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HomeMy WebLinkAbout2025/03/03 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF March 3, 2025 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. co 1854 CO BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of March 3, 2025 is« 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 3, 2025 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. Parks and Trails Advisory Board Interview 10:10 A.M. Community Development—Kell Rowen 10:15 A.M. Public Health—David Windom 11:05 A.M. Central Services—Mark Neary Commissioner Discussion—as needed Commission meetings are live streamed at http://www.masonwebtv.com/and public comment is accepted via email msmithkmasoncountywa• og_v;mail to Commissioners Office,411 N 5'Street,Shelton,WA 98584;or phone at(360)427-9670 ext.419. If you need to listen to the Commission meeting via telephone,please provide your telephone number to the Commissioners' office no later than 4:00 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 02/27/25 at 8:48 AM Mason County Community Development Briefing March 3, 2025 Briefing Items Washington State Archives Local Records Grant for Digital Imaging—Mariah Frazier SON Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. From: Mariah Frazier Ext: 365 Department: Community Development Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): TBD Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Washington State Archives Local Records Grant for Digital Imaging Background/Executive Summary: Community Development has applied for a Local Records Grant from State Archives (RCW40.14.026) for digital imaging of some of our large format plans of commercial structures. Specifically focusing on the plans for local schools,medical facilities,and WCC. These structures and permit information are important in case of emergency and are currently hard to access for both staff and the public.We are asking for$25,000 for this project. The digitization of our records has been a top priority for our department as we've implemented online permitting options. Our department has previously been awarded a Local Records Grant in the amount of $20,000 for organizing,transferring, and destruction of records beyond their retention.We also currently have two full-time employees who assess the retention of our regular/everyday parcel files prior to scanning and making accessible on our website. Since 2022 we're eliminated over 6 tons of weight in paper alone from our building. Budget Impact(amount, funding source,budget amendment, etc.): None at this time. Public Outreach: N/A Requested Action: Discussion only. Attachment(s)• Grant Application WASHINGTON Secretary of State Preview Local Records Grant Application Questions —Digital Imaging Version 2.2(November 2024) Washington State Archives These are the questions that agencies will need to answer as part of their application for a Digital Imaging Grant. Public Records Disclosure and Management Statistics Note:Some of the following questions ask for an average over the last two years. To calculate this number please add the totals from the last two years and then divide by two. For example, 40 requests in 2022 + 60 requests in 2023 = an average of 50 requests annually. Note:Please provide information for your whole agency(City of, Town of, etc.), and all records, not just your particular department of the agency or records applicable to the grant. ➢ How many public disclosure requests(PDRs) does your agency receive annually? Please give the average over the last twoyears. • Fewer than 50 PDRs • Fewerthan 100 PDRs • Fewerthan 500 PDRs • Fewerthan 1,000 PDRs • Fewerthan 5,000 PDRs • More than 5,000 PDRs ➢ How many staff hours, on average, does it take to fulfill each PDR? • Less than 30 minutes • Less than 1 staff hour • Less than 2 staff hours • Less than 5 staff hours • Less than 10 staff hours • More than 10 staff hours ➢ How many requests, over the last two years, have taken staff over five days to fulfill? • Fewer than 50 • Fewer than 100 • Fewer than 250 • Fewer than 500 • Fewer than 1,000 • Fewer than 5,000 • More than 5,000 ➢ How much does your agency spend fulfilling PDRs? Please give the average cost over the last two years including employee pay and legal fees. • Less than $1,000 • Less than $25,000 • Less than $100,000 • Less than $250,000 • Less than $500,000 • Less than $1,000,000 • More than$1,000,000 ➢ How many staff are responsible for responding to PDRs as their primary responsibility? • Zero Full-Time Equivalents(FTEs) • We have dedicated staff, but less than one FTE • One FTE • More than one, but fewer than ten FTEs • Ten or more FTEs ➢ How many staff are responsible for managing records retention and destruction as their primary responsibility? • Zero FTEs • We have dedicated staff, but less than one FTE • One FTE • More than one, but fewer than ten FTEs • Ten or more FTEs ➢ Does your agency have a grant writer on staff? • We do not have a grant writer • We have someone who serves as our grant writer part-time • We have someone who serves as our grant writer full-time • We have more than one full-time grant writer • Other— Please explain ➢ Which of the following technology tools does your agency currently have? • Enterprise content management(ECM) • PDR management • PDR management with a public facing portal • Social media capture • Text message capture • Redaction software • Document sharing software • Large format scanners (documents 11"x17" and larger) • Standard size scanners (documents up to 8.5"x14") • Commercial shredder • Other— Please explain Local Records Grant Application — Digital Imaging How much money are you requesting? $25k ➢ Will this amount cover the entire project? Yes ➢ If not, how much additional funding will your agency contribute to complete the project? None. ➢ If you were offered a lower amount than requested, would you still accept the award and go through with the project? (This usually only happens when one or more of the expenses requested are ineligible for funding.) • Yes • No ➢ Will this project be funded in-house if you don't receive a grant? • Yes • No • Maybe/Unsure ➢ What type(s) of records will be digitized? (Short answer) Note: For each type of record, please include: o The record's title, Commercial Construction Plans, Permits, and Applications o Disposition Authority Number(DAN), LU50-11-01 Rev 1; LU50-11-21 Rev 2; LU50-1-05 Rev 1; LU50-11-18 Rev 1; o Volume/amount of records, 250-350 units of wide format (24'x36') o Archival & essential designations, None o Required retention, and frequency of disclosure requests or internal reference needs 90 days to 6 years - In 2024, the Community Development Department alone received 148 record requests and spent over 193 staff hours responding to records request. Our department receives the second most requests of all departments, not including the Sheriff's office. At least 15 of these requests had responsive records within the records we are requesting be digitized and each took more than an hour on average to fill. On average our department spends 15-30 minutes per request. ➢ What is the total quantity of paper records you are planning to have digitized? • None • Less than 10 cubicfeet • Less than 25 cubicfeet • Less than 50 cubicfeet • Less than 75 cubicfeet • Less than 100 cubicfeet • More than 100 cubicfeet ➢ What is the total quantity of microfilm records you are planning to have digitized? • None • Less than 1 cubicfoot • Less than 3 cubicfeet • Less than 5 cubicfeet • Less than 7 cubicfeet • Less than 10 cubicfeet • More than 10 cubicfeet ➢ How will the vendor label the digital images?Do you have an index or inventory of these records that can be used to search for records in order to cut down on indexing costs through the vendor? Documents are bound together and are typically marked or labeled with the parcel number and/or permit number. Prior to transferring documents to be imaged, we would ensure each document is labeled with it's parcel number and permit number for indexing. ➢ Have these records been reviewed for their retention value?Are there records within these files that have already met their retention, or have a shorter retention