page 5 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx CONTRACTOR also agrees that it shall not knowingly enter into any lower tier covered transactions (a transaction between CONTRACTOR and any other person) with a person who is proposed for debarment, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, and CONTRACTOR agrees to include this clause titled "Certification Regarding Federal Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transaction" without modification, in all lower tier covered transactions and in all solicitations for lower tier transactions. The "General Service Administration List of Parties Excluded from Federal Procurement or Non- procurement Programs" is available to research this information at http://epls.arnet.gov/. Ownership of Items Produced: All writings, programs, data, public records or other materials prepared by CONTRACTOR and/or its consultants or sub-contractors, in connection with performance of this CONTRACT, shall be the sole and absolute property of COUNTY. When CONTRACTOR creates any copyrightable materials or invents any patentable property, CONTRACTOR may copyright or patent the same, but COUNTY retains a royalty-free, nonexclusive and irrevocable license to reproduce, publish, recover, or otherwise use the materials or property and to authorize other governments to use the same for state or local governmental purposes. CONTRACTOR further agrees to make research, notes, and other work products produced in the performance of this CONTRACT available to COUNTY upon request. Work Product: CONTRACTOR will provide COUNTY with all work product including but not limited to: plans, data, maps, as-builds, reports, prior to the release of the final payment for services. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY, to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: Page 6 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor’s Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit D Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Proof of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. CONTRACTOR Commitments, Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: FOR PUBLIC WORKS, ARCHITECTURAL or ENGINEERING SERVICES Page 7 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting therefrom) which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of CONTRACTOR, its employees, agents or volunteers or CONTRACTOR’s subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property of COUNTY for the value of the CONTRACT or $1,000,000, whichever is less. This indemnification obligation of the Provider shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. In the event of the concurrent negligence of CONTRACTOR, its subcontractors, employees or agents, and COUNTY, its employees or agents, this indemnification obligation of CONTRACTOR shall be valid and enforceable only to the extent of the negligence of CONTRACTOR, its subcontractors, employees and agents. This indemnification obligation of CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been mutually negotiated by the parties. E-Verify: The E-Verify contractor program for Mason County applies to contracts of $100,000 or more and subcontracts for $25,000 or more if the primary contract is for $100,000 or more. CONTRACTOR represents and warrants that it will, for at least the duration of this CONTRACT, register and participate in the status verification system for all newly hired employees. The term “employee” as used herein means any person that is hired to perform work for Mason County. As used herein, “status verification system” means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program, or any other successor electronic verification system replacing the E-Verify Program. CONTRACTOR agrees to maintain records of such compliance and, upon request of the COUNTY, to provide a copy of each such verification to the COUNTY. CONTRACTOR further represents and warrants that any person assigned to perform services hereunder meets the employment eligibility requirements of all immigration laws of the State of Washington. CONTRACTOR understands and agrees that any breach of these warranties may subject CONTRACTOR to the following: (a) termination of this CONTRACT and ineligibility for any Mason County Contract for up to three (3) years, with notice of such cancellation/termination being made public. In the event of such termination/cancellation, CONTRACTOR would also be liable for any additional costs incurred by the COUNTY due to contract cancellation or loss of license or permit.” CONTRACTOR will review and enroll in the E-Verify program through this website: www.uscis.gov Minimum Federal Provisions: As all or part of the services being provided are funded with Federal dollars CONTRACTOR agrees to adhere to the requirements set forth in "Exhibit D Minimum Federal Provisions." Page 8 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Administrator and his or her designee, as COUNTY’s representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY’s right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Mark Neary, County Administrator 411 North 5th Street, Shelton, WA 98584 360-427-9670 ext. 530 mneary@masoncountywa.gov CONTRACTOR's Primary Contact's Information: Jim Wolch jwolch@bcradesign.com 2106 Pacific Ave #300 Tacoma, WA 98402 (253)320-0119 Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY’s Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY Page 9 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available project funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. Disputes: 1.Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the CONTRACT shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. 2.The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3.The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation Page 10 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief (including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior to a written request or demand for arbitration issued under this CONTRACT are not subject to arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be Page 11 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, regulations, policies, procedures, federal Office of Management and Budget (OMB) circulars and federal and state executive orders. B. Funding source agreement(s) including attachments C.Exhibit D Insurance Requirements D.Special Conditions E.General Conditions F.Exhibits A, B and C Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions or understandings between the parties. IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as of the date and year last written below. BRCA - TreanorHL BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ____________________________________ ____________________________________ Name, Title Randy Neatherlin, Chair Dated: _____________________________ Dated: _____________________________ APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief DPA \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Pg 12 EXHIBIT A SCOPE OF SERVICES Phase 00 – Project Management Task A1 – Architecture (BCRA) 1. Overall project management, including managing scope, schedule, and budget. 2. Prepare project management plan. 3. Manage communication with County. 4. Manage internal project team and subconsultants. 5. Prepare preliminary project schedule and update monthly as needed. 6. Prepare monthly progress reports and invoices. Meetings: •Bi-weekly call to discuss status updates (up to thirty (30) minutes each). Assumptions: •Duration for this phase is eight (8) months. Deliverables: •Project schedule (preliminary and monthly updates). •Project management plan. •Progress reports. •Invoices. Phase 01 – Visioning Task A1 – Architecture (BCRA, Treanor HL, Falcon) Initial Visioning Process scope to get the project underway. This phase establishes the mission and vision for the project and develops the goals and deliverables required for the Mason County Justice Center Masterplan. The tasks include the following: 1. Kick-Off meeting. 2. Document review. a. Review existing drawings and information from each facility. b. Format facility documentation for Phase 02 effort. c. Review Mason County population profile and projections information. 3. Visioning Workshop to establish project background, goals, and vision for facilities and site. 4. User Group Workshop to confirm Goals / Objectives / Deliverables. 5. Prepare Project Goals Narrative. Meetings: •One (1) Kick-Off meeting of up to one (1) hour. •One (1) Visioning Workshop of up to two (2) hours, at the County’s office. •One (1) User Group Workshop of up to three (3) hours, at the County’s office. Assumptions: •Duration for this phase is two (2) months. •County will provide Record Drawings in PDF format. •County will provide previous study work, including jail population averages by month for the previous ten (10) years, and breakdown of classification within current jail population. \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Page 13 •County will provide demographics for mental health and substance use disorder program. Deliverables: •Meeting agendas and notes. •Project Goals Narrative (draft and final) Phase 02 – Site Investigation / Site and Facility Analysis Task A1 – Architecture (BCRA, Treanor HL, Falcon) This phase includes the development of the Facility Evaluation Checklist and the site/facility tours. The tasks include the following: 1. Facility Evaluation Checklist. a. Develop criteria for site and facility assessment investigation. b. Distribute to engineering consultant team. c. Meet with Engineering Consultant Team to review level of evaluation to conduct site and facility assessment investigation. 