HomeMy WebLinkAbout2025/03/10 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION
FOR THE WEEK OF
March 10, 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
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 03/07/25 at 12:17 PM
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of March 10, 2025
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 10, 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. Housing Authority Board Interviews
10:20 A.M. WSU Extension – Dan Teuteberg
10:30 A.M. Treasurer – Lisa Frazier
10:35 A.M. Community Development – Kell Rowen
10:50 A.M. Central Services – Mark Neary
11:10 A.M. Public Health – David Windom
11:55 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
Commissioner Discussion – as needed
*1854
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No. 1
From: Dan Teuteberg Ext: 686
Department: WSU Extension Briefing:
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): March 10,2025 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: Fall/Winter 2025 report on accomplishments of Washington State University Extension
Mason County.
Background/Executive Summary: N/A
Budget Impact(amount, funding source,budget amendment, etc.): N/A
Public Outreach: N/A
Requested Action: N/A
Attachment(s): Fall/Winter Report 2025—Washington State University Extension Mason County
Washington State University
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WSU EXTENSION
V Mason County
1854
Fall/W'inter Report 2025
Serving Mason County for more than 100 years
Washington State University Extension Mason County helps people put research-based knowledge to
work, improving their lives, communities, and the environment.
To realize this mission, faculty and staff plan, conduct and evaluate research and experience-based
educational programs to improve the lives of Mason County residents.
WSU Extension Mason County also employs the assistance of hundreds of volunteers and community
partners and provides access to the resources available at Washington State University and the National
Land Grant University Extension System.
Mason County and Washington State University have a
PARTNERSHIPS long-standing partnership in providing educational programs
and research-based information to residents throughout the
county. This partnership ensures that resources are
Other Mason County Partnerships include: committed from Federal allocations and University funds to
• Early Learning Coalition keep important educational programs available in Mason
• Shelton Timberland Library County.
• Mason Conservation District
• Mason County Health Department
• Hood Canal Salman Enhancement Group Dan Teuteberg, County Director&
• Hood Canal Coordinating Council H Youth Development Specialist
School Districts—Shelton, Pioneer and Hood Canal CO�' dan.teuteberg@wsu.edu
Ext.
68 u
•• Saints Pantry Food Bank 360-427-9670 Ext. 686
• Mason General Hospital WSU Extension Mason County
• Washington Conservation Corps 303 N 4th Street, Shelton,WA 98584
• South Sound Reading Foundation 360-427-9670 Ext. 680
• Mason County Therapeutic Court http://extension.wsu.edu/mason
• Community Services Offices
• Blue Zones Activate Mason County Facebook pages:
• Economic Development Council of Mason County Mason County 4-H Vil?
• Shelton Farmers Market Mason County Noxious Weed Control
• United States Forest Service Mason County WSU Master Gardeners
• Washington State Parks WSU Small Farms Mason County
• Washington State Department of Agriculture
Cooperating agencies:Washington State University,U.S.Department of agriculture,and Washington counties.Extension programs and
employment are available to all without discrimination.Evidence of noncompliance may be reported through your local Extension office.
2024-2025 Mason County 4-H Council
4- H • ..
DEVELOPMENT
New Mason County 4—H Melissa S.,President Owen T.,Vice President Katie G.,Vice President Mentor
Council Leaders
�,r t
The Mason County 4-H membership elected r
new council board members this past
November. The 4-H Council provides Jamie T.,Secretary Nichole K,Secretary Blayne V.,Panhandle Lake Rep
leadership with policy and procedure
guidance, goal setting, fundraising, budget
management, as well as event planning to -
support the growing and vibrant 4-H Youth -
Development program in Mason County. We
Pam P.,Treasurer Logan O.,youth Member at Large Justine O.,Member at Large
are excited to have youth leaders on the
council board as Vice President and Member
at Large. Both of these leadership positions 345
have an adult mentor assigned to the youth to
support and assist when needed. We are youth engaged through clubs
excited to see this new council contribute to & community outreach
the Mason County community and expand the programs
4-H program offerings for our youth. Thank
you, Council members, for serving in this
important role! 69
Mason County 4-H Key Award certified adult volunteers
Congratulations Lucy T. for receiving the 2024-2025 Mason County
4-H Key Award! 12
The 4-H Key Award is one of the highest recognitions a 4-H member
can receive. This award recognizes 4-H members who have continually active county-wide
demonstrated consistent growth in their 4-H involvement, developed 4-H club programs
and applied their leadership skills, and actively participated in the _
functions of their 4-H club and community.
Lucy has been active in many 4-H projects including sewing, baking, r
chickens, archery, public presentations, Tech Changemakers, as well
as been a camp counselor at our 4-H camp. She has held leadership
positions within her club as well as on the 4-H Council. She has also
represented Washington State at a 4-H Tech Changemaker conference
in Alabama.
Lucy, you are a shining example of the power of our 4-H program! t
On behalf of the Mason County 4-H program, congratulations!
PROFESSIONAL
DEVELOPMENT PW
1
Facilitating Experiential Education "
Ten educators from across Western Washington took l�s
part in a 6-hour professional development workshop
focusing on facilitating experiential education.
Participants gained an understanding of adventure
education, philosophy and methodology of
r
experiential education, and course initiatives while
i . .
learning by doing. The training was high energy, fast
paced, and flowed between physical activity,
reflection, group processing, and discussions. Topics IP
covered included: philosophy of challenge courses, 1
group readiness, risk management, social play and -
engagement, building a successful learning
community, group initiatives, facilitation and framing
skills, processing skills, and assessment.
The challenge course is an experiential learning
environment focused on encouraging ersonal growth,
teamwork, and adventure through a series of
challenges and initiatives that promote working - •* '�'
together.
The participants are now able to facilitate the There will be another professional
Challenge Course at Panhandle 4-H Camp. We are development opportunity for you to learn
excited to see these passionate educators engaging these skills coming up in late Spring to
their groups in a dynamic learning environment. early Summer.
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Happening
Here �,� '
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SNAP- E
NUTRITION
ALP&
• • •
fAssistance Program
While the cost of living rises, many Mason County residents are finding it
difficult to feed their families. Nearly 26,000 individuals are eligible for
SNAP benefits (food stamps) with 16% experiencing high food insecurity 4456
and 61% of children now qualify for free school lunch. Also, obesity and
other diet-related chronic diseases affect 35% of citizens, with higher Directly engaged 4,156 youth and
adults in classes,farmers market
prevalence amongst low-income residents. tours, workshops, demonstrations,
and PSE interventions,totaling 98
To help combat this, WSU SNAP-Ed collaborated with 22 community educational hours and linked with 22
partners to provide direct education at three school districts and Mason community partners.
County Therapeutic Courts, while expanding work on 13 public health
policy, systems, and environment (PSE) interventions. This included $44,000
increasing access to affordable healthy foods, supporting Farm to
DA
School activities, hosting farmers market tours and cooking classes, and Helped leverage o in ws
Farm to School grrantsants to help local
distributing information on healthy meal planning on a budget, active eligible schools serve scratch
living, gardening, and food access programs at multiple outreach tabling cooked meals for 5,640 youth.
events.
31
After attending SNAP-Ed classes/workshops, Mason adult participants
Delivered 31 educational events: 2
reported 83% ate more vegetables, 80% consumed less sweetened
health fairs, 8 Farm to School taste
beverages, 30% increased physical activity, 65% used nutrition labels, tests, 6 food access workshops, 5
93% prepared more meals at home, and 23% had improved food cooking classes, 6 healthy eating
security. and recipe demonstrations, and 4
food security presentations.
14
j Developed 14 standardized recipes
f t meeting NSLP nutrition standards
l for schools and congregate meals.
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FOOD SAFETY
PRESERVATION
• •
DIAL GAUGE TESTING FOR PRESSURE CANNERS
Dial Gauge
Pressure Gauge Testing _. Testing
By Appointment
Mon. -Thurs. 10am -4pm
Pressure canners using a dial gauge need to be (360)427-9670 Ext.680
`• d LisaD@masoncountywa.gov
tested annually for accuracy before use, and
replaced if they read high or low by more than two Location:WSU Extension Office
pounds. If the dial gauge is off by less than two f 303 N.4th Street.Shelton,WA 98584
pounds, the canning pressure can be adjusted. \ Zp $3 per gauge
Dial gauges for pressure canners
Using a pressure gauge testing unit, the Mason should be checked annually for
County WSU Extension office will test dial gauges Ak safety.
by appointment. Aside from ensuring safe Gauges that are off by more than
operation of equipment, it's an opportunity to two pounds need to be replaced.
discuss canning methods and give up-to-date
USDA food safety and preservation guidelines. , v Mason County
Answer Food Safety &
Preservation Questions
Provide resident's current up to date research-based answers to their
home canning questions to reduce risk of food borne illness. Here are 25
some sample questions and answers from 2024:
gauges checked
• How do I clean a jar that had moldy jam in it? Do I just boil for 10
minutes, or do I need to detoxify jar? Answer: Toss lid, hand wash
jar, wash in dishwasher and when ready to use boil 10 minutes. 15
Jam is acidic, no need to detoxify.
not accurate and required
• I forgot to add lemon juice to my peach jam. Is it safe to eat? adjustment or replacement
Answer: Yes, safe to eat. Acid is needed for jell formation and taste
not preservation.
27
• �
My carrots lost about one inch of liquid. Are they safe to eat. The
exposed carrots are brown, are they safe to eat? Yes, they are safe questions answered
to eat. Exposed carrots may turn brown due to oxygen and are safe
to eat.
This continues to be a good community resource to ensure proper
education on food safety and preservation, especially in today's society
where information is everywhere and not always research based.
1 •
GARDENERS TO 11593
Facebook followers
Monodontomerus parasite
emerging from Mason bee cocoon
New Bee Fostering Program Increases 174
Native Bee Populations in Mason County email newsletter
subscribers
Native bee populations are declining worldwide due to loss of habitat,
changing climate, invasive species, and pesticide use, among other
factors. Our new mason bee fostering program seeks to increase the 51
mason bee population in Mason County and surrounding areas through
providing education on how best to care for these important bee active Master Gardener
species. Eligible community members receive a site visit, a mason bee volunteers
box, cocoons, and continuous instruction throughout the time they are
part of the program. In 2024 during the pilot year of this program, we
were able to harvest a total of 2,325 viable mason bee cocoons from 11 210
nesting boxes and program participants were able to participate in a
workshop where they cleaned the cocoons and learned how to identify Plant Clinic questions
parasites. The program's goal is to grow sustainably over time and answered in 2024
continuously inspire Mason County residents to care more for our local
bees; we will be increasing to 15 available fostering opportunities in
2025. 1Y576
Local Support Brings the pounds of produce donated
Catalyst Park Dream to Life in 2024
The Catalyst Park Dream Project, driven forward
over the last three years by a group of dedicated N.reHAVe.°°':DW h Nara:_ NGE
_.. E
_. Hoop M'ruc
volunteers, is moving beyond just a dream. Thanks G M10
WeUen1 r� �
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Nature Trail _ AA...
to the support of the City of Shelton Parks ��• '
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Department, Blue Zones Activate Mason County, Or FOREST& /y _ COMM NSTv
WETLAND oo
Fd- k G rdd n�
and a generous anonymous $15,000 donation to 0q, I.
the project, the team has been able to secure
...... Blk
detailed drawings from a landscape architect to 4 1, r WTUFY• m s
�1 47
esslbl 3 P a ADA
showcase the future potential of the park to local 4
cJ �' 1� E Galtl r
stakeholders. In addition to the drawings, the SERVICES e..
y ' EDUCATION&ar en
`Dream Team' has begun extensive work on their DELIVERY �0� - . vo EVENT CENTER ;
first phase of the project, a completely renovated �r; ' E °I- 6
p p J p Y NA VE _." ENSSCOVE" Eck m /
hillside pollinator garden adjacent to the a spa.. , < ' FOREST
communitygarden and food bank gardens. This
g g ---,....,.
--
garden's focus will be on utilizing native and �_- P-8
Grant A-- BOYTN ENTRANCE
drought tolerant plants to create habitat for local -
Catalyst Park and Garden Vision Plan
species of pollinators and other beneficial insects. site Master Plan _ BLUE ZONES'
D....b..2024-Bend..FI..he.FASLA with Blue Zone.A.tlret.Central Weehln0ton .....y
SMALL FARMS
4
Providing Hands-On STEM Education
Opportunities for Mason County Students
The quality and number of STEM (Science, Technology,
Students - •ling soil with Tessa Engineering, and Mathematics) learning opportunities available for
at • • K-12 students in Washington State has been consistently identified
as a priority by elected officials, parents, industry professionals,
and other stakeholders. According to the Washington State STEM
192 Education Alliance, workforce demand in the state is still
overtaking the amount of STEM degree completions and residents
Facebook followers entering into STEM-related fields. The knowledge that K-12
students gain throughout their education is crucial to them
continuously being able to perform well in future endeavors, and
295 grades 7-12 are a fantastic time to introduce students to different
STEM-related career opportunities.
Instagram followers
In partnership with the Mason County Conservation District,
Shelton School District, Hood Canal Salmon Enhancement Group,
126 and Skokomish Valley Farms, the WSU Extension Mason County
Small Farms Program was able to provide eight Extended Learning
email newsletter subscribers Opportunities (ELO's) to 857 Mason County students from 7th to
12th grade throughout 2024. These have included in-class
42 presentations, plant identification walks, educational booths at
school events, high school internships, and on-farm learning
opportunities.
contacts
Statewide Cultivating Success Course
4 Highlights Local Mason County Farm
Cultivating SuccessTM farming courses are run by a team of
Mason County Cultivating statewide WSU Agriculture and WSU Food Systems staff, including
SuccessTM participants the Mason County Small Farms Program Coordinator. For the
Whole Farm Planning course hosted in Fall 2024, course
facilitators chose to try a hybrid learning model where
= � participants can attend the first part of the course via live Zoom
sessions and then attend in-person intensives for the topics which
are best learned experientially. Mason County was able to feature
N, - one of our very own farms, Skokomish Valley Farms, for the
Southwest Washington all in-person intensive where 12
residents from Mason and surrounding counties toured the farm
r and learned about propagation, season extension, equipment,
vegetable and livestock management practices, and post-harvest
processing of vegetables, eggs, and poultry.
CS • - Farm Planning intensive group
Knotweed Surveys and Treatments NOXIOUS
Fall noxious weed control was focused on knotweed surveys and CONTROL
treatments in creeks and at some terrestrial sites. In 2024, we
used WSDA and county funds to treat knotweed at terrestrial
sites and on 6 creeks. We treated 47 Parcels, and 4.2 creek miles.
We surveyed 10.09 creek/river miles for knotweed on 7 creeks and rivers in Mason County. At the end of the field season, we .
treated 160 acres and surveyed over 425 acres for noxious weeds.
2025 Mason County Noxious Weed List Approved
Marsh thistle (Cirsium polustre) and oriental bittersweet
(Celostrus orbiculotus) were added as Class A noxious weeds, ?�;'
which means they require eradication. You can view the 2025 - _
Noxious Weed List on our website or stop by our office to pick �Y"
Mason County staff control knotweed in
up a printed copy. Sherwood Creek in Allyn, WA.
English Ivy Removed from Mason County Park
We worked with Mason County Parks to plan two volunteer English 666
ivy removal events in December and January at Truman Glick Park
in Matlock, Washington. We cut English ivy from trees that posed Citizens assisted at six
risk to structures in the park and pulled it from the ground to slow community events in 2024
regrowth up the trees.
y. 160
noxious weed infested acres
controlled
425
acres surveyed for weeds
140
2025 Field Season
noxious weed treatments
We are excited to start the 2025 field completed
season! We have secured funding from .
WSDA to control Class B -designate noxious Qd
weeds shiny geranium and lesser celandine. ,� 1009
These weeds start growing early in the IF Lesser
season, so we are starting to contact Celandine creek/river miles surveyed
landowners now. Call (360) 427-9670 ext. , �` for noxious weeds
592 or email weeds@masoncountywa.gov
Shiny
to report these weeds. We are happy to Geranium
help with identification and control.
AN%
• � 1
,06-daim
Mason & Grays Harbor County Director&Youth Development Specialist
Dan Teuteberg - dan.teuteberg@wsu.edu
r
Office Manager & Food Safety & Food Preservation Assistant
Lisa DeWall - LisaD@masoncountywa.gov
Mark your Calendars!
4-H Program Coordinator
Vacant Position 2025 Mason County Master
Gardener Foundation
SNAP-Ed Coordinator Plant Sale is May 10th
—
Pamela Bish - Pllyons@wsu.edu At the Lynch Creek Warehouse off of
Johns Prairie Road in Shelton.
Master Gardener/Small Farms Coordinator
Tessa Halloran - Tessa.halloran@wsu.edu
i
Mason County Noxious Weed Control Board Coordinator
Heidi Steinbach - HSteinbach@masoncountywa.gov
Our work is only madeyossi6fe 6y the time and energy
o f many great volunteers who are central to our success!
WSU EXTENSION
AIM V Mason County
https://extension.wsu.edu/mason/
e��oN Cov�;��
Mason County
Agenda Request Form
1854
To: Board of Mason County Commissioners Item No.
From: Lisa Frazier Ext: 484
Department: Treasurer Briefing: ❑x
Action Agenda: ❑x
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): March 10,2025 Agenda Date(s): March 18,2025
Internal Review: ❑x Finance ❑ Human Resources ❑x Legal ❑ IT ❑ Risk ❑ Other
(This is the responsibility of the requesting Department)
Item: Establishing a$200 change drawer for Public Health
Background/Executive Summary:
Vital Statistics and Community Health have been moved from the Public Health office located at 415 N
6"' St, Shelton to office space located at 2300 Kati Court, Shelton. The division of service locations
necessitates that a change drawer in the amount of two hundred dollars ($200)be approved and made
available at the new location.
Budget Impact(amount, funding source,budget amendment, etc.):
Would require a$200 expenditure form Public Health Fund#150
Public Outreach:
None
Requested Action:
Approval of attached resolution
Attachment(s)
Resolution
RESOLUTION NO.
Amending Resolution No. 81-19
Change Drawers for Mason County Public Health (150)
WHERE AS,Resolution No.81-19 established two(2)$100 change drawers for Mason County Department of Public
Health.
WHEREAS,Vital Statistics and Community Health have been moved from the Public Health office located at 415 N 6th St,
Shelton to office space located at 2300 Kati Court,Shelton. The division of service locations necessitates that a change
drawer in the amount of two hundred dollars($200)be approved and made available at the new location.
WHEREAS,the request for an additional change drawer in the amount of two hundred dollars($200)has been reviewed
and approved by the Mason County Treasurer.
WHEREAS,Public Health will now have change drawers totaling four hundred dollars($400)as follows:
Environmental Health
Drawer 1 $100
Drawer 2 $100
Vital Statistics/Community Health
Drawer 1 $200
WHEREAS,the custodian of such Public Health change drawers will request through the accounts payable process a
warrant from the appropriate fund and BARS,in the amount of two hundred dollars($200)to fund the change drawer
established for Vital Statistics/Community Heath service location.
NOW THEREFORE,The Board of Mason County Commissioners hereby approve the Mason County Treasurer's
recommendation that there be four hundred dollars($400)in change drawers for Public Health.
Approved this day of 2025.
BOARD OF COUNTY COMMISSIOMERS
Sharon Trask,Chair
Approved by: Pat Tarzwell,Vice Chair
Lisa Frazier,Mason County Treasurer Randy Neatherlin,Commissioner
Attest:
McKenzie Smith,Clerk of the Board
Approved as to form:
Tim Whitehead,Chief Civil Deputy Prosecutor
Mason County Community Development
Briefing
March 10, 2025
Briefing Items
2025 Mason County Heritage Grant Awards—Luke Viscusi
Washington State Energy Code (WSEC) Compliance—Josh Luck
e��oN Cov�;��
Mason County
Agenda Request Form
1854
To: Board of Mason County Commissioners Item No.
From: Luke Viscusi on behalf of the Mason County Ext•282
Historic Preservation Commission
Department: Community Development Briefing: ❑X
Action Agenda:
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): 3/10/2025 Agenda Date(s): 3/18/2025
Internal Review: ❑ Finance ❑ Human Resources ® Legal ❑ IT ® Risk ❑ Other
(This is the responsibility of the requesting Department)
Item: The Mason County Historic Preservation Commission is seeking approval to fund five 2025 Mason
County Heritage Grant applicants for$20,000.00.This amount was previously budgeted for.
Background/Executive Summary:At their February 2025 monthly meeting,the Mason County Historic
Preservation Commission voted to forward the following Heritage Grants to the BOCC for approval:
• Harstine Island Community Club: $4,000.00 towards installing insulation in the walls and re-
insulating the ceiling of the Harstine Island Community Hall.
• Mason General Hospital Foundation's Arts Commission Chapter/Mason Health Foundation:
$4,000.00 towards the purchase and installation of portraits,historical prints,history plaques, and
mounting fixtures, as well as the creation of promotional materials.
• McReavy House Museum of Hood Canal: $4,000.00 towards the preparation and installation of
wood window casings and baseboards for the upstairs of the McReavy House Museum.
• Pickering Homemakers Club(DBA. Pickering Community Club): $4,000.00 towards painting the
exterior of the Grant School and shed, including labor,materials, and taxes.
• Skokomish Grange No. 379: $4,000.00 towards the purchase and installation of new flooring for
the Middle Skokomish School.
Budget Impact(amount,funding source,budget amendment, etc.): The Historic Preservation
Commission budgeted$20,000.00 for Heritage Grants for fiscal year 2025. If approved by the BOCC,
this grant cycle will cost the Historic Preservation fund the full amount of$20,000.00.
Public Outreach: The Mason County Historic Preservation Commission held their regular,public
monthly meeting on February 13, 2025. 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 five 2025 Mason County Heritage Grants,as discussed above, for a total
amount of$20,000.00.
Attachment(s):
• Mason County Heritage Grant Program Guidelines
• Memo from Nichole Wilston and Tim Whitehead approving contracts
• Grant Contract with Scope of Work(Exhibit"A")
• 2024 Mason County Heritage Grant Application from Harstine Island Community Club
• Grant Contract with Scope of Work(Exhibit"B")
• 2024 Mason County Heritage Grant Application from Mason General Hospital Foundation's Arts
Commission Chapter/Mason Health Foundation
• 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 Pickering Homemakers Club
• Grant Contract with Scope of Work(Exhibit "E")
• 2024 Mason County Heritage Grant Application from Skokomish Grange No. 379
NN
�.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 October 10, 2024 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 (motional), 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.
• Public Review Procedure:
o 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 highly encouraged to attend.
o The MCHPC will come to the meeting having already reviewed the
applications.
Mason County Heritage Grant Program Guidelines October 10, 2024 Page 2
o Applicants in attendance will introduce themselves, their organization, and
briefly present their project.
o If necessary, the MCHPC will ask follow-up questions to the applicants in
attendance and/or discuss any applications in greater detail.
o The MCHPC will score or revise their initial scoring for each application based
on the information discussed at the meeting.
o The MCHPC will announce their final scores for each application, which will
be aggregated into a single, final score for each applicant.
o The MCHPC will discuss recommendations for funding all, a portion of, or
none of specific applications based on final score, review criteria, or
stipulations within the grant applications.
o The meeting will adjourn after a motion has been passed by the MCHPC to
recommend funding for the awarded applications.
• 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.
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, include an invoice for reimbursement to the County(as specified in the grant
contract), include all receipts and/or proof of payment for the approved purchases, 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 for Properties Listed on the Mason County Register of Historic Places: Locally
registered historic properties in Mason County 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. It is recommended that potential applicants contact the
Mason County Historic Preservation staff by emailing hpc(a masoncountMa.gov or call 360-
427-9670 ext. 352 to discuss proposals at least 3-months prior to applying for any project
involving locally registered historic sites.
Mason County Heritage Grant Program Guidelines October 10, 2024 Page 3
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.
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.
Mason County Heritage Grant Program Guidelines October 10, 2024 Page 4
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.
• 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 Program:
RCW 36.22.170: The Revised Code of Washington can be viewed online
at: ht!p:Hgpps.leg.wa.gov/rcw/.
Mason County Heritage Grant Program Guidelines October 10, 2024 Page 5
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:
http://www.nps.goy/h/hps/tps/stand ug ide/
Oral History Standards:
http://www.oralhistoLy.ora/?s=Standards
Americans with Disabilities Act Guidelines:
hllp://www.ada.gov/
Digital Project Standards Resources:
http://content.lib.washington.edu/cmpweb/proj ect/proj-resources.html
Mason County Historical Preservation Commission
hqp://www.co.mason.wa.us/historic/index.php
Mason County Heritage Grant Program Guidelines October 10, 2024 Page 6
Luke Viscusi
From: Nichole Wilston
Sent: Thursday, February 20, 2025 12:53 PM
To: Tim Whitehead; Luke Viscusi
Subject: RE: Historic Preservation Commission 2025 Heritage Grant Contracts
Look great on my end too! Q
o14 C() 1 44 U " �C641
RISK MANAGER
0(360)427-M ext.643
19(380)490-4412
nwilston@masoncountywagov
ti'l I"' r` Q 411 N 5th St,Shelton,WA 98W4
IMPORTANT NOTE:This e-mail message(and any attachments accompanying it)may contain confidential information. The information is
intended only for the use of the intended recipient(s). Delivery of this message to anyone other than the intended recipient(s)is not intended to
waive any privilege or otherwise detract from the confidentiality of the message. If you are not the intended recipient,or if this message has been
addressed to you in error,do not read,disclose,reproduce,distribute,disseminate or otherwise use this transmission,rather,please promptly
notify the sender by e-mail,and then destroy all copies of the message and its attachments,if any.
From:Tim Whitehead <TimW@masoncountywa.gov>
Sent:Thursday, February 20, 2025 12:46 PM
To: Luke Viscusi <LViscusi@masoncountywa.gov>
Cc: Nichole Wilston <NWilston@masoncountywa.gov>
Subject: RE: Historic Preservation Commission 2025 Heritage Grant Contracts
Luke,
The contracts look 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: Luke Viscusi <LViscusi@masoncountywa.gov>
Sent:Thursday, February 20, 2025 8:51 AM
To:Tim Whitehead <TimW@masoncountywa.gov>
Cc: Historic Preservation Commission <HPC@masoncountywa.gov>
Subject: Historic Preservation Commission 2025 Heritage Grant Contracts
Hello Tim,
I am currently working(on behalf of the Mason County Historic Preservation Commission)to get the 2025 Heritage
Grant contracts approved by the BOCC, but I need your approval before I send them to the BOCC.
1
Please see the 5 contracts attached. If you would rather have them as Word Docs, let me know.
Considering the BOCC's schedule, I will need a response by the end of day Tuesday, March 0, to get the briefing request
in on time.
Let me know if you have any questions or concerns!
Sincerely,
Luke Viscusi (he/him) I Planner
Mason County Department of Community Development
615 W Alder St, Shelton, WA 98584
Office#360-427-9670 ext. 282
Cell #360-490-3103
LViscusi@MasonCountVWA.gov
2
HERITAGE GRANT CONTRACT
This Heritage Grant Contract(this"Contract")is entered into as of March 28,2025,by and between Mason
County(the"County"),and the Harstine Island Community Club(the"Grantee").
Harstine Island Community Club Mason County
Attn:Michelle Moline c/o Mason County Historic Preservation Commission
P.O.Box 1635 615 W Alder Street
Shelton,WA 98584 Shelton,WA 98584
(360)324-0224 Attn:Luke Viscusi
(360)427-9670 ext.282
RECITALS
1.The Grantee has applied for a grant in the amount of$5,000 to install insulation in the
walls and reinsulate the ceiling of the Harstine Island Community Hall.
2.The County is granting up to the$4,000 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 supporting 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 receipts and a final report documenting the completion
of installing insulation in the walls and reinsulating the ceiling of the Harstine
Island Community Hall, 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 receipts 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 28,2025,to September 28,2025
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 28,2025).
2025A
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 receipts or other proof of payment (ie. bank statements) for
reimbursement for the work approved by this grant award.At a minimum
the receipts or other proof of payment shall include the organization's
name, billing address, date of invoice (if applicable), date of payment,
and details of expenses. Invoices without proof of payment or the
aforementioned details will not be eligible for reimbursement. 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
outcomes. The final report shall also include before and after
photographs of the completed project (if applicable). 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 8,2025).
(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
2025A
EXHIBIT A
Harstine Island Community Club - $4,000.00
The Harstine Island Community Club will use the funds to install
insulation in the walls and reinsulate the ceiling of the Harstine Island
Community Hall. They will work volunteers and contractors to bring the
Hall up to proper insulation standards. Completion of this project will
continue to preserve the Harstine Island Community Hall, reduce
operational expense, and increase the comfort ant welfare of all the Hall
users.
2025A
Mason County Heritage Grant Application
Applicant:171,9 g 6TiN,6 /S 4/yiro COM.,,WGiy/TY C<va Date: i b
Mailing Address: i70 /0aX /!o 35 4OR 9&5g,�4
Email: H/C C 5/✓C C m/? COh7 Phone: 3&0 3
Project Description Attached on Separate Page: YesX No
Total Project Cost: /2,
Grant Request Amount: SU D�, vv
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_2!�_No
How many of the following categories does your project fall into?Please mark all that
apply:
Professional Development: Yes_ No XX
Public Education: Yes No X
Small Capital Projects: Yes__,&_No
Collections Management: Yes No_X_
Heritage Investigations: Yes No_X-
Historic Preservation: Yes-_X—No
Does your organization have a current incomplete Heritage Grant project pending?
Yes Now
Does your organization have a previously approved six month time extension for an
incomplete approved project?
Yes Now
If your organization had a previously approved six month time extension,has one year
elapsed since the completion of the project?
Yes_ No_C
Has the person completing this application read the Heritage Grant Guidelines published
on the Mason County website?
Yeses( No
Does your organization understand that this is a reimbursement grant not to exceed
$5,0007
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 organiz ' n(i.e. city official, organizational president, etc.):
Date: ids/z S
Signature of your org ion financial officer:
11 n U4.t Date:4L5 d b
„_.. n
January 15, 2025
Dear Mason County Historical Preservation Commission,
Thank you for your consideration of our project submission to complete a meaningful capital
improvement project to the Harstine Island Community Hall.
The Harstine Island Community Hall has been the cornerstone building facilitating the gathering of
community on Harstine Island for the past 111 years. Built in 1914,this grange style building has served the
Island residents and surrounding community faithfully as a public meeting hall and space to conduct a vast
array of social,educational,art and cultural events.The building is an Island treasure, placed on the
National Register of Historic Places and rests in the care of the Harstine Island Community Club non-profit
organization.
The Harstine Island Community Hall is utilized almost 400 times a year for daily events and often
multiple events per day. In the middle of the enclosed Harstine Islander Newsletter you will find a calendar
detailing all of the Harstine Island Community Club events being held January through June 2025. In
addition to these events,the Hall is utilized regularly by the Island Home School Co-Op group,TOPS-
Taking Weight of Sensibly group,Harstine island Fire Adapted emergency preparedness group,various
homeowner's association meetings,the Harstine Island Girl Scout Troop,as well as private functions of
community members like wedding receptions and celebration of life memorials on a regular basis.The Hall
is truly the heartbeat of the Island community.
PROJECT: To preserve the Hall building and bring it up to proper insulation standards which will
reduce operational expenses,increase the comfort and welfare of the Hall users,and
bring the building up to insulation standards.
The current insulation is woefully inadequate to maintain heat and hold in cool
conditioned air.Air conditioning cannot be installed without proper insulation,as the
cold conditioning of the air will make the building"sweat"causing water damage/mold
further deteriorating the building.(This work must be completed in order to install a
new HVAC heating and air conditioning system.A new HVAC system is our next capital
improvement project).
Scope: Install blown fill insulation in the walls of the building and reinsulate the ceiling in order to
properly insulate the building. Proper insulation is critical to preserving the historic building
structure.
Timeframe: Spring 2025
Cost: $12,500.00
This is a straightforward capital improvement project that will have a significant positive impact on the
users of the hall and the preservation of the building.
Harstine Island Community Club
Budget vs. Actuals: 2024 Ways & Means (Adjusted)
January-October, 2024
TOTAL
ACTUAL BUDGET OVER BUDGET %OF BUDGET
Revenue
4000 Donations and Support 397 397
4010 Individual Contributions 26,106 17,605 8,501 148.00%
4030 Foundation Grants 3,292 865 2,427 381.00%
4200 Membership Dues 10,850 10,000 850 109.00%
4700 Special Events,Net 4,875 4,948 -73 99.00%
4800 In-kind Contributions 3,471 3,291 180 105.00%
5020 Community Hail Rental 500 2,000 -1,500 26.00%
5400 Fire District Rental Revenue 1,000 -1,000
5600 Sales 3,609 4,015 -406 90.00%
5910 Interest Earned 497 492 5 101.00%
5920 Dividends 21,066 21,066 -0 100.00%
5999 AUX,should be zero -11,061 -11,061
9995 Cash over/short -72 -72
Total Revenue $63.630 $66,282 $-1,752 97.00%
GROSS PROFIT $63,630 $65,282 $-1,752 97.00%
Expenditures
6000 Repairs&Maintenance 2,940 1,360 1,580 216.00%
6005 Hand Tools&Equipment 600 600
6010 Cleaning Expense 11 11
6020 Grounds Maintenance 1,779 1,779 -0 100.00%
6030 Pest Control 375 500 -125 75.00%
6040 Utilities 5,720 9,152 -3,432 63.00%
6050 Internet&IT Services 2,460 2,459 1 100.00%
6060 Disposable Supplies 1,533 1,601 -68 96.00%
6200 Presenter Expense 90 650 -560 14.00%
6210 Food&Beverage 1,365 2,565 -1,200 53.00%
6300 Rewards&Recognition 448 400 48 112.00%
6800 Grants Paid 303 303
6900 Office Supplies 94 316 -222 30.00%
6905 Office Equipment 792 130 662 609.00%
6910 Printing&Copying 4,131 5,944 -1,813 70.00%
6920 Insurance 9,270 8,500 T70 109.00%
6930 Licenses&Permits 476 756 -280 63.00%
6940 Shipping& Postage 590 1,250 -660 47.00%
6950 Property Tax 990 750 240 132.00%
8000 Professional Fees 219 166 53 132.00%
8010 Investment management fees 9,152 9,152 -0 100.00%
8020 Bank Fees 216 222 -6 97.00%
Total Expenditures $43,554 $47,652 $-4,098 91.00%
NET OPERATING REVENUE $19,976 $17,630 $2,348 113.00%
Other Revenue $0 $0 $0 00/0
Harstine Island Community Club
Budget vs. Actuals: 2024 Ways & Means (Adjusted)
January-October,2024
TOTAL
ACTUAL BUDGET OVER BUDGET %OF BUDGET
NET OTHER REVENUE $0 $0 $0 00%
NET REVENUE $19,976 $17,630 $2,346 113.00%
Harstine Island Community Club
Statement of Financial Position
As of November 30, 2024
Total
As of Nov 30, As of Nov 30,
2024 2023 (PY) Change
ASSETS
1000 HICC Checking 30,272.24 10.122.37 20,149.87
1010 Cemetery Checking 3,348.29 61163,00 -2,014.71
1012 Community Lunch Checking 1,07&39 2,258.43 -1.182.04
1020 HIGC Checking 13.387.31 6,386.11 7.001.20
1021 HIGC GH Checking 1,961.39 3,192.98 -1,231.59
1030 HITC Checking 12,066.34 9,550.80 2,515.54
1100 HICC Savings 6,639.80 6,633.71 6.09
1110 Cemetery Savings 3.147.55 2,399.00 747.75
1111 Cemetery CD 8,891.45 8,476.30 415.15
1112 Community Lunch Savings 1,383.94 1,372.66 11.28
1120 HIGC Savings 10.05 2,746.47 -2,736.42
1130 HFTC Savings 5.02 5.02 0.00
1140 HMC Checking 19,408.88 19,190.28 218.60
1141 HMC Savings 17,141.30 35,619.92 -18,478.62
1200 Cash 100.00 100.00 0.00
1250Undeposited Funds 1,380.70 50.00 1,330.70
19W Chase Scholarship 603,438.86 521,905,82 81,533.04
1910 Chase Scholarship 9671 9,061.66 25,039.32 -15,977.66
1940 Second Century 566,806.13 494,28.9.66 62,516.47
9802 Recording error(understate) 0100 86.78 -86.78
TOTAL ASSETS $ 1,2119,527.30 $ 1,155,589.43 $ 133,937.87
LIABILITIES AND EQUITY
2000 Rental deposits 0.00 450.00 -450.00
Total Liabilities $ 0.00 s 450.00 -: 450.00
Equity
3000 Retained Earnings 1,187,435.53 1,005,188.28 182,247,25
9200 Accumulated Other Comprehensive Income 78,281.04 60,866.96 17,412A8
Net Revenue 23,810.73 89,082.19 -65,271.46
Total Equity $ 1,289,527.30 $ 1,165,139A3 $ 134,387.87
TOTAL LIABILITIES AND EQUITY S 1,289,527.30 $ 1,155,589.43 $ 133,937.87
Notes:
Revenue and expenclihres from AUX organizations are not current.