than the main records to be imaged? These records have all met their retention. Any that have not met retention are non-archival and would apply under DAN GS50-09-14 for "Scan and Toss". Mason County prefers to keep our commercial plans longer than retention due to the nature of use of the structures. The records we are requesting be digitized include schools, medical centers, correction centers, churches, and hotels. These buildings are important in the event of an emergency to be used as shelters or communication hubs and retaining a copy of the original plans to be easily accessible is important. Also, commercial structures often change use or tenants and it's extremely helpful for our plan reviewers to see what was previously approved prior to approving any changes. The architects and engineers creating plans for updates to the structures also typically request to see the original plans. As we continue to move forward to fully virtual permit submittals, we aren't currently creating any new commercial plans to store physically. Since 2021, all new commercial plans are submitted electronically and uploaded to our permitting software and ECM. ➢ What vendor(s) will digitize your records? (You must have a vendor already chosen before submitting this application.)Include a vendor quote for the cost of imaging these records in your application.(Attachments) We contacted and received a quote from Washington State Archives Imaging Services. ➢ These grants cannot be used to cover work already done, products already purchased, or contracts already signed. Have you already purchased or signed a contract for any products or services that you plan to cover with this grant? • No • Yes (Choosing "Yes"will disqualify your application) ➢ What types of media will you be digitizing through this project? Select all that apply. • Paper (letter sized - 8.5x11 inches) • Paper (legal - 8.5x14 inches, or tabloid sized - 11 x17 inches) • Paper (larger than 11 x1 7 inches) • Microfilm (reels/cartridges) • Microfiche (sheets) • Photographs • Audio cassettes • Video tapes • Other— please explain ➢ What concerns are you hoping to address with this project? How will this projectsolve or alleviate these issues?Select all that apply and provide explanation foreach concern you select. (Short answer foreach) • We are struggling to keep our paper records organized and indexed. This has made records difficult to locate for internal needs or public records requests, and has prevented regular disposition of records that have met their retention. • These specific records are labeled with their parcel number and/or permit number somewhere on the document but are not in any order on the shelf. Because of their size they're either rolled, folded, or boxed and put on the shelf wherever there's room. It therefore often takes extra time to pull out multiple rolls or unfold plans to see if it's the record we're looking for in the first place. • We have a mobile or hybrid workforce that needs remote access to our records. o We have a hybrid workforce that is unable to access these records remotely.As stated,these records are larger commercial structures, many of which are schools,the correction center, and medical facilities which often apply for new permits for maintenance.These could include re-roofs, plumbing, mechanical, or new additions or structures to accommodate the rising number of students. It's important for our plan reviewers to see the already approved plans prior to approving new fixtures or additions.Also, many of the commercial projects hire companies to do their permitting for them, and those companies are not local. They prefer to apply remotely and communicate with us virtually.They also need access to these plans in order to draw up new plans and currently our only access to them is in person or to do a public records request. • We are moving to a new building and will have less physical storage space. • We are running out of physical storage space and have had to store records off- site in other buildings, off-site with a records storage vendor, in spaces with no climate control, and/or in spaces with other environmental hazards. • Some of our records are too fragile to handle and we are concerned that regular handling will cause our paper records to deteriorate until they are no longer usable. o Some of these records are 30+years old.They are faded or creased making them difficult to read. Our department has one large wide format scanner that we've affectionately named Karen because she can be a bit finicky and likes to jam.We're concerned scanning the older documents may ruin them. • We are concerned about environmental hazards (e.g. pests, flooding, mold, etc.) and/or potential disasters that could damage or destroy paper records. • We have oversized records that are a challenge to provide access to. o These records are mostly 24'36' construction plans. Copies are bulky and expensive at$4.50 per page and scans are usually too large to send via email. Requestors often either have to come in person to review them, or provide us with thumb drive to receive them. • We have physical records on media types (e.g. cassette tapes, microfilm, etc.) that we do not have the technology to read. • Our agency has a large backlog of records that we inherited from another jurisdiction,or programs that were dissolved.We have taken on responsibility for providing services to these records and need to access them in order to continue services to their customers, and/orwe have taken on responsibility for retaining and providing public access to the former jurisdiction's records. • Other concerns not mentioned above. ➢ Do you intend to transfer paper and/or digital copies of archival records to the Washington State Archives after imaging? Designated Non- Archival/Non-Essential • Paper copies: o Yes o No • Digital copies: o Yes o No ➢ Do you intend to destroy paper copies of non-archival records after imaging? • Yes • No ➢ Will your vendor destroy the records after scanning?If so, how will you ensure that quality control checks are done on the images before the records are destroyed? We didn't discuss destruction as part of our scope of work. However, we have an in-house scanning project for our regular parcel files with a process in place for "Scan and Toss". We previously received an Organizing the File Room grant in 2021 which helped us clear out some of our offsite records and gave us a good understanding of the retention process and ensuring records are labeled and disposed of properly. Before beginning our in-house scanning project, staff spent several weeks going through all our different record types and figuring out their DAN's and Archival designations. We then brought in scanners and trained them extensively on retention and proper destruction prior to them beginning to scan. Therefore, we have a through process in place for labeling and logging our scanned non-archival records to be destroyed. For this grant, once the physical records are returned, we can add them to our destruction log and destroy with our other records. ➢ How will you ensure that the records are scanned according to the Requirements for the Destruction of Non-Archival Paper Records after Imaging ("Plan to Scan")? We specifically received our quote from Washington State Archives Imaging Services to ensure our vendor would be aware and capable of meeting the requirements for destruction. ➢ Are these same records still being created and received in paper format or has the agency already moved to a paperless process for these records? If the process is not completely paperless yet, what steps will you take to ensure that paper records won't pile back up? We're no longer receiving paper plans for commercial projects. They are typically provided on a thumb drive or via drop box. We do still receive some paper plans for residential projects but they get scanned in and are not retained in paper format anymore. ➢ How do you intend to manage the digital files created through this project? (e.g. shared drive, jump drive, ECM,etc.) ECM —As stated, we currently have an ongoing in-house scanning project for our "regular" parcel files. We spent a lot of time