2. Develop questionnaire. 3. Site and Facility Assessment Investigation. a. Meet with facility staff. b. Review and assess site and facility conditions. c. Document findings on Facility Evaluation Checklist. d. Coordinate all findings into site visit report summaries. 4. Prepare code and zoning analysis. 5. Meet with AHJ to discuss code and zoning analysis. Task C1 – Civil Engineering (BCRA) This phase includes review of site documentation and site tours. Activities during this phase include: 1. Visit sites to review existing conditions. 2. Review geotechnical and environmental reports and GIS data. 3. Prepare brief summary of stormwater and utility information for inclusion in site visit report summaries. Task XG1 – Geotechnical (Sage) This phase includes limited geotechnical and environmental investigation, including the following: 1. Review readily available geotechnical and environmental data for the sites and the surrounding areas. 2. Review readily available geologic hazard maps and identify potential critical areas. 3. Subcontract LightBox EDR to produce an environmental data package, including historical aerial photographs of the sites. Sage will review the photographs and identify potential sources of contamination based on previous site activities. 4. Complete a visual reconnaissance of the sites and identify evidence of potential contamination or geologic hazards. 5. Discuss feasible foundation types for the proposed justice center. 6. Discuss seismic hazards at the sites, including the potential for liquefaction-induced settlement, lateral spreading displacement, and surface fault rupture. 7. Summarize potential sources of contamination at the sites and recommend next steps. 8. Prepare a technical memorandum summarizing the results of the desktop study. Task XS1 – Structural Engineering (PCS) This includes the review and evaluation of the existing facilities to include the following: \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Page 14 1. Review of existing drawings provided by Mason County (either digitally or access to them for scanning/photographing). 2. Seismic evaluation based on the ASCE 41-17 Tier 1 checklist procedure. Meetings: •Site visit to existing facility/site and up to two (2) other sites. •One (1) meeting with AHJ of up to one (1) hour. •One (1) meeting to review findings of up to two (2) hours. Assumptions: •Duration for this phase is two (2) months. •Facility and site investigation will occur on the same day, up to eight (8) hours. •Phase I environmental site assessments will not be required. •Geotechnical and/or environmental explorations will not be required. •Preparation of a critical areas report will not be required. •Sites will be located within the City of Shelton and will be able to connect to public water and sewer systems. Deliverables: •Meeting agendas and notes. •Facility Evaluation Checklist. •Questionnaire. •Site Visit Report Summaries. •Code and zoning analysis. •Geotechnical and environmental findings. •Structural Evaluation Study Report. Phase 03 – Facility Recommendations and Concept Development Task A1 – Architecture (BCRA, Treanor HL, Falcon) This phase will analyze the goals established in Phase 01 and the existing conditions in Phase 02 to define high-priority site, building, and systems needs to align with County’s goals and objectives. Internal discussion and review with Mason County will refine the recommendations. A cost model and phased approach will be developed to align with a capital budget that will work for Mason County. This phase will develop concept diagrams, a cost model for the recommendations, and a phased schedule for implementation. 1. Develop Initial Options and Recommendations. a. Develop potential options for specific facilities and/or system-wide recommendations. b. Develop program square foot matrix. c. Refine options based on overall project goals and vision. d. Develop diagrams to illustrate options. e. Develop preliminary site plan for each site. f. Prepare initial cost model to develop order-of-magnitude costs for recommendations. 2. Review Initial Options and Recommendations with project Stakeholders. a. Prepare presentation of initial options to project Stakeholders. \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Page 15 b. Review with Stakeholders to solicit feedback, strategize priorities and develop consensus around a preferred approach. 3. Refine recommendations based on feedback. a. Update recommendations based on feedback. b. Review feedback as a team in a design workshop to finalize preferred approach. c. Finalize cost model for preferred approach. d. Develop a phased approach based on priorities. 