Does not include money or expenses that have not be remitted to the treasurer as of the report date.
Thursday,Dec 12,202403:11:13 PM GMT-8-Cash Basis
INTERNAL UIS $SRVICE DEPARTMENT OF THE TRBASURY
P. O. BOX SOB
CINCINNAT31, OR 45201
Employer identification Number: y
Date: FE8 y � 80-0496918
to
GD j le DLN:
600026004
HARgTxpg LAMA C014RUNITY CLUB Contact Person:
C/O THE P XDDI'T DXL TRD03LB XD# 31369
PO BOX 16 Contact Telephone lhseber:
SHELTON, 98584 (877) 829-5500
Accounting Period Ending:
December 31
Public Charity Status:
509(a) (2)
1!oM 990.Require$=_.
Yea
Effective Date of Exemptions
February 17-, 1941 .
Contribution Deductibility:
Yes
�f Addendum Applies:
NO
Dear Appl t:
Me aze pl std to inform you that upm review of yaur agplicatiou for tax
exewt statujkwe have determined that you are exempt fray Federal income tax
under sec oti 50].(c) (3) �6f the Internal Reveme Code. Contributims to you are
deductibl under section 170 of the Code. You are also qualified to receive
tax deductible bequests, devises, transfere or gifts under section 2035, 2106
or 2522 of the Code. Because this letter could help resolve any questiooze
regarding your exempt status, you should keep it in your permanent records.
Organisat' exwwt u Section Sol(e) (3) of the Code are further classified
as either lic charities or private foundations. We determined that you are
a public ity under the Code section(s) listed in the heading of this
letter.
Please s enclosed Publication 4291-PC, Compliance Guide for 501(c) (3) Public
Charities, for some helpful information about your responsibilities as an
exempt o zation. -
Letter 947 (DO/CYO)
I
I
-2-
HARSTINE I MAND COF14UMTY CLQB
We have sent a copy of this letter to your representative as indicated in your
power of a torney.
Sincerely,
Robert Choi
Director, Rxesept organizations
Rulings and Agreements
—- Enclosure: Publication 4221-PC - -- -- - - -- -
better 947 (DO/CG)
�. WASHINGTON Filed
Secretary of State Secretary of State
Corporations&Charities Division State of Washington
Date Filed:01/29/2024
Effective Date:01/29/2024
UBI 8:601 848 578
Annual Report
BUSINESS INFORMATION
Business Name:
HARSTINE ISLAND COMMUNITY CLUB
IJRI Number:
601 848 578
Business'fype:
1VA NONPROFIT CORPORATION
Business Status:
ACTIVE
Principal office Street Address:
3371 E HARSTINE ISLAND RD N,SHEl7'ON,WA,98584,UNITED STATES
Principal Office Mailing Address:
PO BOX 1635,SHELTON,WA,98584-0994,UNITED STATES
Expiration Date:
02/28/2025
lutisdictiow
UNITED STATES,WASHINGTON
Fomiation/Registration Date:
0211711941
Period of Duration:
PERPETUAL
Inactive Date:
Nature of Business:
CHARITABLE,NON-PROFIT PUBLIC MEETING HALL,COMMUNITY CLUB
NONPROFIT GROSS REVENUE CERTIFICATION
Per RCW 24.03A960 does the Nonprofit certify that its total gross revenue in the most recent fiscal year was less than S500,000? -Yes
NONPROFIT CORPORATION'S EIN
Nonprofit EIN:80-0496918
REGISTERED AGENT RCW 23.95.41 D
Registered Agent Name Street Address Mailing;Address
This document is a public record.ror more imrornuaion visit www.say.wo,guv/cnM Work Order#:2O24012900071270-I
Received Date:01/29/2024
Harstine Island Community Club Local PRSRT STD
PO BOX 1635 Postal Customer ECII
Shelton WA 98584 U.S.POSTAGE
PAID
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HARSTINE ISLAND COMMUNITY CLUB
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PROMOTING EDUCATIONAL,CULTURAL,ARTS AND SOCIAL
OPPORTUNITIES FOR OUR COMMUNITY
HARSTINE January 2025
The Harstine Islander is published twice a year by the
Harstine Island Community Club (HICC), a 501(c)(3)
ISLAND nonprofit organization and is available for members and
R residents. For more information, visit www.harstinecc.org
LETTER FROM THE PRESIDENT THANK YOU TO THE
Dear Harstine Island Community, 2024 BOARD
The Harstine Island Community Hall celebrated its 110th birthday in Cal Ison, President
2024 - a major milestone for our island community. In the past year Karen Epps, Vice-President
many wonderfully successful activities have been held at the Michelle Moline, Secretary
Community Hall: Anywhere Library, baking classes, Garden Club Benjamin Brodfuehrer, Treasurer
plant sale, Theatre Club performances, Inquiring Minds, Women's Ken Kramer, Past-President
Club Kids Carnival, and many more outstanding events. Lee Strohm, Hall Manager
Jenel Ison, Member-at-large
We are looking forward to all the things HICC wants to accomplish in Evelyn Freeman, Member-at-large
2025 - analyzing the results of the recent survey, increasing HICC Edrie Andrews, Garden Club Representative
membership, considering maintenance needs for the Community Greg Fellman. Theatre Club Representative
Hall to keep it in good repair, and how the HICC Board of Directors Kathy Wendt, Women's Club Representative
can best support the Harstine Island community. CONGRATULATIONS
Thank you all for your continued support of HICC. Have a wonderful T 0 THE 2025 BOARD
2025. --Cal Ison, HICC President
COMMUNITY HALL Kathy Wendt, President
Thank you for supporting HICC in 2024! HICC has seen its costs Karen Epps, Vice-President
y pp g Michelle Moline, Secretary
increase over the last few years, including its insurance by over 40 Vacant, Treasurer
percent since 2022. Your support is greatly appreciated! There are Cal Ison, Past-President
some deferred maintenance Items and capital improvements that Lee Strohm, Hall Manager
need to be done at the Hall and HICC plans to work on those in Jenel Ison, Member-at-large
2025 and beyond. HICC is committed to providing even more Evelyn Freeman, Member-at-large
activities, classes, and events at the hall in 2025, while also Edrie Andrews, Garden Club Representative
maintaining the hall for the community. It has been the heart of our Greg Fellman. Theatre Club Representative
community for the last 110 years and we want to see it stay that way Judie Schaaf, Women's Club Representative
for the next 110 years. Thank you!
COMMUNITY CLUB MEETINGS Harstine pt organization
Community Club is ionrecognized50 (as a
tax-exempt or anization under section 501 c 3 of
Harstine Island CommunityClub is a 501 c 3 nonprofit charity that the Internal Revenue Code, Federal EIN 80-0496918.
( )( ) p Y Contributions to organizations with 501(c)(3) status
promotes educational, cultural, and social opportunities for our may be tax deductible. Please consult your tax
community, our off-island neighbors and for all the new friends we advisor to determine deductibility of this contribution.
have yet to meet. HICC actively manages and preserves the Harstine Island Community Club is registered with the
Community Hall, respecting the storied history of the Hall and the Washington Secretary of State's Charities Program.
Island while looking forward to the future. HICC meets monthly on registration number 2009180. Additional information
the second Friday, at 6:00 PM, with potluck dinner at 6:30 PM, and available at 1-800-332-4483 or online at
the meeting and program starting at 7:00 PM. Come meet your www.sos,wa.gov/charities. If you have questions,
neighbors and join us! please contact admin@harstinecc.org.
CHARSTINE ISLAND GARDEN CLUB ,
=-=.A
Harstine Island Garden Club welcomes community members of all ages and levels of gardening knowledge. Our mission
is to promote the love of gardening and civic / environmental responsibility through education, fellowship, and
community engagement. Our meetings are held at the Harstine Community Hall on the second Tuesday of each month
at 4 PM. Email join-higg@harstinecc.org if interested in joining us! Along with other community projects, in 2024. we
continued to support the Pioneer School Eagle Garden and Choice School gardening projects with monetary donations.
We participated in the outdoor Farmers Market for the first time by manning our own Garden Club booth offering fresh
produce and flowers, "walk around" food, and miscellaneous items such as tee shirts, stickers, and smudge sticks. We
plan to continue with this booth at the outdoor markets thanks to member and community support.
Our main fundraiser is our annual Plant Sale and we always have great attendance! Members work all year propagating
plants from their own yards to donate to the sale. We start potting vegetable and flower seed in late February to ensure
we have a great variety to offer. Our 2025 Plant Sale will be held on Saturday, May 17. Hope to see you there!
FARMERS MARKET
Please join us for Farmers Market starting on Saturday, February 15! Farmers Market is held on the second Saturday of
the month through May from 10:00 AM to noon in the Community Hall. The market provides an opportunity for the
community to connect with local farmers, artisans, and crafters. You'll find numerous vendors selling art and crafts,
including paintings, sculpture, fabric items, soap, candles, wood working, ceramics, and jewelry. There will also be
Harstine Island merchandise for sale. Farmers Market moves outside on Saturday, May 24 and is held every Saturday
through the end of September from 10:00 AM to noon. Hope to see you there!
Join us • Harstine r • Garden • Plant Sale on Saturday, r
' best plant • ' around r • • won't want to miss it!
L,.HARSTINE ISLAND THEATRE CLUB ,
Harstine Island Theatre Club was established in 1984 by the late professional actress, and island resident, Shirl
Conway Larson. In the beginning, the club produced many Vaudeville shows drawing from the island residents' talent.
Over time, the club has gone through various phases depending on the talents of those involved and has grown from an
island-centric club to now including many members from the wider community. In 2024 our Spring show was the
heartwarming comedy, Crossing Delancey. For the Fourth of July, it was a wacky murder mystery called You Have The
Right To Remain Dead. Our holiday show was The Curious Savage, a comedy with an underlying story of love and
kindness. The Theatre Club meets the last Monday of the month at 6:30 PM at the Community Hall. We are always
looking for new members and folks who love participating in theater.
The Theatre Club is selecting the plays for 2025 but be assured, they will be the same high quality and diversity we are
so proud to present for the Island and surrounding communities. We are planning a March production, our usual last
weekend in June/first weekend in July show, and a Holiday show. Hope to see you at our upcoming shows!
4H- ARSTINE ISLAND WOMENFS CLUB'�A
The Harstine Island Women's Club has an active and vibrant group of women who care about the community and the
preservation of our hall. HIWC has a storied history of always being there for the hall, whether it needed a new roof,
stove or other kitchen equipment and even played a large part in the addition to the hall which is now the kitchen. This
is no different today than it was 100 years ago - HIWC continues to help meet needs at the Community Hall. We
continued with many of our traditional activities including Holiday House Bazaar. Craft Day, Taco Bar and Kid's
Carnival. Our monthly meetings included speakers on current events and topics of interest to our members. Without our
members, these accomplishments may not have happened. They are truly the heart and soul of our club.
HIWC was able to give $17,000 in scholarships from the HIWC Chase Scholarship Fund this year to island residents.
Our goal in 2025 is to be able to award even more scholarships. We are also continuing to contribute our donations to
the four local charities we support, along with the Pioneer Community Food Bank. In 2025, we look forward to
continuing our partnership with HICC and coming up with new and innovative ideas to work with our fellow auxiliary
clubs to bring a feeling of togetherness for the community. We look forward to doing what we do best, supporting our
fellow islanders and neighbors and everyone who joins our clubs...we are still one big family who has so much to give.
April.Don't miss the Harstine Island Women's Club Spring Tea on Saturday,
• Tea, sandwiches, r • dessert will be served. See youthere!
THINGS TO DO AT THE
COMMUNITY HALL
INOUIRING MINDS ANYWHERE LIBRARY
Please join us at 2:00 PM on the last Sunday in January, Harstine Island Community Club has partnered with
February, March, and April for Inquiring Minds. Harstine Timberland Regional Library to bring Anywhere Library,
Island Community Club and Humanities Washington are Timberland's mobile services branch, to the Harstine Island
excited to bring engaging speakers to Harstine Island Community Hall. Check out and return library materials,
this winter. This year's programs include: The Ribbon of arrange to pick up your holds. or browse a diverse
Highway: Woody Guthrie in the Pacific Northwest: Part collection of library materials for all ages. Join us for
two with Joel Underwood on January 26, Heaven on the Anywhere Library on the first and third Tuesdays between
Half Shell with David George Gordon on February 23, 10:00 AM and 11:00 AM. Story time is provided for younger
Big Apples, Big Business: How Washington Became the children (geared towards birth through age 8) the first
Apple State with Amanda Vancouver Lanen on March Tuesday of the month at 11:00 AM. Visit
30, and Un-American Activities: The Blacklist Era and harstinecc.org/anywhere-library to learn more.
Hollywood with Robert Horton on April 27. Doors open
at 1:30 PM, all programs are free. donations appreciated. BOOK CLUB BRUNCH
Love to read? Join your neighbors for book club and
COMMUNITY
brunch. Book club and brunch starts on Thursday, February
13 from 11:00 AM to 1:00 PM and will meet monthly on the
CONVERSATIONS
second Thursday of the month. February's book is The
Mountain is You by Brianna West. Please bring your book
Please join us from 1:00 PM to 2:30 PM on the second and a brunch item to share. Visit harstinecc.org for more
Sunday of the month for Community Conversations. information.
Come and get to know your Island neighbors. Share
stories of life, travel, and discovery. Visit harstinecc.org KIDS EDUCATIONAL
for more information, Hope to see you there!
SUPPORT GROUPS ENRICHMENT
Two support groups will be meeting this year. A grief PROGRAM :
support group meets on Mondays at 11:30 AM for those STEM, ART, DANCE AND MUSIC
experiencing grief due to the loss of a loved one,
diagnosis of a disability or terminal illness, divorce, loss Educational programming for school children ages 7-12 will
of a home, or a meaningful loss in life. A caregiver be offered on Monday and Thursday afternoons from 4:00
support group will be meeting monthly on the third PM to 6:00 PM starting in January. The focus of these
Wednesday of the month at 7:00 PM starting on classes are STEM, art, dance and music. The Educational
Wednesday, January 15 for caregivers to share Enrichment Program will be community-led through the
experiences, insight, and words of encouragement as integration of community volunteers. There will be minimal
they provide caregiving support for a loved one. costs per child to cover materials and supplies. Interested
EVENING
•va E � � � � CLASSES
L � � � E � in volunteering and sharing your knowledge in the areas of
STEM, art, dance and music to the youth of our
community? Please visit harstinecc.org and fill out our
Interested in learning to bake? Want to learn how to paint website contact form.
watercolors or acrylics? Check out Harstine Island
Community Club's evening classes! Classes are held on F I N A N . I A L
the first, second and third Mondays from 6:30 PM to 8:30
PM. February's classes will be acrylic painting and EDUCATION
March's classes will be baking. Class costs vary. Visit
the HICC calendar at harstinecc.org/calendar to see Join us on the first Tuesday of the month, starting on
what classes are coming up. February 4, at 6:30 PM. Come learn about financial literacy,
ISLAND real estate, stock market, and crypto investing. Discuss
asset management and building multigenerational wealth
PHOTOGRAPHY for your family.
Do you have a fantastic photo of the island? From the Join us forpancake breakfast on
island? We're looking for photos of the island, from the Saturday, , ! Check •
island, or on the island to be featured in the 2026 HICC
ut the
Calendar. The HICC Calendar is available for purchase opening • • outdoor
at the Farmers Market. Photos should be landscape-
oriented at least 1650 px wide. Please submit your photo Market! Join us that evening for
by Sunday, June 15 to Kayce Benson at
calendar`@gharstinecc.org. Members will vote for their our Spaghetti Dinner
favorite submissions from a pool of 36 committee- fundraiserto kick off the summer!
selected finalists at the July Community Club meeting.
Harstine Island
Community Club
Calendar of Events
HARSTINE ISLAND COMMUNITY CLUB January - March
2025
January 13 9:00 AM Yoga 13 11:00 AM Book Club
2 11:30 AM Women's Club Meeting 1:00 PM Cooking Class 4:00 PM Kids Educational Program
7:00 PM HICC Board Meeting 4:00 PM Kids Educational Program 14 6:00 PM HICC Meeting
6 11:30 AM Grief Support Group 14 6:00 PM HICC Meeting 15 9:00 AM Hall Cleanup
7 10:00 AM TRL Anywhere Library 15 9:00 AM Hall Cleanup 7:00 PM Live Music Series
11:00 AM TRL Storytime 4:00 PM HIWC Food Drive 17 11:30 AM Grief Support Group
8 6:30 PM Game Night 4:30 PM Chili Feed Dinner 4:00 PM Kids Educational Program
9 9:00 AM Yoga 7:00 PM Live Music Series 6.00 PM Baking Class
10 6:00 PM HICC Meeting 17 11:30 AM Grief Support Group 18 10:00 AM TRL Anywhere Library
11 2:00 PM Craft Class 4:00 PM Kids Educational Program 19 7:00 PM Caregiver Support Group
13 11:30 AM Grief Support Group 6:30 PM Acrylics Class 20 9 00 AM Yoga
14 4:00 PM Garden Club Meeting 18 10:00 AM TRLAnywhere Library 4:00 PM Kids Educational Program
15 7:00 PM Caregiver Support Group 10:30 AM Line Dancing Class 7 00 PM Second Century Meeting
16 9:00 AM Yoga 19 7:00 PM Caregiver Support Group 7:30 PM Play
7:00 PM Second Century Meeting 20 9:00 AM Yoga 21 7:30 PM Play
17 1:00 PM Chase Mgmt Meeting 1:00 PM Cooking Class 22 2:00 PM Play
7:00 PM Movie Night 4:00 PM Kids Educational Program 23 2:00 PM Play
20 11:30 AM Grief Support Group 21 7:00 PM Movie Night 24 11:30 AM Grief Support Group
21 10:00 AM TRL Anywhere Library 23 2:00 PM Inquiring Minds 4:00 PM Kids Educational Program
22 6:30 PM Game Night 24 11:30 AM Grief Support Group 6 00 PM Baking Class
23 9:00 AM Yoga 4:00 PM Kids Educational Program 26 1:00 PM Pack Foster Care Boxes
24 8:00 PM Open Mic Night 6:30 PM Theatre Club Meeting 6 30 PM Game Night
26 2:00 PM Inquiring Minds 25 10:30 AM Line Dancing Class 27 9 00 AM Yoga
27 11:30 PM Grief Support Group 26 6:30 PM Game Night 1:00 PM Cooking Class
6:30 PM Theatre Club Meeting 27 9:00 AM Yoga 4:00 PM Kids Educational Program
30 9:00 AM Yoga 1:00 PM Cooking Class 6:30 PM Craft Class
31 7:00 PM Drum Circle 4:00 PM Kids Educational Program 28 8 00 PM Movie Night
28 8 00 PM Open Mic Night 29 10:00 AM Ladies Clothing Swap
February 8 00 PM Open Mic Night
3 11:30AM Grief Support Group March 30 2 00 PM Inquiring Minds
4:00 PM Kids Educational Program 3 11:30 AM Grief Support Group 31 11:30 AM Grief Support Group
6:30 PM Acrylics Class 4:00 PM Kids Educational Program 4 00 PM Kids Educational Program
4 10:00 AM TRL Anywhere Library 6:00 PM Baking Class 6:30 PM Theatre Club Meeting
10:30 AM Line Dancing Class 4 10:00 AM TRL Anywhere Library
11:00 AM TRL Storytime 10:30 AM Line Dancing Class
6 30 PM Financial Education Class 11:00 AM TRL Storytime
5 6:30 PM Skills Share Class 6 30 PM Financial Education Class
6 9:00 AM Yoga 5 6:30 PM Skills Share Class
11:30 AM Women's Club Meeting 6 9.00 AM Yoga
4:00 PM Kids Educational Program 11:30 AM Women's Club Meeting
7:00 PM HICC Board Meeting 7.00 PM HICC Board Meeting
7 3:00 PM Cemetery Comm Meeting 7 3:00 PM Cemetery Comm Meeting
7:00 PM Movie Night 7:00 PM Movie Night
8 10:00 AM Indoor Market 8 10 00 AM Indoor Market
2:00 PM Craft Class 2:00 PM Craft Class
9 1:00 PM Community Conversations 9 1.00 PM Community Conversations
10 11:30 AM Grief Support Group 10 11:30 AM Grief Support Group
4:00 PM Kids Educational Program 4:00 PM Kids Educational Program
6:30 PM Acrylics Class 11 10:30 AM Line Dancing Class
11 10:30 AM Line Dancing Class 4:00 PM Garden Club Meeting
4:00 PM Garden Club Meeting 12 6:30 PM Game Night
12 6:30 PM Game Night 13 9:00 AM Yoga
Harstine Island
Community Club
Calendar of Events
HARSTINE ISLAND COMMUNITY CLUB April - June
7�-,?, ow- 202*5
April May June
1 10:00 AM TRL Anywhere Library 1 9 00 AM Yoga 2 11:30 AM Grief Support Group
11:00 AM TRL Storytime 11:30 AM Women's Club Meeting 4:00 PM Kids Educational Program
2:00 PM Cemetery Cleanup 4:00 PM Kids Educational Program 6:30 PM Craft Class
6:30 PM Financial Education Class 7:00 PM HICC Board Meeting 3 6:30 PM Financial Education Class
2 5:00 PM Cemetery Comm Meeting 2 7:00 PM Movie Night 4 5:00 PM Cemetery Comm Meeting
6:30 PM Skills Share Class 3 9.00 AM Eye Glass Clinic 6:30 PM Skills Share Class
3 9:00 AM Yoga 5 11:30 AM Grief Support Group 5 9:00 AM Yoga
11:30 AM Women's Club Meeting 4:00 PM Kids Educational Program 11:30 AM Women's Club Meeting
4:00 PM Kids Educational Program 6:00 PM Baking Class 4:00 PM Kids Educational Program
7:00 PM HICC Board Meeting 6 6:30 PM Financial Education Class 7:00 PM HICC Board Meeting
4 7:00 PM Movie Night 7 6:30 PM Skills Share Class 6 7:00 PM Movie Night
7 11:30 AM Grief Support Group 8 9:00 AM Yoga 7 10:00 AM Farmers Market
4:00 PM Kids Educational Class 11 00 AM Book Club 8 3:00 PM Dining Around the World
6:30 PM Art Class 4:00 PM Kids Educational Program 9 11.30 AM Grief Support Group
8 4:00 PM Garden Club Meeting 9 3:00 PM Cemetery Comm Meeting 4:00 PM Kids Educational Program
9 6:30 PM Game Night 6:00 PM HICC Meeting 6:30 PM Craft Class
10 9:00 AM Yoga 10 10:00 AM Indoor Market 10 4:00 PM Garden Club Meeting
11:00 AM Book Club 7:00 PM Talent Show 11 6:30 PM Game Night
4:00 PM Kids Educational Program 12 11:30 AM Grief Support Group 12 9:00 AM Yoga
11 6:00 PM HICC Meeting 4:00 PM Kids Educational Program 11:00 AM Book Club
12 10:00 AM Indoor Market 6:00 PM Baking Class 4:00 PM Kids Educational Program
13 1:00 PM Community Conversations 13 4:00 PM Garden Club Meeting 13 6:00 PM HICC Meeting
14 11:30 AM Grief Support 6:00 PM Kids Toy/Clothing Swap 14 10:00 AM Farmers Market
4:00 PM Kids Educational Program 14 6:30 PM Game Night 16 11:30 AM Grief Support Group
6:30 PM Art Class 15 9:00 AM Yoga 4:00 PM Kids Educational Program
15 10 00 AM TRL Anywhere Library 4:00 PM Kids Educational Program 6:30 PM Craft Class
16 7 00 PM Caregiver Support Group 7:00 PM Second Century Meeting 17 10:00 AM TRL Anywhere Library
17 9:00 AM Yoga 17 9:00 AM Plant Sale 18 7:00 PM Caregiver Support Group
4:00 PM Kids Educational Program 18 1:00 PM Community Conversations 19 9:00 AM Yoga
7:00 PM Second Century Meeting 19 11:30 AM Grief Support Group 4 00 PM Kids Educational Program
18 1:00 PM Chase Mgmt Meeting 4:00 PM Kids Educational Program 7:00 PM Second Century Meeting
7:00 PM Movie Night 6:00 PM Baking Class 20 7:00 PM Drum Circle
19 9:00 AM Easter Egg Hunt 20 10:00 AM TRL Anywhere Library 21 10:00 AM Farmers Market
9:00 AM Hall Cleanup 21 7:00 PM Caregiver Support Group 6:00 PM Movie Night
7:00 PM Live Music Series 22 9:00 AM Yoga 23 11:30 AM Grief Support Group
21 11:30 AM Grief Support Group 10:00 AM Cemetery Cleanup i 4:00 PM Kids Educational Program
4:00 PM Kids Educational Program 4:00 PM Kids Educational Program 25 6:30 PM Game Night
6.30 PNI Art Class 23 8:00 PM Open Mic Night 26 9:00 AM Yoga
23 6:30 Pfvl Game Night 24 9:00 AM Pancake Breakfast 4:00 PM Kids Educational Program
24 9:00 AM Yoga 6:00 PM Spaghetti Dinner 27 7:30 PM Play
4:00 PM Kids Educational Program 26 11 30 AM Grief Support 28 10:00 AM Farmers Market
25 8:00 PM Open Mic Night 4:00 PM Kids Educational Program 7:30 PM Play
26 2:00 PM Spring Tea 6:30 PM Theatre Club Meeting 29 2:00 PM Play
7:00 PM Drum Circle 28 6:30 PM Game Night 30 11:30 AM Grief Support Group
27 2:00 PM Inquiring Minds 29 9:00 AM Yoga 4:00 PM Kids Educational Program
28 11:30 AM Grief Support Group 4:00 PM Kids Educational Program 6:30 PM Theatre Club Meeting
4:00 PM Kids Educational Program 30 8:00 PM Movie Night
6:30 PM Theatre Club Meeting 31 10:00 AM Farmers Market
MORE THINGS TO DO AT THE
COMMUNITY HALL A
DINING AROUND THE LIVE MUSIC SERIES
WORLD SUMMER Join us at the Community Hall on the third Saturday of the
month for live music! Harstine Island Community Club is
DINNER SERIES
bringing exceptional music to Harstine Island! Doors open
at 7:00 PM. Tickets are $12 per person. Visit
Join us for a four part summer dinner series! Interested in harstinecc.org to learn more.
learning to cook dinner from one of four regions of the
world? Register for the cooking classes and prepare LINE DANCING
meals from various regions around the world - Italian,
French, Greek, and Mexican. Want to come for dinner? Interested in line dancing? Join us this February for line
Limited tickets will be available to join us for dinner after dancing! Line dancing is a great way to get some exercise
the cooking classes. Come for Italian on Sunday, June 8, while having fun doing it. The first class is on Tuesday,
French on Sunday, July 8, Greek on Sunday, August 10, February 4 at 10:30 AM at the Community Hall. This is a
and Mexican on Sunday, September 14. Hope to see you great opportunity to join your neighbors and learn a fun,
there! new skill. Hope to see you there!
CRAFT DAYS COMMUNITY TALENT
Interested in joining your neighbors for craft day? Check SHOW
0 out HICC's craft days! Craft days are held on Saturday, J
January 11, Saturday, February 15, Saturday, March 8, There is so much talent in our community! HICC is opening
and Saturday, April 12 from 2:00 PM to 4:00 PM. up the Community Hall so that folks in our community can
Upcoming craft days include decoupage coasters, showcase their skills and share their talents. Join us for
decorating planters, and building and painting your own the Community Talent Show on Saturday, May 10 at 7:00
birdhouse. Craft day costs vary based on the costs of PM. It promises to be a fun evening of great entertainment!
materials. Interested in craft days. Visit the HICC
calendar at harstinecc.org/calendar for more information. DRUM CIRCLE
F R I D A Y MOVIE Looking for a place to drum? Bring your own drum and join
NIGHTS the circle on Friday, January 31 , Friday, April 26, and
Friday, June 20. This is a great opportunity to join your
Looking for a fun thing to do on Friday nights? Come for neighbors at a fun event!
movie night on the first and third Fridays for movie night! SKILL S H A R L
The PG-rated film starts at 7:00 PM. Movie nights are �+ �+
free, donations appreciated. There's popcorn, hot dogs, SESSIONS
pop, candy, and ice cream at the snack bar. Please no
outside food or drinks. Snack bar sales benefit Harstine
Island Cemetery. Previous movies include Princess Bride Want to learn new skills? Have a skill to share? Join us at
and Space Cadet. Is there a movie you would love to the skill share sessions! Skill share sessions are on the
see? Ask and it might be the movie at the next movie first Wednesday of the month from 6:30 PM to 8:30 PM
night. starting on February 5. Interested in attending? Please
0 G A rsvp online at harstinecc.org. Hope to see you there!
Looking for yoga on Island? Come join your neighbors on E A S T E R EGG HUNT
Thursday mornings at 9:00 AM. Classes are $5 and are
by video as we work to grow the class and recruit a Join us on Saturday. April 19 at 9:00 AM for an Easter Egg
teacher. Bring your mat and a water bottle. Hope to see Hunt! Bring your kids or grandkids for a treasure hunt in
you there! search of eggs. It will be a fun event for all ages!
GAME NIGHT OTHER EVENTS
Join us on the second and fourth Wednesday from 6:30
PM to 9:30 PM to play board games! Come learn a new Hope to see you on Saturday, March 26 at 1:00 PM to
game, play an old favorite, or bring your own game and pack foster care boxes. Mark your calendar for the Ladies
make new friends. Recent favorites include Wingspan, Clothing Swap on Saturday, March 29 at 10:00 AM. Don't
Dune, Ticket to Ride, and Yahtzee. We play kid-friendly miss the Kids toy/clothing swap on Tuesday, May 13 at
games and children are welcome with a parent or 6:00 PM. Mark your calendar for the Eye Glass Clinic on
guardian. Saturday, May 3 at 9:00 AM.
Saturday,Mark your calendar for the Harstine Island Women's Club Chili Feed Dinner on
• 1 PM. Canned and shelf stable • • • will be
collected • • neer Food Bank starting 1 1 PM. Hope to see you
VAWARDS _ Mind. b(and
ttrtt rsturt
Pictured left
to rht:
PERSON OF _ Pat ig Berry,
Honored Citizen,
THE YEAR Kathy Wendt,
Honored Citizen,
O Evelyn Freeman,
AND Person of the Year,
Cal Ison,
HONORED Honored Citizen
CITIZENS
The Person of the Year award recognizes residents of Cal Ison stepped up to serve as HICC President in June of
Harstine Island for outstanding contributions of personal this year after serving as Co-President of HICC in 2023. He
service to the community. served on the 2nd Century Advisory Committee in 2023
The Honored Citizens award commends those who and 2024. Cal served on the Bylaws Committee in 2023
have made lasting contributions to Harstine Island. and was instrumental in helping to update and modernize
the HICC bylaws. Cal volunteered at Spaghetti Dinner and
The 2024 Person of the Year is Summer Celebration. Cal and Jenel regularly host HICC
Evelyn Freeman! potluck dinners. Harstine is home to Cal and he cares
Evelyn Freeman was an honored citizen in 2022 and deeply about HICC and our community.
she stepped up again this year. When a vacancy Kathy Wendt has served as the President of Harstine Island
occurred on the HICC Board, Evelyn volunteered to be Women's Club for the last few years, while also serving as
a member at large. Evelyn hosted Thanksgiving Dinner the HIWC's representative on the HICC Board. Kathy leads
for the Harstine Island community, and together with a by example and is a caring and hard-working person, who
team of volunteers, prepared and served turkey, will always step up and do what is best for this great
mashed potatoes, and stuffing. community. Kathy volunteered for Summer Celebration and
the 110th Birthday Bash and Auction, as well as Kids
Evelyn has led the LaJune Community Lunch Carnival and Taco Bar. She has volunteered at the Pioneer
committee for the last few years. She plans the menus, Food Bank since 2012. Kathy always puts our community
and together with the volunteers that she recruits, cooks at the top of her list.
the food, makes sure the hall is set up and decorated,
does dishes, and cleans up after community lunch. 01 A R S I_ � N L ISLAND
C she coordinated and organized the Summer CEMETERY
Celebration fundraiser. She helped organize and put on
this year's Summer Celebration fundraiser. She
regularly helps clean up after HICC meetings and you 2024 was a busy year at Historic Harstine Island Cemetery
can often find her doing dishes after the meetings. with both laying island loved ones to rest in the cemetery
and making beautification improvements to the cemetery
Evelyn is also active in Women's Club and volunteers at grounds. A sincere thank you to the volunteers who helped
their events and fundraisers. She is a member of at the four cemetery cleanup events held in spring and
Garden Club and helps at farmer's market, even though summer. Your time and effort helped our committee to
she has her own booth at the market. Evelyn is also a remove invasive species plants that were taking over in
regular at Game Night. the Memorial Garden and clear overgrown shrubs on the
ground's perimeter. Through the generosity of donors, a
Evelyn waters the planters around the hall and updates riding mower was purchased to keep the lawn looking its
the sign across the street from the hall with weekly best. The Harstine Island Girl Scout Troop volunteered
events. Evelyn is always willing to help, with her multiple times planting new shrubs, flower bulbs, and a
cheerful disposition and a friendly smile. Thank you new dogwood tree.
Evelyn for all you do for HICC!