identifying the different record types we have, training staff on retention, and creating a process to scan and upload our parcel files to ECM, making all scanned records available to the public to access via our website. We have minimal records that require redaction, but if they do, they are marked as not viewable to the public and available upon request. We plan to take the digitized records from this grant and upload them to our ECM making them public via our website the same as our other records. ➢ In preparation for this project, have you used any of the following resources? • Washington State Archives training • Washington State Archives consultation • Had a draft of the application reviewed by Washington State Archives before submission • Records and Information Management(RIM)training from another organization • RIM consultation fromanother organization • Previous Local Records Grant recipient(For instance, using an Organize the File Room grant to prepare records for imaging, etc.) • Other— Please explain • None of these From: Archives-Imaaina Customer Service To: Mariah Frazier Subject: RE: Large Format Imaging Inquiry Date: Monday,January 13,2025 11:02:18 AM Caution: External Email Warning! This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender, are expecting the email, and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead,report the incident. Mariah, Thank you for the message. Here is a breakdown of the estimated costs to digitize the large format drawings in your collection. Based on the review, these records include folded and rolled drawings that I will be separating into two separate costs based on condition. There are 5 shelves with an average of 30 sets per shelf and an average of 100 pages per set. There are staples and folds that will require document prep before they can be imaged. Description Units Unit Cost Total Document Prep 30 $65.00 $1,950.00 Wide Format Scanning (Folded) 50 $65.00 $3,250.00 Wide Format Scanning (Rolled) 200 $65.00 $13,000.00 File Rename— Parcel # 15,000 $0.20 $3,000.00 Per set for all trips 150 $1.50 $225.00 Federal Mileage Reimbursement 46 $0.70 $32.20 Secure File Transfer 1 $75.00 $75.00 TOTAL ESTIMATE: $21,532.20 ,r ANW �+ a �r r j 4 Patrick Williams Imaging Services Manager Washington State Archives PO Box 40238 Olympia, WA 98504-0238 Phone:360-586-0108 Fax:360-664-8814 https://www.sos.wa.gov/archives/imaging.aspxx From: Mariah Frazier<MFrazier@masoncountywa.gov> Sent:Thursday,January 9, 2025 1:07 PM To:Archives- Imaging Customer Service <imagingcustomerservice@sos.wa.gov> Subject: RE: Large Format Imaging Inquiry IYou don't often get email from mfrazier@masoncountywa.gov.Learn why this is important Hi Patrick, I'm following up from our meeting on the 16th. Were you able to come up with an estimate for our project, or are you still working on it? Thanks, Mason County Community Development Clerical/Addressing/Public Records (360)427-9670 x365 From:Archives- Imaging Customer Service<imagingcustomerservice@sos.wa.gov> Sent:Wednesday, December 4, 2024 2:04 PM To: Mariah Frazier<MFrazier@masoncountywa.gov> Subject: RE: Large Format Imaging Inquiry Caution: External Email Warning! This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender, are expecting the email, and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead, report the incident. Mariah, Absolutely, I am attaching our list of services for your reference. Do you have time the 16th or 17th of December? Kind Regards, Patrick Williams Imaging Services Manager Washington State Archives PO Box 40238 Olympia, WA 98504-0238 Phone:360-586-0108 Fax:360-664-8814 https://www.sos.wa.gov/archives/imaging.aspx From: Mariah Frazier<MFrazier(@masoncountywa.gov> Sent: Monday, December 2, 2024 4:30 PM To:Archives- Imaging Customer Service<imagingcustomerservice(@sos.wa.gov> Subject: Large Format Imaging Inquiry , You don't often get email from mfrazier&masoneountywa.gov.Learn why this is important Good Afternoon, The Community Development Department has been thinking about applying for a Local Records Grant to digitize some of our large format building plans. We've received an organizing the file room grant previously, and are currently working on an inhouse imaging project for our regular files. We'd love to meet with you at our office to discuss a possible scope of work. Is meeting in person here a possibility? What days or times would work for you? Mason County Community Development Clerical/Addressing/Public Records • MASON COUNTY f b Public Health & Human Services Briefing March 3, 2024 Briefing Items Food establishment inspection public portal—Ian Tracy Housing &Behavioral Health Advisory Board 2024 Annual Report—Melissa Casey FY25 Unspent Consolidated Homeless Grant—Request for Quote—Melissa Casey Provider Presentation—The Youth Connection *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Ian Tracy Ext: 544 Department: Public Health Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): March 18,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Food Establishment Inspection Public Portal Background/Executive Summary: Mason County Public Health and Human Services has a new public portal through which anyone can search for and view full inspection reports for permitted food establishments in Mason County.The database currently has approximately 300 inspections available to view, and new inspections are added weekly as our Food Program staff complete their inspections. We would like to issue a press release to tell the community about this exciting new resource. Budget Impact(amount, funding source,budget amendment, etc.): N/A Public Outreach: Press Release Requested Action: Approval to read the press release at the March 18t'regular meeting. Attachment(s)• Press Release �ASpN co NEWS RELEASE March 18, 2025 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: New Food Establishment Inspection Public Portal Mason County Public Health and Human Services has a new public portal through which anyone can search for and view full inspection reports for permitted food establishments in Mason County. The database currently has approximately 300 inspections available to view, and new inspections are added weekly as our Food Program staff complete their inspections. To access the food establishment public portal, visit https://masoncolMbywa. og v/departments/public_health/environmental_health/food_safe1y /food_safety inspections.php and click on the Inspect2GO icon in the center of the page. This page also contains a guide that will walk you through how to read and interpret the inspection reports. For more information or questions, please call our office at 360-427-9670 ext. 400 or email EnvironmentalHealthDept(a�masoncountywa.gov SON Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. From: Melissa Casey Ext:404 Department: Public Health Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Housing&Behavioral Health Advisory Board 2024 Annual Report Background/Executive Summary: According to resolution 33-18 the Housing and Behavioral Health Advisory Board(HBHAB)will submit report containing recommendations for funding priorities to the Board of County Commissioners(BOCC) by January 31 of each calendar year. In 2025,Requests for Proposals will be evaluated, and these recommendations will help identify gaps and funding priorities. Budget Impact(amount,funding source,budget amendment, etc.): None Public Outreach: None Requested Action: None—informational/update Attachment(s)• HBHAB 2024 Annual Report and 2025 Funding Priorities Housing and Behavioral Health Advisory Board 2024 Annual Report Funding Priorities for 2025 According to resolution 33-18 the Housing and Behavioral Health Advisory Board will submit report containing recommendations for funding priorities to the Board of County Commissioners (BOCC) by January 31 of each calendar year. In 2025, RFP's and contract renewals will be evaluated, and these recommendations will help identify gaps and funding priorities. Board Members: • Pat Tarzwell, Chair, Board of County Commissioners • Lyndsey Sapp, Councilmember, City of Shelton • Jason Bean-Mortinson,Thurston-Mason Behavioral Health Administrative Service Organization • Peggy