4. Conduct LEED version 5 workshop to identify pathway to LEED Gold. Task C1 – Civil Engineering (BCRA) This phase includes development of stormwater and utility concepts. Activities during this phase include: 1. Coordination with architects on preliminary site layouts for each site. 2. Develop high-level stormwater management concepts for each site to inform cost model. 3. Develop conceptual sewer and water system layouts for each site to inform cost model. 4. Review site portions of cost estimates. 5. Participate in up to two (2) workshops to provide input on stormwater and utility options. Task XFS1 – Food Services (Clevenger) This phase includes master planning and programming services related to food services required to serve the facility. This effort includes the following: 1. Attend team meetings. 2. Review the overall program. 3. Confirm design criteria. 4. Develop space programs for food services. 5. Develop bubble diagrams for adjacencies. Meetings: •Two (2) options and recommendations workshops of up to two (2) hours each. •Two (2) design workshops of up to two (2) hours each. •One (1) LEED workshop of up to two (2) hours. Assumptions: •Duration for this phase is two (2) months. Deliverables: •Meeting agendas and notes. •Initial Options & Recommendations PDF of presentation. •Preliminary LEED scorecard. Phase 04 – Staffing and Funding Task XSF1 – Staffing and Funding (Equity Is) This phase includes staffing and funding recommendations related to behavioral health and substance use disorder services, including the following: 1. Perform an environmental scan of best and promising practices in collaboration between the justice system and behavioral health/ SUD services. 2. Prepare a needs assessment of mental health and SUD services. \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Page 16 3. Data analysis of current services and potential for expansion. 4. Develop workforce analysis to include staffing plan and potential future impact of workforce availability. 5. Prepare operating funding recommendations. 6. Develop 5-year projected operating budget framework. Meetings: •See meetings for other phases. Assumptions: •County will provide facility licensure and program parameters. •County will provide an introduction to relevant community partners if required. •County will provide dependencies and requested information a minimum of three (3) weeks prior to deliverable due dates. Deliverables: •Environmental scan. •Needs assessment. •Data analysis. •Workforce analysis. •Operating funding. •Operating budget framework Phase 05 – Cost Estimating Task XCE1 – Cost Estimating (RC Cost Group) 1. Prepare cost estimates for alternatives. 2. Prepare cost estimate for final pre-design study. Meetings: •None anticipated. Assumptions: •Duration for this phase is one (1) month. Deliverables: •Cost estimates for up to three (3) alternatives. •Cost estimate for final pre-design study. Phase 06 – Pre-Design Study Task A1 – Architecture (BCRA, Treanor HL, Falcon) This phase will be the development of the Pre-Design Study and a presentation of final recommendations to the Stakeholders and Mason County Commission. The Pre-Design Study synthesizes the information from the preceding phases into a high-Level Executive Summary defining project goals, existing facility assessments, and recommendations for implementation in the upcoming capital budget. The consultant will utilize diagrams, charts, and schedules to effectively illustrate the recommended options. The Facility Assessment Evaluation Checklist from Phase 02 and Initial Options & Recommendations from Phase 03 will be included in the study to support the Pre-Design Study narrative. 1. Assemble Draft Pre-Design Study. a. Collect all documentation for the final report from consultants. b. Finalize diagrams, charts, and schedules to document the recommendations. \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Page 17 c. Prepare the narratives to explain the rationale, process, and final recommendations. 2. Present Draft Pre-Design Study. 3. Finalize and deliver Final Pre-Design Study. 4. Present Final Pre-Design Study. Task C1 – Civil Engineering (BCRA) This phase includes supporting development of the Pre-Design Study. Activities during this phase include: 1. Prepare draft narratives for stormwater and utility work. 2. Finalize narratives based on comments received on Draft Pre-Design Study. Meetings: •Two (2) presentations of up to two (2) hours, one (1) at the County’s Offices. Assumptions: •Duration for this phase is one (1) month. Deliverables: •Meeting agendas and notes. •Draft and Final Pre-Design Study. \ Mason County Community Justice Center BCRA Project No. 23150 February 5, 2024 Page 18 Phase 80 – Contingent Additional Services – Tier 2 Structural Analysis Task XS1 – Structural The following services will be provided only upon County approval of an additional service request. Anticipated tasks