Honored Citizens for 2024 include In 2025, we are working on several improvement projects
Patrick Berry, Cal Ison, and Kathy Wendt! including replacing the Memorial Garden gating, creating a
directory sign to locate loved ones laid to rest in the
Pat Berry has been an active member of, and a great cemetery, and additional beautification improvements to
asset to, the Harstine Island Garden Club and currently the grounds. Volunteer at cemetery cleanup events this
holds the job of Co-Chairperson. He served as the year or reach out to join the committee if you are interested
HIGC representative on the HICC Board for part of the in caring for the historic cemetery.
year and is involved in managing the Farmers Market.
Pat volunteers at the Pioneer Food Bank, as well as the Bud's Recycle: Bring your cans and non-ferrous metals
HIGC garden. Pat has a "can do" attitude and often (aluminum, brass, copper, stainless, and lead) to the fire
solves a problem without anyone asking, including stations on Island (3190 E North Island Dr or 2260 E
gutters, reflectors for the market, and the new coffee pot Harstine Island Rd S) or the collection box at the Pointe.
plumbing, as well as spreading gravel for the parking In November, approximately 2800 pounds was
lot. We are lucky to have him as a member of the great recycled.
Harstine community!
SECOND CENTURY ADOPT - A - ROAD
BUILDING FUND HICC adopted the six miles of road not covered by
Pioneer Kiwanis on E North Island Drive and E South
The HICC Second Century Building Fund Advisory Island Drive. Under the Adopt-A-Road program, HICC
Committee was established with the vision of "providing performs four cleanups each year. A huge shout out and
for building and land for the expanding needs of the HICC big thank you to AJ Gennero for organizing the adopt-a-
members and their guests for the next hundred years." An road clean-ups. In January 2024, 18 bags of trash were
auxiliary building will be needed as the existing removed, along with some defunct bikes, a wheel well
Community Hall will probably not be large enough to and a tire. There were cleanups in May, August, and
support our community and its events in the future. In October. too. In 2025. cleanups are scheduled for
2024. the Advisory Committee surveyed Harstine Wednesday, January 8 and Thursday, January 9 and
residents about what they would want to see in an Wednesday, April 9 and Thursday, April 10. Cleanups
auxiliary building. The Advisory Committee is analyzing start at 9:00 AM at the Community Hall and equipment is
the data from the survey and will share the results in early provided. Visit harstinecc.org/adopt-a-road to learn more
2025. and volunteer.
HICC COMMUNITY
RENT THE
ENRICHMENT HARSTINE ISLAND
COMMITTIrE COMMUNITY HALL
In 2024, HICC established a Community Enrichment The Harstine Island Community Hall turned 110 last
Committee to focus on providing social, cultural and year! HICC maintains the historic Community Hall as the
educational programs in an effort to meet community meeting place to bring the community together. It's the
interests. These programs included the Enlightening heart of our community! Are you interested in using the
Minds fall speaker series and art, baking, and craft Community Hall for a community event or renting it for a
classes, together with medical services clinics and an private event? Applications are required for meetings,
ongoing grief group to provide support for those in our programs, and private rentals. HICC endeavors to
community. In 2025, there is a full slate of new and achieve the broadest possible use of the hall by the
returning events. Join us at these fun and educational public. Visit harstinecc.org/community-hall-rental to learn
events, come meet your neighbors, and build community! more.
cleanups.I[ Give back to the Communi - get your hands dirty. Join us for Adopt-A-Road
• pick up trash along Island roads on i and • and April • and 10. If you
enjoy gardening, help clean up the historic Harstine Island Cemetery grounds on Tuesday,
A• 11 PM and Thursday, 1 11 AM. Want to help maintain the
Saturday,Join us to do small maintenance projects and deep cleaning at the community hall on
' • Saturday, • Saturday, • • starting at • 11
Interested? • • love yourhelp!
Thank you to everyone who supported HICC in 2024! HICC held a number of fundraisers in 2024 and the support was
fantastic. The 2024 Spaghetti Dinner raised over $1,700. The Double-your-Impact Donation Opportunity in September
and October raised a total of $13,000! Summer Celebration raised over $600. The Hall's Birthday Bash and Silent
Auction in December raised over$5,000.
D• • Theatre Club performances
The spring play will be on • . 1 and Friday, 1
Saturday, • Sunday, 11 PM. The summer play will be on
Friday, • Saturday, 1 PM, Sunday, • 11
Saturday, July 5 at 7:30 PM, and Sunday, July 6 at 2:00 PM.
Harstine Island Fire Adapted Community (HIFAC) is a Pioneer Food Bank is a non-profit organization that
501(c)(3) organization staffed by volunteers on Harstine helps families in the Pioneer School District enjoy a more
Island. Its primary focus is to educate Island residents on balanced, nutritious diet of adequate portions. Pioneer
wildfire prevention and how to mitigate wildfire damage to Food Bank also operates a Cupboard Program at the
homes and property. HIFAC installed 148 driveway elementary and middle schools and supplements the
markers in the community last year, with an additional 52 Backpack Program with protein items. Pioneer Food
available in 2025. HIFAC does home assessments and Bank distributes food from Bridge Community Church on
offers chipper days on island. To learn more, visit the last Tuesday of the month from 6:00 PM to 7:00 PM.
hifac.org. To learn more, visit: pioneerfoodbank.org.
HERITAGE GRANT CONTRACT
This Heritage Grant Contract(this"Contract")is entered into as of March 28,2025,by and between Mason
County(the"County"),and the Mason General Hospital Foundation's Arts Commission Chapter/Mason
Health Foundation(the"Grantee").
Mason General Hospital Foundation's Arts Mason County
Commission Chapter/ c/o Mason County Historic Preservation Commission
Mason Health Foundation 615 W Alder Street
Attn: Terri Gushee Shelton,WA 98584
2505 Olympic Hwy N,Ste.410 Attn:Luke Viscusi
Shelton,WA 98585 (360)427-9670 ext.282
(360)432-7739
RECITALS
1.The Grantee has applied for a grant in the amount of$5,000 towards the purchase and
installation of portraits,historical prints,history plaques,and mounting fixtures,as well
as the creation of promotional materials.
2.The County is granting up to the$4,000 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 supporting 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 receipts and a final report documenting the completion
of purchasing and installing portraits, historical prints, history plaques, and
mounting fixtures, as well as the creation of promotional materials, 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 receipts 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 28,2025,to September 28,2025
The Grantee may request a one-time six-month extension.Extension requests
must be in writing and be submitted to the Mason County Historic
2025B
Preservation Commission for approval no later than 5:00 p.m. four months
from the date of the award(July 28,2025).
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 B.
(b) Upon completion of the project the Grantee shall provide the County
with receipts or other proof of payment (ie. bank statements) for
reimbursement for the work approved by this grant award.At a minimum
the receipts or other proof of payment shall include the organization's
name, billing address, date of invoice (if applicable), date of payment,
and details of expenses. Invoices without proof of payment or the
aforementioned details will not be eligible for reimbursement. 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
outcomes. The final report shall also include before and after
photographs of the completed project (if applicable). 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 8,2025).
(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
2025B
EXHIBIT B
Mason General Hospital Foundation's Arts Commission Chapter / Mason
Health Foundation - $000.00
The Mason General Hospital Foundation's Arts Commission Chapter /
Mason Health Foundation will use the funds to purchase and install
portraits, historical prints, history plaques, and mounting fixtures for a
mixed media art display at the main entrance to Mason Health's Mason
Clinic, as well as create brochures and flyers in both English and
Spanish. They will partner with local artists, installers, and tribal
representatives to showcase artwork that connects our history through
stories, myths, and legends. Completion of this project will promote
health and healing through integrating art and history in a public display
for Mason Heath's patients, visitors, and community members to view.
2025B
i
RECEIVED
JAN 1 6- LvLJ
Mason County Heritage Grant Application
615 W. Aidrr Street
Ap licant:A*9W// Date: 1l1 O/ZO25
Mailing Address:Z y 40
Email:tgushee@masongeneral.com Phone.360-432-7739
Project Description Attached on Separate Page: YesX No
Total Project Cost: $1 8,875.71
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: YesX No
How many of the following categories does your project fall into? Please mark all that
apply:
Professional Development: Yes_ No_
Public Education: YesX No
Small Capital Projects: Yes No
Collections Management: Yes—
No-Heritage Investigations. YesX No
Historic Preservation: YesX No
Does your organization have a current incomplete Heritage Grant project pending?
Yes NoX
Does your organization have a previously approved six month time extension for an
incomplete approved project?
Yes NoX
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 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.):
.� .;, G�"7d-✓� Date: I I►3 Zo2 5
Signature of your organization's financial officer:
Date: ! 13[20
U ,(V Wt(0.h6er, 11AoRf TreO&,L#eer
Rev.0210112018
0
N�
h
1:01 INDATION
Arts Commission
Mason Genera!Hospital Foundation
Arts Commission Chaptcr
PO BOX 1669,Shelton,WA 98584
(360)427-3623
Mason General Hospital Foundation (MGHF),Arts Commission Chapter Proposal
Mason General Hospital Foundation's Arts Commission Chapter respectfully requests$5,000 from
the 2025 Mason County Heritage Grant Program.The Arts Commission will use the grant money to
promote Mason County's rich history and connection to our community of indigenous people. The
Arts Commission will collaborate with the Skokomish Tribe and Cooper Studios to showcase our
strong ties to Shelton and our region's fishing and logging industry through the importance of
indigenous artwork that connects our history through stories, myths and legends.The scope of
work will include mixed media art displays, containing photographic textures, text and Skokomish
tribal Art and paddles.The Native carved paddles will tell a story related to the Tribal history in
Mason County.The display will be shown at the main entrance to Mason Health's Mason Clinic,
1701 N. 13"'Street, Shelton.
Heritage Grant Application Eligibility
Mission of the MGHF Arts Commission
Mason General Hospital Foundation is a registered 501 (c)(3) non-profit organization,tax
identification number, 91-1529293. MGHF is a separate organization from Mason Health. It is the
mission of Mason General Hospital Foundation to provide funding to Public Hospital District No. 1
of Mason County which is known as Mason Health. No funding from Mason Health is distributed to
the Arts Commission. See attached paperwork from the IRS substantiating the Foundation's non-
profit status and the IRS determination letter. The purpose of the MGHF Arts Commission is
organized exclusively for charitable and educational purposes. The purpose of Mason General
Hospital Foundation and the Arts Commission Chapter is to aid in the promotion of health and
healing through the integration of quality art in the environment. The Commission exists to raise
funds to beautify and enhance the curatorial nature and healing environment for Mason Health's
patients,visitors and community members who are served by the district.
Requirements Met
Our project meets the Heritage Grant Project Categories as outlined below:
1. Public Education
2. Heritage Investigations
3. Historic Preservation
Our project also meets the Heritage Grant Project Ranking Criteria as defined in the program
guidelines, listed below:
1. Promotes heritage, preservation and history in Mason County
• The installation project includes a display of a reproduction portrait of a historic
Skokomish Tribal Elder. Portrait painted by Stephen Bennett, an American portrait
painter who purposefully focuses on indigenous people to capture their soulful
faces and ritual adornments through colorful paints.
• Display of 4 Native carved cedar paddles, 6 feet long. This artwork has been
completed and purchased by the Foundation in support of this important project.
The paddles were carved by John Edward Smith (Skokomish), known as a master
builder and carver. Historical carved paddles have been used for various purposes
including paddling and steering large cedar canoes in our local waterways.They
have also been used during cultural dances and as representations of
transportation through life's journeys. Carvings on paddles depict family crests, oral
history, supernatural beings, and events. Paddles have a rich history in Mason
County.
• Displays of photographic wall-scapes of Skokomish tribal members involved in
annual intertribal canoe journeys. After winning their century-long battle for fishing
rights,the Skokomish Tribe celebrated by initiating the first modern canoe journey—
the 1989 Paddle to Seattle. Since the following journey to Bella Bella in 1993,these
canoe journeys have happened every year and have seen steady growth.
• Preservation: In collaboration with Skokomish Tribe, and Coopers Studios, a
prominent local Shelton business, each piece chosen has been curated from a
variety of relevant sources.The archival research will be held, in perpetuity, at the
MGHF Arts Commission office as backup and historical guidepost for future
generations.
• The success of Native artwork installation project will be shared across multiple
media channels including Mason Health and MGH Foundation social media,
website, brochures and flyers, electronic media such as Pulse eNewsletter, and
mass media print such as SCOPE magazine.These items will be made available in
English and Spanish and will be made internally available to all staff members and
externally throughout our community.
2. Public Benefit, shows public need and scope, and will increase public understanding,
exposure, and experience of Mason County history by:
The public benefits from displaying native artwork in the following ways:
• A bridge between the past and present:Art in public spaces plays a
distinguishing role in our country's history and culture. It reflects and reveals
our society, enhances meaning in our open spaces, and adds uniqueness to
our community. Skokomish art serves as a bridge between the past and
present, reminding us of the resilience and wisdom of our Native
community.The carved paddles each tell a story about our community and
pass on historical knowledge of our ancestors.
• Learning and engagement:Visitors can learn about our local Tribal
community. How our ancestors lived and worked.The connection to our
natural environment. History panels will tell the story that relates to the
Tribal history in Mason County,
3. Capacity to complete the project using professional standards
• Working with local professional artist(s) and installer(s), such as John Edward Smith
(Skokomish), master carver, Kris Miller, Cultural Resources Director, Skokomish
Tribal Historic Preservation Office,Coopers Studios to accomplish professional
installation and curating services.
• Brochures and flyers will be created by contracted vendors of MGHF, and local
businesses as available.
4. Immediate need or opportunity and relates to applicants'mission and/or goals
• Opportunity to collaborate with the Skokomish Tribe and display quality, custom
and professional artwork in a meaningful way.
• Promotes our mission of health and healing through integration of Traditional
Skokomish artwork for the public to view.
• Fulfills the Arts Commission's educational goal to promote knowledge through
physical,visual representation of historic events, people, and places,throughout
Mason County.
5. Measurable outcomes
• Tracking the number of people who take brochures and flyers
• The number of people who interact or engage through social media with sharing of
the photos by liking, commenting, and sharing the social media post(s)
• Tracking comments on social media,through the mail, or by phone
6. 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)
• Total project$18,875.71 (See enclosed proposal from Coppers Studios)
• Arts Commission purchased Native carved paddles, $2800, (4 paddles)
• Mason County Heritage Grant($5000)will be used to purchase
o Reproduction of portrait, Skokomish Tribal Elder, painting by Stephen
Bennett,4x6'
o Historcal fabric print of Skokomish canoe journey mounted on aluminum
o History Plaques
o Installation and mounting fixtures
o Brochures and Flyers in English and Spanish -$350
• Mason General Hospital Foundation,will cover up to $5000 in expenses and will invoice
the county grant program for reimbursement of the approved expenditures
• Arts Commission and MGHF Board members will continue to raise funds to complete
the project through the following:
o Grant funding opportunities
Community outreach and fundraising efforts
7. Economic benefit to Mason County
• Contracting of professional services,John Smith, Skokomish,wood carver
• Contracting with local vendors and consultants that keep dollars and taxes within
the boundaries of our county,for brochures,flyers, publication of SCOPE magazine,
and partnering with Coopers Studios for further materials and installation of the
project.
• Promoting high-level professional artwork at Mason Health's Clinic also impacts the
work of medical professionals and a sense of pride they have working in a stylish
and impactful workspace,which translates into successful recruitment and
retention of staff.
Shelton, WA
(]E:)
From To Quote 6514553
Cooper Studios Mason General Hospital Foundation Issued July25,2024
409 W Railroad Ave. Jennifer Capps Valid Until September 30,2024
Shelton,WA 98584 Po Box 1668 I
Shelton,WA
I
ITEM QUANTITY PRICE TOTAL
Art Consultation & Design 1 $750.00 $750.00
Custom Display 1 i
$16,599.00 $16,599.00
Includes:Scope of work: Cooper Studios to design,fabricate,and install 28'wide mixed media art display containing
photographic textures,text and Skokomish&Squaxin Tribal Art and paddles,Will also include historic panels that i
will tell a story related to the
Tribal history in Mason County. Final artwork for photo panels and paddles to be determined.4x6'painting(center)
by Stephen Bennett to be stretched and framed
Subtotal: $17,349.00
Sales Tax(8.8%) $1,526.71
Total:$18,875.71
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cepartrnentof the'Freasur/ Ill�illlu►li►Il►uit►�luli,ulllliillllllllthIs o
Internal Revenue Sarvlcs Date of thla notica: S=P. 18, 1995
Taxpayer Inded ying NLimber 91-1529293
FRE5N0, CA 93B88 Form; Tax Parlod:
For assls!ance you may
call us at:
MASON GENERAL HOSPITAL FOUNDATION 1-800-829-1040 ST. OF
LAURIE MCCLANAHAN SECY
PO BOX 789
SHELTON WA 98584-0789895
WE CHANGED YOUR NAME AND/OR ADDRESS
THANK YOU FOR YOUR CORRESP.ONDENCF. AS YOU REQUESTED, .WE!VE MATE THE FOLLO!41NO
CHANGES TO YOUR NAME AND/OR ADDRESS,
NAME AND ADDRESS PREVIOUSLY NAME AND ADDRESS NOW
SHOWN ON YOUR ACCOUNT ' SHOWN ON YOUR ACCOUNT
PENINSULA HEALTH CARE FOUNDATION MASON GENERAL HOSPITAL FOUNDATION
% LAURIE MCCLANAHAN SECY % LAURIE MCCLANAHAN SECY
PO BOX 789 PO BOX 789
SHELTUN WA 98584-0789895 SHELTON WA 98584-0789895
IF YOU DON'T AGREE WITH THIS CHANGE, PLEASC LET US KNOW,
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
DISTRICT DIRECTOR
2 COPANIA CIRCLE
MONTF.RE.Y PARK , CA 91,754
Employer Identification Number:
911579293
Date: OCT. 31, 1991 Casa Number:
9512BOO43
THE PENINSULA HEALTH CARE Contact Person:
FOUNDATION JULES, NORMA JEAN
C/O MARLARET MCPIAEE Contact Telephone Numbere
PO BOX 789 (213) 725-7976
SHELTON, WA 98584
Accounting Period Ending:
Dcr_mber 31
Form 990 Required:
Yes
Addendum Applies:
NO
Dear Appl i.cant:
Based on information supplied, and assuming your operations will be as
,tatod in your application for recognition of exemption, we have detorminec
you are exempt from Federal i.ncomr tax under section 501 (a ) of the Internal
Rvven(te Cade a;, an organization dvs;crihed in �.;ection 501 (c )(3).
We have further determined that you are not a private foundation within
the meaning of stir:rCtion 50901) of tha Code, becauso you Are an organization
described in section 509(a )(3).
If your suurces of support, or your purposes, character, or method of
operation chaneju, pleanc-� let uM know so we can consider the effect of the
change on your exumpt st.itus and foundation status. In the case of an amrmd-
ment to your organizational dcrcumVnt or bylawe;, pIUSEV sPncf US; a calry of tli!*
amended document or bylaws. Also, you should inform us of all changes in your
nacre or address,.
As of January 1., 1904, you arcs liable fur taxes under the Federal
lnsuranc:a Contributions Act (s;ociel security tfixes) on remuncrration of 1,100
or more you pay to each of your employee, during a calendar year. You are
nof. tiab)e for the tax imposrerl under the Federal. Unrmploymont 'fax Art (FUTA).
Since you are not a private foundation, you are not subject to the excise
taxes undf:r Chapter 42 of the Cody- However, you are not automatically e!xLimpt
from other Federal excise -taxes. If you have any questions about excise,
employment, or othor Federal taxes, please lot us know.
Donors may doduct contributions to you as provided in section 170 of the
Code. Requests, legacies, devisp,, tran!afers, or gifts, to you or for your us;,
are deductible for Federal Estate and gift tax purposes if they meet the
applicable provisions of Code iuc:ti.ons 7.055, 2106, and 252.2.
Contribution dpductiofls area allowable to donors only to the extent that
their contribution, are gifts;, with no consideration ruceived. Tir_1(�t pur-
-2-
ThE PENINSULA HEALTH CARE
chases and Similar payments in conjunction with fundraising events may not
necessarily qualify ,r, d0ductible contributions, depending on the cirrum•-
stances. See Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2,
can page 104, which stitr, forth quideli.ne, regarding the doducti.bili.ty, as chari-
table contributions, of payments made by taxpayers for admission to or other
participation in fundrait;ing activities for charity.
In the heading of this letter we haver indicated whether you must file form
990, Return of Organization Exempt From Income Tax. If Yes is indi.cdted, you
are required to file Form 990 only if your gross receipts each year are
normally more than '$25,000, Howuver, if you recr!ive a Form 990 package in the
mail, please file the return even if you do not exceed the gross receipts test.
If you arc! not rvqui.r•ed to file, simply attach the label provided, chef k the
box in the heading to indicate that your annual gross receipts are normally
$2.9,000 or less,, and sign t•he return.
If a return is required, it Must be filed by the 15th clay of the fifth
manih .)ftc,r the end of your .annual accounting period. tl penalty of $10 ra day
is charged when a return is filed late, unless there it reasonable cause for
the det,ay„ However, thry m.lxi.mum penalty charged cannot exceed $5,000 or 5 per-
cent of your gross, receiptr, for th(.' year, whichever is less. This penalty r)ay
also bc' charged if a return i,s not cumpl(Ite, s,n plrariv be Cure your return i.5
complete before you File it.
You are not required to file Federal income tax returns unless you are
�.ubjvct to the tax On unrelated husinvss incomes undut section 5f.1 of -the Code.
If you are subject to this tax, you must file an income tax return on Form
990-4, Exempt Organization Busines3 income Tax Return. 1n this letter we are
not determining whethc,r any of your, present or proposed activities tyre unre-
lated trade or hufiiniass cis defined in section 51.3 of the: Coder.
You need an employer ident�lficaticn number even if you have no employees.
If an employer identification numbor was, not entered on your appli-atlor, a
number will be assigned to you and you will. be advi<,ed of it. Please u,e that
number on all return7, you fi1.r and in all correspondence with the, Inteirnal,
Revenue Service.
If we have indicated in the heading of this lettr;)r that an addendum
appliuii, the enclosed addendum i!, in inhegr,,l part of this, letter.
Because this letter could help resolve any questions-, about your exempt
status and foundation st,aFus, You should krrap 0: in your permanent records.
We have sent a copy of this letter to your reprwsentative as indicated in
your power of attornery.
If you have any questions, please contact the person whose name and
telephone numhar are shown in the heading of this letter.
THE PENINSULA HEALTH ME
Sincerely yours,
C eL)A� a
Mir.hael J. Quinn
Mc;trict Ai,rv(-.tor
HERITAGE GRANT CONTRACT
This Heritage Grant Contract(this"Contract")is entered into as of March 28,2025,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
P.O.Box 388 615 W Alder Street
Union,WA 98592 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 preparation and
installation of wood window casings and baseboards for the upstairs of the McReavy
House Museum.
2.The County is granting up to the$4,000 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 supporting 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 merit
(a)The County hereby agrees to reimburse the Grantee up to the full amount
of the grant based on receipts and a final report documenting the completion
of preparing and installing wood window casings and baseboards for the
upstairs of the McReavy House Museum, 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 receipts 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 28,2025,to September 28,2025
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 28,2025).
2025C
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 receipts or other proof of payment (ie. bank statements) for
reimbursement for the work approved by this grant award.At a minimum
the receipts or other proof of payment shall include the organization's
name, billing address, date of invoice (if applicable), date of payment,
and details of expenses. Invoices without proof of payment or the
aforementioned details will not be eligible for reimbursement. 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
outcomes. The final report shall also include before and after
photographs of the completed project (if applicable). 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 8,2025).
(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
2025C
EXHIBIT C
McReavy House Museum of Hood Canal - $4,000.00
The McReavy House Museum of Hood Canal will use the funds to
prepare and install wood window casings and baseboards for the upstairs
of the McReavy House Museum. They will work with volunteers and
local contractors to add the finishing touches to their restoration of the
structure's upper story. Completion of this project will preserve the
history of the McReavy family, provide a place that celebrates the Hood
Canal community, and share Mason County's heritage with visitors.
2025C
RECEIVED
JAN 14 2J2_J
Mason County Heritage Grant Application 615 W. Alder Street
Applicant: McReavy House of Hood Canal Date:01/09/25
Mailing Address: PO Box 388 Union, WA 98592
Email:
jaynikamin@yahoo.com Phone: 360-239-6790
Project Description Attached on Separate Page: Yes X No
Total Project Cost: $6600.00
Grant Request Amount: $5000.00
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 X No
How many of the following categories does your project fall into? Please mark all that
apply:
Professional Development: Yes_ No X
Public Education: Yes X No
Small Capital Projects: Yes No
Collections Management: Yes—No X
Heritage Investigations: Yes No X
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_
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:
Date:
Rev.0210112018
Mason County Heritage Grant Application
Proiect Description: Install Window Casings and Baseboards to the Upstairs Rooms and Hallway .
Our grant request for 2025 is to install window casings and baseboards in the entire upstairs.
When the McReavy House was renovated in the 1970s; the roof, box bay and third floor were removed
and replaced with a flat sloped roof. Fortunately, most of the interior trim of the first floor was
preserved. We have reinstalled most of the original trim on the first floor but unfortunately do not have.
enough to install in the second floor. Last year we completed the drywall, taping, mudding and painting
of the second floor. Now we would like to add the finishing touch to our restoration by installing new
wood window casings, corner and base blocks and baseboards similar to the original woodwork.
This project is vital to the completion of our restoration efforts. We have 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.
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 9
years with the goal of preserving the history of this pioneering family and providing a special place that
celebrates the unique spirit of Hood Canal and its community. This project will greatly contribute to our
preservation efforts of the home, and our sharing of 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 .
Last year we added another day to our tour schedule. We will continue offering tours of the mansion
on both Saturdays and Sundays commencing on Memorial weekend and ending on Labor Day weekend.
We will also be adding a Christmas open house on Saturday afternoons in December. 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 115 points maximum)
Several of our volunteers are experienced carpenters and handymen. For this project we will hire a local
finish carpenter to assist our volunteers. We will purchase the lumber which our volunteers will be
staining in preparation for the installation by a local contractor. Our volunteers will also be refinishing
the original hallway floor, and installing a picture rail, display lighting and new floor in the gallery room
in preparation for the upcoming summer tours.
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. With
the upstairs restoration complete we hope to be ready for ready for visitors by Memorial Day.
Measurable outcomes-(10 points maximum)-
Measurable outcomes will be the installation of the upstairs woodwork.
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 woodwork will be purchased from our restoration fund. This woodwork
will be installed by a professional finish carpenter. We have received a bid of $6600 to complete this
project.
Economic benefit to Mason County(5 pts. Maximum)-
Union envisions itself as a gateway destination, a jumping off point for people traveling to the Olympic
Peninsula. Local businesses and the Alderbrook Resort are positioning themselves to increase the draw
to the area. Creating another cultural and community venue to attract tourists and businesses to Union
and the lower Hood Canal will assist in these efforts and have a positive impact on the local area and the
region. The restored McReavy House will serve as the primary historical site of Union and Hood Canal,
educating residents and visitors alike on the important historical role this region played in local and
Washington state history.
New Moulding System
CoPNF—K i
(3l�OCKS
CASt`1 5
l'r�SE f�5�
BLOCKS 13MRD
Casings... for Windows and DooT-.q
G.0 Linder Co
70 E Third ST
Union,WA 98592
Bid for interior trim - McReavy House - Union, WA.
SCOPE OF WORK: prepare and install wood trim including windows, base and doors downstairs
and upstairs including labor, preparation, fasteners, filler and glue as needed.
AREAS OF WORK:downstairs-kitchen, parlor, office area, miscellaneous areas
Upstairs-stair landing, hall, bathroom, bedroom, large office, misc areas
INCLUDES:all BASE where missing, build out window casing and install trim-all windows where
missing; DOORS-fur out both sides and install trim both sides;WI NDOWS-fur out casings and
install interior trim where missing.
Trim materials and finishing by others
BID AMOUNT-$6600 plus tax
Greg Linder
O j," 4
�►rATE S 14
��4 Y*. .s:� c�
T,be btate of ;A P 30a0bl'ttaton
Secretary of State
I,STEVE R. HOBBS,Secretary of State of the State of Washington and custodian of its seal,
hereby issue this '
CERTIFICATE OF EXISTENCE
OF
THE MCREAVY HOUSE MUSEUM OF HOOD CANAL
I CERTIFY that the records on file in this office show that the above named entity was formed under the laws of the
State of Washington and that its public organic record was filed in Washington and became effective on 08/21/2006.
I FURTHER CERTIFY that the entity's duration is Perpetual,and that as of the date of this certificate,the records
of the Secretary of State do not reflect that this entity has been dissolved.
I FURTHER CERTIFY that all fees, interest,and penalties owed and collected through the Secretary of State have
been paid.
I FURTHER CERTIFY that the most recent annual report has been delivered to the Secretary of State for filing and
that proceedings for administrative dissolution are not pending.
Issued Date: 01/14/2025
UBI Number: 602 642 447
STAPp Given raider my hand and the Seal of the State
of Washington at Olympia,the State Capital
LSteve R. Hobbs,Secretary of State
Date Issued: 01/14/2025
Corporations and Charities Division
W A S H I N G T O N MHiling address;
s� �4 PO Box 40234
Secretary of State Olympia,WA98504-0234
Tel:360.725.0377
�°'�•v^`' Corporations&Charities Division www.sos_wa.gov/corporations
CUSTOMER RECEIPT
Payment Transaction:
Work Order#:2025011400040095
Received Date:01/14/2025
Total Paid:$20.00
Payment Details:
Cardholder Name/Payer Name Payment Type ldeadfyIng Number Payment Date Amount
JAYNI KAMIN VISA 12879 1 01/14/2025 1 $20.00
Transaction Details:
Name UBI#/Registration# Service Type Amount Processing Fce
THE MCREAVY HOUSE MUSEUM OF 602 642 447 RECORDS/CERTIFICATE $20.00 $0.00
HOOD CANAL REQUEST
HERITAGE GRANT CONTRACT
This Heritage Grant Contract(this"Contract")is entered into as of March 28,2025,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
151 E Community Club Rd Shelton,WA 98584
Shelton,WA 98584 Attn:Luke Viscusi
(206)235-7830 (360)427-9670 ext.282
RECITALS
1.The Grantee has applied for a grant in the amount of$5,000 towards painting the exterior
of the Grant School and shed,including labor,materials,and taxes.
2.The County is granting up to the$4,000 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 supporting 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 receipts and a final report documenting the completion
of painting the exterior of the Grant School and shed, including labor,
materials,and taxes,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 receipts 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 28,2025,to September 28,2025
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 28,2025).
2025D
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 receipts or other proof of payment (ie. bank statements) for
reimbursement for the work approved by this grant award.At a minimum
the receipts or other proof of payment shall include the organization's
name, billing address, date of invoice (if applicable), date of payment,
and details of expenses. Invoices without proof of payment or the
aforementioned details will not be eligible for reimbursement. 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
outcomes. The final report shall also include before and after
photographs of the completed project (if applicable). 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 8,2025).
(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
2025D
EXHIBIT D
Pickering Homemakers Club - $4,000.00
The Pickering Homemakers Club will use the funds to paint the exterior
of the Grant School and shed, including labor, materials, and taxes. They
will work with volunteers and professional painters to stop any further
deterioration and repair damaged areas of the structures. Completion of
this project will promote Mason County history by further preserving the
Grant School property as a local hub for events and education.
2025D
Mason County Heritage Grant Application
Applicant: Rc k e r%rt a 4ome/r, kern 174 b Date:January 10, 2025
dbn 0ck-.,nIn j Coinvaun ;4 CLLc�
Mailing Address:, 1"0/n M uoi&t"A( 2cOa S1 e 1 7'0/7 , W f4 9J'5Wy
Eiiiaii.jadamsl3444@live.com Phone: 206-235-7830
Project Description Attached on Separate Page: YesX No
Total Project Cost: 10,483
Grain Request Amount: 5,000
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.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.):
Robyn Patterson Date: Jan. 13, 2025
Q
Signature of your organization's financial officer:
Jonelle Adams Q - 'i� Jan. 14, 2025
? `'lf f1��PTate:
Rev.02/01/2018
WASHINGTON
Secretary of_State Filed
Secretary of State
' Corporations
&Charities Division State of washinb on
Date Filed: 10/08/2024
Effective Date: 10/08/2024
UBI 4: 601 591 607
Annual Report
BUSINESS INFORMATION
Business Name:
PICKERING HOMEMAKERS'CLUB.INC.
UBI Number:
601 591 607
Business Type:
NVA NONPROFIT CORPORATION
Business Status:
ACTIVE
Principal Office Strcct Address:
151 E COMMUNITY CLUB RD,SHELTON,NVA,98584-9563,UNITED STATES
Principal Office Mailing Address:
2736 GRAVELLY BEACH LOOP NW,OLYMPIA,WA,98502-8826,UNITED STATES
Expiration Date:
l t/30/2025
Jurisdiction:
UNITED STATES,WASHINGTON
FormatimvRegisttation Date:
11/06/1943
Period of Duration:
PERPETUAL
Inactive Date:
Nature of Business:
CHARITABLE,WA NON-PROFIT CHARITABLE
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 F_.N:91-1275293
REGISTERED AGENT CONSENT
To change your Registered Agent,please delete the current Registered Agent below.
Registered Agent Consent(Check One):
I am the Registered Agent.Use my Contact Information.
This document is a public record.For more information cisii S vktsus.a2.gnt'carrc \Nark Order N:2024100800677781-1
Received(late:10/08/2U24
.Amount Received:S2o.aa
I nm not the ItegisteredAgent.i declare under penalty of perjury that the WA Nonprofit Corporation has in its records a signed document
containing the consent of the person or business named as registered agent to serve itt that capacity.I understand the WA Nonprofit
Corporation must keep the signed consent document in its records,and must produce the document on request.
RCW 23.95.415 requires that all businesses in Washington State have a Registered Agent.
Some of ibis information is prepopulated from information previously provided.Please make changes as necessary to provide accurate
information.
REGISTERED AGENT RCW 23.95.410
Registered Agent Name Street Address 31afting Address
PiCKERiNG HOMEMAKERS 151 E C'OMMUNI'fY CLUB RD,SIiELTON,WA, 2736 GRAVELLY BEACH LOOP NW,OLY�IPiA,
CLUB 98584-9563,USA WA,98502-8826,USA
PRINCIPAL OFFICE
Phone:
2062357830
L'mail:
JADAMSl3444(r LiV E.COM
Street Address:
151 E COMMUNITY CLUB RD,SHTI TON,1h'A,98584-9563,USA
Mailing Address:
2736 GRAVELLY BEACH LOOP NLV,OLYMPiA,WA,98502-8826,USA.
GOVERNORS
Title Type Entity Name First Name Last Name
GOVERNOR INDIVIDUAL JONELLE ADAMS
GOVERNOR INDIVIDUAL ROBYN PATfERSON
NATURE OF BUSINESS
• CHARITABLE
• WA NON-PROFIT CHARITABLE
REPORTING CHANGES FOR THE CHARITABLE NONPROFIT CORPORATION
Dues the Nonprofit Corporation meet exemptions of reporting as outlined in RCW 24.03A,075? -Yes
CONTROLLING INTEREST
1. Does this entity own(hold title)ical property in Washington,such as land or buildings,including leasehold improvements?