VanBuskirk, Board of Health • Beau Bakken, Citizen, District 1 • Amanda Gonzales, Citizen, District 2 • Heather Kennedy, Citizen, District 3 Housing and Behavioral Health Advisory Board's recommendations to the Board of County Commissioners: Homeless Crisis Response • Subpopulation: o Priority#1: No families with minor children sleep outside o Priority#2: No unaccompanied youth/transitional-aged youth (18-21) sleeps outside o Priority#3: No senior sleeps outside • Intervention Type: o Priority#1: Prevent homelessness by providing eviction prevention to keep people housed o Priority#2: Prevent chronic homelessness by providing Rapid Rehousing rental assistance o Priority#3: Provide emergency shelter Behavioral Health:Substance Use Disorder and Mental Health • Priority#1:Sustainability of jail substance use and re-entry services • Priority#2:Sustainability of crisis co-responder programs coupled with law enforcement • Priority#3: Expand capacity of mental health and substance use disorder services and coordinate existing youth services within the county and statewide system • Priority#4: Create crisis stabilization beds/services (voluntary and involuntary) • Priority#5: Evaluation, assessment, and landscape analysis of current programs/system C Mason County Agenda Request Form Y /A t! To: Board of Mason County Commissioners From: Melissa Casey Ext.404 Department: Public Health Briefing: 0 Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): 6/12/23, 8/14/23,3/3/25 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board's Use Only: Item Number: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• FY25 Unspent Consolidated Homeless Grant—Request for Quote Background/Executive Summary: Unspent funds for Mason County's Homeless Crisis Response System for Fiscal Year 2025 (July 1, 2024 through June 30,2025 are available for allocation from the Department of Commerce Consolidated Homeless Grant Contract(Contract Number 24-46108-20 Amendment C). Funds will be allocated via Request for Quote based on a prioritization of eligible activities. Current providers contracted with Mason County through the Consolidated Homeless Grant(CHG)and/or Local Document Recording Feeds are eligible to submit a quote. Budget Impact(amount, funding source,budget amendment): No impact to general fund; $342,990 from Department of Commerce Consolidated Homeless Grant Public Outreach (news release,community meeting, etc.): Followed the RFP process and contracted with agencies for CHG funding Requested Action: None/Update only Attachments RFQ CHG FY25 Unspent Funds Request for Quote: Consolidated Homeless Grant (From SFY25 Unspent Funds) Due March 17`", 2025 Overview Unspent funds for Mason County's Homeless Crisis Response System for Fiscal Year 2025 (July 1, 2024 through June 30, 2025 are available for allocation from the Department of Commerce Consolidated Homeless Grant Contract (Contract Number 24-46108-20 Amendment C). Contract Award: March 1, 2025 through June 30, 2025 Eligible Applicants Current providers contracted with Mason County through the Homeless Response System funds: Consolidated Homeless Grant and/or Local Document Recording Fees. Available Funds The funds must be prioritized for existing programs and comply with the Consolidated Homeless Grant Guidelines.The SFY25 Inflation Increase is to maintain levels of homeless subsidies and services from February 2023 and to stabilize the homeless service provider workforce. Consolidated Homeless Grant Budget Line Available Funds CHG FY 2025 Supplemental Funds $119,171 Local DRF Support 2025 $45,914 SFY25 Inflation Increase $177,905 TOTAL $342,990 Recommended Proposals • Eviction Prevention Rental Assistance:The Housing& Behavioral Health Advisory Board has prioritized up to$125,000 for eviction prevention rental assistance. Additional funding may be available if the demand is demonstrated. • HOST Home Program: A HOST Home Program or similar program in serving eligible persons within the North Mason School District. A HOST Housing Program must operate in accordance with RCW 74.15.020 and guidance from the Department of Commerce Office of Homeless Youth (https://www.commerce.wa.gov/serving-communities/homelessness/office-of-youth- homelessness/host-homes-programs-report/). • Master Lease Opportunity: Master lease with Homes First for a 3 bedroom, 2 bath unit for permanent supportive housing or scattered site emergency shelter, shared living arrangement.This proposal would include the rent. If the proposal is for project-based rent assistance, other costs in the Facility Support Section 6.2 of the CHG Guidelines may be included. • Other costs as approved by Commerce:This provides funding for one-time purchases for allowable Facility Support items in section 6.2. Examples include furniture, bedding, mats, cots,towels, microwaves, pet food, or pet crates for shelters.The request may also include hotel/motel stays to aid in sheltering more people in the remaining winter months. Other expenses, such as mobile shower units, extra supplies, computers, or software, will need additional approval from the Department of Commerce. Proposals must include a description of the requested purchase, cost, and how it will be used to serve households eligible under CHG. Temporary Inflation Increase: Priority will be given to agencies that have not been awarded these funds for Fiscal Year 2025. • Stabilize Homeless Service Provider Workforce: Reduce economic hardship among current Homeless Service Provide Workers to maintain services and improve employee retention: o Full time Homeless Services Provider Workers (HSP) (1 FTE of 40 hours/week)with a gross income (wages and benefits) less than 80%AMI of$62,869 based on the ACS 2021 5-year Median Income of$78,587. o Part-time workers are eligible if their gross pay(wages and benefits)for the equivalent of 1 FTE of 40 hours/week is equal to or less than the 80%AMI value of$62,869. o Temporary, inflation relief funds for all HSP service positions (e.g. maintenance, administrative assistants) o HSP Workers must perform work in Mason County. o Funds will be allocated to agencies that it is equitable for each employee that meets the above criteria. • Provide a total number of employees that meet the above conditions. Awards will be based on this value and previous awards will be taken into consideration to distribute the funds equitably across the Homeless Provider Workforce serving Mason County. Funding Decisions: Mason County staff will jointly review applications for minimum eligibility requirements. Funding decisions will be based on a prioritization of eligible activities. Operational expenses that exceed $5,000 or are outside of the allowable expenses outlined in the CHG Guidelines are subject to the approval of Commerce. Instructions for Quote Submission: Submit a PDF to Todd Parker, tparker@masoncountywa.gov, by 4 pm on Monday, March 17th, 2025 with the following information: 1. Cover Sheet a. Name of Agency b. Executive Director c. Address d. Phone e. Email 2. Budget Provide a detailed budget for the project that itemizes anticipated expenses and provides a project total. All costs must be allowable under the Consolidated Homeless Grant Guidelines. 