include: 1. ASCE 41-17 Tier 2 analysis of the existing structure. Meetings: •None anticipated. Assumptions: •None. Deliverables: •Tier 2 structural analysis. Phase 81 – Contingent Additional Services – Model Existing Facilities Task A1 – Architecture (BCRA) The following services will be provided only upon County approval of an additional service request. Anticipated tasks include: 1. Preparation of an architectural Revit model to be used for future project phases. Task XS1 – Structural (PCS) The following services will be provided only upon County approval of an additional service request. Anticipated tasks include: 1. Preparation of a structural Revit model to be used for future project phases. Meetings: •None anticipated. Assumptions: •Drawings provided by the County will be sufficient for modeling the existing facility. •Modeling will be limited to the jail portion of the facility. Deliverables: •Revit model. Mason County CJC EXHIBIT B Project Fees Scope of Services Total 00 Project Management 43,100$ -$ -$ -$ -$ 43,100$ 01 Visioning 16,900$ -$ 35,296$ -$ -$ 52,196$ 02 Site Investigation / Site and Facility Analysis 21,600$ 6,500$ 64,298$ -$ -$ 92,398$ 03 Facility Recommendations and Concept Development 85,100$ 16,000$ 74,991$ -$ -$ 176,091$ 04 Staffing and Funding -$ -$ -$ 50,000$ (H) 72,875$ 122,875$ 05 Cost Estimating -$ -$ -$ -$ -$ -$ 06 Pre-Design Study 18,100$ 6,300$ 28,365$ 52,765$ 990 Reimbursable Expenses 1,848$ -$ -$ -$ 750$ 2,598$ A. Project Fee Subtotal 186,648$ 28,800$ 202,950$ 50,000$ 73,625$ 542,023$ 80 Contingent Addl Svcs - Tier 2 Structural Analysis -$ -$ -$ -$ -$ -$ 81 Contingent Addl Svcs - Model Existing Facilities 18,800$ -$ -$ -$ -$ 18,800$ B. Contingent Addl Svcs Subtotal 18,800$ -$ -$ -$ -$ 18,800$ Scope of Services Total 00 Project Management -$ -$ -$ -$ -$ -$ 01 Visioning 7,942$ -$ -$ -$ -$ 7,942$ 02 Site Investigation / Site and Facility Analysis 10,659$ 34,100$ 11,000$ (H) -$ -$ 55,759$ 03 Facility Recommendations and Concept Development 39,083$ -$ -$ -$ 3,190$ 42,273$ 04 Staffing and Funding -$ -$ -$ -$ -$ -$ 05 Cost Estimating -$ -$ -$ 42,845$ -$ 42,845$ 06 Pre-Design Study 15,048$ -$ -$ -$ -$ 15,048$ 990 Reimbursable Expenses 1,000$ -$ -$ -$ -$ 1,000$ C. Project Fee Subtotal 73,732$ 34,100$ 11,000$ 42,845$ 3,190$ 164,867$ Project Fee (A + C)706,890$ 80 Contingent Addl Svcs - Tier 2 Structural Analysis -$ 25,300$ -$ -$ -$ 25,300$ 81 Contingent Addl Svcs - Model Existing Facilities -$ 27,500$ -$ -$ -$ 27,500$ D. Contingent Addl Svcs Subtotal -$ 52,800$ -$ -$ -$ 52,800$ PROJECT TOTAL (A + B + C + D)778,490$ Cost Estimating (RC Cost Group) Food Services (Clevenger) Architecture Civil Engineering Justice Planning (TreanorHL) Behavioral Health Ops and Funding (Equity Is) Justice Ops and Funding (Falcon) MEP (Hargis) Structural (PCS) Geotechnical (Sage) ID Task Name Duration Start Finish Predecessors 1 Kick-Off Meeting - Scoping/Administrative 0 days Tue 1/16/24 Tue 1/16/24 2 NTP 0 days Mon 2/5/24 Mon 2/5/24 3 01 - Visioning 40 days Tue 1/16/24 Mon 3/11/24 4 Kick-Off Meeting 0 days Mon 2/5/24 Mon 2/5/24 2 5 Data and Information 25 days Tue 1/16/24 Mon 2/19/24 6 Request 0 days Tue 1/16/24 Tue 1/16/24 1 7 Gathering 2 wks Tue 1/16/24 Mon 1/29/24 6 8 Review 1 wk Tue 1/30/24 Mon 2/5/24 7 9 Workshops (Visioning and User Group)2 wks Tue 2/6/24 Mon 2/19/24 8 10 Project Goals 15 days Tue 2/20/24 Mon 3/11/24 11 Prepare Narrative 1 wk Tue 2/20/24 Mon 2/26/24 9 12 Review Narrative 2 wks Tue 2/27/24 Mon 3/11/24 11 13 02 - Site Investigation / Site and Facility Analysis 40 days Tue 3/12/24 Mon 5/6/24 14 Site Visit Coordination and Scheduling 2 wks Tue 3/12/24 Mon 3/25/24 12 15 Prepare Facility Evaluation Checklist 2 wks Tue 3/12/24 Mon 3/25/24 12 16 Site/Facility Investigation and Interviews 1 wk Tue 3/26/24 Mon 4/1/24 14,15 17 Site Visit Report Summaries 4 wks Tue 4/2/24 Mon 4/29/24 16 18 Review with Stakeholders 1 wk Tue 4/30/24 Mon 5/6/24 17 19 03 - Facility Recommendations and Concept Development 35 days Tue 5/7/24 Tue 6/25/24 20 Initial Options and Recommendations 35 days Tue 5/7/24 Tue 6/25/24 21 Develop Concepts 4 wks Tue 5/7/24 Tue 6/4/24 18 22 Review with Stakeholders 1 wk Wed 6/5/24 Tue 6/11/24 21 23 Refine Recommendations 2 wks Wed 6/12/24 Tue 6/25/24 22 24 LEED Workshop 2 wks Wed 6/12/24 Tue 6/25/24 22 25 04 - Staffing and Funding 20 days Tue 5/7/24 Tue 6/4/24 26 Workforce Analysis 4 wks Tue 5/7/24 Tue 6/4/24 18 27 Operating Funding and Budget Framework 4 wks Tue 5/7/24 Tue 6/4/24 18 28 05 - Cost Estimating 20 days Wed 6/5/24 Tue 7/2/24 29 Prepare Initial Cost Model 3 wks Wed 6/5/24 Tue 6/25/24 21 30 Finalize Cost Model 1 wk Wed 6/26/24 Tue 7/2/24 23 31 06 - Pre-Design Study 20 days Wed 7/3/24 Wed 7/31/24 32 Assemble Draft Pre-Design Study 2 wks Wed 7/3/24 Wed 7/17/24 19,25,28 33 Present Draft Pre-Design Study 1 wk Thu 7/18/24 Wed 7/24/24 32 34 Finalize Pre-Design Study 1 wk Thu 7/25/24 Wed 7/31/24 33 35 Present Pre-Design Study 0 days Wed 7/31/24 Wed 7/31/24 34 1/16 2/5 2/5 1/16 7/31 Jan Feb Mar Apr May Jun Jul Aug Qtr 1, 2024 Qtr 2, 2024 Qtr 3, 2024 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Progress Manual Progress Mason County - Community Justice Center Preliminary Schedule BCRA PN: 23150 Mon 1/15/24 Page 21 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx EXHIBIT D INSURANCE REQUIREMENTS A.MINIMUM Insurance Requirements: 1.Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 2.Workers’ Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits for CONTRACTOR's, with two (2) or more employees and/or volunteers, no less than $1,000,000 per accident for all covered losses. 3.Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. 4.Professional liability (errors & omissions) insurance. CONTRACTOR shall maintain professional liability insurance that covers the services to be performed in connection with this CONTRACT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this CONTRACT and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this CONTRACT. 5.Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable in addition to policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to COUNTY for injury to employees of CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of COUNTY following receipt of proof of insurance as required herein. B.Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C.Basic Stipulations: 1.CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions. Page 22 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx 2.CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3.All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY, or must specifically allow the named insured to waive subrogation prior to a loss. 4.All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent. 5 CONTRACTOR agrees upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6.It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 7.CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage includes a self- insured retention, the self-insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self- insured retention, substitution of other coverage, or other solutions. 8.CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9.The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10.None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of Page 23 J:\CONTRACTS\Architectural & Engineering\Professional Services Contract-BCRA TreanorHL final.docx in writing. 11.The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12.Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII. 13.All insurance coverage and limits provided by CONTRACTOR and available or applicable to this CONTRACT are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14.CONTRACTOR agrees to provide prompt notice to COUNTY of any notice of cancellation of any required policy or of any material alteration or non-renewal of any such policy, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any of its employees, agents or subcontractors engaged by or on behalf of CONTRACTOR in relation to this CONTRACT. 15.COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR’s compensation. 16.Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17.CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this CONTRACT. COUNTY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. ♦* � M� Mason County Elected Official/Director Meeting Draft Meeting Agenda Commission Chambers 411 N 5th St, Shelton, WA 98584 April 9, 2024 "" 10:00 a.m. Commission meetings are live streamed at hqp://www.masonwebtv.com/ Effective May 10,2022,regular Commission business meetings will be held in-person and via Zoom. Please click the Zoom 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,via e-mail at msmithgmasoncountywa.gov;mail in to the Commissioners'Office at 411 N 51h 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—Chair Neatherlin 2. County Administrator—Mark Neary 2.1 Building 10 Status 2.2 North Mason Services 2.3 Mason County Citizens' Commission on Salaries for Elected Officials(Salary Commission) 3. 2024 Budget Process—Jennifer Beierle 4. Elected Official and Director Updates Elected Officials and Directors will have 3 minutes each to provide updates. 4.1 Assessor—Patti McLean 4.2 Auditor—Steve Duenkel 4.3 Clerk—Charles Rhodes 4.4 Coroner—Jaime Taylor 4.5 District Court—Judge Steele 4.6 Prosecutor—Michael Dorcy 4.7 Sheriff—Ryan Spurling 4.8 Superior Court—Judge Cobb,Judge Goodell,Judge Stevens 4.9 Treasurer—Lisa Frazier 4.10 Central Services—Diane Zoren 4.11 Community Development—Kell Rowen 4.12 Human Resources—Mary Ransier 4.13 Public Health and Human Services—Dave Windom 4.14 Public Works&Utilities and Waste—Loretta Swanson 5. Adj ournment