-Yes
2. In the past 12 months,has there been a transfer of at least 16-2/3 percent of the ownership,stock,or other financial interest in the entity?
-No
a. if"Yes",in the past 36 months,has there been a transfer of controlling interest(50 percent or greater)of the ownership,stock,or other
financial interest in the entity:?
-No
3. if you answered"Yes"to question 2a,has a controlling interest transfer return been filed with the Depallnient of Revenue?
-No
You must subunit a Controlling interest Tramsfer Retwn form if you answered flEceycsa£to questions I and 2a.
Failure to report a Controlling interest Transfer is subject to penalty provisions of RCW 82.45.220.
This doemnent is a public record.For mote information visit www.sns.wa g ,o�ccuns Work Order 8:20241008OD677781-I
Received Mae:1010812024
.amount Received:$20.UU
),or more infololation on Controlling Interest,visit w�ttiv.dor.tva gov/RF.ET.
RETURN ADDRESS FOR THIS FILING
Attention:
JONELLE ADAMS
Email:
JADAMS13444(n1LIV1?.COM
Address:
151 E.COMMUNITY CLUB ROAD,2736 GRAVELI:Y RFACH LP NW,OLYMPIA,WA,98502,USA
UPLOAD ADDITIONAL DOCUMENTS
Do you have additional documents to upload?-No
AUTHORIZED PERSON
-31
LEI I um an authorized person.
Person Type:
INDIVIDUAL
First Name:
JONELLE
Last Name:
ADAMS
Title:
TREASURER
This document is hereby executed under Penalty of law and is to the best of my knowledge,true and correct.
This document is u public record.For morc information visit 2MULie.t�•a.gov/cams
Ww k Order M:2024100800677781-1
11cce1vtd Date:10/08/2024
Amount Received:$20.00
Mason County Heritage Grant
Date of Grant Application: 1-9-2025
Organization: Pickering Homemakers Club Inc. dba—Pickering Community Club
www.thegr_antschool.op
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 2025
Applicant: Pickering Homemakers Club Inc. dba- Pickering Community Club
Category: Small Capitol Improvement
Project Description:
The Pickering Community Club is seeking funds to paint the exterior of the Grant School and shed.These
structures were last painted in 2006 and are in immediate need of paint.The original paint colors of the
school and shed will remain the same.The school and shed body color is white, and all trim color is
brown.
What will the work entail?
WORK Description:
1) Preparation Work
To reduce costs, the Pickering Homemakers Club agrees to complete the required scraping and removal
of all loose paint and to sand certain areas before painting begins.
• Treat exterior with a Jomax/bleach solution. Power washing to clean the exterior.
• Prime any raw exposed wood with Sherwin Williams Exterior Oil Based Wood Primer.
• Repair or replace any rotten wood
• Caulk all applicable joints on siding and trim, including where bottom siding meets the skirting
around the school perimeter.
1
2)Painting Work
• Apply two coats of Rodda Protector XL Exterior paint to siding, soffits, and trim.
The area includes the main school building and shed.
What materials will be used?
All materials will be supplied By Epic Painting
• Sherwin Williams Exterior Oil Based Wood Primer.
• Rodda Protector XL Exterior paint
Proiect Budget:
1) Labor and materials = $9,600
Sales Tax = 883
Total Budget $10,483
During the bid process,we leveraged our volunteer work force and negotiated a reduction in overall
cost by completing the preparation work ourselves. This saved an estimated cost of$2,890. Final
cost is$10,483. Pickering Community club will cover the difference between what the MCHC may
award to us.
The Pickering community club will contract Epic Painting(bid attached)which includes the reduction
in costs.
Request for Grant funding: $5,000
How does this project promote heritage, preservation,and the history of Mason County?
The Pickering Community Club is responsible for the preservation of the Grant School property and
supports promoting the history of Mason County.This project is a required part of maintaining the
exterior of Grant School and shed which benefits the public to ensure these structures and property
stands tall for another 100 years.
The Pickering Community Club has strongly endorsed and continues to support the 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.
2
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 ensure local citizens and neighbors can share in the preservation of The Grant School and
agree to protect this historic building in Mason County.
• To preserve and create a classroom museum available to school districts for educational school
field trips.
• To encourage community engagement and provide opportunities for citizens to visit and
participate in the preservation of the Grant School.
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 Grant school's history and
structures are being preserved.
Fund-raising for the restoration and 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
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
and new electrical outlets( exterior and interior), additional attic and floor insulation, and recent
updated well building and tanks. Grant School is indeed being preserved for future generations to use
and enjoy.
Through Pickering Community Club projects and community volunteerism,the Grant School property is
known as a local hub for community gatherings and fundraising events to help preserve this local
treasure.The Grant School serves our community by providing a venue for monthly Club meetings,
memorials, emergency preparedness meetings, community classes and family/social events. Our 2024
Summer Concert Series reached over 380 attendees,who enjoyed the school and playground.The
Grant school was open to visitors to view the photo gallery collection, sit at the old school desks, play
the vintage piano, write on the original chalk boards, ring the old school bell, view maps frorn 1914 and
learn how a one room schoolhouse served grades 1-8.
The 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 hands-on-
experiences,while pretending to be a student at Grant School.Volunteer members conduct hands-on
learning experience to help students understand life in Mason County during the 1900's.
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 of
the Grant School by volunteer members. The Grant School brochure promotes Mason County history
and showcases how preservation of this existing one-room schoolhouse is supported and maintained
3
by our volunteer organization and various grants including those through the Mason County Heritage
Council.
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 on time report filing.
Past grants were received in 2011 ,2013, 2017, 2018, 2019, 2023 and 2024.
What is the immediate need and relationship to our mission/goals?
The Pickering Community Club is dedicated to the preservation of Grant School and has been
conducting continuous restoration through fundraising events and writing grants to accomplish this
goal. Over the years, we have completed several ambitious capital improvement projects which have
drawn down our capital improvement reserve funds.
Immediate need:
Our membership participates in volunteer work groups to keep the school in working order, but painting
the exterior of the school has been determined to require a professional painter to complete the work.
The Grant school siding and trim has not been painted since 2006 and after a thorough inspection,
requires immediate painting to stop any further deterioration and repair to some damaged areas.
Chalking is a major issue that has been failing and needs our attention to stop future water damage.
4
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To reduce the cost of painting the school and shed, our dedicated group of volunteers will complete the
required preparation work to remove peeling paint and sanding areas to bare wood.
We hope our continued commitment to the long-term investment and preservation of the Grant School
is worthy of your continued support.
What are the measurable outcomes?
The Pickering Community Club is committed to assuring that the work is completed with quality
materials and done by an experienced and trusted local professional painter.The measurable outcomes
are as follows:
• Quality of materials used are rated as "Best in class" by durability and coverage
• Chalking is completed with no gaps exposed—photos will be taken
• Job site is left clean and neat—photos will be available (before and after)
• Exterior trim is back rolled and hand brushed to ensure best coverage
• Inspection of work will be completed and any "do overs" will be identified and completed
before any payment is rendered
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, the 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.
Pickering Community Club has provided ongoing support to Pioneer School District for various STEM
projects grades 1-8, volunteer work parties, field trips,financial support and community engagement.
6
A`f a C A t11 le rli 4-- I
Epic Painting
122 W. Roosevelt St.
Shelton WA, 98584
360- 339-1463
Proposal for Pickering Homemakers Club
January 10,2025
JOB Location: 151 E/Cornmunity Club Road Shelton WA.
WORK Description:
• Treat exterior with a Jomax/bleach solution. Power washing to clean the exterior.
• Prime any raw exposed wood with Sherwin Williams Exterior Oil Based Wood Primer.
• Caulk all applicable joints on siding and trim, including where bottom siding meets the
skirting.
• Repair or replace any rotten wood areas.
• Apply two coats of Rodda Protector XL Exterior paint to siding, soffits, and trim.
The area includes the main school building and shed.
The proposal includes labor and materials for the above description of activities only.
To reduce costs, the Pickering Homemakers Club agrees to complete required scraping and
removing of all loose paint and sanding certain areas before painting begins.
Total:$9,600+ sales tax(883,00)_ $10,483
Thank you
Jason Hartmann
Owner
Epic Painting
J
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P. O. BOX 25DB
CINCINNATI, OR 45201
APR 16 20U2 Employer Identification Number:
Date: 91-1275293
DLN:
17053355012021
PICKERING HOMEMAKERS CLUB INC Contact Person:
C/O JANICE E EDWARDS REBECCA S BOWDEN ID# 31183
4240 E PICKERINC3 RD Contact Telephone Number:
SHELTON, WA 98584 (877) 829-5500
Accounting period Ending:
December 31
Form 990 Required:
Yen
Addeacjvgl Applies: . _
No
Dear Applicant:
Based on information supplied, and assuming your operations %sill be as
stated in your application For recognition of exemption, we have determined
you are exempt from federal income tax under section 501(a) of the Internal
Revenue Code as an organization described in section 501 (c) (1) .
We have further determined that you are not a private foundation within
the meaning of section 509 (a) of the Code, because you are an organizatiop
described in sections 509(a) (1) and 170 (b) (1) (A) (vi)
If your sources of support, or your purposes, character, or method of
operation change, please let us know so we can consider the effect of the
change on your exempt status and foundation status. In the case of an amend-
ment to your organizational document or bylaws, please send us a copy of the
amended document or bylaws. Also, you should inform us of all changes in your
name or address.
As of January 1, 1984, you are liable for taxes under the Federal
insurance Contributions Act (social security taxes) on remuneration of $100
or more you pay to each of your employees during a calendar year. You are
not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA)
Since you are not a private foundation, you are not subject to the excise
taxes under Chapter 42 of the Code. However, if you are involved in an excess
benefit transaction, that transaction might be subject to the excise taxes of
section 4958. Additionally, you are not automatically exempt from other
federal excise taxes. If you have any questions about excise, employment, or
other federal taxes, please contact your key district office.
Grantors and contributors may rely on this determination unless the
Internal Revenue Service publishes notice to the contrary. However-, if you
lose your section 509(a) (1) status, a grantor or contributor may not rely
on this determination if he or she was in part responsible for, or was aware
of, the act or failure to ar.t, or the substantial or material change on the
Letter 947 (DO/CG)
pZCKERII3G KUMEOWNERS CLUB INC
part of the organization that resulted in your logs Of such status, or if he or
she acquired knowledge that the Internal Revenue Service had given notice that
you would no longer be classified as a section 509 (a) (1) organization.
Donors may deduct contributions to you as provided in section 170 of the
Code. Bequests, legacies, devises, transfers, or gifts to you or for your, use
are deductible for federal estate and gift tax purposes if they meet the
applicable provisions of Code sections 2055, 2106, and 2522 .
Contribution deductions are allowable to donors only to the extent that
their contributions are gifts, with no consideration received. Ticket pur-
chases and similar payments in conjunction with fundraising events may not
necessarily qualify as deductible contributions, depending on the circum-
stances. See Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2,
on page 104, which sets forth guidelines regarding the deductibility, as charm•
table contributions, of payments made by taxpayers for admission to or other
participation in fundraising activities for charity.
In the heading of this letter we have indicated whether you must file Form
990, Return of Organization Exempt From Income Tax. If Yes is indicated, you
are required to File Form 990 only if your gross receipts each year are
normally more than $25, 000. However, if you receive a Form 990 package in the
mail, please file the return even if you do not exceed the gross receipts test.
If you are not required to file, simply attach the label provided, check the
box in the heading to indicate that your annual gross receipts are normally
$2.5, 000 or less, and sign the return.
If a return is required, it must be filed by the 15th day of the fifth
month after the end of your annual accounting period. A penalty of $20 a day
is charged when a return is filed late, unless there is reasonable cause for
the delay. However, the maximum penalty charged cannot exceed $10, 000 or
5 percent of your gross receipts for the year, whichever is less. For
organizations with gross receipts exceeding $1,000,000 in any year, the penalty
is $100 per day per return, unless there is reasonable cause for the delay.
The maximum penalty for an organization with gross receipts exceeding
$1,000,000 shall not exceed $50,000. This penalty may also be charged if a
return is not complete, so be sure your return is complete before you file it.
You are required to make your annual information return, Norm 990 or
Form 990-8Z, available for public inspection for three years after the later
of the due date of the return or the date the return is filed. You are also
required to make available for public inspection your exemption application,
any supporting documents, and your exemption letter. Copies of these
documents are also required to be provided to any individual upon written or in
person request without charge other than reasonable fees for copying and
postage. You may fulfill this requirement by placing these documents on the
Internet. Penalties may be imposed for failure to comply with these
requirements. Additional information is available in Publication 557,
Tax-Exempt Status for Your organization, or you may call our toll free
number Phown above.
Letter 947 (DO/CG)
PICKERING HOMEOWNERS 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 511 of the Code.
If you are subject to this tax, you must file an income tax raturn on ,Form
99d-�, Exempt Organization Business Income 'tax 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 section, 513 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. Please use that
number on all returns you file and in all correspondence Internal
Revenue Service. with the I
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 person whose name and
telephone number are shown in the heading of this letter.
Sincerely yours,
G
Steven T. Miller
Director, Exempt Organizations
Letter 947 (DO/CG)
HERITAGE GRANT CONTRACT
This Heritage Grant Contract(this"Contract")is entered into as of March 28,2025,by and between Mason
County(the"County"),and the Skokomish Grange No. 379(the"Grantee").
Skokomish Grange No. 379 Mason County
Attn: Chris Jorgensen c/o Mason County Historic Preservation Commission
6481 W Skokomish Valley Rd 615 W Alder Street
Shelton,WA 98584 Shelton,WA 98584
(360)490-0325 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$4,000 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 supporting 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 receipts and a final report documenting the completion
purchasing and installing new flooring for the Middle Skokomish School, 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 receipts 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 28,2025,to September 28,2025
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 28,2025).
2025E
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 E.
(b) Upon completion of the project the Grantee shall provide the County
with receipts or other proof of payment (ie. bank statements) for
reimbursement for the work approved by this grant award.At a minimum
the receipts or other proof of payment shall include the organization's
name, billing address, date of invoice (if applicable), date of payment,
and details of expenses. Invoices without proof of payment or the
aforementioned details will not be eligible for reimbursement. 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
outcomes. The final report shall also include before and after
photographs of the completed project (if applicable). 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 8,2025).
(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
2025E
EXHIBIT E
Skokomish Grange No. 379 - $4,000.00
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.
2025E
DECEIVED
JAN 13 2�i5
Mason County Heritage Grant Application C 15 Ud. Alder Street
Applicant: S K0 Ko M I S!d GRAN(,f d 379 Date: 7 a 0a r
wo,v Pd7oj,r/Sa► c(.8) ?,##r 11) 23 -79'6313C
Mailing Address: 69YO W. S KolaO N ✓A'IrY 10 fhfe kv WA 9 fsc'`/
Email: CNBISSQ)fnAsaA✓Pd03, 0 4& Phone: 9 `/9,0 - 03as
Project Description Attached on Separate Page: Yes No
Total Project Cost: X j 0 17. C. 3
Grant Request Amount: �5 060. 06
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-d--No
How many of the following categories does your project fall into? Please mark all that
apply:
Professional Development: Yes_ No
Public Education: Yes_ Now
Small Capital Projects: Yes_LNo
Collections Management: Yes Now
Heritage Investigations: Yes No
Historic Preservation: Yes_,J-No
Does your organization have a current incomplete Heritage Grant project pending?
Yes No go'-
Does your organization have a previously approved six month time extension for an
incomplete approved project?
Yes 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_ NoX
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 J' No
Signature of official for your organization (i.e. city official, organizational president, etc.):
6F X,07wc 4 Date: � - 7
Signature of your organization's financial officer:
Date: / — 7_ asp
I
Rev.0210112018
Mason County Heritage Grant Application
Project 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 schoolhouse 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 20"' 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 kitchen/classroom.
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 have been 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 R S
Contirmatian
jic�I►ie I SecurllV 'ro'o I Lipid
379 SKOKOMISH GRANGE
Your Form 990-N(e-Postcard)has been submitted to Ilia IRS
• Organization Name:WASHINGTON STATE GRANGE
• EIN: 231663936
• Tax Year:2022
• Tnx Year Start Dato:05-01-2022
• Tax Year End Date:04-30-2023
• Suhmisslon ID: 1006552.0231616728360
• Filing Status Data:05.31-2023
• Fllintl Stahm:Accepted
MANAGE FORM 990..N SUBMISSIONS
2
l;lJ,
An)(iaral Filing Q ties l:ioul►ain•e
Grange Naive and Number: _ -Sl ,01�0.44 l S f� :�`7 ! _--
Grange k:IN:
-Bud of IRS Reporting Year(circle one): December 31 �ri130�
Contact Name and Plione Number(this is Jbr any questions Fero) cony have):
Name: Ko"o) Rot, w- `—
Phone 1F: 3100 N ab- -Al�a�
Yes, we would like State Grange to vile for its
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 elate if known
990N (ePosteard)Into:
1. Has your Grange terminated or gone out of business? Yes N`o
2. Are your gross receipts)normally$50,000 or less? as No
I
3. Principal Officer for your Change:
Name: W 1 LL1. WA i-ev- ., _A&As reR
Address: _�: 1...-]�
Office Use only:
T 4l'e`da-
ccept�d/Rejected
L Karen itaga"I
6481 W skokoitilsh valley Rd
:a, Shelton,WA 98684-6407
In Essentials,Unity In Non-Essentials,Liberty In All Things, Charity
WASHINGTON STATE GRANGE
4'.
924 Capitol Way S #300 '� 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: Sl"�oKO,44 )S lJ �'�
Grange EIN: Al- ri 5 6 �3 R3 (0
End of IRS Reporting Year(circle one): December 31 pnd 3U
Contact Name and Phone Number(this is for any questions Ferol may have):
Name: Kane v) Rot c) Q v.-
Phone#: 3 60- N Wo - 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 CNJ
j 2. Are your gross receipts normally$50,000 or less? 6S) No
3. Principal Officer for your Grange:
Name: W %L L\k iN VW +R-
Address: 2 a;x-, _ tJ a sk- S O Ka.M1s 1 f V Ly
Office Use Only:
File date:
Accepted/Rejected
J �b
r � 1�
i
In Essentials, Unite' " In Non-Essentials, Liberty '` In All Things, Charity
o
v
...� w r
t
The National Grange
- - - -- :
� M
CITATION OF COMMENDATION
Ift
"4
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 If 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 heritag;e_rreservation 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 farnilies 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 0379 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 20`r' 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 an ilicant'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; e nhancing 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 COUntV(5 pts.Ma)(imum)_
'The Middle Skokomish Schoolhouse/Grange I lall 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.
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Martinell Plaster and Drywall (Repair, I► ,l► ,�.
License: MARTFPD825BH
Date [VIII'a inell, Owner
501 Holly Ln 564-201-0020
Shelton, WA 98584 maitinellpdIIc@gmail.com
Date
Januan 16, 2024
Invoice COMPANY NAME,
CONTA("U NAM(? Kim
00012158 EMAIL ADDRESS iavnikamin@vahoo.corn
PHONE N U IVII BER (314) 330-4583
JOB ADDRESS
Shelton Vallee Grange
Shelton,WA 98584
DE'CAILS
Purchase flooring wlicre needed 2,000.00
I,abor 2,500.00
Misc Expenses 500.00
Patch all areas where damaged
Clean up Mcss
NOTE: Job will take approximately 2 days for 3 guys. 1,450.00
Please n1ail all payments to:
501 holly Ln
Shelton,WA 98584
x /� �,T YOU
r T COST 6,450.00
1 Il to i-°I K 1 O V FOR Y 0 UR SALES TAX 8.8% 567.60
-BI SSP TOTAL DUI: 71017.60
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P. O. BOX 2508
CINCINNATI, OH 45201
Employer Identification Number:
DJLe: AUG 15 2014 23-7563936
DLN:
17053231361013
SKOKOMISH 379 Contact Person:
C/O KAREN RAGAN CUSTOMER SERVICE IDS# 31954
6491 W SKOKOMISH VALLEY RD Contact Telephone Number:
SHELTON, WA 98584 (977) 929-5500
Accounting Period Ending:
December 31
Form 990 Required:
Yes
Effective Date of Exemption:
September 15, 2012
Contribution Deductibility:
— Yes
Addendum Applies:
Yes
Dear Applicant:
We are pleased to inform you that upon review of your application for tax-
exempt status we have determined that you are exempt from Federal income tax
under section 501(c) (8) of the Internal Revenue Code. Because this letter
could help resolve any questions regarding your exempt status, you should keep
it in your permanent records.
For important information about your responsibilities as a tax-exempt
organization, go to www.irs.gov/charities. Enter 114221-NC" in the search bar
to view Publication 4221-NC, Compliance Guide for Tax-Exempt Organizations
(Other than 501 (c) (3) Public Charities and Private Foundations) , which
describes your recordkeeping, reporting, and disclosure requirements.
Sincerely,
/--7
f �
Director, Exempt Organizations
I
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iLetter 948
1
*1854
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Josh Luck Ext: 726
Department: Community Development Briefing:
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): March 10,2025 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•
Washington State Energy Code (WSEC) Compliance with Initiative 2066
Background/Executive Summary:
The Board of County Commissioners (BOCC) are being asked to assist the Building Department in
complying with Initiative 2066(1-2066).Your assistance is requested to ensure Mason County
complies with state law related to repealing codes that penalize, disincentivize and discourage the
use of gas equipment, appliances and other elements in any building.
Due to the lack of guidance and support from the State Building Code Council, each jurisdiction is
Left to address this new law.Therefore, requiring Cities and Counties throughout Washington to
determine how the codes related to 1-2066 are implemented.
Budget Impact(amount, funding source,budget amendment, etc.):
None at this time.
Public Outreach:
N/A
Requested Action:
Discussion Only
Attachment(s):
Recommendations Report/Summary
MASON COUNTY
COMMUNITY DEVELOPMENT
H-C{ Permit Assistance Center, Building, Planning
Mason County Energy Code modification proposal to comply with Initiative 2066
The Board of County Commissioners (BOCC) are being asked to assist the Building Department in
complying with Initiative 2066 (I-2066). Your assistance is requested to ensure Mason County
complies with state law related to repealing codes that penalize, disincentivize and discourage the
use of gas equipment, appliances and other elements in any building.
Below, I have included a summary of I-2066 along with referenced sections from various adopted
codes related to compliance with local, state, and federal laws. I have also included three options to
discuss related to compliance with I-2066. The chosen option would be temporarily implemented until
the State Building Code Council (SBCC) revises the Washington State Energy Code (WSEC) to comply
with I-2066. When the codes are updated to align with state law, the County will then adopt the
required codes as outlined within RCW 19.27.
During my research related to this topic I have spoken with or reviewed resolutions from a number of
jurisdictions regarding I-2066 to include Lewis County, Clark County, Yakima County, Thurston
County, City of Olympia, City of Lacey, City of Tumwater, and the City of Shelton. Due to the lack of
guidance and support from the State Building Code Council, each jurisdiction is left to address this
new law, creating little to no consistency in how the codes related to I-2066 are implemented. The
options included below reflect paths chosen by other jurisdictions along with options that will best
service our building community, residents, and stake holders.
I-2066 summary
I-2066 an act related to promoting energy choice access to gas for Washington home and business.
This initiative amended many sections of existing RCW's along with adding new section to eliminate
penalizing, discouraging, and disincentivizing the use of natural gas in residences and businesses
across Washington State. The initiative was passed by the people on November 5, 2024, and made
effective on December 5, 2024.
• Initiative 2066 Sec. 6(3)states the Washington state energy code may not in any way prohibit,
penalize, or discourage the use of gas for any form of heating, or for uses related to any appliance or
equipment, in any building.
• Initiative 2066 Sec. 10 states that a county shall not in any way prohibit, penalize, or discourage the
use of gas for any form of heating, or for use related to any appliance or equipment, in any building.
i
i
State Building Code sections related to complying with state law
2021 Washington State Energy Code (WSEC)
Section 108.3 Other laws
The provisions of this code shall not be deemed to nullify any provisions of local, state, or federal
law.
2021 International Building Code (IBC)
Section 102.2 Other laws
The provisions of this code shall not be deemed to nullify any provisions of local, state, or federal
law.-- --- - - -- - - - -- -- - -- - - - - - -- ---- - --- --
i
2021 International Residential Code (IRC)
Section 102.2 Other laws
The provisions of this code shall not be deemed to nullify any provisions of local, state, or federal
law.
Code conflict with I-2066
As currently adopted the Washington State Energy Code (WSEC) is not in compliance with I-2066.
The biggest and most effective section of the code that violates I-2066 (state law) is section R406 of
the 2021 WSEC. Due to this, immediate action is needed to ensure adopted codes comply with state
law.
Options for compliance
1) Adopt the 2021 International Energy Conservation Code (IECC) along with chapter 11 of the
2021 International Residential Code (IRC). This option would temporarily eliminate the 2021,
WSEC and replace it with the 2021 IECC and chapter 11 of the 2021 IRC. (Similar approach
being adopted by Yakima County)
Pros:
• Complies with state initiative No. 2066
• Compiles with the will of the people
Cons:
• The 2021 IECC is not adopted and will need to be purchased (Additional Cost)
• Compliance verification documents are not available to assist applicants along with
staff to ensure compliance is reviewed/verified in a timely manner.
• The 2021 IECC does not give the option to eliminate the requirement for continuous
exterior wall insulation. Eliminating the need for continuous exterior insulation has
been a very common and favorable approach used by most applicants and builders.
Most applicants and builders believe that if this element is not installed correctly, it
could adversely affect the structural integrity of building. This requirement also adds
additional costs to the overall project due to the added material and labor cost of
installation.
• Staff time and training related to implementing the use and enforcement of the
2021 IECC.
• Possible legal ramifications for lack of compliance with RCW 19.27
i
2) Revise the Energy Credit compliance document (Table R406.2) included in the 2021
Washington State Energy Code (WSEC-R). The proposed change to this table would eliminate
the zero credit from the combustion heating equipment option and replace it with a credit of
1.5. Making this change would align the use of combustion heating equipment with the
typically chosen electric heat pump equipment option. (Similar approach being adopted by
Clark County and Lewis County)
Pros:
• Complies with state initiative No. 2066
• Compiles with the will of the people
• Little to no staff training needed related to implementation and enforcement
• Continues to allow the option to eliminate the continuous exterior wall insulation. Again,
this option is very commonly used by our local building community.
• Eliminates possible legal ramification, due to a majority of the adopted codes will still be
enforced pursuant to RCW 19.27.
• Compliance documents are available (after revising the information noted above) j
Cons:
• Possible legal ramifications for lack of compliance with RCW 19.27
3) Eliminate the Energy Credit compliance document (Table R406.2) included in the 2021
Washington State Energy Code (WSEC-R). This proposed change would eliminate the
i
requirement to comply with tables R406.2 and R406.3 of the 2021 WSEC-R. These referenced
tables disincentivize and discourage the use of gas equipment/appliances.
Pros:
• Complies with state initiative No. 2066
• Compiles with the will of the people
• Little to no staff training needed related to implementation and enforcement
• Continues to allow the option to eliminate the continuous exterior insulation. Again, this
option,is very commonly used by our local building community.
• Eliminates possible legal ramification, due to a majority of the adopted codes will still be
enforced pursuant to RCW 19.27.
Cons:
• Possible legal ramifications for lack of compliance with RCW 19.27
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 10, 2025
Specific Items for Review
National County Government Month proclamation—McKenzie Smith
Updates to County Purchasing and Contracting Policy—Mark Neary
Housing Authority Executive Director salary Memorandum of Understanding—Mark Neary
Administrator Updates
Commissioner Discussion
Calendar updates
Proclamation
National County Government Month
April 2025
WHEREAS,the nation's 3,069 counties serving more than 330 million Americans provide essential services to
create healthy, safe,and vibrant communities; and,
WHEREAS,counties fulfill a vast range of responsibilities and deliver services that touch nearly every aspect of
our residents' lives such as providing health services, administering justice, keeping communities safe, fostering
economic opportunities, and so much more; and,
WHEREAS, Mason County and all counties take pride in our responsibility to protect and enhance the health,
wellbeing, and safety of our residents in efficient and cost-effective ways; and,
WHEREAS,the role includes a responsibility to inspire county residents to engage with their communities, and
to lead by highlighting our strength as intergovernmental partners; and,
WHEREAS, each year since 1991 the National Association of Counties has encouraged counties across the
country to elevate awareness of county responsibilities,programs, and services; and,
NOW,THEREFORE,BE IT RESOLVED,that the Board of Mason County Commissioners hereby proclaims
April 2025 as National County Government Month and encourages all county officials, employees, schools, and
residents to participate in county government celebration activities.
Signed this day of March 18',2025.
Sharon Trask, Pat Tarzwell, Randy Neatherlin,
Chair Vice-Chair Commissioner
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): 3/10/2025 Agenda Date(s): 3/18/2025
Internal Review: ® Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ® Other
(This is the responsibility of the requesting Department)Audit Committee&Public Works
Item•
Updates to the County's purchasing and contracting policy.
Background/Executive Summary:
Mason County made a major overhaul to the purchasing policy in 2023 to be compliant with current
procurement law.Now I am bringing forward some minor revisions to the current policy. The majority of
changes were made by Public Works,the County's largest purchasing and contracting department. The
revised policy draft has been circulated through the Audit Committee and the entire County for review.
Budget Impact(amount, funding source,budget amendment, etc.):
N/A
Public Outreach:
N/A
Requested Action:
Request the Board approve the updated purchasing and contracting policy.
Attachments)
Draft Resolution and Purchasing and Contracting Policy
RESOLUTION NO. _____
AMENDING RESOLUTION NO. 2023-078 AND AMENDING MASON COUNTY CODE TITLE 2,
CHAPTER 2.21 MASON COUNTY PURCHASING AND CONTRACTING POLICY
WHEREAS, the Board of Mason County Commissioners has “the care of the county property and
the management of the county funds and business…”, per RCW 36.32.120, and;
WHEREAS, it is in the best interest of Mason County to update the purchasing and contracting
policy to guide county employees in the practice of procurement in compliance with federal and state
laws and internal county guidelines.
NOW, THEREFORE, BE IT RESOLVED, that the Board Mason County Commissioners does hereby
adopt the Mason County Purchasing and Contracting Policy (Attachment A) to this resolution.
DATED this day of _______ 2025.
ATTEST:
________________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
________________________________
Tim Whitehead, Chief DPA
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
___________________________________
Sharon Trask, Chair
___________________________________
Pat Tarzwell, Commissioner
___________________________________
Randy Neatherlin, Commissioner
Co
1854
z
Mason County Purchasing and Contracting Policy
Chapter 1—PURPOSE AND SCOPE
1.1 Purpose
1.1.1.The purpose of this procurement and contracting policy is to ensure that all persons
involved in the procurement process follow applicable laws and maximize the value of
products and services purchased with public funds consistent with the Mason County
Conflict of Interest Policy,County Code Chapter 2.24.
1.1.2.This policy does not create any enforceable rights or causes of action in third parties
and does not in any way limit the County's ability to procure goods and services or enter
into contracts in accordance with state and federal law.If there is any conflict between
this policy and state and federal law,the applicable state and federal law supersedes
this policy.
1.1.3.Nothing in this policy prevents the County from complying with the terms and
conditions of any grant,gift,or bequest which is otherwise consistent with federal,
state,and local laws,provided the grant,gift or bequest does not obligate another
Office or Department to incur unanticipated expenses without its approval by the
affected Office or Department and the Board of County Commissioners(BOCC).
1.2 Scope
1.2.1.All elected officials,directors,employees,and agents of the County must comply with
this policy except where otherwise governed by federal or state law.Offices and
Departments may develop their own internal policies which may be more detailed or
more stringent than the minimum County requirements listed in this policy.
Chapter 2-GENERAL PROCUREMENT AND CONTRACTING POLICY
2.1.All Offices and Departments must purchase goods and services in compliance with federal
and state laws,County code,and all applicable rules and policies including Attachment A,B,
&C&D Purchasing Policy Work Flow Elements attached and incorporated into this policy.
2.2.The purchase of goods and services and associated contracting shall comply with approved
budgetary authority or approved budget amendments.
2.3.All Offices and Departments must use the Total Cost of Acquisition(TCA)as defined in this
policy to determine the dollar thresholds in applying this policy.
2.4.The County encourages competitive bidding.
2.5.The Board of County Commissioners delegates authority to elected officials,directors,or
their designee to approve,award,execute and amend all contracts,except those listed in
the Attachments to this policy,provided they do so in compliance with federal and state law
and the provisions of this policy and its supporting procedures.In circumstances where
contracting authority is unclear,or where there is a joint commitment,signatures of the
Board and an elected official may be required.
2.6.Board approval is required for:
3
2.6.1.All contracts entered into by an Office/Department following a formal bidding or
competitive request for proposals(RFP)as stated in the Procurement Policy Work Flow
Elements,Attachments A,B,&C&D;
2.6.2.All multi-year expenditure contracts,unless a non-appropriation clause is included in
the contract;
2.6.3.All noncompetitive procurement contracts over$50,000;
2.6.4.All real property acquisitions and disposals,including leases;
2.6.5.All union labor agreements;
2.6.6.Interlocal agreements;
2.6.7.New grant applications so that the Board may evaluate the financial impact of the
program and recognize new revenue and expenditure authority as necessary;
2.6.8.Recurring grant applications if there is a required County match;
2.6.9.Any contract that,by statute,must be approved by the governing body of the County.
2.6.10.All amendments for contracts requiring a formal bidding or competitive RFP that
causes cumulative change orders/amendments that exceed 10%of the original amount
of the contract.
2.7.The Board may waive the competitive bid requirements of this policy and in Attachment E6
for service contracts upon request of an elected official or department director,as
permitted by state law.
2.8.Offices and Departments must not break any project into units or phases if it is done for the
purpose of avoiding the dollar threshold of a contract that would require using one of the
County Rosters or a competitive bid process.
2.9. Architectural and engineering(A&E)services must be procured pursuant to RCW 39.80.See
Section D#,Procurement Using Federal Funds,below,for A&E restrictions when using
Federal funds. Commented[KM1]:Missing the A&E Section-Probably
2.10.The County is committed to providing Women and Minority Business Enterprises(WMBE) should Change it to Section D to keep workflow elements
full access to County purchasing and contracting opportunities. together.
Chapter 3—PUBLIC WORK CONTRACTS(not limited to the Public Works
Department-see definition of Public Work and RCW 39.04.010)
3.1.See Attachment A-Procurement Policy Workf-Flow Elements for specific dollar limits and
other requirements that apply to the following:
3.1.1.Under a specific dollar limit,an Office or Department may award Public Works
Contracts without advertising,competitive bidding,and/or the alternate requirements
of the Small Works Roster process(RCW 36.32.250).
3.1.2-.Within specific dollar limits,an Office or Department may award Public Works
Contracts through the Small Works Roster process,competitive bidding,or any other
means so long as all legal requirements to enter into such contract are met.Those
requirements include:
3.1.23.1.Obtaining a performance and payment bond or an acceptable substitute,and
3.1.23.2.Meeting prevailing wage and meeting retained percentage requirements,
regardless of funding source.
4
3.1.24.434.Above a specific dollar amount,a competitive sealed bid process is required
for Public Works Contracts.
3.1.2.4.Above a specific dollar amount,all specifications must require that no less than
15 percent of the labor hours be performed by apprentices as per RCW 39.04.320.