3. Budget Narrative: Proposals must describe the requested purchase, cost, and how it will serve households eligible under CHG. 4. Temporary Inflation Increase:The number of employees in the organization that meet the above criteria. e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. From: Melissa Casey Ext:404 Department: Public Health Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): 3/3/25 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Homeless Service Provider Presentation—The Youth Connection Background/Executive Summary: Susan Kirchoff,Executive Director of The Youth Connection,has prepared a 30-minute presentation for the Board describing 1)the organization's services, 2)how many people are served, 3)how many people exit the programs, and 4)how the organization is funded. Budget Impact(amount,funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: None; information only Attachment(s)• None 4 Cot,,1Tf Mason County Administrator 411 N 5tn Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator March 3, 2025 Specific Items for Review Chart of Accounts update—Jennifer Beierle Physical Damage Insurance through Enterprise—Jennifer Beierle Teamsters Union Local 252 Juvenile Detention Memorandum of Understanding for clothing—Mary Ransier 2024 employee engagement survey results—Mary Ransier 2025 Human Resources strategic plan—Mary Ransier Foothills Dog Park donation—John Taylor Administrator Updates Commissioner Discussion e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. From: Jennifer Beierle Ext: 532 Department: Central Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): 3/3/2025 Agenda Date(s): 3/18/2025 Internal Review: ❑X Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Cleanup of department and program numbering within Mason County's chart of accounts. Background/Executive Summary: Mason County's finance team has been working on a chart of accounts (COA)revision for several years. It has turned out to be a much larger project than originally anticipated.After recently looking at how much work is still to be done,we decided to divert the direction of the project. Revising a few of our currently existing duplicate and unnecessary departments and programs will allow us to implement the modules we have been putting on hold. These modules include: 1. Position Control(position tracking) 2. Executime Time Keeping System(will take the place of manual paper timesheets) 3. Open Finance(for public transparency) 4. Utility Billing 5. Grants 6. Contract Management The Chart of Accounts revision project can still take place at some point in the future.At this time,there will be a greater cost-benefit to making small changes to our current COA and implementing new modules beginning this year. Budget Impact(amount, funding source,budget amendment, etc.): Executime and Utility Billing Modules will need to be purchased.Unsure of cost at this time. Public Outreach: N/A Requested Action: Request the Board approve the resolution changing the numbers of duplicate and unnecessary departments and programs throughout Mason County's chart of accounts effective retroactively to January 1,2025. Attachment(s)• Draft Resolution RESOLUTION NO. A RESOLUTION CHANGING THE NUMBERS OF DUPLICATE AND UNNECESSARY DEPARTMENTS AND PROGRAMS THROUGHOUT MASON COUNTY'S CHART OF ACCOUNTS EFFECTIVE RETROACTIVELY TO JAN UARY 1, 2025 WHEREAS, RCW 36.32.120, states "..the board of county commissioners...have the care of the county property and the management of the county funds and business.." WHEREAS,the State Auditor's Office is required by RCW 43.09.200 to prescribe uniform budgeting, accounting, and reporting systems (BARS)that local governments must follow. WHEREAS, the Board of County Commissioners of Mason County recognize that changing the numbers of the listed departments and programs in Attachment A, as part of this Resolution, is in compliance with the BARS manual. NOW,THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby change the numbers of duplicate and unnecessary departments and programs throughout Mason County's chart of accounts as outlined in Exhibit A to this Resolution, effective retroactively to January 1, 2025. DATED this day of 2025. ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON McKenzie Smith, Clerk of the Board Sharon Trask, Chair APPROVED AS TO FORM: Pat Tarzwell, Commissioner Tim Whitehead, Chief DPA Randy Neatherlin, Commissioner Attachment A to Resolution No. Old Account New Account Fund Dept Prgm Fund Dept Prgm Fund Name Dept Name Program Name 001 057 100 001 057 011 General Fund HR/Risk Mngmt Risk Management 001 057 200 001 057 012 General Fund HR/Risk Mngmt BOE/Civil Service 001 058 271 001 058 000 General Fund LEOFF Admin/General Operating 001 256 100 001 256 000 General Fund Therapeutic Court Admin/General Operating 001 256 200 001 256 056 General Fund Therapeutic Court CJTA 001 260 010 001 260 026 General Fund Treasurer Road Diversion 001 300 200 001 300 000 General Fund Non-Departmental Admin/General Operating 001 300 300 001 300 000 General Fund Non-Departmental Admin/General Operating 001 300 310 001 300 000 General Fund Non-Departmental Admin/General Operating 001 300 312 001 300 000 General Fund Non-Departmental Admin/General Operating 105 000 100 105 110 000 County Road Geographic Info System Admin/General Operating 117 000 000 117 000 101 Community Support Services Department HB 1406 117 000 100 117 000 102 Community Support Services Department DV Victims Assistance 117 000 200 117 000 103 Community Support Services Department Housing 150 100 000 150 000 000 Community Services Health Department Admin/General Operating 150 200 000 150 130 000 Community Services Health Public Health Admin/General Operating 150 300 000 150 140 000 Community Services Health Environmental Health Admin/General Operating 164 100 000 164 150 000 Mental Health Need dept name Admin/General Operating 180 100 000 180 155 000 Treasurer's M&O Fund Need dept name Admin/General Operating 194 100 000 194 000 000 Mason Lake Mngmt Dist#2 Department Admin/General Operating 199 001 000 199 000 000 Island Lake Mngmt Dist#1 Department Admin/General Operating 350 300 000 350 000 000 REET 1 Capital Improvements Department Admin/General Operating 350 300 300 350 000 000 REET 1 Capital Improvements Department Admin/General Operating 350 900 000 350 000 000 REET 1 Capital Improvements Department Admin/General Operating 351 100 000 351 000 000 REET 2 Capital Improvements Department Admin/General Operating 403 100 000 403 000 000 N. Bay/Case Inlet Utility Department Admin/General Operating 403 100 020 403 000 000 N. Bay/Case Inlet Utility Resr Department Admin/General Operating 411 100 000 411 160 000 Rustlewood Sewer&Water Sewer Admin/General Operating 411 200 000 411 165 000 Rustlewood Sewer&Water Water Admin/General Operating 412 200 000 412 000 000 Beards Cove Water Department Admin/General Operating SON Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. From: Jennifer Beierle Ext: 532 Department: Central Services Briefing: ❑X Action Agenda: ❑X Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): 3/3/2025 Agenda Date(s): 3/18/2025 Internal Review: ® Finance ❑ Human Resources ❑ Legal ❑ IT ® Risk ® Other (This is the responsibility of the requesting Department)Motor Pool Item• Physical Damage Insurance through Enterprise Back2round/Executive Summary: Enterprise offers comprehensive and collision insurance on the County's white fleet vehicles(police pursuit vehicles are not eligible).The rate is $40.12 per month,which equates to around$33,000 annually. The deductive per occurrence is$5,000. Risk Management and the Budget Office are recommending dropping this insurance, for several reasons.The County is self-insured through the WA Counties Risk Pool and there are rarely accidents involving white fleet vehicles. In the case there is an accident, if another party is at fault,the County attempts to collect from the other party. Budget Impact(amount, funding source,budget amendment, etc.): Approximately$33,000 annually Public Outreach: N/A Requested Action: Request the Board review the attached insurance policy and decide to it Attachment(s): Physical Damage Insurance Policy PHYSICAL DAMAGE MANAGEMENT FLEET MANAGEMENT Physical Damage Management Proposal Prepared Exclusively for: Mason County 411 N 5th St Shelton, WA 98584 Customer Number: 549343 Effective Dates: 3/10/2025 - 3/10/2026 Page 1 of 4 Important Program Information Benefits CASH FLOW • No down payment • Consolidated monthly billing on lease statement • No finance charges • No annual premium audit • Lessee responsibility/deductible not billed until after repairs/subrogation are complete DRIVER PRODUCTIVITY • Multiple repair estimates not needed • 24/7 towing assistance when involved in an accident • Drivers never pay out of pocket for repairs or handle any part of repair transaction • Access to Enterprise rental vehicles as short-term replacement EFFICIENT CLAIM& REPAIR HANDLING • One-call claim reporting. Enterprise Fleet Management manages entire claims process • Mobile App claim reporting • Repairs completed safely, timely and with minimal driver involvement • Lowest industry average cost of repairs-typically saving 