Chapter 4-CONTRACTS OTHER THAN PUBLIC WORKS
4.1.See Procurement Policy WAFlk F4eufWorkfl0w Elements,Attachments A,B,&C,&D for
specific dollar limits and other requirements that apply to the following:
4.1.1.Under a specific dollar limit,an Office or Department may authorize goods and/or
services purchases without advertisement,formal competitive process or written
contract(RCW 36.32.245).All such purchases must be for the business of the County,
considering the best interests of the County and in conformance with policies published
by the County,including the Financial Policies and Procedures.
4.1.2.Within specific dollar limits,an Office or Department may award contracts for goods
and/or services without advertising or a formal sealed bid process,provided the vendor
was selected pursuant to RCW 39.04.190 and the Mason County Purchasing Procedure
(RCW 36.32.245).
4.1.3.Above a specific dollar amount,an Office or Department must issue a Request for
Quotes(RFQ)or Request for Proposals(RFP).
Chapter 5-INFORMATION TECHNOLOGY PURCHASES(RCW 39.04.270)
5.1.The Information Technology(IT)Steering Committee will establish all information
technology equipment standards in accordance with County policy.If the desired purchase
is included in the current standards,the IT Department will order through existing
government contracts and the"^R i",gbenefiting Department will make the purchase.
The IT Department will maintain such contracts to ensure the best available technology
pricing for the County.
5.2.All IT related purchases or leases require IT Department review-see Attachments B&C
Information Technology Purchases.
Chapter 6- PROCUREMENT USING FEDERAL FUNDS
6.1.Federal Procurement Standards
6.1.1.When procuring goods or services using direct or indirect(pass-through)Federal
award funds,Offices/Departments must utilize the procurement methods outlined in
this policy and Attachments A,B,&C&D,and will also comply with Federal
procurement standards outlined in§200.213,and§200.318 through§200.326 of 2 CFR
200—Uniform Administrative Requirements,Cost Principles,and Audit Requirements
for Federal Awards(the"Uniform Guidance"or"Super Circular")
6.1.2.Refer to Attachment A for a comparison of Federal and non-federal procurement
thresholds and authorized procurement methods.
6.1.3.Where there is a difference between County procurement policy and Federal
procurement policy,the most restrictive policy will govern,in accordance with
§200.319(c).
5
6.1.4.Offices and Departments will follow the grant guidelines in Financial Policies and
Procedures Resolution when receiving and expending state and federal funds.
6.2.2 CFR 200.324 Contract cost and price.
6.2.1.The non-Federal entity must perform a cost or price analysis in connection with every
procurement action in excess of the Simplified Acquisition Threshold including contract
modifications.The method and degree of analysis is dependent on the facts surrounding
the particular procurement situation,but as a starting point,the non-Federal entity
must make independent estimates before receiving bids or proposals.
6.2.2.The non-Federal entity must negotiate profit as a separate element of the price for
each contract in which there is no price competition and in all cases where cost analysis
is performed.To establish a fair and reasonable profit,consideration must be given to
the complexity of the work to be performed,the risk borne by the contractor,the
contractor's investment,the amount of subcontracting,the quality of its record of past
performance,and industry profit rates in the surrounding geographical area for similar
work.
6.2.3.Costs or prices based on estimated costs for contracts under the Federal award are
allowable only to the extent that costs incurred or cost estimates included in negotiated
prices would be allowable for the non-Federal entity under subpart E of 2 CFR 200.324.
The non-Federal entity may reference its own cost principles that comply with the
Federal cost principles.
6.2.4.The cost plus a percentage of cost and percentage of construction cost methods of
contracting must not be used.
6.3.Suspension and Debarment
6.3.1.County Offices/Departments receiving federal awards must comply with debarment
and suspension regulations implementing Executive Orders 12549 and 12689,2 CFR Part
180,per§200.213.
6.3.2.County Offices/Departments will ensure and document that no agreement for goods
or services is entered into with any entity or person(including subrecipients,
contractors,vendors,and consultants)who has been disqualified(suspended or
debarred)from participation in Federal programs or activities.This check may be done
on SAM.gov(print out the confirmation with date)or by Certification,Attachment G to
this contract...
6.3.3.County Offices/Departments will ensure that subrecipients,contractors,vendors,and
consultants include suspension and debarment requirements in lower-tier agreements
under the award.
6.4.Subrecipients vs.Contractors
6.4.1.County Offices/Departments must determine and document whether each agreement
it intends to make for the disbursement of Federal program funds casts the party
receiving the funds in the role of a subrecipient or a contractor,in accordance with the
definitions outlined in§200.93 and§200.23,respectively,and the defining
characteristics of each outlined in§200.330(a)-(c).
6.5.Subrecipient Risk Assessments and Monitoring
6.5.1.County Offices/Departments will evaluate each subrecipient's risk of noncompliance
with Federal statutes,regulations,and the terms and conditions of the subaward in
accordance with the risk factors outlined in§200.331(b)(1)-(4)to determine the
6
appropriate levels of subrecipient monitoring and to determine whether additional
subaward conditions should be imposed upon a subrecipient,per§200.207 and
§200.331(c).
6.5.2.County Offices/Departments must conduct risk assessments prior to entering into any
subaward and subsequent subaward amendment,and annually thereafter for the life of
each subaward.
6.5.3.County Offices/Departments will monitor subrecipient financial and program
performance to ensure that subawards are used for authorized purposes;that they are
in compliance with Federal statutes,regulations,and the terms and conditions of the
subaward;and that subaward performance goals are achieved,in accordance with
§200.331(d),
6.5.4.Each subaward must be monitored in accordance with the grant requirements.
Because the nature of grant funded activities varies depending on the program-specific
needs and compliance requirements,Offices/Departments will use their best judgement
in developing monitoring schedules and systems tailored to their programs'needs.
6.6.Subaward Agreements
6.6.1.Offices/Departments must obtain prior written approval from the Federal or pass-
through funding agency to subaward out non-construction services using Federal funds,
in accordance with§200.308(c)(1)(vi).
6.6.2.Each subrecipient agreement(subaward)and each subsequent modification or
amendment must be clearly identified to the subrecipient as a subaward and provide
the federal award information outlined in§200.331(a)(1)-(6).
6.6.3.Each subaward will include appropriate Single Audit Act requirements pursuant to 2
CFR 200,Subpart F,including:
6.6.3.1.Subrecipient compliance with the Single Audit Act of 1984,as modified.
6.6.3.2.Independent auditor access to the subrecipient's financial records.
6.6.3.3.Provision by the subrecipient of any required Single Audits to the County within
the time limit set forth in the Single Audit Act.
6.6.3.4.Access by the County to review of the subrecipient's financial records,in the
event a Single Audit is not required.
6.6.3.5.Notification by the subrecipient and voiding of the subaward in the event of
subrecipient suspension or debarment.
6.6.3.6.Verification by the subrecipient of non-suspension and non-debarment status
prior to issuing lower-tier subawards or contracts.
6.6.4.Offices/Departments will verify that subrecipients whose aggregate Federal award
funding expended during the respective fiscal year equaled or exceeded$750,000,
including direct and pass-through,were audited in accordance with§200.501.
6.6.5.Offices/Departments must review subrecipients'audit reports annually to ensure
compliance in Federal program areas in which the Office/Department passed through
Federal award funds to the subrecipient,per§200.331(f).
6.7.Subrecipient and Contractor Payments
6.7.1.Offices/Departments must ensure that payments are made to subrecipients and
contractors in accordance with contract provisions(§200.305(b)(1)and will be made
within 30 calendar days after receipt of the contractor billing unless there is reasonable
belief that the request is improper,per§200.305(b)(3).
7
6.8.Conflicts of Interest
6.8.1.County employees must abide by the Ethics and Conflict of Interest Policy,County
Code Chapter 2.24.
6.8.2.The procurement of any contract supported by a Federal award must also comply
with the more restrictive provisions of§200.318(c)(1),whereby all officers,employees,
and agents of the County participating in the procurement process,including selection,
award,or administration of a contract,must not have any real or apparent conflicts of
interest regarding a purchase or contract.
6.8.3.Offices/Departments must report suspected violations of this policy to the Financial
Management Committee and/or Internal Auditor for thorough and impartial
investigation.Determined violations will be subject to disciplinary action,as deemed
appropriate by the Financial Management Committee and the respective
Director/Elected Official,in consultation with the Department of Human Resources.
6.8.4.Violations of this section may be grounds for dismissal or forfeiture of office.
6.8.5.Employees found to be in violation may also be liable to the County for monetary
penalties as allowable by state law,in addition to any civil or criminal liabilities or
penalties that may be imposed by law enforcement.
6.8.6.Contracts entered into in violation of this policy will be voided.
6.9.Gifts and Gratuities
6.9.1.County officers,employees and agents involved in Federally supported procurement
or contract administration must neither solicit nor accept gifts,including gratuities,
favors,or anything of monetary value from contractors,subrecipients,or parties to
subcontracts,per§200.318(c)(1).
6.10.Mandatory Disclosures
6.10.1.Offices/Departments must disclose in writing to the Federal awarding agency or
pass-through entity all violations of Federal criminal law involving fraud,bribery,or
gratuity violations potentially affecting the Federal award,in accordance with§200.113.
6.10.2.Disclosures must be made within 14(fourteen)calendar days of violation
determination.
6.11.Architectural and engineering(A&E)services have more restrictive Federal requirements
than RCW 39.80.
6.11.1.Proposals:A procurement method in which either a fixed price or cost-
reimbursement type contract is awarded.Proposals are generally used when conditions
are not appropriate for the use of sealed bids.They are awarded in accordance with the
following requirements:
6.11.2.Requests for proposals must be publicized and identify all evaluation factors and
their relative importance.Proposals must be solicited from an adequate number of
qualified offerors.Any response to publicized requests for proposals must be considered
to the maximum extent practical;
6.11.3.The non-Federal entity must have a written method for conducting technical
evaluations of the proposals received and making selections;
6.11.4.Contracts must be awarded to the responsible offeror whose proposal is most
advantageous to the non-Federal entity,with price and other factors considered;and
6.11.5.The non-Federal entity may use competitive proposal procedures for qualifications-
based procurement of architectural/engineering(A&E)professional services whereby
8
offeror's qualifications are evaluated and the most qualified offeror is selected,subject
to negotiation of fair and reasonable compensation.The method,where price is not
used as a selection factor,can only be used in procurement of A&E professional
services.It cannot be used to purchase other types of services through A&E firms that
are a potential source to perform the proposed effort.
Chapter 7-COOPERATIVE PURCHASING
7.1.The County recognizes that using bid processes and contracts awarded by another public
agency(also known as"piggybacking")can achieve efficiency and greater volume discounts.
The County encourages the use of these opportunities in accordance with the provisions of
Chapter 39.34 RCW requiring the public agency that awarded the bid,proposal,or contract
to comply with its own procurement requirements and to post the bid or solicitation on the
internet.The County is required to have an interlocal agreement with the public agency per
RCW 39.34.
7.2.Offices and Departments may search for such opportunities,including but not limited to
State of Washington contracts,Federal and U.S.Community contracts,and contracts offered
by other municipal corporations within the State of Washington which conform with
Chapter 39.34 RCW and Chapter 39.32 RCW.
7.3.The County has adopted Resolution No.2023-004,which allows purchasing of various
supplies,materials,and equipment from federal contracts(RCW 39.32.090).This is not
technically considered"piggybacking"as such purchases are exempt from bidding and are
not subject to RCW 39.34.030.
Chapter 8- RESPONSIBILITIES PRIOR TO ONSITE WORK
8.1.Certificates of Insurance
8.1.1.Certificates of Insurance requirements must be stated during the solicitation process.
During solicitation contact the Risk Manager to assure the appropriate insurance
requirements are being addressed.Certificates of Insurance must be submitted with the
contract prior to on-site work.
8.2.Washington State Contractor's License
8.2.1.It is the Office/Department's responsibility to verify a current Washington State
Contractor's License and current Workers'Comp status.
8.2.2.The Office/Department will also verify that the contractor is not on the federal
debarment listing.
8.3.Business License
8.3.1.It is the Office/Department's responsibility to verify current business with the
Department of Revenue and the System for Award Management(SAM)on SAM.gov for
a Federally funded project.Copies of the verification must be saved in the protect file.
8.4.Prevailing Wage Requirements—Ongoing,Pursuant to RCW 39.12
8.4.1.Prior to Getting an Estimate or a Quote—Notify the vendor that they are to pay
prevailing wages and a Certification of Compliance with Wage Payment Statutes is
required;
8.4.2.After a Vendor has been selected—The vendor is required to file a"Statement of
Intent to Pay Prevailing Wages"with the Department of Labor and Industries;
9
8.4.3.After the work is completed—The vendor must also file an"Affidavit of Wages Paid"
with the Department of Labor and Industries.
8.4.4.Payment will not be released until certified intents and affidavits have been received.
Chapter 9- POLICY EXCEPTIONS
9.1.See Attachment DE,Procurement Policy Exceptions and Exemptions.
Chapter 10-POLICY DEFINITIONS
10.1.See Attachment F€,Procurement Policy Definitions.
Chapter 11-POLICY COMPLIANCE
11.1.Elected Officials,Directors and employees who are responsible for conducting
procurements and working with contracts are expected to read,understand,and follow this
policy.Directors and employees who violate this policy may be disciplined,up to and
including termination.Elected Officials,Directors and employees who violate federal or
state laws and regulations regarding contracting and purchasing are subject to RCW
39.30.020.
10
Attachment A - Procurement Policy Workflow Elements
Public Work - not limited to Public Works Department-see definition of Public Work& RCW 39.04.010
Public Work Contracts Contracts Contracts
Non-Federal Award Under$40,000 $40,000 to $350,000 Larger than $350,000
Federal Award Up to$10,000 Over$10,000 to $250,000 Larger than $250,000
Written Contract over$10,000 and for all leases Required (RCW 39.04.010) Required (RCW 39.04.010)
Contract Review Non-standard only(Policy Only) Risk Management; Prosecuting Risk Management; Prosecuting
Attorney Attorney
Approvals Department Director or Elected Department Director or Elected BOCC(RCW 39.04.020)
Official (RCW 39.04.020) Official (RCW 39.04.020)
Bidding County Policy does not require Use Small Works Roster- Must have Formal Bid Required (RCW 39.04.010);
competitive bids; Recommended to Scope of Work and estimate before Risk Management Review required
get at least 3 bids sending invitation prior to going out to bid
Advertising Not required per RCW 36.32.250 Use Small Works Roster-Contact all Required (RCW 39.04.020)
vendors under selected category on
roster(RCW 39.04.151-154)
Bid Deposit At County's Discretion At County's Discretion Required (RCW 36.32.250)
Award Soliciting Office/Dept. to responsible Soliciting Office/Dept to responsible BOCC or delegated Office/Dept.
bidder with the lowest responsive bid bidder with the lowest responsive bid awards to responsible bidder with the
(RCW 39.04.010; RCW 39.04.350) (RCW 39.04.010; RCW 39.04.350) lowest responsive bid (RCW 39.04.010;
RCW 39.04.350)
Execution of Contract Dept. Director or Elected Official Dept. Director or Elected Official per Dept. Director or Elected Official per
(Policy Only) provisions of Award (Policy Only) provisions of Award (Policy Only)
Identify Subcontractor(s) Not required Not required For contracts$1 million or more (RCW
39.30.060)
Performance and Payment Bond Under$5,000- Not required.Above Required. Contractor may choose to Bond required from state-approved
$5,000 Contractor may choose to have have the County hold 10%of funds surety company(RCW 39.08.010)
the County hold 10%of funds earned earned in lieu of bond for$150,000
in lieu of bond for$150,000(RCW (RCW 39.08.010)
39.08.010)
Prevailing Wage lRequired (RCW 39.12) Required (RCW 39.12) Required (RCW 39.12)
CONTINUE TO NEXT PAGE
Retained Percentage Under$5,000- Not required. $150,000 $150,000 or less-Option to assess 5% Required unless funded by Federal
or less-Option to assess risk and risk and determine reductions or Transportation Funds,then bond only
determine reductions or waiver of waiver of retainage (RCW 39.04.152). (RCW 60.28.011)
retainage (RCW 39.04.152) However, However, must be provided in bid
must be provided in bid solicitation. solicitation. Otherwise 5% required
Otherwise 5% required unless funded unless funded by Federal
by Federal Transportation Funds,then Transportation Funds,then bond only
bond only(RCW 60.28.011). (RCW 60.28.011).
Intent/Affidavit Requirement Required. Under$5, 000-Combo Individual Intent/Affidavits Required Individual Intent/Affidavits Required
Forms allowed
Award Information Requirements Award Information, Including vendor RCW 39.04.200- Data Collection and Documentation related to the full
name, contract amount, brief project notification - User must return to procurement process including files
description shall be posted on County MRSC Small Works Roster after award and records will be maintained by
Roster webpage. Documentation and input bid and award data and post department and available for review
related to the full procurement on County Roster webpage. upon request.
process including files and records, will
be maintained by department and
available for review upon request.
Federal Funds Determine whether the recipient is: (a) a vendor or a subrecipient-subrecipients require special contract language, or
(b) Debarred or suspended or otherwise excluded from or ineligible for participation in Federal programs. The County
must also perform a contract cost and price analysis when using federal funds as outlined in this policy under Chapter 6
- Procurement Using Federal Funds, Section 2.
Apprenticeship Training Programs Required for all public works estimated to cost$1,000,000 or more. See RCW 39.04.320 for guidelines and exceptions.
Attachment 6 - Procurement Policy Workflow Elements
Purchases of Materials, Equipment, Supplies and Leases of Equipment (RCW 36.32.245)
Less than $10,000 $10,000 to $50,000 Greater than $50,000
Written Contract Not required, except for leases Not required, except for leases Required (RCW 36.32.245)
Contract Review Not required, except for lease contracts Not required, except for lease contracts Risk Management; Prosecuting Attorney
(lease contracts only)
Approvals Elected Official or Department Director Elected Official or Department Director(RCW BOCC (RCW 36.32.245)
(BOCC delegated by Policy) 39.04.190; BOCC delegated by Policy)
Bidding Not required Formal bidding not required if using RCW RFQ/ RFP Competitive bids on bid
39.04.190 process (vendor list); obtain specifications required (RCW 36.32.245);
telephone or written quotes from at least 3 Risk Management review required prior
different vendors (RCW 39.04.190) to going out to bid
Advertising Not required Vendor List-twice yearly adv. Vendor list Required (RCW 36.32.245)
(RCW 39.04.190)
Bid Deposit Not required Not required Recommended
Award n/a Director or Elected Official to lowest BOCC to lowest responsive bidder clerk
responsive responsible bidder, Document the will post the award for public inspection.
quotes &the award by completing a form &
register with Clerk of the BOCC. Clerk will post
the awards for public inspection. (RCW
39.04.190)
Execution of Contract n/a Elected Official or Dept. Director per Elected Official or Dept. Director per
provisions of award provisions of award
Federal Funds Determine where the recipient is:
(a)A vendor or a subrecipient-Subrecipient requires special contract language
(b)Debarred or suspended or otherwise excluded from or ineligible for participation in Federal assistance programs.
Information Technology Information Technology Approval is required for all purchases that integrate into the County network.The Information Technology
Purchase Department will determine if IT Steering Committee Approval is required -see Chapter 5 of the Policy.
Attachment C - Procurement Policy Workflow Elements
Contract for Services (Except for Architectural & Engineering (A&E)
See Chapter 6.11 of Policy Body & Attachment D)
Up to $10,000 $10,000 to $50,000 Greater than $50,000
Written Contract Not required Not required Required
Contract Review Risk Management; Prosecuting Attorney Risk Management; Prosecuting Attorney not Risk Management; Prosecuting Attorney
not required required
Approvals Department Director or Elected Official Department Director or Elected Official BOCC
(BOCC delegated by Policy)
Bidding Not required. Refer to internal office/dept. Obtain telephone or written quotes from at Request for proposal (RFP) required
procedures if applicable. least 3 different vendors
Advertising Not Required Not Required Public Notice/notify vendors on the
vendor list
Bid Deposit Not Required Not Required Recommended
Award Not Required Document the quotes &the award by Send documentation to the Clerk of the
completing a form &forwarding it to the Cleck BOCC. Clerk will post for public
of the BOCC. Clerk will post the award for inspection.
public inspection.
Execution of Contract Elected Official or Dept. Director Elected Official or Dept. Director Elected Official or Dept. Director
Federal Funds Determine whether the recipient is:
(a) A vendor or a subrecipient- subrecipient requires special contract language.
(b) Debarred or suspended or otherwise excluded from or ineligible for participation in federal assistance programs.
Health Care Providers HIPPA Language required in contract
Information Technology Information Technology Approval is required for all purchases that integrate into the County network. The Information Technology
Purchase Department will determine if IT Steering Committee Approval is required -see Chapter 5 of the Policy.
Cooperative Purchasing of Construction Materials and Procurement of Goods and Services Allowed, also known as "piggybacking"
Using other Public Agency Pursuant to Chapter RCW 39.34, including but not limited to State of Washington contracts, Federal and U.S. Community contracts,
Contract and contracts offered by other municipal corporations within the State of Washington. A contract is required between the county
and the vendor. Also, an interlocal agreement is required between the public agencies.
Attachment D - Procurement Policy Workflow Elements
Architectural & Engineering (A&E) - Chapter 39.80 RCW
Up to$100,000 $100,000 to$500,000 Greater than$500,000
Written Contract Required Required Required
Contract Review Risk Management;Prosecuting Risk Management;Prosecuting Risk Management;Prosecuting
Attorney not required Attorney not required Attorney
Approvals BOCC BOCC BOCC
Bidding Request for Qualifications or Request for Qualifications or Request for Qualifications or Request
Request for Proposals(RFQ/RFP) or Request for Proposals(RFQ/RFP) or for Proposals(RFQ/RFP)required. Use
Use Consultant Roster and provide a Use Consultant Roster and provide a 3 or more evaluators(recommended)
written RFP/RFQ solicitation written RFP/RFQ solicitation for scoring and determining rank.
document/letter to a minimum of 1 document/letter to a minimum of 3- Qualification-Based Selection Criteria
3 selected firms.1 or more 5 selected firms.3 or more (QBS)per RCW 39.80.040 w/o
evaluators.Qualification-Based evaluators.Qualification-Based interviews.
Selection Criteria(QBS)per RCW Selection Criteria(QBS)per RCW Price cannot be included has to be
39.80.040 w/o interviews and 39.80.040 w/o interviews.Price negotiated after selection.
negotiate a contract.Price cannot cannot be included has to be
be included has to be negotiated negotiated after selection.
after selection.
Advertising Not Required Not Required Public Notice/County Website
Bid Deposit Not Required Not Required Not Required
Award Document the quotes&the award Document the quotes&the award Document the quotes&the award by
by completing a form&forwarding by completing a form&forwarding completing a form&forwarding it to
it to the Clerk of the BOCC.Clerk will it to the Clerk of the BOCC.Clerk will the Clerk of the BOCC.Clerk will post
post the award for public post the award for public the award for public inspection.
inspection. inspection.
Execution of Contract Elected Official or Dept.Director Elected Official or Dept.Director Elected Official or Dept.Director
Federal Funds Determine whether the recipient is:
(a)A vendor or a subrecipient-subrecipient requires special contract language.
(b)Debarred or suspended or otherwise excluded from or ineligible for participation in federal assistance
programs.
Health Care Providers HIPPA Language required in contract
Information Technology Information Technology Approval is required for all purchases that integrate into the County network.The
Purchase Information Technology Department will determine if IT Steering Committee Approval is required-see Chapter 5
of the Policy.
Attachment E - Procurement Policy Exceptions and Exemptions
Exempt from Procurement Policy Special Conditions
Interfund agreements Comply with the Mason County Financial Policies and Procedures, Resolution No. 2021-088
Election materials and ballots Pursuant to RCW 36.32.245(4)
Exempt from bidding and competitive solicitation only
Auction Purchases Pursuant to RCW 39.30.045
Brokerage,securities, and debt transactions Pursuant to Mason County Investment and Debt Policies
Emergency Purchases Pursuant to RCW 36.32.270 and RCW 39.04.280, must follow FEMA guidelines for declared
Federal disasters
Employment tests and employment test services Employment tests and employment testing services
Expert Witnesses for legal proceedings Pursuant to RCW 39.26.125
Federal Highway Administration Blanket Proprietary Approvals for See https://wsdot.wa.gov/engineering-standards/design-topics/design-tools-and-support
Washington State.
Insurance Bonds Pursuant to RCW 39.04.280
Interlocal Agreements (Requires written contract regardless of dollar Pursuant to Chapter 39.34 RCW
amount)
Legal and public defender services Pursuant to RCW 36.32.245(6)
Noncompetitive procurement (sole source): Purchases that are clearly Pursuant to RCW 39.04.280.The following steps are required to obtain Board approval for
and legitimately limited to a single source of supply. Examples where a a noncompetitive procurement:
sole source situation may exist: (1) Licensed, copyrighted, or (1) Conduct a screening process to justify the purchase of a specific good and service;
patented products or services that only one vendor provides. (2) Document that the good or service is available only through one provider or
(2) New equipment or products that must be compatible w/existing manufacturer(or distributor, and manufacturer so certifies);
equipment that only one vendor provides. (3) (3) Document that the vendor certifies that the county is getting the lowest price it offers;
Proprietary or custom-built software or information systems that only and
one vendor provides. (4) (4) Draft a sole source resolution justification documenting why the particular product or
Products or services where only one vendor meets the required service is mandatory and what efforts were made to find other vendors and present to the
certificaitons or statutory requirements. Board for approval (5) Once approved,
the Office/Department will place the order
Park improvements or maintenance (Contracts with community service Pursuant to RCW 35.21.278
organizations)
Performance based contracts for energy equipment Pursuant to Chapter 39.35A RCW
Public depositaries Pursuant to RCW 36.48
Service Contracts with community, social service, health providers Use a Board-approved selection process(may include an adv. Board or committee)
Special facilities or market conditions Pursuant to RCW 39.04.280
Water pollution control and/or solid waste handling facilities/services Pursuant to RCW 36.32.265
Attachment F - Procurement Policy Definitions
Award The formal decision to accept a Bid or proposal.
Bid An offer to perform a Contract for work and labor or supplying materials at a specified price.The
response submitted by a bidder to an invitation for bids.
Board Mason County Board of County Commissioners
Code of Federal Regulations The Code of Federal Regulations(CFR)annual edition is the codification of the general and
(CFR) permanent rules published in the Federal Register by the departments and agencies of the Federal
Government.
Competitive Bidding The offer of firm bids to supply specified services by individuals or firms competing for a contract.
Competitive Sealed Bid A method of selecting the lowest responsive bid for a specific Public Work project.Written Bids are
submitted by contractors based on plans and specifications in the Call for Sealed Bids.No
negotiation with bidders is permitted.
Contract Any agreement(other than a purchase order)between two or more parties stipulating obligations of
one to another.It is a mutually binding legal relationship obligating the seller to furnish the product,
materials,or services and the buyer to pay for them.To be enforceable,a Contract must contain five
essential elements:an offer and acceptance of the offer;consideration;legal subject matter;
competent parties;and essential terms and conditions.
Contractor A vendor who has been awarded a contract for goods and/or services and has entered into a
contract with Mason County.
Contract Officer The County employee designated by the elected official or Department director to manage a
Contract in compliance with this policy.
Consultant A contractor or vendor offering or providing engineering,architectural,or other professional
services.
Cooperative Contract(also Group An agreement that utilizes Bids,proposals or Contracts awarded by another public agency to achieve
Contract) efficiency,easier access,or greater volume discounts.
County Mason County
County Administrator The top executive position reporting to the Board of County Commissioners.
Department A Mason County department established by the Board with an appointed director or a board or
commission appointed by the Board.
Emergency Purchases Purchases made to maintain safety,security,and/or preservation of County assets during exigent
events,provided an emergency is declared by the Board or other lawful authority as soon as
practicable.
Exempted Public Work(XPW) Public Work Contracts less than$40,000.(RCW 36.32.250)
Fleet Acquisitions The acquisition of any vehicle(such as cars,trucks,or trailers)that must be licensed according to
state law for use on public roads,ride-on construction equipment(such as dozers,excavators,or
pavers),and ride-on commercial-size equipment with wheels or tracks(such as lawn mowers,skid
steer loaders,tractors,forklifts,and mobile work platforms).
Grant Any gift,appropriation,donation,or advance by any donor,whether absolute or conditional,for any
purpose.The County may be the donor(grantor)or the recipient(grantee).
Information Technology(IT) The equipment,software and services used in storing,processing,copying,transmitting,and
displaying all forms of electronic information.Information technology includes but is not limited to:
equipment and services associated with personal computers,servers,laptops and portable
computers,printers,and all associated peripheral devices.It also includes equipment and services
associated with network components,backup systems,wireless networks,copy machines,fax
machines,telephones,cell phones,software licenses,telecommunications equipment,imaging
systems,and audio/visual/media systems.NOTE:Cabling and other IT related improvements to the
infrastructure of a County owned or leased building is not included in this definition because such
projects generally fall within the definition of a Public Work.
Interlocal Agreement An agreement between the County and other public agency as defined under Chapter 39.34 RCW.
Interfund Agreement A brief informal memo of understanding signed by the elected official or department director,which Limited Public
includes the scope of work and time period,may be written for work to be performed by one CountV Works Process
office/department for another County office/department.Interfund agreements are not considered
a"purchase"or"contract"for the purposes of this policy. (LPW)was
removed
Office iThe office of a County elected official.
Attachment F - Procurement Policy Definitions
Ordinary Maintenance Includes work to maintain an asset that is performed on a regular basis(i.e.weekly,monthly,or
annually),except for janitorial services which include work performed byjanitors,waxers,
sham ooers and window cleaners only.
Piggybacking An alternative to conducting a public bidding process,pursuant to RCW 39.34.030
Procurement The combined functions of purchasing,inventory control,transportation,receiving,inspection,store
keeping,and salvage and disposal operations.
Procurement Process All activities involved in finding,agreeing to terms,and acquiring goods,services,infrastructure,and
public work either purchased or leased,including but not limited to:
-identifying the need to procure;
-selecting vendors;
-contracting and making purchases;and
-managing contracts and vendors.
Professional Services Contract A Contract for professional or technical expertise contracted to accomplish a specific study,project,
task,or other work statement.
Proposal An offer submitted by an vendor in response to a request for proposals and intended to be used as a
basis for negotiation for a contract.
Public Building Service Janitorial service Contracts on public buildings and/or assets and cover only work performed by
Maintenance Contracts janitors,waxers,shampooers,and window cleaners,pursuant to WAC 296-1 27-01308.
Public Work All work involving construction,alteration,repair,or improvement,other than ordinary
maintenance,executed at the cost of the County.This includes,but is not limited to,demolition,
remodeling,renovation,road construction,building construction,ferry construction,and utility
construction.In terms of building construction,it includes anything that is permanently affixed to
the building.(RCW 39.04.010)
Public Work Contract A Contract in writing for the execution of Public Work for a fixed or determinable amount awarded
per procedures required by state law,pursuant to RCW 39.04.010.
Purchase Order A document generated by the County that authorizes a purchase transaction.When accepted by the
seller,it becomes a contract binding on both parties.A purchase order sets forth the descriptions,
quantities,prices,discounts,payment terms,date of performance or shipment,other associated
terms and conditions,and identifies a specific seller.
Request for Proposal(RFP) A method used to solicit written proposals for services.A RFP may include a Request for
Excluding Engineering, Information,Request for Qualifications or other similar methods used to solicit proposals for
Architecture,and other services.The intent of the RFP is to acquire,by the most advantageous and flexible method,the
professional services described in services needed at the highest possible quality.Unlike most material Contracts,where the primary
Chapter concern is cost,in service procurement evaluative factors are generally based on qualifications and
39.80 RCW) ability to do the job.A RFP differs from a Competitive Sealed Bid in three important ways:
1. It permits discussions and negotiations with competing proposers and allows changes in their
proposals including price.Alterations by negotiation in the nature of a proposal and in prices may be
made after proposals are opened.
2. It allows comparative evaluations to be made when selecting among acceptable proposals for
Contract Awards.
3. It provides a flexible method of approaching a project which has limited specifications or
requirements.The results wanted are known but there may not be a clear understanding of the
specific requirements needed to identify how or what the methods may be,or what the services
may entail.
Responsible Bidder-Public Work At the time of bid submittal,comply with the criteria set forth in RCW 39.04.350.For other types of
contracting,the same criteria apply excepting those only related to the construction of facilities.
Responsive Bidder A bidder that has adequately addressed the requirements of the contract as set forth in the
RFP/RFQ or other soliciting document.A bidder must be a Responsive Bidder in order to be
considered a Responsible Bidder.
Attachment F - Procurement Policy Definitions
Risk Assessment The assessment of each subrecipient's risk of noncompliance with Federal statutes,regulations,and
the terms and conditions of the subaward for purposes of determining the appropriate subrecipient
monitoring,which may include consideration of such factors as:
-The subrecipient's prior experience with the same or similar subawards;
-The results of previous audits;
-Whether the subrecipient has new personnel or new or substantially changed systems;and
-The extent and results of other Federal awarding agency monitoring(e.g.,if the subrecipient also
receives Federal awards directly from a Federal awarding agency).
Small Business
Small Public Work(SPW) A Public Work of$350,000 or less,Total Net Cost of Acquisition.
Small Works Roster (RCW 39.04.151-154)A list of pre-qualified contractors used for the purpose of obtaining quotations
and awarding Contracts for Public Work with an estimated cost of$350,000 or less,Total Net Cost
of Acquisition.
Standard Form Contract Written contracts specific to various types of commonly procured goods and services drafted by the
Office of the Prosecuting Attorney,Civil Division.The Standard Form Contracts will be made
available through the Risk Management Division of Human Resources.
Subrecipient A non-Federal entity that receives a subaward from a pass-through entity to carry out part of a
Federal program.An individual that is a beneficiary of a Federal program is not a subrecipient A non-
federal entity may concurrently receive Federal awards as a recipient,a subrecipient and a
contractor(2 CFR 200.93).Characteristics which support the classification of the non-Federal entity
as a subrecipient include when the non-Federal entity:(1)determines who is eligible to receive what
Federal assistance;(2)has its performance measured in relation to whether objectives of a Federal
program were met;(3)has responsibility for programmatic decision making;(4)is responsible for
adherence to applicable Federal program requirements specified in the Federal award;and(5)in
accordance with its agreement,uses the Federal funds to carry out a program for a public purpose
specified in authorizing statute,as opposed to providing goods or services for the benefit of the pass
through entity(§200.330(a)(I)-(5)).
Sustainability Using natural,financial,and human resources in a responsible manner that meets existing needs
without compromising the ability of future generations to meet their own needs
Total Cost of Acquisition(TCA) The total of sales price,sales or use tax,freight or shipping charges,installation or set up charges,
security deposits,and any other charges applicable to the acquisition Interest to be paid over the
term of the Contract and bargain purchase option amount will be included,where applicable,for
leases and installation purchases.
Total Net Cost of Acquisition Total Cost of Acquisition less trade-in or other applicable credit.
(TNCA)
Vendor A potential provider of goods and/or services.