15-25% • Assured repairs • No GAP coverage needed for vehicles leased from Enterprise Fleet Management, losses are settled at higher dollar amount between reduced book value and market value • Above-average recovery on not-at-fault incidents • Free glass repair on chips and stars under$75 • Diminished value pursued against at-fault parties • Repair vs. Replacement consideration at time of loss We are committed to, and take great pride in, providing each client the individualized attention and service you deserve. Page 2 of 4 Physical Damage Management Enrollment Term: Annual (monthly payments) Effective Dates: 3/10/2025 - 3/10/2026 Customer: Mason County (549343) Physical Damage Management Lessee Responsibility Monthly Fee Comprehensive Option $5,000 Included Collision Option $5,000 Included Loaner Car N/A Not Included FALSE Hired Auto Physical Damage Option N/A Not Included Total monthly fee per vehicle: $40.12 Risk Retained by Lessor for vehicles leased from Enterprise FM Trust. • No enrollment available for vehicles over 26,000 GVW. • No physical damage provided for trailers. • Vehicles equipped with dump bodies, booms or cranes are ineligible for coverage under program. • Aftermarket equipment is settled at actual cash value. Page 3 of 4 PHYSICAL DAMAGE WAIVER PROTECTION TERMS AND CONDITIONS This document outlines the physical damage management option offered by Enterprise FM Trust("LESSOR"),to the"Company"(Lessee). 1. VEHICLE REPAIRS AND SERVICE: If the Master Lease Agreement includes a charge for physical damage waiver,LESSOR agrees that it will waive Lessee's responsibility for damage to or loss of to the Leased Vehicle,or its equipment(provided the equipment is included on vehicle at time of delivery by LESSOR),under the comprehensive or collision option,subject to the Lessee's financial responsibility. Aftermarket equipment added to the leased vehicle is not covered and shall remain the responsibility of the Lessee unless the physical damage waiver proposal includes coverage for such equipment. When included,repairs when required are handled at actual cash value and only apply to the damaged area.When comprehensive or collision option is selected,LESSOR will pay for damages above the Lessee Responsibility for any of the following.This responsibility amount is applied per vehicle per loss.Comprehensive Includes:Losses to leased vehicle caused by: 1)Fire, lightning,or explosion;2)Theft;3)Windstorm,hail,or earthquake;4)Flood;5)Mischief or vandalism;6)Striking an animal or a bird or falling object or airborne debris.Collision includes:Losses to leased vehicle caused by: 1)Collision with another object; or 2)Overturn of vehicle.Whenever it is necessary to have a Covered Vehicle repaired,the Company(Lessee)agrees to have the work performed by an authorized repair facility in the network of repair facilities or by a repair facility acceptable to LESSOR. Lessee must notify LESSOR and obtain LESSOR's authorization for such repair and LESSOR's instructions as to where such repair shall be made and the extent of repair to be obtained. LESSOR will not be obligated to pay for any unauthorized charges on any leased vehicles unless the Lessee has complied with these requirements. Invoices including reasonable towing within a 100 mile radius from the vehicle location and storage fees up to 3 days resulting from an accident will be paid or reimbursed if paid directly by the Lessee. In the event the vehicle is stolen and recovered within a timeframe of 30 days,the stolen property will be returned to the Lessee at the expense of LESSOR within a 100 mile radius and any damage to the vehicle as a result of the theft will be waived by LESSOR unless deemed unrepairable. 2. RENTAL VEHICLES:Lessee must notify LESSOR and obtain LESSOR's authorization for a rental needed during the repair process if the loaner car option is being used. LESSOR will pay up to maximum amount shown on the physical damage proposal during the downtime of the vehicle as a result of a covered loss. If the vehicle is deemed a total loss,5 days of transportation expense will be afforded after deeming the vehicle unrepairable. If a theft loss,the maximum of 30 days transportation will be provided. If Hired Auto Physical Damage Protection is included on the proposal,LESSOR will waive losses as described above,less the applicable lessee responsibility shown on the proposal for which the(Lessee)is responsible for damage to the rental vehicle provided the vehicle is rented for business use.The maximum amount payable by LESSOR for Hired Auto Physical Damage will be limited to the amount stated on the proposal.Coverage territory-U.S.Only. 3. NOTICES:LESSOR will not have any responsibility to pay for any services when notification was not given before work was completed or if loss notification was not reported within a 120 day period. Lessee must notify LESSOR the current location of vehicle involved in the loss as well as loss date,time,when,where and to the extent possible,the names and addresses of all parties involved in the loss including known witnesses and statement of loss cause. 4. NO WARRANTIES: LESSOR does not perform repair services on the Covered Vehicle but rather LESSOR arranges for repair services on the Covered Vehicles to be performed by third parties.LESSOR will pay directly to the approved repair facility for all work performed for the covered repair as outlined in the terms and conditions. The workmanship and payment will not relieve the Lessee of its obligation to pay the outlined Lessee Responsibility deductible. 5. MISCELLANEOUS:LESSOR will not waive damage to the leased vehicle resulting from or to: 1)Wear&Tear of Vehicle;2) Maintenance Items;3)War or Military Action;4)Damages as a result of professional or organized racing of demolition contest, stunting activities or preparing for same;5)Intentional Acts caused by Lessee,Lessees'employees or their permitted drivers or as a result of an unlawful act in the course and scope of conducting a"pursuit"action;6)Wear and tear,freezing,mechanical or electrical breakdown;7)Blowouts,punctures,or other road damage to tires;8)Loss involving drivers deemed to be excluded by liability carrier;or 9)Damage to or loss of personal or business property. By its signature below,Lessee acknowledges and accepts the physical damage waiver protection terms and conditions in addition to those terms as set forth in the Master Lease Agreement. Client: Mason County Client ID: 549343 Group: 2UL1 Effective Dates: 3/10/2025 - 3/10/2026 Monthly per Vehicle: $40.12 with Physical Damage Management$5000/$5000 Lessee Responsibility Lessee: Date: Page 4 of 4 *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Mary Ransier Ext:422 Department: Human Resources Briefing: FXI Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): March 18,2025 Internal Review: ❑ Finance © Human Resources ❑X Legal ❑ IT ❑X Risk ❑ Other (This is the responsibility of the requesting Department) Item• Mason County and Teamsters Union Local 252 MOU for updated clothing allowance language. Background/Executive Summary: Mason County and Teamsters Local 252 representing Juvenile Detention entered into a Collective Bargaining Agreement for 2024-2027.The agreement needs clarification in Section 12.5 Clothing Allowance as outlined in the attached MOU. Budget Impact(amount,funding source,budget amendment, etc.): Depends on hiring activity Public Outreach: N/A Requested Action: Approval of the Memorandum of Understanding with Teamsters Local 252 Juvenile Detention for updated clothing allowance language. Attachment(s)• MOU Docusign Envelope ID:D5AC459F-957F-4456-B660-F1EDA291B853 MEMORANDUM OF UNDERSTANDING between Mason County Juvenile Detention And Teamsters Union Local 252 Mason County and Teamsters Union Local 252 agree to adjust the current Collective Bargaining Agreement as prescribed below. WHEREAS, the parties are in a current Collective Bargaining Agreement with a term expiring 2027; WHEREAS, There is no article addressing clothing allowance for newly hired employees after the yearly lump sum payment. WHEREAS, The Juvenile Detention Officers Collective Bargaining Agreement Clothing Allowance Section 12.5 states: "The County shall provide Detention employees'badges as needed, shirts, and a jacket for all full-time employees, along with a three hundred($300) per year clothing allowance paid January of each year. Part-time employees shall receive the appropriate number of shirts for their position. Newly hired Detention Officers attending an academy and/or specialized training will be provided, at the employer's expense, all required uniforms items (athletic wear etc.) required for attendance by the academy and/or specialized training." NOW, THEREFORE, the Clothing Allowance Section 12.5 shall state: "The County shall provide Detention employees'badges as needed, shirts, and a jacket for all full-time employees, along with a three hundred($300) per year clothing allowance paid January of each year. Part-time employees shall receive the appropriate number of shirts for their position. Newly hired Detention Officers attending an academy and/or specialized training will be provided, at the employer's expense, all required uniforms items (athletic wear etc.) required for attendance by the academy and/or specialized training. Employees hired after the yearly lump sum clothing allowance has been paid will receive a prorated amount at the time of hire." As agreed, on this day of 2025 For Mason County: For Teamsters Union Local 252: Signed by: I1 Vcu L fjbin.ln,t,u, Sharon Trask, Chair Dane' onnell, Business Agent Pat Tarzwell, Commissioner L�D­S.gn,d by: II ���� X1 b(AASk,u, Randy Neatherlin, Commissioner Brian Blaisdell, Secretary-Treasurer Approved to Form: Tim Whitehe eputy Prosecuting Attorney *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Mary Ransier Ext:422 Department: Human Resources Briefing: ❑X Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance © Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Results of the 2024 Employee Engagement Survey Background/Executive Summary: Human Resources administered the annual Employee Engagement survey for 2024.The survey questions, developed from Gallup Employee Engagement poll,were consistent with the 2022 and 2023 surveys for to analyze measurement. Below are a few areas of note: • Participation dropped by 15% • Overall job satisfaction dropped by 4% • Feedback about better onboarding in departments • Feedback about better management/supervision to include performance reviews not being conducted,not holding employees accountable,and disparate treatment of employees. Budget Impact(amount, funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: N/A Attachment(s)• 2024 Employee Engagement Survey Report 2024 Employee Engagement Report Department Participation 18 16 — 14 12 10 8 ■ 2022 6 2023 4 2024 2 0 II III .I `GZ Cr \o Q ff O �` °to �G° G`� °fit °tS ��� Qm O1 °�o o�S �° �` G°� ,C �5 `55 �5 o`o G �° ��o Fo oe 5 \ao �5 O 5 ��o �5 �\° 5 �o P��oS Pia G°� Q�° Q� 2024 Employee Engagement Report My position is classified as: ■2022 ■2023 30 2024 20 10 ■_ 1. 1■ 1 11� Department Director Elected Lead Manager Not Other Staff Supervisor Head Official Identified Member 2024 Employee Engagement Report I know what is expected of me at work: ■2022 ■2023 2024 30 10 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report I have the materials I need to do my work right: 40 ■2022 30 ■2023 2024 20 10 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report At work I have the opportunity to do what I do best every day: ■2022 ■2023 2024 20 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report In the last 7 days I have received recognition or praise for doing good work: ■ 2022 ■ 2023 2024 L Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report My supervisor or someone at work seems to care about me as a person: ■ 2022 ■ 2023 30 2024 20 10 0 � ■ � ■ _ _ Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report There is someone at work who encourages my development: 45 40 35 30 ■2022 25 ■2023 2024 20 15 10 5 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report At work my opinion seems to count: ■2022 30 ■2023 2024 20 10 0 ■ Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report The mission or purpose of our organization makes me feel my job is important: ■ 2022 ■ 2023 2024 20 10 0 ■ Agree Disagree Not Identified StronglyAgree Strongly Disagree 2024 Employee Engagement Report My fellow employees are committed to doing quality work: ■ 2022 ■ 2023 2024 20 10 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report My manager/supervisor is committed to doing quality work: ■2022 ■2023 2024 20 10 _ ■ ■ Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report In the last 6 months someone at work has talked to me about my progress: ■2022 ■2023 2024 10 5 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report In the last year I have had opportunities at work to learn and grow: ■ 2022 ■ 2023 2024 0 . � . � Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report My supervisor/manager holds employees accountable for performance: ■ 2022 30 ■ 2023 2024 20 10 0 • Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report My department is inclusive and demonstrates support of a diverse workforce: 40 35 30 ■ 2022 25 ■ 2023 2024 20 15 10 5 0 � ■ ■ Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report Overall, I am satisfied with my job: ■2022 40 ■2023 ■2024 30 20 10 0 Agree Disagree Not Identified Strongly Agree Strongly Disagree 2024 Employee Engagement Report I would recommend Mason County as an employer: ■ 2022 2023 2024 20 0 ■ _ ■ ■ Agree Disagree Not Identified Strongly Agree Strongly Disagree *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Mary Ransier Ext:422 Department: Human Resources Briefing: ❑X Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ❑ Finance © Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Human Resources 2025 Strategic Plan Background/Executive Summary: Human Resources mission is to develop and manage people first human resources policies,programs, and provide expert consultation, services, and solutions in an efficient and customer-focused manner; and to provide our employees and volunteers with what they need to provide services to the public. The strategic plan helps drive the department and demonstrates measurable progress toward organizational goals. Human Resources will update the Commission on the strategic plan progress and status quarterly in 2025. Budget Impact(amount, funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: N/A Attachment(s)• 2025 Human Resources Strategic Plan (; l HR 2025 Strategic Plan Goals • Outcome communicateHigh-level long-term rjsuitdkhatw�will do to make measurable progress toward that goal What we will measure to quantify results and we must achieve progress I in If we provide a compe 1. Complete 2025 contracts before expiration 0 #of contracts completed 2. Research total compensation packages 0 Year over year compensation cost Total Reward and Benefits 3. Work with hiring managers to implement total increases compensation practices when possible. • Compensation is within+/-of comparable agencies We can attract&hire employees based upon the right competencies,at the right time... 1. Utilize NECGov for statistical updates and key 0 Turnover rate performance indicators(KPIs) • Retention rate g Recruitment 2. New hire onboardin process • Time to hire per department and hiring 3. Increase recruitment presence in the community and 0 #of applicants per position at regional events • Linkedln/social media activity 4. Conduct Mason County Career Fair ...who reflect the diversity of the communities we ser Fe...JW 1. Implement Legal and Effective Interviewing training 0 retention rate for recruitment panels • %of hiring managers trained Diversity and Inclusion 2. Identify ways to decrease barriers throughout the recruitment process ...offer them opportunities to develop and grow... 1. Implement leadership development curriculum. 0 %of employees with performance 2. Improve new employee orientation;add a new evaluations supervisor/manager orientation • %of employees who are promoted Learning and Development 3. Fully utilize NECGov Learn platform successfully • %of employees trained in leadership development • %of employees completing training support .. 