WMBE(Women and Minority Companies that are certified by the State Office of Minority and Women's Business Enterprises as
Owned Business Enterprises) being owned at least 51%by a woman or minority.Some Departments also use the term HUB
(Historically Underutilized Business)with the same definition.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS Primary Covered Transactions, required by the regulations
implementing Executive Order 12549, Debarment and Suspension, Title 29 CFR Part 97.35
1. The prospective primary participant certifies to the best of its knowledge and belief, that it
and its principles:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded by any Federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connections with obtaining, attempting to obtain, or performing a public (Federal, State or
local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statement, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charges by a governmental
entity (Federal, State or local) with commission of any of the offenses enumerated in
paragraph 1.b. of this certification; and
d. Have not within a three-year period preceding this application/proposal had one or more
public transactions (Federal, State or local) terminated for cause or default.
2. Where the prospective primary participants are unable to certify to any of the statements
in this certification, such prospective participant shall attach an explanation to this proposal.
This Certification is executed by the person(s) signing below who warrant they have
authority to execute this Certification.
CONTRACTOR:
Name
Title
Date
*1854
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Mark Neary Ext: 530
Department: Central Services Briefing:
Action Agenda:
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): February 3 &24,March 10,2025 Agenda Date(s):
Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ IT ❑ Risk ❑ Other
(This is the responsibility of the requesting Department)
Item•
Memorandum of Understanding with Mason County Housing Authority for Executive Director Salary
Background/Executive Summary:
Mason County Housing Authority(MCHA)is requesting Mason County pay$85,000 per year plus cost-of-
living increase for their Executive Director position. This will allow MCHA to fulfill its role of addressing
homelessness and providing support for low-income housing. Commissioners previously discussed a bi-
annual review of this MOU.
Budget Impact(amount, funding source,budget amendment, etc.):
$85,000 per year plus a cost-of-living increase each year.
Public Outreach:
N/A
Requested Action:
Approval of the Memorandum of Understanding(MOU)with Mason County Housing Authority(MCHA)
for Mason County to$85,000 per year plus cost-of-living increase for the MCHA Executive Director
position.
Attachment(s)•
MOU
MEMORANDUM OF UNDERSTANDING
Between
Mason County
And
Mason County Housing Authority
For
FINANCIAL ASSISTANCE TO SUPPORT THE SUCCESS OF RUNNING A VIABLE
HOUSING AUTHORITY
I PURPOSE
This agreement is made and entered into between Mason County and Mason County Housing
Authority.
2. RECITALS
a. To help fulfill its role of addressing homelessness and providing support for low-income
housing, Mason County Housing Authority provides support services on behalf of
individuals and families in Mason County in need of affordable housing.
b. Under RCW 35.83.050, "any city,town, or county located in whole or in part within the
area of operation of a housing authority shall have the power from time to time to lend or
donate money to such authority or to agree to take such action. Such housing authority,
when it has money available therefor, shall make reimbursements for all such loans made
to it".
c. The Chair of Mason County Housing Authority is authorized to enter into an agreement
with Mason County to support the activities of the Housing Authority.
3. AGREEMENT
The parties hereby agree to the following understanding:
a. Per RCW 35.83.050, Mason County agrees to donate eighty-five thousand dollars
($85,00 0) per year to the Mason County Housing Authority for the next five(5)years to
pay the salary of the Executive Director of the Mason County Housing Authority.
b. Mason County agrees to give a yearly cost of living adjustment to the salary of the
Executive Director of the Mason County Housing Authority.
c. Mason County will review this agreement every two years.
4. WITNESS
In witness thereof,the Mason County Housing Authority has agreed that this Memorandum of
Understanding is to be executed by the Chair of the Mason County Housing Authority. Said
agreement is to become effective and operative upon the date of the last signature hereto.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
Tim Whitehead,Chief Deputy Prosecuting Attorney
Sharon Trask,Chair
MASON COUNTY HOUSING AUTHORITY
Pat Tarzwell,Vice-Chair
Becky Cronquist,Chair of Mason County Housing
Authority Randy Neatherlin,Commissioner
Date
Date
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
March 10, 2025
C�
Action Items•
News Release: Herbicide Program for 2025
Annual Certification for Calendar Year 2024; Certification of Expenditures for Traffic Law
Enforcement—2024; and Certification for Expenditures for Fish Passage Barrier Removal 2024
Updating Public Works Road Department Policies in accordance with WAC 136-50-050
Updated request to purchase new John Deere 135 P-Tier Excavator for the Public Works Solid
Waste Division
Discussion Items:
• Local Solid Waste Funding Agreement(LSWFA) -Amendment No. 1
• Bremerton Interlocal Agreement
• Re-instating Water and Sewer billing late fees
Commissioner Follow-Up Items:
Upcoming Items•
March 15, 2025 Lake Limerick Community Club Meeting—
discuss pedestrian improvement options
NEWS RELEASE
�,e.SON cop, March 18,2025
MASON COUNTY COMMISSIONERS' OFFICE
411 N 5TH ST, BLDG 1, SHELTON,WA 98584
1854
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 affected by the herbicide application program, please visit
the county Public Works Herbicide Spray Program webpage www.masoncogptywa.gov 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
rn operty will not be s rp ayed.
BOARD OF MASON COUNTY COMMISSIONERS
Randy Neatherlin, Kevin Shutty, Sharon Trask,
Chair Vice-Chair Commissioner
2025 Herbicide Spray List
Road # Road Name
58202 3rd St
58240 4TH ST
89280 Admiral Dr
24160 Agate Beach Dr
23500 Agate Lp Rd
23910 Agate Rd
67590 Allynview Drive
01770 Anderson Rd
62670 Anthony Rd
91100 Arcadia Rd
49170 Beacon Ct
49150 Beacon Ln
49120 Beacon PI E
49110 Beacon PI W
49111 Beacon Pt Lp S
49100 Beacon Pt. Dr
49101 Beacon Pt. Lp N
79800 Bear Creek Dewatto Rd
83500 Beck Rd
01420 Beeville Loop Rd
01650 Beeville Rd
97500 Belafair Tahuya Rd
83500 Belfair Shop
97500 Belfair Tahuya Rd
23930 Benson Loop Rd
24360 Bertlesen Rd
18730 Binns Swinger Loop Rd
14410 Bloomfield Rd
10510 Bolling Rd
00140 Boundary Cut Off West
00110 Boundary Rd West
41960 Bourgault Rd W
15590 Brewer Rd
50090 Brockdale Rd
90090 Brockdale rd
10290 Bulb Farm Rd
41100 California Rd
30380 Camus Dr
51730 Capitol Hill Rd
Central Shop
Central Shop Clear cut S of P/W Dr
34810 Chapman Rd
86750 Clifton Ln
10000 Cloquallum Rd
15830 Cole Rd
67620 Country Club Dr
12080 Craig Rd
20900 Crestview Dr
58380 Dalby Rd
31111 Dana Dr
09900 Dayton Airport Rd
00800 Deckerville Rd
06110 Deegan Rd W
76090 Dewatto Beach Dr.
76690 Dewatto Holly Rd
76080 Dewatto Rd
48570 Eagle Creek Rd
64500 Eckert Rd
52370 Ecler Rd
40850 Eells Hill Rd
80610 Elfendahal Pass Rd
80610 Elfendahl Pass Rd
10590 Elson Rd
Field E of Public works dr outside compound
45140 Finch Creek Rd
00300 Fish Hatchery Rd
00190 Ford Loop Rd
01010 Ford Rd
97500 Fred Hill Pit (Belfair)
85010 Gladwin Rd
11790 Golden Pheasant Rd
96140 Grapeview Lp Rd
30000 Harstine Bridge Rd
39190 Harstine Island Rd N
31110 Harstine Island Rd S
77270 Haven Wy
04450 Highland Rd
11200 Hurley Waldrip Rd
10000 Isabelle Pit
29460 Island View Rd
91720 Johns Prarie Rd
14210 Jollif rd
11310 Kamilche Ln
14880 Kamilche Point Rd
29120 Krabbenhoft Rd
67580 Lakeland Dr
23300 Leeds Dr
24050 Lighthouse Rd
01890 Lillie Rd
04670 Little Egypt Rd
63630 Lombard Rd North
15500 Lynch Rd
57850 Main St
00500 Mary M Knight Rd
63010 Mason Benson Rd
60130 Mason Lake Dr W
52210 Mason Lake Rd
52211 Mason Lake Rd
60830 Mason Ik Dr E
90100 Matlock Compound
01110 Matlock Deckerville
51800 McEwan Prarie Rd
97670 McReavy Rd
97671 McReavy Rd
40090 Metzler Mill rd
83790 Mission Creek rd
63310 Murray Rd North
N.Bay-Case Inlet Water Facility
68360 North Bay Rd
45650 North Hill Rd
39630 North Island Dr
70390 North Shore Rd
70390 North Shore Rd(Little Mission Crk Mitigation Site)
98250 Old Belfair Hwy
98250 Old Belfair Hwy(Boad rd mit site)
44110 Old Mill Hill Rd
14010 Old Olympic Hwy
53490 Olde Lyme Rd
29330 Orchard Beach Rd
58500 Orre Noble Rd
87970 Panther Lake Rd
30170 Peale Dr
20260 Peyton PI
28370 Phillips Lake Rd
28850 Pickering Park& Ride
28850 Pickering Rd
02310 Plug Mill Rd
40100 Public Works Dr
41780 Purdy Cut-off
41780 Purdy Cutt-off
62400 Rasor Rd West
86500 Romance Hill Rd
86700 Roy Boad Rd
86070 Sand Hill Rd
86070 Sand Hill Transfer Station
02000 Satsop Cloquallum Rd
02020 Satsop Rd. East
02070 Schafer Park Rd
44360 SchoolHouse Hill Rd
58201 Seattle St
90100 Shelton Matlock Brady Rd
Shelton Transfer Station
05930 Shelton Valley Rd
66800 Sherwood creek Rd
20220 Sherwood PI
66750 Sherwood Rd
41640 Skokomish Valley Rd
75200 Snowcap Dr
35230 South Isl Dr.
28240 Spencer Lake Rd
12370 Spring Rd
54650 St. Andrews Dr
29750 Stadium Beach W
84110 Steelhead Dr S
80900 Sundstrom Rd
42360 Sunnyside Rd
70670 Tahuya Blacksmith Rd
75210 Tahuya River Dr
70950 Tahuya River Rd
76370 Tee Lake Rd
29610 Thomas Rd
88910 Tiger Lake Rd
89870 Tiger Mission Rd
16820 Totten Shores
62310 Trails rd
62310 Trails Stockpile
49610 Triton Head Dr
44880 Upper Finch Creek Rd
23390 Valley Rose Dr
68420 Victor Rd
81210 Virginia
15160 Whitener Rd
52240 Willey Ln
69310 Evergreen Rd
69480 Alderwood Rd
59270 Twanoh Falls Dr
County ROW along roads not in this list may be
sprayed for maintenance projects and to control
noxious weeds
SON Cov�;��
Mason County
Agenda Request Form
1854
To: Board of Mason County Commissioners Item No.
From: Mike Collins,PLS,PE,County Engineer Ext:450
Department: Public Works Briefing: ❑X
Action Agenda: ❑X
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: Mason County Public Works Annual Certification for Calendar Year 2024
Back2round/Executive Summary:
Public Works has completed a draft of the County Road Administration Board forms for the
Annual Certification for calendar year 2024. Among those forms, the following requires the
Chair of the Board's signature. They are:
1) Annual Certification for- 2024
2) Certification of Expenditures for Traffic Law Enforcement—2024
3) Certification of Expenditures for Fish Passage Barrier Removal—2024
Once the Chair has executed these forms, Public Works will include them in the submittal to the
County Road Administration Board(CRAB).
Budget Impact:
N/A
Public Outreach:
N/A
Requested Action:
Request the Board authorize the Chair to electronically sign the Annual Certification for
Calendar Year 2024; Certification of Expenditures for Traffic Law Enforcement—2024; and
Certification for Expenditures for Fish Passage Barrier Removal—2024 through the CRAB's
reporting system(CARS).
Attachments:
1. Draft Annual Certification—2024
2. Draft Certification of Expenditures for Traffic Law Enforcement—2024
3. Draft Certification of Expenditures for Fish Passage Barrier Removal—2024
Certification of Diversion and Road Fund Expenditures
for Traffic Law Enforcement
WAC 136-150-022
Mason
2024
Total Road Levy
Budgeted Road Levy revenue(as listed on the Road Levy Certification-WAC 136-150-021): $10,563,441.00
Actual Road Levy revenue produced: $10,511,039.00
Road Levy Diversion
Budgeted Road Levy Diversion(as listed on the Road Levy Certification-WAC 136-150-021): $1,080,000.00
Actual amount of Diverted Road Levy: $1,062,337.00
Was Diverted Road Levy deposited in a specific and identifiable account(RCW 36.82.040): Yes
Traffic Law Enforcement Paid by Road Fund Expenditures
Budgeted cost reimbursements and/or operating transfers from the Road Fund:
Actual total amount of cost reimbursements and/or operating transfers from the Road Fund:
Total Road Portion Traffic Law Enforcement Expenditures: $1,062,337.00
Total Traffic Law Enforcement Expense(ALL COUNTY FUNDS): $1,941,640.00
RCW 36.79.140 provides that only those counties that during the preceding twelve months have spent all revenues collected for road
purposes only for such purposes, including traffic law enforcement, as are allowed by Article II, Section 40 of the Washington State
Constitution,are eligible to receive funds from the Rural Arterial Trust Account.
This form must be reviewed and certified (on the "April Engineer Certification")by:
• County Sheriff
• County Auditor OR Charter designated Chief Financial Officer
• Char,Board of County Council/Commissioners OR County Executive
Annual Certification
Mason County
2024
General
1 During the reporting year the County Engineer performed the duties and had the responsibilities specified in RCW 36.80.030 Yes
Explanation:
2 At any time during the reporting year was there a vacancy/change in the position of County Engineer?If so,were the - No
procedures in WAC 136-12 followed?
Explanation:
3 The processing of County Road Accident Reports during the reporting year complied with WAC 136-28 Yes
Explanation:
4 Priority Programming techniques were applied to the ranking of all potential projects on the arterial road system in the Yes
reporting year per WAC 136-14-020.
Explanation:
5 Projects to which expenditures were charged were all on the originally adopted Annual Construction Program of the reporting Yes
year and expenditures for maintenance and road equipment purchases and planned major repairs were consistant with
originally adopted Annual Road Program or as amended per WAC 136-16-042
Explanation:
6 Attached Amendments
7 The county's construction by county forces limit for the reporting year computed by CRAB in accordance with RCW $1,269,572.50
36.77.065
8 The actual expenditure for construction by county forces as reported in the reporting year Annual Construction Report $953,216.00
9 Date of which a written Bridge and Inspection Report for the reporting year was furnished to the Legislative Authority as 2024-02-05
required by WAC 136-20-060
10 Uploaded Engineer's Stamped Cover/Title Page for the Bridge and Inspection Report 2024 Stamped Bridge Report Front PG.ndf
Policies and Documents
Policy WAC Date of Current Uploaded
Version Resolution
Re:Organization WAC 136-50-050(1) Yes
Re:Complaint Handling WAC 136-50-050(2) Yes
Re:Work for Others WAC 136-50-050(3) Yes
Re:County Road Standards WAC 136-50-050(4) No 2024-05-07
Survey Monument Preservation WAC 136-50-050(5) No 2023-02-28
Priority Programming WAC 136-14-030 No 2004-06-03
ER&R Policy WAC 136-600-070 Yes 2024-068_-_Res_Adoption—of 2025_Budgef(1).pdf
ER&R Policy(Adopted WAC 136-600-070 N/A N/A 2024 ERR Rates- based on 2022 Actuals.xlsx
Records) — — — — — —
ER&RPolicy(Adopting WAC 136-600-070 N/A N/A
Resolution)
Document WAC Due Date Date Of Adoption Date Sent to CRAB
Six-Year Program 136-15-050 2023-12-31 2023-09-26 2023-11-09
Annual Construction Program&Report 136-16-040&136-300-090 2023-12-31 2023-09-26 2023-02-03
CAPP Program&Accomplishments Report 136-300-060&136-300-090 2023-12-31 2023-12-07 2023-02-07
Road Fund Budget Summary 2023-12-31 2023-12-07 2023-12-12
Maintenance Management Work Plan&Budget 136-11-040 2023-12-31 2023-12-07 2023-12-12
Road Levy Certification 136-150-021 2024-02-01 2024-03-12 2024-02-14
Certification of Diversion and Road Fund Exp.For Traffic Law Enforcement 136-150-022 2024-04-01 2024-03-12 2024-02-22
Engineer's Certification of Fish Barrier Removal Costs 136-150-023 2024-04-01 2024-03-12 2024-02-20
Certification of Road Fund Exp.for Marine Navigation and Moorage 136-150-025 2024-04-01
Annual Construction Report 136-16-050 2024-04-01 2024.03-25 2024-04-24
CAPP Report 136-300-090 2024-04.01 2024-03-25 2024-06-10
Maintenance Management Certification 136-11-050 2024-04-01 2024-02-19 2024-02-22
Annual Certifica0on 136-04-030 2024-04-01 2024-03-18 2024-03-20
Road Log Update 136-60-030 2024-04-01 2024-02-19 2024-02-22
PMS Certification for CAPA Eligibility 136-07-070 2024-12-31 2024-12-12 2024-12-16
ER&R Submittals:Adopted Rates 136-600-070 2024-12-31 2024-12-02 03/03/2025 1:20 PM
ER&R Submittals:Adopting Resolution 136-600-070 2024-12-31 2025-12-02
Fish Passage Certification
WAC 136-150-023
Mason
2024
Fish Passage Barrier Removal Projects
Project Name Total Project Cost Cost Outside of ROW a% of Total Cost
(25/o Allowed by WAC)
Total Expenditures for Fish Passage Barrier Removal Outside County Rights-of-Way_
Total Annual Road Construction Budget:
x 0.005
1/2%of Total Annual Road(Limit of"Outside of Right-of-Way"expense) $0.00
Total Expenditure for Fish Passage Barrier Removal Outside County Right-of-Way $0.00
RCW 36.79.140 provides that only those counties that during the preceding twelve months have spent all revenues collected for road
purposes only for such purposes,including removal of barriers to fish passage and accompanying streambed and stream bank repair
as specified and limited by RCW 36.82.070 ,as are allowed by Article II, Section 40 of the Washington State Constitution, are
eligible to receive funds from the Rural Arterial Trust Account.
SON Cov�;��
Mason County
Agenda Request Form
1854
To: Board of Mason County Commissioners Item No.
From: Mike Collins,PLS,PE, County Engineer Ext: 450
Department: Public Works Briefing: ❑x
Action Agenda: ❑x
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): March 3,2025 Agenda Date(s): March 18, 2025
Internal Review: ❑ Finance ❑X Human Resources ❑ Legal ❑ IT ❑X Risk ❑ Other
(This is the responsibility of the requesting Department)
Item: Updating Public Works Road Department Policies in Accordance with WAC 136-50-050
Background/Executive Summary:
The county legislative authority is required to adopt, at a minimum, five written policies outlined in WAC
136-50-050 to ensure efficient and effective operations of the County Road Department. The policies are:
1. Organization,
2. Complaint handling,
3. Work for others,
4. Road standards(Ordinance 2024-028), and
5. Survey monument preservation(Resolution 2023-010).
The Board adopted changes to survey monument preservation and road standards in 2023 and 2024. Staff
now request an update to policies relating to organization, complaint handling and work for others.
Resolution No. 54, adopted in the 1970s, and Resolution No. 26-90,adopted in the 1990s, fulfill the
requirements of WAC 136-50-050(1)through(3), establishing policies for organizational approval,
complaint handling,and work for others within the Public Works Road Department.Additionally,WAC
136-50-050(I)requires an updated organizational chart. Resolution No. 2020-52,originally adopted to
establish the organizational chart,will be amended to reflect the current departmental structure.
Budget Impact:
N/A
Public Outreach:
N/A
Requested Action:
Request that the Board execute the resolution amending Mason County Code Section 2.52,replacing
Resolutions No. 54 and 26-90,updating the Public Works Road Department policies for"Organization,"
"Handling Public Complaints&Requests," and"Work for Others," and amending Resolution 2020-52 to
update the Public Works Department Organizational Chart,in compliance with WAC 136-50-050.
Attachments:
1. Resolution
2. Attachments A through C
3. Exhibits A1,Al and B I
RESOLUTION NUMBER 2025-
REPLACING RESOLUTIONS NO. 54 AND 26-90 TO UPDATE POLICIES FOR THE
PUBLIC WORKS ROAD DEPARTMENT IN COMPLIANCE WITH WAC 136-50-050
AND
AMENDING RESOLUTION NO. 2020-52 TO REVISE THE PUBLIC WORKS
DEPARTMENT ORGANIZATIONAL CHART
WHEREAS,pursuant to WAC 136.50-050, the legislative authority of each county shall, at
a minimum, adopt written policies for:
• WAC 136-50-050(1) Organization
• WAC 136-50-050(2) Complaint Handling
• WAC 136-50-050(3) Work for Others
• WAC 136-50-050(4) County Road Standards
• WAC 136-50-050(5) Survey Monument Preservation for county road departments;
and,
WHEREAS, the County Engineer and the Mason County Public Works Director have
updated the policies related to:
• Organization
• Complaint Handling
• Work for Others; and,
WHEREAS, the Board of Commissioners recognizes the need to update Mason County
Code Section 2.52 to align with these changes; and,
NOW, THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners:
Section 1: Amendment of Mason County Code Section 2.52
Mason County Code Section 2.52 is hereby amended to incorporate updates to the
organizational, complaint handling, and work for others related policies, in compliance with
WAC 136-50-050. These amendments shall include:
1. Article I "Organization," adopted by Resolution 54, is amended as shown on
Attachment A.
2. Article III "Handling Public Complaints &Requests," adopted by Resolutions 54 &
26-90, is amended as shown on Attachment B.
3. Article VI "Work for Others," adopted by Resolution 09-18, is amended as shown on
Attachment C.
Section 2: Adoption of the Organizational Chart
1. Resolution 2020-52 adopting the Public Works Department's organizational chart, is
amended and incorporated into this resolution as shown on Exhibit A1. This updated
chart reflects the revised structure of the Public Works Department, ensuring alignment
with current operational needs and compliance with applicable regulations.
2. The written policy referred to in Article I "Handling Public Complaints & Requests"
of Mason County Code Section 2.52, is hereby adopted as shown on Exhibit A2.
Section 3: Adoption of Handling Complaints & Requests Policy
The written policy referred to in Article III "Handling Complaints & Requests" of Mason
County Code Section 2.52, is hereby adopted as shown on Exhibit B 1.
ADOPTED this day of , 2025.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY,WASHINGTON
McKenzie Smith, Clerk of the Board Sharon Trask, Chair
APPROVED AS TO FORM:
Pat Tarzwell,Vice
Tim Whitehead, Randy Neatherlin, Commissioner
Ch. Deputy Prosecuting Attorney
ATTACHMENT A
Title 2-ADMINISTRATION AND PERSONNEL
Chapter 2.52 ROAD DEPARTMENT POLICY
Chapter 2.52 ROAD DEPARTMENT POLICY'
2.52.000 Purpose. Formatted:Font:(Default)+Body(Calibri),11 pt
The purpose of this Chapter is to establish and adopt policies for the administration,maintenance,and
construction of the county road system,in compliance with WAC 136-50-050.The following policies - Formatted:Font:(Default)+Body(Calibri),11 pt,Not
have been established and are referenced in the county code: Bold
1. Organization:Refer to Chapter 2.52 Article 1 and policy(link), Formatted:Font:Not Bold
2. _Complaint Handling:Refer to Chapter 2.52 Article-2 and policy(link). Formatted:List Paragraph
3. Work for Others:Refer to Chapter 2.52,Article 3.
4. County Road Standards:Refer to Chapter 12.04nd olic a link
Formatted:Font:(Default)+Body(Calibri),11 pt
--------------
5. Survey Monument Preservation:Refer to Chapter 12.29. Formatted:Font:(Default)+Body(Calibri),11 pt
Formatted:Font:(Default)+Body(Calibri),11 pt
Formatted:Font:Not Bold
Article 1 libri Formatted:Font:(Default)+Body(Ca ),11 pt
Formatted-Font:Not Bold
Organization Formatted-Font:(Default)+Body(Calibri),11 pt
Formatted:Font:(Default)+Body(Calibri),11 pt
2.52.010 Establishing Policy&eneFally.
In accordance with WAC 136.50-050,the County Road Department is required to establish a written Organization
Policy.This policy has been developed and the county legislative adopted by resolution,pursuant to-WAC 136-50-
050(1)of the"standards of good practice"of the county road administrative board.This referenced policy,which
includes a chart,is available on the county website and available from Public Works or the Human Resources
Department.
due to emeFgencies OF fE)F expediency,all inteFFnediate peFsennpl shall he advised as IaFernptly as Possible.This
L.nt.....-n„IiFF.k-Rt GFews r depaitwme ntn
(Res (PaFt)dated r\..e..,.laeF 1 A 1070:Res 54(part' 1969:§!(I)of Res dated nA-Feh 24 1969)
'Editor's note(s)—Bridge and road specifications—See Title 12 of this code.
Mason County,Washington,Code of Ordinances Created: 2025-01-10 14:48:45 [EST]
(Supp.No.70,2-25,Update 1)
Page 1 of 13
speGifically limited t tL oge 104M iR Se Ptie RS t 52 030 tL...ugh 2.52.150.
57 030 rnglnee.
(Res (pa Ft)dated fleceF.beF 14 1970•Res CA L.a.N 1969;A 1(2a)of Res dated nAaFeh 24 loco\
r
(Res (part)dated r1..c... beF 14 1070.Res CA(part),1969.§1(2b)of Res dated 11 A-Fch 24 1969
252.050 I..cation e
RdGORStFUCtiORPI
(Res (papt)dated rf..e....laeF 14 1970i Res CA(paFt) 1969.§1(2e)of Res dated M-Feh 24 1969\
7 C7 060 flra ft-s an_inrnerAer
Onspectien ef GOntFaCt GOR5tFUGtiOR.Seasonally,he Shall PeFferm design ef Fead PFE)jeCtS and keeping of Fecerds,
the engineeF and utilities and right ef way agent.
(Res (paFt)dated fleceF.beF 14 1070•Res CA(pa Ft) 1969;§1(2d)of Res dated I\Aar.-L.74 1969
7 C7 11CC Traffic r.-.rrelman
The tFaffic patFelman shall make,mRstall and inspeet tFaffic SigRs and other traffic GOR401 appuFteRaRces
way ageRt.He shall FARiRtRiR a tFaffir,central inventery beAk and FRRiRtPRRRPP FprAFd.He shall make at least Ave
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Page 2 of 13
eF the engineeF shall be paid at time and one 1.alf.
(Dee (paFt)dated neeeFnbe.14 197-0:f.1(7e)eF Dew dated March 74 19691
The utility and Fight ef way agent shall augment and UtWiFe Fight Of Way FeGOFds,GE)RtaGt pFepeFty ewneFs
and Regetiate feF FeqUiFed Fights ef way,scFeeR app"catieRS feF utility peFFRitS,make FeceFRFReRdatmORS FegaFdiR0
(Dee (part)dated Deeembe.14,1070:Dee [A(paFt) 1060.f.1(2f)eF Res.dated March 74 10601
7 C7 f RO A'eJee•
/ .
eel e duple Rg eel a eL.'e. i
(Dee (Pak)dated heeemlae.14,1070!Der CA(paFt) 1060.G 1 (2g)eF Der dated MaFGh 74 1974
7 C7 090 Serret-.r..
veweheFs
f �
(Dee (eaet)dated heee Fnbe.14 1970:Dee CA(paFt) 1969;§1 (2h)eF Dee dated MaFGh 24 196%1
7 C7 100 Qeekkeeper
The beekkeepeF shall PFOcess daily t*FRe FepE)Fts,pFepare payrolls,and maiRtain warrant Fegister RRH
d uplieatie..and ffiRtRPhieee
(Dee (PaFt)dated heeemlae.14 1970i Der CA(paFt) 1969i G 1(7:)eF Der dated MaFeh 74 1(16(1\
7 C7 17(1 Read r Rtendent
The Fead supeFiRteRdeRt shall plan RRd diFPPt qPRqRRRI and special maiRteRance epeFatieRS,With ARd
Fna*ntenance emeept that technical diFPGtiAR tA the traffie patFelFRan shall be issued by the eRgiReeF's effice.(Clese
liaisen by ee-.elel.ee tFaffie is esseRtial.j
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Page 3 of 13
(Res (Pak)dated Ppee...h...14 1970:Res Cn(paFt) 1969;A 1(2j)of Res dated i aFGh 74 1969)
The equipmeRt supeFiRteRdent shall supervise all shop and field epeFatieRS URdeF the eqUiPMRRt FPRtR'RRd
(Res (part)dated Deco. beF 14 1970:Res CA(Pa Ft) 19692 f.1(2lo of Res dated MaFGh 24 1969\
7 57 120 D..a �
eF with the appreval
�..t the Fea.d ...deRt /
(Res (Pak)dated r\..e.,..laeF 14,1070!Res CA(paFt) 1060.f.1(21)of Res dated MaFeh 74 1969)
(Res.(PaFt)dated Deco. beF 14,1070:Res CA(pan),1060.f.1(2Fn)of Res dated MaFch 74 10601
7 C7 1AC Stacks foreman
(Res (pa Ft)dated DeEe FRbe.14,1070.f.1(2R)of Res dated March 74 19691
(Res (paFt)dated r\..e... beF 14,1070E Res CA(paFt) 1060.§1(2a)of Res dated Map&74 10601
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Page 4 of 13
7 C7t 160 T-en.n..r•FV r nts
TerAPOWY reassignments te fill vacancies eFeated by the absenee ef I(ey empleyees will be Fnade by the
Any extended FeassignmeRtq .,ill he referred to the beaF.d fn.^ ,^I
(Res (n^.t),dated fl...•..n beF 14,19711•Res CA(paFt) 1969;§1 (paFt)of Res .dated illaFGh 74 19G!)1
Article 11
Handling*Eublic Complaints& Requests
2.52.317200 P-11a ^mil^t' Established policy.
In accordance with WAC 136.50.050(2)of the"standards of good practice"of the county road administrative
board,the County Road Department is required to establish a written complaint handling policy.This policy has
been adopted by the County's legislative authority by resolution,ensuring compliance with the regulation.
The current Handling Public Complaints&Requests Policy is hereby adopted by reference.This policy outlines the
procedures and steps for handling public complaints and requests related to the county road system and other
responsibilities of the Public,ensuring transparency,accountability and efficient resolution.tat �
treated e9UFteeU5Iy and given the best e)(planation available.if the employee does net knew the facts OF reasons,
he SheUld fFeely admit his ORability te explaiR and refeF W higher a6lthGFity.Obviously,there aFe qOFRP PoRditiGRq
peri..,d of time Thpge faetq ghn--I,d he explained t the
2.52.205 Policy Availability�rcP� � '_� eeLa f,ead Tceuas—belpf ' ^^gem.«tee pi,A„'iN#�
citm7pn ackc for assistance that is not the responsmbility of the department,staff will help by giving that person
the namp of the individual an the appFapFiate effiGe who can;i-;qaqt-That R;;iy entail giving the G b tizian diFpctienq
nn vihere the effire is lerated and it may also reqUiFe that staff call gaud office,fond out which employee can
assist and gave that iRfAFFRation w the 6tizen
(Res 26 on(Pak) 1990)
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Page 5 of 13
(a) "Geunty eneineeF"FAeaR5.direnter eF publie..,erLr and/er neunt.
pFepeny.The"degFee ef Fisk"iR eempaFiseR with the seFiewsness ef the passible less whieh might he sustaiRed is
4) Gemrm en CrneFg .
rA\A) WateF ems
(B) Qbst.��S(tFee aGFaSS Mad,nth
(E) Ade.own 9F missiRg-step sign,
( ) A....FRaS$ef Fnate FW n elaje.t bInnl,:ng a peFtien of the t ,eled..
(2) SSeyeFe ee�geaeies
(A1 �.dit�pnn�en h life OF thFreatl RiR �nl'
\,-r�Ar�\r a,.ge;r. .n g-pd} ter.
(B) 'pier.,eF emple..ee immediate li .
Ta>• �e�U�,Tg�Rimc-via�cT'v.,Y'.vTrZ3t�n r
(3) DisasteFeaaeegedaeiesi
(A) The FOadWay ha5 been completely clesed because of;;MRSS Of FnR*PF4a'9F object completely blecidng
traveled way.Glesure eF rne.d..,e.,neeessitates proper nerrectWe entiop
(9) A-405s #i Mri.
�a� �z-merge;
(G) Fatalityofaniemplleyee.
autheFkyT
d
Fe
Fequests are:
4) Plet4ieatien 9f emeFgeeeies
(2) Regaest fAF t: maintenance;
(3) Reddest fe a d impFevement by Fnaj94MmA9F ee"st,astieAj
evaluated ..A reen.p...nn.detinnr Fnr the eeunt.,engineerl.
(5) GeaeFal eitiaeR eeneeFAS Feqwin ing depa,tmeataeetier.
(Der 26 90(pa Ft) 1000)
Fequest,and eanvey that iAfeFMati9l;(when at all passible)te the eitizen whq Makes the Fequest,
(2) IgRGFe ne,reqUe5t,and likeWi5e,make 5UFe the citizen umderstands that their concerRs and input have
been ed
aeVeR :tWR.dn el'n
y.
.d n
(Dew 26 90(paFt) 1[90:Der (paFt)dated Deeember 14,1070i§3(l)eF Der dated MaFG.74 196%\
2.52.330 General p e.dwer
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Page 6 of 13
'then eff'.P bpfn.n the.PRil nF t4.... OFI(5hi ft
Fn F%ya Flin,d i.....ediately to the
(4) TheTequcs1 feF spFvieps shallbe ateger+zed as:
'!o1)ff Othe
(33) DisasteFemeFgeasies shall be Feperted�^mptly-te-:
( ) The eea;rty e;r&eer, ah9 Shall rIPAMet:
(4) Re#eF to Seet+eR 2.52.340 fAF ad':tieRal eaaeFgeaey=preeedares.
(Dew 26 on(pa Ft) loon.Res (part)dated Dece beF 14,1070.§3171 of Res .dated MaFGI.74 loco\
Any emeffleney shall bet e d n ntl., i...me d:-.teaetmian;hall he taken a..fell yig-
R) NOtify FnaiRtenaRce OF COn5tFUCtiE)R engineeF depending OR the type of erneFgency.They,in tLiFn Will
notified
P dkAel.,anal he...:II n ntly n tify the,.
r ea messages,9F r
shall Ratify these e
PefeF to general preeedWes in Seetien 2.52.338
(Dew 26 90(paFt) 1[90:Res (paFt),dated DecembeF 14,1970:§3(3)of Res ,dated nna FGh 74 1969-
R) ReGer.eall Fequests a;d^ teg9r+ze sv„cvs
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(Supp.No.70,2-25,Update 1)
Page 7 of 13
rnor €weFgeneyl9F
r Q��9th�FS
(^,-) Name, �F^ss,a„d4elephene numbeF of the peFsea making the Fequ2st;
(B) Re eFd whether the the Fequest hag bPP... ,ed by letteF t..I....L. •�i
(G) ReeeFd the Rawe of the pleyee(S)FeeeiymR�g-Feeluest; applicable;
�P^
(E) GatheSuffi..O•...t i..F...m Rti RMAiP�F-the F..I.....:..5
F
l� What is the Feeluest?
r't �WheFe 45 the pFeb'v4'eFR ecateP
lid:) When di.l the PF.ble FR Ort...: 2
(iv) What was the eause of the PF bliam?