1. Learn Munis functionality to streamline HR processes. • Number of handoffs in HR processes Systems 2. Upon completion of Chart of Accounts, utilize Munis to implement position control engaged,...then,employees will be healthy, producti 1. Conduct employee engagement survey and complete 2024 employee engagement survey organizational analysis and measurement Engagement and Well- 2. Benefits Fair and training opportunities for employees • Number of employees attending Being 3. Increased supervisor/manager training and coaching events/training • Number of opportunities for employees to engage with leadership ...and our HR team members will be learning&growing as service providers 1. Staff will identify opportunities for cross-training as 0 %of employees with development well as developing skills in major functional areas plans that are tracked and resourced HR Team Development within HR,as applicable • #of departments/hours out in the 2. Staff will shadow employees to understand their work field with employees duties and environment Stay legally compliant and that allows us to ,. the more strategic work above 1. Evaluate organizational risk more comprehensively. • #of policies updated and adopted 2. Reasonable Suspicion training and policy 0 #of risks found/mitigated Legal Compliance 3. Personnel Policies update 4. Update Risk and Safety Policies 2/24/2025 *1854 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Cassidy Krall for John Taylor Ext: 535 Department: Parks&Trails Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 3,2025 Agenda Date(s): March 18,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Foothills Dog Park Donation Application Background/Executive Summary: Friends of Foothills Dog Park would like to help the County enhance the useability of the existing dog park at Foothills County Park by donating a portion(to be determined)of the costs associated with making the dog park ADA compatible by adding a concrete walkway and entrance area to the existing park.The proposed concrete walkway would be approximately 90'x4'leading from the entrance of the dog enclosure to the parking area, and a 6'x8'concrete pad within the main entrance of the enclosure. The current entrance and outside area leading to the main gate of the dog enclosure is very muddy and floods often during heavy rainfall. Budget Impact(amount, funding source,budget amendment, etc.): $1,000.00 from REET2 to supplement the remaining cost outside of donation amount($3,650.00) Public Outreach: N/A Requested Action: Approval to accept the donation application received with the understanding that the donation amount will be $3,650 and the total project estimate is $4,650.00 meaning that the County will cover$1,000.00 of the project total. Attachment(s)• Donation application with photo,letter of explanation from William Long, and estimate. �'0pN CpVNTy Mason County Facilities and Park r Memorial and Donation Application l.Y(I To accept a donated park or facility element,the donation must meet certain conditions. The donations shall: Meet a true need of a park or facility. Not interfere with the intended current or future use of a park or facility. Not require the relocation of other equipment or infrastructure. The County reserves the right to determine whether a park or facility is fully developed and there- fore, no donations would be accepted for that park or facility. Applicant Information Address: Street City State Zip Email: Memorial / Donation Please select the item you wish to donate to Mason County. ❑ Memorial Plaque A flat tablet or metal, plastic,stone, or other appropriate material which includes text and/or images commemorating a person or an event and/or providing historical text or information relevant to its location. Such tablet shall be affixed to an object, building or pavement. ❑ Bench ❑ Bicycle Rack ❑ Picnic Table Park benches, bicycle racks, picnic tables and playground components may be sited in locations approved by the County. Items donated must be of a product approved by the County and these items become County property at the time of acceptance. Trees/Shrubs Landscaping and plant selection for parks or facilities is critical due to the environment in Mason County.Accordingly,the location,size and species of trees and shrubs donated shall be limited to those predetermined by the County. Flags Flags may be sited in locations approved by the County. Flags deteriorate quickly when exposed to the elements and the size of a flag is determined by the type,size,and configuration of the pole on which it is to be mounted.Consequently,donated flags must be of a size and quality suitable for the site and the environment in which they are to be located. Flags may be subject to replace- ment,which are to be paid by the donor at the time when the County determines replacement is needed. ❑ interpretive signs Interpretive signs may be installed at sites that are appropriate for describing the history,geology, environment,flora, and fauna of a particular area. Interpretive signs shall be of a size that is in keep- ing with the character of the site. Interpretive signs shall be designed to meet requirements for access to the disabled. Interpretive signs shall be designed in a manner that is consistent with other interpretive signs on the site. Interpretive signs shall be constructed of materials that are of high quality,vandal resistant,and able to withstand harsh environmental conditions. Other Donation CIF A fmP�� Donations other than those expressly listed or contained within this policy may be possible. The County may accept such donations,subject to a review by the County Commission. **Donated buildings, structures (including playgrounds) and public art are subject to full review and approval of the County Commission/and are not considered to be part of this policy.** Preferred Location: I acknowledge 1 have read the Facilities and Park Memorial and Donation Policy. I understand my responsibilities as a d or and accept the financial responsibilities associated with my donation. Signature: Date: / �S Attachment to Donation application from Friends of Foothills Dog Park Friends of Foothills Dog Park would like to help the County enhance the usability of the existing Dog Park at Foothills County Park by donating a portion (To Be Determined) of the costs associated with making the Dog Park ADA Compatible by adding a concrete walkway and entrance area to the existing park. The current entrance and outside area leading to the main gate is very muddy, and also during the heavy rains this winter has been flooded. See Picture: We would like to have a concrete walkway approximately 110 feet leading from the entrance to the parking area, and a 10X10 concrete pad within the main entrance. SA-;1CIA yw.'.I ♦ 'tb s.�+iY� �,.�} �wI R yr at. WNaar P °wj A R f- � ILIL Y 3i L� Y- _ '^ V To: Carl Olsen—Parks Supervisor 2/24/25 From:William (Bill) Long—President, Friends of Foothills Dog park Subject: Proposed Donation for the construction of a walkway at Foothills County Park Friends of Foothills Dog Park will provide $3650 toward the construction of a concrete path for access to the Dog Park at Foothills County Park. The recent estimate from In Concrete Construction is for a 90x4 foot walkway and a 6x8 foot pad at the main gate entrance.The total estimate is$4650. This enhancement to the park will provide safe access to the off-Leash area which has been recently flooded with heavy rain this past winter. Friends of Foothills Dog Park will continue our pledge to maintain the area and provide funding for further development of the park in the future. Thank You, William Long—President Friends of Foothills Dog Park In Concrete Construction 1519 Puget St WA US Inconcretecons lru ction9(9g mail.com Estimate ADDRESS SHIP-10 ESTIMATE 1010 Bill Long Bill Long DATE 02/13/2025 Bill Long Foot Hills County Park Bill Long Foot Hills County Park DATE SERVICE DESCRIPTION QTY RATE AMOUNT Concrete Construction Form,place and finish 90'x4'and 6'x8' 1 4,650.00 4,650.00 @4"thick concrete sidewalks with crack cotrol joints at approx 5'o/c on owner supplied crushed rock sub grade, Friends of Foothills Dog Park SUBTOTAL 4,650.00 TAX 0.00 TOTAL $4,650.00 Accepted By Accepted Date Page 1 of 1