( ) What asthe emtmzeR'Sisuggest;tPelye the pFablem..."
Shall. ra.. plai..the p qpd artiRR tAthe
f
OEM) When the Feelbiest has been satisfied,a FeeeFd 9f game shall he filed in the engineeF'S e#i6P FRAd fk.
,.Ffi•
e.
(G) Leg9f all Feeluests shall be FRAiRtAmRPd
(H) PFepaFe a fnFi...•I.ieh .•ill satisfy the above Reeds.
(Res 26 90(.ak) i990.Res (pact)dated r\..e... beF 14,1970.G 3(4)of Res dated PA.FGh 24 1969-
Copies of the board's policy are available for the public review at the Public Works Permit Center and are also
accessible on the County website.,, �`I��t�`I""I set F...th heFe'.. .hall be P ntly pasted On the e4mee Af the
•AepaFt.nent employees and t the g .al p blip
(Res (pa Ft)dated Deee..beF 14,197-0:F.III(paFt)of Res dated MaFGh 24 19W.
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Page 8 of 13
Article 111-V
Work for Othersn
2.52.365 Public agencies.
(a) Policy.Work may be performed for other agencies,political subdivisions,or units of local government of this
state,for agencies,political subdivisions,or units of local government of other state-,
Geunty.............ent when,and not before,each of the following conditions and/or requirements have been
satisfied:
That an appropriate written agreement:(a)has been approved by the department head or county engineer
(b)has been approved and executed by Mason County,as specified herein,and(c)has been approved and
executed by the requesting agency;and,
That such agreement shall precede any work done for others by the county road department;and,that all
work will be reviewed by the department head/county engineer or their designee to ensure that the performance
of the work will neither interfere with nor interrupt the department's primary functions;and,that the work
requested and the agreement approved conforms,in every aspect,to the State of Washington"Interlocal
Cooperation Act".
(b) Procedures—Public Agencies"nteFdepakmeptal.Public agencies^•etheF 69H14Y depa'meats requesting to
have reimbursable work performed by the county road department shall submit an agreement,provided or
approved by the county road department,to the department head/county engineer for review and
recommended action.
The agreement may be for a specific item of work or a general agreement may be executed for any work to
be done during the term of the agreement.For work done during the term of the agreement,the general
agreement shall be supplemented by individual requests for specific items of work.Individual work requests will
be made by fax,email or letter and will be approved by the department head/-county engineer or their designee.
(c) Procedures—Authorization.Agreements will be approved by the board of county commissioners.Work
requests covered by an approved agreement shall be approved by the department head/-county engineer or
their designee.
(d) Procedures—Records.The county road department shall maintain all agreements for work requested by
other public agencies and other county departments.All requested work under an approved agreement will
be maintained with the original agreement to maintain complete fiscal records of the work activity.
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Page 9 of 13
(e) Procedures—Filing.Agreement shall be filed with the county auditor or,alternatively,listed by subject on
the public agency's web site or other electronically retrievable public source.
(f) Procedures,Reimbursement.Charges for a project shall include the actual cost of labor and benefits, _ Formatted:Highlight
materials,and equipment rental.Indirect costs shall be included at the rate determined by the Mason
County Road Department.
The public agency for whom the work has been accomplished shall reimburse Mason
County by making payment to the Mason County Treasurer.The Mason County Treasurer shall deposit the funds in
the county road fund.Said payment shall be mailed or delivered to Mason County within thirty days following
submission of the billing statement by the county road department.
(Res.595(part),1976).
(Res.No.09-18,4-13-2018)
2.52.366 County departments.
Whenever a department of the county desires work to be performed by the county road department,the
department must submit a written request to the county engineer via email or hard copy.The request must
describe+ag the work requested,financial considerations,and the expected timeline for performance or
completion.
The county engineer shall examine the request and based on the scope and feasibility of the work either:
shall in
writing(via email or hard copy)either approve,modify or disapprove the request.All such work performed by the
county road department for and on behalf of other departments of the countyshall be on a reimbursable cost Formatted:Highlight
basis in accordance with terms set forth in the request_and appFa ed by the beaFEJ.Payment shall be made to the
Mason County Treasurer within thirty days following submission of the billing statement by the county road
department.The Mason County Treasurer shall deposit the funds in the county road fund.
Commissioners delegate approval of such requests that are within a department's established budgetary
limits set by the Board.It is the department requesting these services from the county road department
responsibility to ensure that the request is within its allocated budget before submitting it for approval.
(Res.595(part),1976).
2.52.367 Recordkeeping.
The county engineer or designee shall maintain appropriate records of all agreements for work requested by
other public agencies and of all approved interdepartmental requests.4e 4al�Complete fiscal records of all
such work shall be kept in the same manner as prescribed for normal road department activity.
(Res.595(part),1976).
(Res 595(pak) 1974.
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Page 10 of 13
Title 2-ADMINISTRATION AND PERSONNEL
Chapter 2.52-ROAD DEPARTMENT POLICY
Article V Appendices
Appendkes
2.52.370 Appendix"'—What.'s aR emergenej P
it is impossible to define an emeFgeney in specific teFFn,;te iRclude all situations.GeneFally,aA"emeFgeney"
FOS'("on eempaFiSeA vOith the qeFiewsness ef the passible less whieh might be sustained is the PFiFAP fartAF OR
(1) Any FAaSS Af FREAPFiAl AF aR ebliect blocking a significant partion of the tFaveled way,panicularly when
sight.yistaRee is limited I..........liti F...�.. li......ent uFfa.....eRditie RS e atheF.
(3) Any condition eaused by any element,eF pa.t OF a.puFt......Ree of the..OURty Fead system
Details#e sub o l�.,y
Tam •�C li,.„geui-a„ad- ,,,;�t++�g�C�np.a;:.r r.epess"are as fgl
(1) Shew name,addFess and telepheRe number ef ersep making e
(3) DeseFibe�saff+eieRt detail but aasaariefly as pessibl—;
(4) Deli.eF all tl Fee cep es to the eRg+aeeF's office PFE)FRmtly;
(5) The white e9py isFetained in the engineeF'S e4iieeunti!aetieR;s eerrplete4j,
elm ea.
(9) The(pinlo repeFt of completed action will be stapled to the effice(white)eepy and filed,fE)F ene yeaF
(b) Offiee Fellow Up.All"Complaint Repens"shall be handled in the engqnPPF'q effmcP;;q follows:
(1-)—€ngineeF is immediately advised ef sefieeseeaaplaints;
(2) PeFsea to investigate egmplaint is desigRated;
Mason County,Washington,Code of Ordinances Created: 2025-01-10 14:48:45 [EST]
(Supp.No.70,2-25,Update 1)
Page 11 of 13
RRfinm RtiRR shall FAIL..
!`l apteF 2.76 DI IQI Ir WORKS IICDAQTAUNcommissioners.Initially,the depaFtment will be composed of an engineeFing division and a Utilities
(2) The ffeSeRt county engineeF is assigned additional tempeFaFy duties as publie weFl(s directeF;
(Res 301 (paFt) 1974
7 7G 02-0 Merit system,
.1epa t..ent shall be Made I t:l the F Fed FneFit system is-.depted and OFRpl.McRted
(Res 301 (part),1974
Mason County,Washington,Code of Ordinances Created: 2025-01-10 14:48:46 lesri
(Supp.No.70,2-25,Update 1)
Page 12 of 13
7 7c n]n I Ice of rawn►y engiReeFing staff and r a d department equipment and n el
FneFnbeFs of the PFeseRt GOWRty eRgiReeFing staff te peFfeFFR ffeliMiRaFy eRgineeFiRg studies eR a paFt time basis
and e..k4ieati9A by the P6119k•.9FkS.d:eGt9F 9f..r..pe F'.....,..n..te d ye--rhpFq
(Res 301 (paFt) 1074
7 7c nCn Drel:minwy engineering studies
The public wE)ri(q ilirpetgr iq authnrized te preeeed OR ffe"MiRaFy eneineeFing studies f9F public wE)FI(s
by M.sen l`eunt..all as F:Aay be diFeete d by the b9aFd..f e......t.,nem.M:nn:9.ne fs
(Res 301 (part),1974
7 7G ncn Pe .,It-,n►r
event utherizatieR is f rqt AbtaiRe d from the hoard of eg nt.,
. Apr
'equi ekY
Any maintenance ar epeFat en of a seweF,wateF eF drainage system that may be FequiFed shall be dene
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Page 13 of 13
EXHIBIT Al
Legend
Citizens of Mason County Approved by the Board of Commissioners
Direct Line of Authority Board of County Commissioners Sharon Trask, Chair Date
Commissioner -District 1
Statutory Requirements for - - - - - - - - - - - - - Commissioner-District 2
Reporting to County Engineer Commissioner-District 3 Pat Tarzwell,Vice Chair
Provides HR Services to
Deputy Director&County Engineer County Administrator Randy Neatherlin, Commissioner
r
Direct Statutory Authority
Public Works&Utilities Director
1 FTE
Fi
UTILITIES&WASTE MANAGEMENT Person net Ana lyst County Engineer FINANCE ADMINISTRATION Geographical
Deputy Director Public Works/U&W Mgmt.-1 FTE """""' 1 FTE 1 FTE - - Finance Manager-1 FTE Office Administrator-1 FTE Information Services
Road/ER&R Accounting-2 FTE Administrative Assistant-3 FTE Analysts-2 FTE
WATER&WASTEWATER Utilities Accounting-3-FTE
Utility&Waste Manager-1 FTE
Water&Wastewater Operators- 8 FTE
SOLID WASTE OPERATIONS SURVEY ENGINEERING&CONSTRUCTION
Solid Waste Operations Program Manager-1 FTE County Surveyor - 1 FTE Engineering&Construction Manger-1 FTE
Solid Waste Attendants-6 FTE Party Chief-2 FTE Asst. Engineering&Construction Manager-1 FTE
Solid Waste Operators-5 FTE Right of Way Agent- 1 FTE Engineer-4 FTE
Engineering Construction Tech-3 FTE
Engineer Intern -0.5 FTE
Environmental Coordinator-1 FTE
Sign Shop Foreman- 1 FTE
Sign Shop-3 FTE
ROAD OPERATIONS& MAINTENANCE/ER&R
Road Oper. & Maintenance Manager-1 FTE
ROAD OPERATIONS&MAINTENANCE Department of Public Works
Road Operations& Maintenance Supervisor-3 FTE Organization Chart
Equipment Operators- 13 FTE
Truck Drivers-11 FTE
Part Time Seasonal Help-(8) 0.5 FTE
EQUIPMENT RENTAL& REVOLVING (ER&R)
Equipment Maintenance Supervisor-1 FTE
Mechanic-4 FTE
Radio/Up-Fit Tech-1 FTE
Part-Time Central Shop Assistant- .5 FTE
MASON COUNTY PUBLIC WORKS ROAD DEPARTMENT
EXHIBIT 131
Handling Public Complaints & Requests Policy
Resolution No.
Adopted:
Purpose:This policy is established in accordance with WAC 136-10-050(3) of the "Standards
of Good Practice" set forth by the County Road Administration Board. It is adopted to
provide a standardized approach for handling complaints and requests made by citizens
related to any services or activities conducted by the Department.
1. DEFINITIONS
a) County Engineer: The official responsible for overseeing the public works
operations, including maintenance and repair of infrastructure, responding to
requests and complaints, and ensuring compliance with safety standards and
regulations.
b) Complaint: A citizen's expression of dissatisfaction regarding services, conditions, or
actions taken by the Department of Public Works.
c) Request: A formal inquiry or suggestion for services, maintenance, improvements,
or policy clarification, including requests for new services or modifications to
existing.
d) Routine Maintenance: Scheduled, non-urgent tasks designed to maintain the quality
and safety of infrastructure, such as road resurfacing, tree trimming along roadways,
or routine inspections of utilities and waste management facilities.
e) Non-Emergency Request: A request that does not pose immediate risk but still
requires attention. Examples include pothole repair, general road maintenance, road
condition concerns, or issues related to critical solid waste, water or sewer services.
f) Emergency: A situation that immediately threatens public safety, property, or
infrastructure requiring urgent action. Examples include road obstructions, water
over roadways, missing stop signs, or issues related to solid waste, water, or sewer
services.
g) Disaster Emergency: A major event resulting in the loss or severe damage of
infrastructure, such as the loss of a roadway, bridge, or utility failure, requiring
immediate and coordinated action to mitigate widespread impact and restore
essential services.
2. OBJECTIVES
Employees of the Department of Public Works shall:
1) Investigate all requests promptly and responsibly, determining the necessary actions
to address them and, whenever possible, communicate the findings and actions to
the citizen making the request.
2) Ensure no request is overlooked and make certain that the citizen understands their
concerns have been heard and valued.
3) Assess the urgency of the reported issues and take appropriate corrective action in
alignment with department policies.
4) Maintain an electronic record of all requests, per state archive statutes and for
future reference.
3.TYPES OF ISSUES OR REQUESTS
The Department of Public Works handles a variety of requests and complaints. Below are
the main categories, with examples of specific issues or services within each category:
A. County Roads and Rights of Way
Includes issues related to:
• Potholes and road repairs
• Road resurfacing or re-striping
• Drainage issues (flooding on roads due to blocked culverts or poor drainage)
• Traffic signs (installation, repair, or replacement of signs)
• Overgrown vegetation or trees blocking roadways
• Road closures or detours
B. County Solid Waste
Includes requests or complaints regarding:
• Solid waste facility operations (landfill or transfer stations)
C. Water/Wastewater or Septic Connections
Includes issues related to:
• Water quality concerns (contamination, discoloration, or pressure issues)
• Sewer line repairs or blockages
• Water main breaks or leaks
• New water/sewer connections or disconnections
• Septic system issues (inspections or maintenance)
• Wastewater treatment plant concerns (operational issues or odor complaints)
4. RECEIVING COMPLAINTS & REQUESTS
A. Submitting Complaints and Requests:
• Citizens can submit complaints and requests through various methods:
■ online Mason County Contact Us
■ phone: (360) 427-9670
• (Solid Waste) Ext. 207; (Roads) Ext. 450
■ in-person visits: 100 W Public Works Drive, Shelton, WA 98584
■ After hours Non-Emergencies: (360) 426-4441
■ After hours Emergencies: 911
• The following information and details are necessary to ensure a smooth process:
■ Name, address, email, and telephone number
■ Road name, and approximate mileposts (when applicable)
■ Solid waste, water or sewer station (when applicable)
■ Detailed information to answer the following questions:
(i) What is the request?
(ii) Where is the problem located?
(iii) When did the problem originate?
(iv) What was the cause of the problem?
B. Categorizing and Prioritizing Requests
• Categorization: Upon receiving a complaint or request, the Department will
categorize as either:
■ Non-Emergency: Regular maintenance or service requests (e.g., potholes, road
signs, road conditions).
■ Emergency: Requires immediate action (e.g., road closure, public safety risk).
• Prioritization:
■ Non-emergency requests will be investigated, evaluated, and promptly
corrected whenever possible and appropriate. Requests that must be scheduled
into the maintenance or construction plans will be incorporated into the
appropriate schedule where feasible. All work will be done expeditiously as
possible but will remain dependent on resource availability and overall work
priority. When appropriate, and/or requested, the citizen shall be contacted
regarding the disposition of the request.
■ Emergency requests are prioritized and escalated immediately to relevant
personnel for action to address the situation.
C. Assignment: Once categorized the request or complaint, depending on the nature, will
be:
• Reported to management and may be evaluated by the director and/or deputy
Director.
• Assigned to the appropriate department staff using the Citizen Request
software for tracking.
D. Action:
• The citizen tracking system is updated to reflect either resolution or that the
complaint or request was determined to be outside the county's jurisdiction.
E.Tracking and Documentation
A. Citizen Request Information System:
• All complaints and requests will be logged into and tracked in the Citizen Request
system, which will record the following details:
■ Request date
■ Staff member that received request
■ Road name, number, and district
■ Request received by letter, telephone, email or in person
■ Request type
■ Directed to (assigned personnel)
■ Request Detail
■ Citizen name, address and contact information
■ Actions taken (investigation/completion), dates and by
■ Detailed notes of outcome or resolution provided
S. Emergency Procedures
A. Immediate Action:
• Emergency complaints will be responded to immediately to ensure public safety.
These will be reported directly to department staff, then logged into the Citizen
Request system with a note of who was directly notified.
• Employees or assigned personnel will take appropriate steps to mitigate the
emergency.
B. Notification to Authorities:
• For large-scale emergencies (e.g., natural disasters, large accidents), the Director of
Public Works/Deputy Director or their designees will notify emergency services and
relevant authorities immediately.
SON Cov�;��
Mason County
Agenda Request Form
1854
To: Board of Mason County Commissioners Item No.
From Kevin Guijosa, Solid Waste Manager Ext: 273
Department: Public Works Briefing: ❑x
Action Agenda: ❑x
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): March 10, 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: Updated request to purchase new John Deere 135 P-Tier Excavator for the Public Works
Solid Waste Division
Background/Executive Summary:
On February 4,2025,the Commissioners approved Public Works'plan to trade in the 2019 John Deere
135G Excavator from Solid Waste for a$50,000 trade-in value and purchase a new John Deere 135
Excavator through the Sourcewell joint cooperative purchasing contract#011723-JDC with Pape
Machinery for a total of$243,345.07 after the trade-in.
However,before finalizing the trade-in,the boom on the county's existing excavator broke.Although the
boom was subsequently repaired,Pape Machinery reduced the offered trade-in value from$50,000 to
$35,000 due to the breakage.
Given these circumstances,Public Works has decided to keep the current excavator as a backup unit. It
will continue to be used for other duties at the transfer station, ensuring operational continuity and
providing flexibility for backup when needed.
Budget Impact•
Without the trade-in,the cost of the excavator will be$281,332.48 through the Sourcewell joint
cooperative purchasing contract with Pape Machinery. The purchase will be funded from the Solid Waste
Fund#402. This price includes an adjustment on the warranty to lower the price of the machine.
Public Outreach:
N/A
Requested Action:
Request the Board authorize Public Works to purchase a new John Deere 135 Excavator from Pape
Machinery through the Sourcewell joint cooperative purchasing contract#011723-JDC for a total cost of
$281,332.48.The existing 2019 John Deere 135G Excavator will be retained for backup use and other
duties at the Solid Waste facility.
Attachment(s)
1. Equipment info
2. Quote
JOHN DEERE
2
MACHINERY
Quote Id: 29838751
Prepared For:
MASON COUNTY PUBLIC WORKS
'a
_ 4
P�
Prepared By: CLAYTON EMERY
Pape Machinery, Inc.
3607 20th Street East
Tacoma, WA 98424
Tel: 253-922-8718
Fax: 253-922-3562
Email: cemery@papemachinery.com
Date: 23 October 2023 Offer Expires: 31 July 2025
Confidential
IJ JOHN DEERE ul
MACHINERY
Quote Summary
Prepared For: Prepared By:
MASON COUNTY PUBLIC WORKS CLAYTON EMERY
100 PUBLIC WORKS DR Pape Machinery, Inc.
SHELTON, WA 98584 3607 20th Street East
Business: 360-427-9670 Tacoma, WA 98424
Phone: 253-922-8718
cemery@papemachinery.com
This sale is subject to Papd's Terms and Conditions of Sale effective Quote Id: 29838751
on the date hereof, which are incorporated in full by this Created On: 23 October 2023
reference. The Terms and Conditions of Sale are available at www. Last Modified On: 04 March 2025
pape.com/terms, and will also be sent bymail ore-mail to the Expiration Date: 31 July 2025
purchaser upon request.
Equipment Summary Selling Price Qty Extended
JOHN DEERE 135 P-Tier Excavator $253,609.28 X 1 = $253,609.28
-Sourcewell Contract#011723-JDC-
1FF135PAERF001755
Extended Warranty $4,800.00 X 1 = $4,800.00
Extended Warranty, 135 P, Powertrain And
Hydraulics, 8000 Total Hours or 48 Total
Months, $0 Deductible
Sub Total $ 258,409.28
Equipment Total $ 258,409.28
Quote Summary
Equipment Total $258,409.28
Doc Fee $ 700.00
SubTotal $259,109.28
Sales Tax-(8.60%) $ 22,223.20
Total $281,332.48
Down Payment (0.00)
Rental Applied (0.00)
Balance Due $281,332.48
Salesperson :X Accepted By :X
JOHN DEERE
Selling Equipment III
MACHINERY
Quote Id: 29838751 Customer: MASON COUNTY PUBLIC WORKS
JOHN DEERE 135 P-Tier Excavator - Sourcewell Contract #011723-JDC -
1FF135PAERF001755
Hours:
Stock Number:
Code Description Qty
820OFF 135 P EXCAVATOR BASE MACHINE 1
Standard Options - Per Unit
170K JDLinkTM 1
0202 Destination Code- United States 1
0259 English Customer Delivery Packet 1
0401 Configuration 1 1
Dealer Attachments
GROENEVELD Groeneveld Grease System 1
FLEX AIR Hydraulic Reversing Engine Fan 1
Value Added Services
Extended Warranty
WI JOHN DEERS Extended Warranty
Extended Warranty Proposal PowerGardTM Protection Plan
Excavators
Date :March 4, 2025
Machine/Use Information Plan Description Price
Manufacturer JOHN DEERE Plan Type: Extended Deductible: $ 0
Warranty
Equipment Type Excavators Coverage: Powertrain And Quoted Price $4,800.00
Hydraulics
Model 135 P Total Months: 48
Country US Total Hours: 8000 Date Quoted February 26,2025
MFWD/Tracks N
Scraper Use
ZExtended Warranty is available only gvough aNhodzed John Deere Dealers for John Deere Products,and may be purchased at any time before the products Standard Wananty,or
Extended!Warranty expires. -
Extended Warranty Proposal Prepared for: I have been offered this extended warranty and
Customer Name- Please Print ❑✓ I ACCEPT the Extended Warranty
I DECLINE the Extended Warranty
Customer Signature If declined, I fully understand that any equipment listed
above is not covered for customer expenses due to
component failures beyond the original basic warranty
period provided by John Deere.
Note : This is not a contract. For specific Extended Warranty coverage terms and conditions, please refer to the
actual Extended Warranty contract for more information and the terms, conditions and limitations of the
agreement.
What Extended Warranty is :
The Extended Warranty Program is for the reimbursement on parts and labor for covered components that fail
due to faulty material or original workmanship that occur beyond the John Deere Basic Warranty coverage period.
The agreement is between Deere & Company and the owners of select John Deere Construction and Forestry
equipment, who purchase the Extended Warranty Plans for the desired coverage as indicated in this proposal.
What Extended Warranty is not :
Extended Warranty is not insurance. It also does not cover routine maintainance or high wear items,or insurance-
related risks/perils such as collision, overturn, vandalism, wind, fire, hail, etc. It does not cover loss of income
during or after an equipment failure. See the actual product-specific Extended Warranty agreement for a
complete listing of covered components, and limitations and conditions under the program.
Features/Benefits:
• Extended Warranty includes the following features and benefits under the program
• Pays for parts and labor costs incurred on failed covered components(less any applicable deductibles),
• Does not require pre-approval before repairs are made by the authorized John Deere dealership,
• Payments are reimbursed directly to the dealership with no prepayment required by the contract holder.
r
135 P- TIER EXCAVATOR
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_:7, : • �, This suite of construction technology delivers Productivity
Solutions to help you get more done,more efficiently.
z4 In-base JDLinkk'connectivity provides machine location,
utilization data,and alerts to help you maximize productivity
and efficiency.To maximize uptime and lower costs,JDLink
also enables John Deere Connected Support".Dealers use
\. .+._ Expert Alerts based on data from thousands of connected
+� machines to proactively address conditions that may
' otherwise likely lead to downtime.Your dealer can also
/ monitor machine health and leverage remote diagnostics
and programming capability to further diagnose problems
- � and even update machine software without a time-
consuming trip to the jobsite.*
*Availability varies b region. turns not available in eve county .
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• MASON COUNTY
f b Public Health & Human Services
Briefing
March 10, 2024
Briefing Items
Law Enforcement Assisted Diversion(LEAD) contract—Melissa Casey
North Mason Regional Fire Authority(NMRFA) Clinical Services contract—Melissa
Casey
Consolidated Homeless Grant(CHG) application—Melissa Casey
Provider Presentation—New Horizons
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: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): 3/10/25 Agenda Date(s): 3/18/25
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other
(This is the responsibility of the requesting Department)
Item: Law Enforcement Assisted Diversion(LEAD)Contract K7135 Amendment
Background/Executive Summary:
The Health Care Authority is allocating additional funds to existing LEAD programs for SFY2025. The
purpose of the ARPA Funds Enhancement is to bridge gaps in current programming and enhance the
LEAD model. Enhancement strategies at this time emphasize a comprehensive site assessment conducted
in partnership with the LEAD Technical Assistance team to determine strengths, areas for improvement,
and future needs.
Budget Impact(amount, funding source,budget amendment, etc.):
No impact to General Fund; Health Care Authority grant increases LEAD program budget by$40,262
Public Outreach:
N/A
Requested Action:
Move contract amendment to 3/18/25 action agenda for approval
Attachments)
HCA Contract K7135 Amendment 1
CONTRACT HCA Contract No.: K7135
Washington State � AMENDMENT Amendment No.: 1
fHealth Care uthority For LEAD Program
Expansion Services
THIS AMENDMENT TO THE CONTRACT is between the Washington State Health Care Authority and the party
whose name appears below, and is effective as of the date set forth below.
CONTRACTOR NAME CONTRACTOR doing business as (DBA)
Mason County Public Health and Human Services n/a
CONTRACTOR ADDRESS CONTRACTOR CONTRACT MANAGER
415 N 61h Street Name: Melissa Casey
Shelton, WA 98584 Email: mcasey(a)-masoncountywa.gov
AMENDMENT START DATE AMENDMENT END DATE CONTRACT END DATE
July 1, 2023 June 30, 2025 June 30, 2025
Prior Maximum Contract Amount Amount of Increase Total Maximum Compensation
$1,098,950 $40,262 $1,139,212
WHEREAS, HCA and Contractor previously entered into an Agreement for Law Enforcement Assisted
Diversion (LEAD) Program Expansion Services, and;
WHEREAS, HCA and Contractor wish to amend the Agreement pursuant to Section 7, Agreement Changes,
Modifications and Amendments, to amend Schedule A in its entirety, to provide additional deliverables and
funding for work to be done in SFY2025, to add associated federal subrecipient reporting and tracking forms,
and to add a new nondiscrimination section;
NOW THEREFORE, the parties agree the Agreement is amended as follows:
1. Section 1, Definitions, is amended to add a new definition, to read as follows:
"Subrecipient" means a non-federal entity that expends federal awards received from a pass-through
entity to carry out a federal program, but does not include an individual that is a beneficiary of such a
program. A Subrecipient may also be a recipient of other federal awards directly from a federal
awarding agency. As in 45 C.F.R. 75.2, or any successor or replacement to such definition, for any
federal award from HHS; or 2 C.F.R. 200.93, or any successor or replacement to such definition, for
any other federal award.
2. Section 4, Payment, is amended to increase Total Maximum Compensation by $40,262 from
$1,098,950 to $1,139,212.
3. Section 13, Governance, is amended to read as follows:
13. Governance
This Agreement is entered into pursuant to and under the authority granted by the laws of the state
of Washington and any applicable federal laws. The provisions of this Agreement will be construed
to conform to those laws.
Washington State Page 1 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
In the event of an inconsistency in the terms of this Agreement, or between its terms and any
applicable statute or rule, the inconsistency will be resolved by giving precedence in the following
order:
13.1 Applicable state and federal statutes and rules;
13.2 Attachment 8, Substance Abuse and Mental Health Services Administration (SAMHSA),
Federal Fiscal Year 2024 —Award Standard Terms;
13.3 Attachment 9, Federal Compliance, Certifications, and Assurances;
13.4 Schedule A, Statement of Work; and
13.5 Any other provisions of the agreement, including materials incorporated by reference.
4. A new Subrecipient section is added, to read as follows:
26. Subrecipient
a. General. If the Contractor is a Subrecipient (as defined in 45 C.F.R. 75.2 and 2 C.F.R.
200.93) of federal awards, then the Contractor, in accordance with 2 C.F.R. 200.501 and
45 C.F.R. 75.501, shall:
i. Maintain records that identify, in its accounts, all federal awards received and
expended and the federal programs under which they were received, by Catalog of
Federal Domestic Assistance (CFDA) title and number, award number and year,
name of the federal agency, and name of the pass-through entity;
ii. Maintain internal controls that provide reasonable assurance that the Contractor is
managing federal awards in compliance with laws, Regulations, and provisions of
contracts or grant agreements that could have a material effect on each of its
federal programs;
iii. Prepare appropriate financial statements, including a schedule of expenditures of
federal awards;
iv. Incorporate OMB Super Circular 2 C.F.R. 200.501 and 45 C.F.R. 75.501 audit
requirements into all agreements between the Contractor and its Subcontractors
who are Subrecipients;
V. Comply with any future amendments to OMB Super Circular 2 C.F.R. 200.501 and
45 C.F.R. 75.501 and any successor or replacement Circular or Regulation;
vi. Comply with the applicable requirements of OMB Super Circular 2 C.F.R. 200.501
and 45 C.F.R. 75.501 and any future amendments to OMB Super Circular 2 C.F.R.
200.501 and 45 C.F.R. 75.501, and any successor or replacement Circular or
Regulation; and
Washington State Page 2 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
vii. Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of
the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of
the Americans with Disabilities Act of 1990, Title IX of the Education Amendments
of 1972, The Age Discrimination Act of 1975, and The Department of Justice Non-
Discrimination Regulations, 28 C.F.R. Part 42, Subparts C.D.E. and G, and 28
C.F.R. Part 35 and 39. (Go to http://omp.gov/about/offices/ocr.htm for additional
information and access to the aforementioned Federal laws and Regulations.)
b. Single Audit Act Compliance. If the Contractor is a Subrecipient and expends $750,000
or more in federal awards from any and/or all sources in any fiscal year, the Contractor
will procure and pay for a single audit or a program-specific audit for that fiscal year.
Upon completion of each audit, the Contractor will:
i. Submit to the Authority contact person the Data collection form and reporting
package specified in OMB Super Circular 2 C.F.R. 200.501 and 45 C.F.R. 75.501,
reports required by the program-specific audit guide (if applicable), and a copy of
any management letters issued by the auditor;
ii. Follow-up and develop corrective action for all audit findings; in accordance with
OMB Super Circular 2 C.F.R. 200.501 and 45 C.F.R. 75.501, prepare a "Summary
Schedule of Prior Audit Findings."
c. Overpayments. If it is determined by HCA, or during the course of a required audit, that
Contractor has been paid unallowable costs under this or any Program Agreement,
Contractor will refund the full amount to HCA as provided in Section Error! Reference
source not found., Overpayments to Contractors.
d. Federal System for Award Management (SAM) and Unique Entity Identifier (UEI)
Requirements.
The Unique Entity Identifier (UEI) is the universal identifier assigned by the Federal
System for Award Management (SAM) to uniquely identify an entity. SAM is the Federal
repository of information for standard information about federal grants and contracts.
Additional information about UEI and SAM may be found at the SAM internet site
(https://www.sam.gov.).
If the Contractor is identified as a Subrecipient in this Contract, the Contractor will register
and maintain an active registration in SAM and obtain an UEI throughout the term of this
Contract. The Contractor will:
i. Provide HCA with an active and current registration and UEI number;
ii. Renew its SAM registration annually to ensure an active registration status and UEI;
and
iii. Notify the HCA Contract Manager of any changes to the SAM registration or UEI,
including lapses in active status or suspension, as soon as possible upon
discovering the change.
Washington State Page 3 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
5. A new Nondiscrimination section is added to read as follows:
27. Nondiscrimination
27.1 Nondiscrimination Requirement. During the term of this Contract, Contractor,
including any subcontractor, shall not discriminate on the bases enumerated at
RCW 49.60.530(3); Title VII of the Civil Rights Act, 42 U.S.C. §12101 et seq.; the
Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. §12101 et seq., and 28
C.F.R. Part 35. In addition, Contractor, including any subcontractor, shall give
written notice of this nondiscrimination requirement to any labor organizations with
which Contractor, or subcontractor, has a collective bargaining or other agreement.
27.2 Obligation to Cooperate. Contractor, including any subcontractor, shall cooperate
and comply with any Washington state agency investigation regarding any
allegation that Contractor, including any subcontractor, has engaged in
discrimination prohibited by this Contract pursuant to RCW 49.60.530(3).
27.3 Default. Notwithstanding any provision to the contrary, HCA may suspend
Contractor, including any subcontractor, upon notice of a failure to participate and
cooperate with any state agency investigation into alleged discrimination prohibited
by this Contract, pursuant to RCW 49.60.530(3). Any such suspension will remain
in place until HCA receives notification that Contractor, including any subcontractor,
is cooperating with the investigating state agency. In the event Contractor, or
subcontractor, is determined to have engaged in discrimination identified at RCW
49.60.530(3), HCA may terminate this Contract in whole or in part, and Contractor,
subcontractor, or both, may be referred for debarment as provided in RCW
39.26.200. Contractor or subcontractor may be given a reasonable time in which to
cure this noncompliance, including implementing conditions consistent with any
court-ordered injunctive relief or settlement agreement.
27.4 Remedies for Breach. Notwithstanding any provision to the contrary, in the event of
Contract termination or suspension for engaging in discrimination, Contractor,
subcontractor, or both, shall be liable for contract damages as authorized by law
including, but not limited to, any cost difference between the original contract and
the replacement or cover contract and all administrative costs directly related to the
replacement contract, which damages are distinct from any penalties imposed
under Chapter 49.60, RCW. HCA shall have the right to deduct from any monies
due to Contractor or subcontractor, or that thereafter become due, an amount for
damages Contractor or subcontractor will owe HCA for default under this provision.
6. Schedule A, Statement of Work, is amended in its entirety, attached, and incorporated herein.
7. Attachment 1, OWG and/or PCG Meetings Report, is hereby attached and incorporated herein.
8. Attachment 2, Technical Assistance (TA) Report, is hereby attached and incorporated herein.
9. Attachment 3, Monthly LEAD Program Monitoring Reports, is hereby attached and incorporated
herein.
10. Attachment 4, Monthly LEAD Progress Summary Reports, is hereby attached and incorporated
herein.
11. Attachment 5, Referral Reports ,is hereby attached and incorporated herein.
Washington State Page 4 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
12. Attachment 6, SFY2025 ARPA Funds Enhancement Activities Status Report, is hereby attached and
incorporated herein.
13. Attachment 7, Federal Subaward Identification, is hereby attached and incorporated herein.
14. Attachment 8, Substance Abuse and Mental Health Services Administration (SAMHSA), Federal
Fiscal Year 2024 —Award Standard Terms, is hereby attached and incorporated herein.
15. Attachment 9, Federal Compliance, Certifications, and Assurances, is hereby attached and
incorporated herein.
16. Effective Date. The execution of this Contract constitutes a ratification of the earlier agreement
between the parties, the terms and conditions of which are contained herein. Accordingly, upon
signature of both parties, this Contract is effective retroactive to July 1, 2023 ("Effective Date"),
regardless of the date of execution.
17. All capitalized terms not otherwise defined herein have the meaning ascribed to them in the
Agreement.
18. All other terms and conditions of the Agreement remain unchanged and in full force and effect.
The parties signing below warrant that they have read and understand this Amendment and have authority
to execute the Amendment. This Amendment will be binding on HCA only upon signature by both parties.
CONTRACTOR SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
HCA SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
Washington State Page 5 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
SCHEDULE A-1
Statement of Work
1. Purpose
The Contractor shall establish and operate a Law Enforcement Assisted Diversion (LEAD) Program
that adheres to the core principles of the LEAD model and to expand availability of LEAD Programs
statewide.
2. Background
The LEAD model was used as a template to establish a pilot site. Four (4) pilot sites were established
in the counties of Mason, Snohomish, Thurston, and Whatcom. In 2023, additional funding was
provided to convert the pilot sites into an ongoing grant program, and to award contracts for
jurisdictions in the state of Washington to apply for funding to scale existing projects or to launch new
LEAD programs.
LEAD is a field-based program involving case management and coordination with law enforcement.
Contacts with Individuals often happen in the field (ex: someone camping in a park). Rather than law
enforcement arresting Individuals, the LEAD contractor is contacted, and a LEAD Case Manager
arrives at scene to evaluate the Individual's capacity and eligibility for LEAD services.
Revised Code of Washington
3. Definitions
3.1 Division of Behavioral Health and Recovery or DBHR - A Division within the Health Care
Authority that provides funding, training, and technical assistance to community-based
providers for prevention, intervention, treatment, and recovery support services to people in
need.
3.2 Law Enforcement Assisted Diversion, LEAD or Program - A model framework that supports
community-based alternatives to jail and prosecution for people whose unlawful behavior
stems from unmanaged substance use, mental health challenges, or extreme poverty. The
LEAD model originated in Seattle in 2011 and is founded on evidence-based core principles
that include advancing safety, health, and equity by equipping communities with improved
ways to respond to issues flowing from unmet behavioral health needs and extreme poverty.
LEAD is designed to provide care coordination for people with complex, ongoing, unmet
behavioral health needs and/or income instability who may lack shelter/housing, income, food,
health care, and social networks and for whom existing systems prove inaccessible, overly
complicated, or insufficiently responsive.
3.3 LEAD Project Manager—A member of the Contractor's staff.
3.4 Lead Support Bureau —A national organization that provides strategic guidance and technical
assistance to local entities and for implementation and administration of LEAD programs with
fidelity to the LEAD core principles.
Washington State Page 6 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
Schedule A-1
3.5 PDA (Purpose.Dignity.Action) — PDA provides TA for the LEAD site selection, implementation
and evaluation. A third-party organization, which advocates for programs in Washington State,
and serves as the parent organization supporting the national LEAD Support Bureau and
LEAD efforts statewide. Prior to 2013, this organization was formerly known as the Public
Defenders Association.
3.6 Recovery Navigator Program — RCW 71.24.115 outlines the scope of activities for the
Recovery Navigator Program as a pre-arrest diversion program operated by the regional
behavioral health administrative service organizations in Washington State.
4. The HCA Contract Manager shall:
4.1 Work together with the Contractor to ensure that the Contractor's administration of the
Program adheres to LEAD standards and requirements.
4.2 Respond to questions and issues as applicable.
4.3 Coordinate the provision of TA and training.
4.4 Monitor program development and implementation, and ongoing operations.
5. The Contractor shall administer the LEAD Program in fidelity to the LEAD Model, as referenced in
RCW 71.24.589, and in coordination with the HCA Contract Manager, including, but not limited to:
5.1 Align Program efforts with other pre-existing, similar work in the region (e.g. Recovery
Navigator Program under RCW 71.24.115 and arrest and jail alternative under RCW
36.28a.455)
5.2 Develop case management standards required to maintain LEAD standards and requirements
for the purposes of independent site evaluations.
5.3 Establish and maintain effective procedures, programs, and/or processes to ensure
appropriate program operations and the submission of program monitoring reports to HCA
associated with this Contract.
5.4 Implement referral functions, to include, but not limited to:
5.4.1 Using referrals to identify possible participants and track referral data related to
participants of the LEAD Program, including the use of external referral links to receive
referrals directly from partners and resources in the community who identify eligible
participants.
5.4.2 Providing referrals to local community agencies for intensive case management
services, including but not limited to the following:
a. Substance use;
b. Mental health; and
c. Behavioral health assessment and treatment.
Washington State Page 7 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
Schedule A-1
5.4.3 Monitoring the Program to ensure that referrals are sufficient to occupy the funded case
managers within or near an average caseload of twenty (20) active participants per
case manager, by June 30, 2025.
5.4.4 Provide the monthly count of referrals, in accordance with Section 8, Deliverables
Table, and Attachment 4, Monthly LEAD Progress Summary Report, to demonstrate
the number of individuals referred and the number of and the number of individuals
newly admitted, to support the average caseload of twenty (20) per case manager. The
HCA Contract Manager will determine the minimum number of referrals.
5.4.5 Utilizing the automation of notifications/alerts to maximize on efficiency of
communication and processing of data related to the system.
5.4.6 Providing a periodic satisfaction survey to participants, officers, and stakeholders within
the last quarter of the LEAD Program. Use the participant surveys to evaluate LEAD
Program participation and engagement.
5.4.7 Completing Monthly LEAD Program Monitoring Reports, in accordance with Section 8,
Deliverables Table, and Attachment 3, Monthly LEAD Program Monitoring Report
template.
5.4.8 Upon request, participate in presentations to key state and local stakeholders on
progress;
5.4.9 Implementing user accounts with trusted partners who may be providing services to
participants on behalf of the case management company so the outcomes of those
connections and services can be included in the data provided to HCA.
6. The Contractor shall coordinate with national LEAD Support Bureau for guidance on:
6.1 Training on policies and protocols for LEAD referrals and diversion-eligible offenses;
6.2 Develop and refine a LEAD Program Site Evaluation Plan, to the extent this is not provided for
by other statewide evaluation initiatives, with the intent of yielding results that include but are
not limited to:
6.2.1 Reduction in arrests, time spent in custody, and/or recidivism for the LEAD Program
participants;
6.2.2 Increase access to and utilization of non-emergency community behavioral health
and/or substance use services;
6.2.3 Reduction in the utilization in emergency services;
6.2.4 Increased resilience, stability, and well-being for LEAD Program participants; and
6.2.5 Reduction in cost for the justice system in comparison to processing cases as usual
through the justice system.
6.3 Providing intensive case management services that shall adhere to the LEAD core principles
recognized by the LEAD Support Bureau.
Washington State Page 8 of 34 LEAD Services
Health Care Authority HCA IAA K7135-1
Schedule A-1
6.4 Maintaining the governance structure consisting of an executive committee, called the Policy
Coordinating Group (PCG) and the Operational Work Group (OWG) to include, but not limited
to:
6.4.1 The purpose of the PCG meetings is to support the development and modification of
any overarching policies to reflect the program site's intentions and to develop the local
vision for the program, including (but not limited to) eligibility criteria and referral
policies. Membership may include, but is not limited to:
a. Community-based organizations;
b. Local government;
c. Law enforcement making referrals to the LEAD Program;
d. Prosecutors considering cases involving LEAD participants;
e. LEAD Project Managers;
f. Case managers assisting LEAD clients:
g. Public health experts; and
h. Organizations led by and representing individuals with past justice system
involvement, and/or civil rights organizations addressing racial and/or disability
justice.
6.4.2 The OWG shall be made up of members appointed by the PCG to facilitate the regular
operations of the LEAD Program.
6.4.3 Ensure that the LEAD Program is managed to achieve expected outcomes that are
measurable and will be used in the future to evaluate the performance and to ensure
accountability for the use of this funding.
6.4.4 Coordination of care for LEAD participants, through identifying, monitoring, discussing,
and addressing operational, administrative, and client-specific issues.
6.4.5 Schedule, convene, facilitate and keep records of meetings, scheduled at least
monthly, in coordination with the HCA Contract Manager.
a. Meetings may be scheduled as frequently as necessary to maintain the integrity
and operation of LEAD.
b. The Contractor shall schedule meeting dates and provide coordination of
presenters and subject matter experts for the LEAD PCG meetings;
c. The Contractor may work with PDA and the HCA Contract Manager to determine
if an alternate schedule is needed.
6.4.6 Develop and provide an agenda to LEAD OWG and/or PCG members for each
meeting;
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Schedule A-1
6.4.7 Meeting members will only discuss participant situations during meetings, if those
participants have provided a signed OWG or PCG release of information form to a
member.
a. Ensure that the LEAD Program is managed to achieve expected outcomes that are
measurable and will be used in the future to evaluate the performance and to
ensure accountability for the use of this funding.
b. The LEAD Project Manager will meet at least monthly with the HCA Contract
Manager.
c. Provide all meeting agendas, minutes and pertinent documents to the HCA
Contract Manager;
d. Provide OWG and/or PCG Meeting Reports, in accordance with Section 8,
Deliverables Table, and Attachment 1, OWG and/or PCG Meeting Report template.
6.5 TA
6.5.1 The LEAD Project Manager will participate in TA calls with the PDA Team at least once
a month.
6.5.2 The LEAD Project Manager will provide TA Reports, in accordance with Section 8,
Deliverables Table and Attachment 2, Technical Assistance (TA) Report template.
6.5.3 Follow guidance provided by PDA
6.6 Maintaining employees and/or contract clinical support positions, to include the following:
6.6.1 Outreach coordinator;
6.6.2 Clinical supervisor; and
6.6.3 Case manager.
7. The Contractor shall provide reports to the HCA Contract Manager to document additional work done
in SFY2025 supported by American Rescue Plan Act (ARPA) funding, in accordance with Section 8,
Deliverables Table, and Attachment 6, SFY2025 ARPA Funds Enhancement Activities Report.
8. Deliverables Table
8.1 The Contractor shall provide reports in accordance with the referenced Attachments, due dates
and rates in section 6.4, Report Table.
8.1.1 The HCA Contract Manager shall provide templates to Contractor within ten (10)
business days after Contract execution.
8.1.2 The HCA Contract Manager shall provide updated templates, as needed.
8.1.3 The Contractor shall use the current template and format to fulfill reporting deliverables.
Washington State Page 10 of 34 LEAD Services
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Schedule A-1
8.2 The Contractor shall transmit all reports via the Washington Technology Solutions (WaTech)
Managed File Transfer (MFT) portal,
8.3 The Contractor may invoice for indirect costs to cover administrative and operational
expenses, as long as the Total Maximum Compensation noted for Deliverable #7 for the
Contract is not exceeded.
8.4 Deliverables Table
July 1, 2023 — June 30, 2025
# DELIVERABLE RATE DATE DUE DATE AMT
RANGE
General Operations, SFY2024-SFY2025
1. Submit copy of documentation $83,868 per July 2023 Within thirty 30 $83,868
demonstrating purchase of case documentatio through May from date the
management software system n packet 2025 Contractor signs
x 1 packet this Contract
K7135.
2. Submit copies of LEAD PCG and $5,250 per July 2023, Due the 15th of $126,000
OWG meeting minutes detailing topics month x 24 through May each month,
discussed, actions taken, and any months. 2025. following each
future action items assigned. month of
service.
(Attachment 1) June 2025
With final
3. Submit reports demonstrating monthly $8,750 per invoice $210,000
TA calls with the PDA TA team. month x 24
months.
(Attachment 2)
4. Submit monthly LEAD program $13,125 per $315,000
monitoring reports. month x 24
(Attachment 3) months.
5. Submit monthly LEAD progress $9,625 per $231,000
summary reports. month x 24
(Attachment 4) months.
6. Referral Report. Submit $23,187 per July 2023 July 1, 2023 $23,187
documentation demonstrating the report through May
successful number of individuals x 1 report 2025
referred (minimum of 350)and the
number of individuals admitted to
support the average caseload of
twenty(20) per case manager.
(Attachment 5)
7. Indirect(administrative) costs report Variable rate July 2023, Due the 15th of $ 109,895
for up to 24 through May each month,
months. 2025. following each
month of
service.
With final
June 2025 invoice
Subtotal, General Operations, SFY2024-SFY2025 $1,098,950
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Schedule A-1
July 1, 2023 — June 30, 2025
# DELIVERABLE RATE DATE DUE DATE AMT
RANGE
8. SFY2025 ARPA Funds Enhancement Report 1: March 1, 2025 April 10, 2025 $40,262
Activities Status Report $36,235 through March
(Attachment 6) 31, 2025
............
Report 2: April 1, 2024 With final
$4,027 through June invoice
30, 2025
Total Maximum Compensation for deliverables completed in SFY2024 and SFY2025 $1,139,212
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Schedule A-1
Attachment 1: OWG and/or PCG Meetings Reports
1. Purpose. Provide ongoing details and status of the activities of all local LEAD
Policy Coordinating Group (PCG) and operational workgroup (OWG) meetings.
2. Format. Word document template as provided by HCA.
3. Com pone nts/Screenshot
Kxxxx—Month and Year
LEAD Monthly advisory meetings Report
1. How many meetings of your Policy Coordinating Group (PCG) were held during this report
month?Please provide a narrative description of any actions taken or assigned tasks denoting
future activities that came out of any meetings that took place. Also attach a copy of the
meeting agenda showing date,time,participants,and topics.
2. How many meetings of your Operational Work Group (OWG) were held during this report
month?Please provide a narrative description of any actions taken or assigned tasks denoting
future activities that came out of any meetings that took place. Also attach a copy of the
meeting agenda showing date,time,participants,and topics.
Completed By:
Date:
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Health Care Authority HCA Contract#K7135-1
Attachment 1
Attachment 2: Technical Assistance (TA) Report
1. Purpose. The LEAD Project Manager will participate in TA calls with the HCA Contract
Manager, at least once a month, to maintain the integrity and fidelity of LEAD.
2. Format: Word template as provided by HCA.
3. Components/Screenshot.
Washington State
Health Care Authority
LEAD Program Technical Assistance Report
Health Care Authority-Division of Behavioral Health and Recovery
MONTHLY PROGRESS REPORT
Report ont ear
❑July ❑August ❑September ❑October ❑November ❑December
❑ January❑February ❑March ❑April ❑May ❑June Year
Name of individual completing Report:
Please enter your response for each question below,for the month indicated. If the deliverable is
incomplete,please list your Plan of Correction(POC)that includes lead person,actions to be taken,
and target date for completion.
1. Did you participate in any Technical Assistance session with the LEAD-WA TA team in the month
indicated?
If no,please explain:
If yes,please provide a short narrative that includes the dates and times,staff members involved,topics
identified in advance,concerns that were identified during the TA sessions and steps to address those
concerns,and action plan for moving forward.
2. Have any new training or informational materials been developed as part of presentations or outreach
efforts for your program?If yes,please attach a copy of any such materials to this report.
3. Was there any communication or outreach with local stakeholders(whether organizations or
individuals)during this reporting period?
If no,please explain:
If yes,please document the stakeholders involved and provide a summary of the communication:
4. Describe any other significant accomplishments or program milestones:
5. Summarize any barrier(s)encountered and plans to overcome the barrier(s)with timeline.
6. Please attach any other relevant written materials that are being developed or revised.
Completed By: Date:
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Attachment 2
Attachment 3: Monthly LEAD Program Monitoring Reports
1. Purpose. Demonstrate the LEAD program outcomes and progress through monitoring
program metrics.
2. Format. Excel spreadsheet as provided by HCA Contract Manager
3. LEAD Program evaluation metrics.
3.1. Collect the number or individuals contacted through law enforcement response and/or
social contact referrals.
3.2. Collect the number of individuals admitted into LEAD Program.
3.3. Aggregated demographics for individuals admitted, including but not limited to;
3.3.1. Race;
3.3.2. Gender;
3.3.3. Age; and
3.3.4. And housing status.
3.4. Aggregated numbers from the initial Contractor intake:
3.4.1. Self-reported behavioral health;
3.4.2. Employment status (ex: working, not working, job seeking activities);
3.4.3. Family status (to be developed with the Provider and approved by the HCA
Contract Manager—goal to foster family connections and understand if
someone needs to be connected) and;
3.4.4. Financial and income status (to be developed with the Provider and approved
by the HCA Contract Manager).
3.5. Number of police contacts related to criminal behavior/suspected criminal behavior;
3.6. Number of arrests-categorize by type;
3.7. Number or warrants;
3.8. Number of criminal charges categorize by type;
3.9. Number of jail bookings;
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Attachment 3
3.10. Number of jail bed days;
3.11. Number of visits to an emergency room;
3.12. Number of inpatient admits to hospital care;
3.13. Number of contacts with fire/Emergency Medical System (EMS);
3.14. Number of times team meets with participants-categorized by type:
a. Case management,
b. Peer counseling,
c. Brief outreach;
3.15. Number of referrals to service-categorized by type:
a. Mental health,
b. Substance use disorder,
c. Medical,
d. Housing,
e. Insurance,
f. Benefits,
g. Food,
h. Shelter,
i. Employment,
j. Other components as approved by HCA Contract Manager.
3.16. Number of connections to services-categorized by type:
a. Mental health,
b. Substance use disorder,
c. Medical,
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Attachment 3
d. Housing,
e. Insurance,
f. Benefits,
g. Food,
h. Shelter,
i. Employment,
j. Other components, as approved by HCA Contract Manager.
3.17. Participant survey baseline:
a. Six (6) months,
b. One (1) year.
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Attachment 3
Attachment 4: Monthly LEAD Progress Summary Reports
1. Purpose. Demonstrate the LEAD program outcomes and progress through high level summary
information.
2. Format. Word document or Excel spreadsheet template as provided by HCA.
3. Components.
3.1. Number of individuals contacted through law enforcement response and/or social contact
referrals during the report period.
3.2. Number of individuals currently admitted into LEAD Program.
3.3. Documentation demonstrating the successful number of individuals referred (minimum to be
determined by HCA Contract Manager) and the number of individuals admitted to support
the average caseload of twenty (20) per case manager.
3.4. Narrative description of any barriers identified that impact service provision and the plans
and timeline developed to address them
3.5. Description of the number of days required between initial referral and participant receiving
behavioral health assessment.
3.6. Staffing changes since the last reporting period with explanation of positions and locations
impacted.
3.7. Participant success stories or programmatic accomplishments of note.
3.8. Significant accomplishments or achievements of programmatic growth.
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Attachment 4
Attachment 5: Referral Reports
1. Purpose: Demonstrate the successful number of individuals referred (minimum of 350) and the number of
individuals admitted to support the average caseload of twenty(20) per case manager.
2. Format:
3. Components:
3.1. How many individuals referred;
3.2. Number of active participants;
3.3. Current barriers;
3.4. Attempts to resolve barriers;
3.5. Any staffing changes, any success stories; and
3.6. TA needs.
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Attachment 5
Attachment 6: SFY2025 ARPA Funds Enhancement Activities Status Report
1. Purpose: Enhance the current programing through helping to bridge gaps in supports that
enhance and further the LEAD model.
2. Format: Word Document.
3. Components
3.1. Report 1: SFY2025 Plan — Due August 31, 2024
3.1.1. Narrative summary of service enhancement strategy.
3.1.2. Assessment of current services, challenges and opportunities.
3.1.3. Proposed plans to bridge gaps and enhance the LEAD model.
3.1.4. Estimated costs associated with enhancement work.
3.2. Report 2: SFY2025 Results— Due June 30 2025
3.2.1. Narrative summary of outcomes;
3.2.2. Examples of improvements to programing and implementation of strategies;
3.2.3. Self-reflection of lessons learned, and future needs.
3.2.4. Summary of actual expenditures.
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Attachment 6
Attachment 7: Federal Subaward Identification
K7135-1
1. Federal Awarding Agency Dept. of Health and Human Services
Substance Abuse and Mental Health
Services Administration (SAMHSA)
2. Federal Award Identification Number(FAIN) B08TIO83977
3. Federal Award Date 05-17-2021
4. Assistance Listing Number and Title 93.959 Block Grants for Prevention and
Treatment of Substance Abuse
5. Is the Award for Research and Development? ❑Yes ❑ No
6. Contact Information for HCA's Awarding Teesha Kirschbaum,Assistant Director
Official WA State Health Care Authority
Division of Behavioral Health and
Recovery
Teesha.kirschbaumphca.wa.gov
360-725-5925
7. Subrecipient name (as it appears in SAM.gov) Mason County
8. Subrecipient's Unique Entity Identifier(UEI) SNAXPBGW4VR4
9. Subaward Project Description LEAD case management services
10. Primary Place of Performance 98584-3425
11. Subaward Period of Performance July 1,2023 -June 30, 2025
12. Amount of Federal Funds Obligated by this $40,262
Action
13. Total Amount of Federal Funds Obligated by $40,262
HCA to the Subrecipient, including this Action
14. Indirect Cost Rate for the Federal Award de minimus (10%)
(including if the de minimis rate is charged)
This Contract is subject to 2 CFR Chapter 1, Part 170 Reporting Sub-Award and Executive Compensation
Information. The authorized representative for the Subrecipient identified above must answer the questions
below. If you have questions or need assistance,please contact subrecipientmonitoringPhca.wa.gov.
1. Did the Subrecipient receive(1)80%or more of its annual gross revenue from federal contracts,subcontracts,
grants, loans, subgrants, and/or cooperative agreements; and (2) $25,000,000 or more in annual gross
revenues from federal contracts,subcontracts,grants,loans,subgrants,and/or cooperative agreements?
❑YES ❑ NO
2. Does the public have access to information about the compensation of the executives in your business or
organization through periodic reports filed under section 13(a)or 15(d)of the Securities Exchange Act of 1934
(15 U.S.C.78m(a),78o(d))or section 6104 of the Internal Revenue Code of 1986?
❑YES ❑ NO
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Attachment 7
ATTACHMENT 8
Substance Abuse and Mental Health Services Administration (SAMHSA)
Federal Fiscal Year 2024—Award Standard Terms
As identified in the Federal Subaward Identification attachment/s, this Contract includes funds HCA
received through a grant from SAMHSA, a branch of the United States Department of Health and Human
Services (HHS), awarded in Federal Fiscal Year 2024. HCA and the Contractor intend that this Contract
conforms with the requirements of the SAMHSA grant. Contractor agrees to comply with the following
pass-through terms and conditions, in addition to the terms and conditions of the Contract, for contract
activities funded by the SAMHSA grant awarded in Federal Fiscal Year 2024.
1. Future Spending
As indicated in the Notice of Award, recommended future support reflects total costs (direct plus
indirect). Funding is subject to the availability of Federal funds, satisfactory progress and
continued funding is in the best interest of the Federal government.
2. Non-Supplant
Federal award funds must supplement, not replace (supplant) non-federal funds. Contractor must
ensure that federal funds do not supplant funds that have been budgeted for the same purpose
through non-federal sources. HCA may require Contractor to demonstrate and document that a
reduction in non-federal resources occurred for reasons other than the receipt of expected receipt
of federal funds.
3. Unallowable Costs
Any costs incurred by Contractor prior to the start date of the Contract and/or costs not consistent
with the terms and conditions of the Contract, including terms and conditions incorporated by
reference, 45 CFR 75, and the HHS Grants Policy Statement, are not allowable under this
Contract.
4. Conflicts of Interest Policy
Consistent with 45 CFR§75.112, Contractor must establish and maintain written policies and
procedures to prevent employees, consultants, and others (including family, business, or other ties)
involved in activities supported by this Contract with HCA, from involvement in actual or perceived
conflicts of interest.
The policies and procedures must:
A. address conditions under which outside activities, relationships, or financial interest are proper or
improper;
B. provide for advance disclosure of outside activities, relationships, or financial interest to a
responsible organizational official;
C. include a process for notification and review by the responsible official of potential or actual
violations of the standards; and
D. specify the nature of penalties that may be imposed for violations.
5. Administrative and National Policy Requirements
Public policy requirements are requirements with a broader national purpose than that of the
Federal sponsoring program or award that an applicant/recipient/subrecipient must adhere to as a
prerequisite to and/or condition of an award. Public policy requirements are established by
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Attachment 8
statute, regulation, or Executive order. In some cases, they relate to general activities, such as
preservation of the environment, while, in other cases they are integral to the purposes of the
award-supported activities. An application funded with the release of federal funds through a
grant award does not constitute or imply compliance with federal statute and regulations.
Contractor is responsible for ensuring that their activities comply with all applicable federal
regulations, refer to Part II of the HHS Grants Policy Statement, available at:
https://www.hhs.gov/sites/default/files/grants/grants/policies-regulations/hhsgpsl 07.pdf
6. Marijuana Restriction
SAMHSA grant funds may not be used to purchase, prescribe, or provide marijuana or treatment
using marijuana. See, e.g., 45 CFR§ 75.300(a) (requiring HHS to ensure that Federal funding is
expended in full accordance with U.S. statutory and public policy requirements); 21 U.S.C.
812(c)(10)and 841 (prohibiting the possession, manufacture, sale, purchase or distribution of
marijuana).
7. Executive Pay
The Consolidated Appropriations Act, 2023 (Public Law No: 117-328) restricts the amount of
direct salary to Executive Level II of the Federal Executive Pay scale. The Office of Personnel
Management released new salary levels for the Executive Pay Scale and effective January 1,
2024, the salary limitation for Executive Level II is $221,900. Executive Senior Level (opm.gov)
For awards issued prior to this change, if adequate funds are available in active awards, and if the
salary cap increase is consistent with the institutional base salary, recipients and subrecipients may
re-budget to accommodate the current Executive Level II salary level. However, no additional funds
will be provided to these grant awards.
8. Promotional Items
SAMHSA grant funds may not be used for Promotional Items. Promotional items include but are
not limited to clothing and commemorative items such as pens, mugs/cups, folders/folios,
lanyards, and conference bags.
HHS Policy on the Use of Appropriated Funds for Promotional Items:
https://www.hhs.gov/grants/contracts/contract-policies-regulations/spending-on-promotional-
items/index.html
9. Acknowledgement of Federal Funding in communications and contracting
For each publication that results from SAMHSA grant-supported activities, Contractor must
include an acknowledgment of grant support using one of the following statements:
"This publication was made possible by Grant Number B08TIO83977 from
SAMHSA." "The project described was supported by Grant Number
B08TI083977 from SAMHSA." Contractor also must include a disclaimer
stating the following:
"Its contents are solely the responsibility of the authors and do not necessarily
represent the official views of the SAMHSA."
Contractor must use the grant number from the applicable Federal Subaward Identification
attachment to this Contract. Contractor should work with the HCA Contract Manager to ensure
the statements required by this clause include the correct grant number.
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Attachment 8
10. Acknowledgement of Federal Funding at Conferences and Meetings
A conference is defined as a meeting, retreat, seminar, symposium,workshop or event whose
primary purpose is the dissemination of technical information beyond the non-Federal entity and
is necessary and reasonable for successful performance under the SAMHSA grant.
Disclaimer for Conference/Meeting/Seminar Materials: If a conference/meeting/seminar is funded
by SAMHSA funds under this Contract, the Contractor must include the following statement on
conference materials, including promotional materials, agenda, and internet sites:
"Funding for this conference was made possible (in part) by SAMHSA. The views
expressed in written conference materials or publications and by speakers and
moderators do not necessarily reflect the official policies of the Department of Health
and Human Services, nor does the mention of trade names, commercial practices, or
organizations imply endorsement by the U.S. Government."
11. Rights in Data and Publications
As applicable, Contractor agrees to the requirements for intellectual property, rights in data,
access to research data, publications, and sharing research tools, and intangible property and
copyrights as described in 45 CFR§ 75.322 and the HHS Grants Policy Statement.
SAMHSA reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or
otherwise use the work for Federal purposes, and to authorize others to do so.
12. Mandatory Disclosures
Consistent with 45 CFR 75.113, Contractor must disclose in a timely manner in writing to the
HCA Contract Manager and the HHS Office of Inspector General (OIG), all information related to
violations, or suspected violations, of Federal criminal law involving fraud, bribery, or gratuity
violations potentially affecting the Federal award. Contractor must disclose, in a timely manner, in
writing to the HCA Contract Manager, HHS and the HHS OIG, all information related to violations,
or suspected violations, of Federal criminal law involving fraud, bribery, or gratuity violations
potentially affecting a Federal award identified in this Contract with HCA. Disclosures must be
sent in writing to HCA according to the Notice requirements of the Contract and to the HHS OIG
at the following addresses:
U.S. Department of Health and Human Services
Office of Inspector General ATTN: Mandatory Grant Disclosures, Intake Coordinator 330
Independence Avenue, SW, Cohen Building, Room 5527, Washington, DC 20201
Fax: (202)205-0604 (Include"Mandatory Grant Disclosures" in subject line)or email:
MandatoryGranteeDisclosures(a)oig.hhs.gov
Failure to make required disclosures can result in any of the remedies described in 45 CFR
75.371 —Remedies for noncompliance, including suspension or debarment (see 2 CFR 180 &
376 and 31 U.S.C. 3321).
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Attachment 8
13. Lobbying Restrictions
Per 45 CFR§75.215, Contractor is subject to the restrictions on lobbying as set forth in 45 CFR§
93.
Lobbying with appropriated moneys, U.S. Code 18 § 1913 (2021), No part of the money
appropriated by any enactment of Congress shall, in the absence of express authorization by
Congress, be used directly or indirectly to pay for any personal service, advertisement, telegram,
telephone, letter, printed or written matter, or other device, intended or designed to influence in
any manner a Member of Congress, a jurisdiction, or an official of any government, to favor,
adopt, or oppose, by vote or otherwise, any legislation, law, ratification, policy, or appropriation,
whether before or after the introduction of any bill, measure, or resolution proposing such
legislation, law, ratification, policy, or appropriation; but this shall not prevent officers or
employees of the United States or of its departments or agencies from communicating to any
such Member or official, at his/her request, or to Congress or such official, through the proper
official channels, requests for any legislation, law, ratification, policy, or appropriations which they
deem necessary for the efficient conduct of the public business, or from making any
communication whose prohibition by this section might, in the opinion of the Attorney General,
violate the Constitution or interfere with the conduct of foreign policy, counter-intelligence,
intelligence, or national security activities.
Violations of this section shall constitute as a violation of section 1352 (a) of Title 31.
14. Drug-Free Workplace
The Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.) requires that all organizations
receiving grants from any Federal agency agree to maintain a drug-free workplace. This
requirement passes through HCA to the Contractor. The Contractor must comply with drug-free
workplace requirements in Subpart B (or Subpart C, if the recipient is an individual) of part 382,
which adopts the Governmentwide implementation (2 CFR §182) of sec. 5152-5158 of the Drug-
Free Workplace Act of 1988 (Pub. L. 100-690, Title V, Subtitle D; 41 U.S.C. 701-707).
Contractor will provide a drug-free workplace and will notify the HCA Contract Manager if an
employee is convicted of violating a criminal drug statute. Failure to comply with these
requirements may be cause for debarment. Government wide requirements for Drug-Free
Workplace for Financial Assistance are found in 2 CFR§ 182; HHS implementing regulations are
set forth in 2 CFR§ 382.400.
15. Civil Right Laws that prohibit discrimination
Contractor must perform all work under the Contract in compliance with federal civil rights laws
that prohibit discrimination on the basis of race, color, national origin, disability, age and, in some
circumstances, religion, conscience, and sex (including gender identity, sexual orientation, and
pregnancy). This includes taking reasonable steps to provide meaningful access to persons with
limited English proficiency and providing programs that are accessible to and usable by persons
with disabilities. The HHS Office for Civil Rights provides guidance on complying with civil rights
laws enforced by HHS. See https://www.hhs.gov/civil-rights/for-providers/provider-
obligations/index.html and https://www.hhs.gov/civil-rights/for-
individuals/nondiscrimination/index.html.
This includes taking reasonable steps to ensure that your project provides meaningful access to
persons with limited English proficiency. For guidance on meeting your legal obligation to take
reasonable steps to ensure meaningful access to your programs or activities by limited English
proficient individuals, see https://www.hhs.gov/civil- rig hts/for-individuals/special-topics/limited-
english-proficiency/fact-sheet-guidance/index.html and https://www.lep.gov.
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Attachment 8
For information on your specific legal obligations for serving qualified individuals with disabilities,
including providing program access, reasonable modifications, and taking appropriate steps to
provide effective communication, see
http://www.hhs.gov/ocr/civilrights/understanding/disability/index.htm1.
HHS funded health and education programs must be administered in an environment free of
sexual harassment, see https://www.hhs.gov/civil-rights/for-individuals/sex-
discrimination/index.html.
For guidance on administering your project in compliance with applicable federal religious
nondiscrimination laws and applicable federal conscience protection and associated anti-
discrimination laws,see https://www.hhs.gov/conscience/conscience- protections/index.html and
https://www.hhs.gov/conscience/religious-freedom/index.html.
16. Trafficking Victims Protection Act of 2000(22 U.S.C. 7104(G)), as amended, and 2 CFR§ 175
The Trafficking Victims Protection Act of 2000 authorizes termination of financial assistance
provided to a private entity, without penalty to the Federal government, if the recipient(HCA) or
subrecipient (Contractor) engages in certain activities related to trafficking in persons. SAMHSA
may unilaterally terminate this award, without penalty, if a private entity recipient, or a private
entity subrecipient (Contractor), or their employees:
A. Engage in severe forms of trafficking in persons during the period of time that the award is in
effect;
B. Procure a commercial sex act during the period of time that the award is in effect; or,
C. Use forced labor in the performance of the award or subawards under the award. The text of
the full award term is available at 2 CFR 175.15(b).
17. Confidentiality of Alcohol and Drug Abuse Patient Records
The regulations (42 CFR 2) are applicable to any information about alcohol and other drug
abuse patients obtained by a "program" (42 CFR 2.11), if the program is federally assisted in
any manner(42 CFR§2.12b). Accordingly, all project patient records are confidential and may be
disclosed and used only in accordance with 42 CFR§ 2. Contractor is responsible for assuring
compliance with these regulations and principles, including responsibility for assuring the security
and confidentiality of all electronically transmitted patient material.
18. Accessibility Provisions
Contractor must perform all work under this Contract in compliance with Federal civil rights law.
This means that Contractor must ensure equal access to programs funded by the SAMHSA grant
without regard to a person's race, color, national origin, disability, age, and in some
circumstances, sex and religion. This includes ensuring the programs are accessible to persons
with limited English proficiency.
The HHS Office for Civil Rights also provides guidance on complying with civil rights laws
enforced by HHS. Please see:
http://www.hhs.gov/ocr/civilrights/understanding/section1557/index.html.
Contractor also has specific legal obligations for serving qualified individuals with disabilities.
Please see- http://www.hhs.gov/ocr/civilrights/understanding/disability/index.htm1. Please contact
the HHS Office for Civil Rights for more information about obligations and prohibitions under
Federal civil rights laws at https://www.hhs.gov/civil-rights/index.htmI or call 1-800-368-1019 or
TDD 1-800-537-7697.
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Attachment 8
For further guidance on providing culturally and linguistically appropriate services, Contractor
should review the National Standards for Culturally and Linguistically Appropriate Services in
Health and Health Care at https:Hminoritvhealth.hhs.gov/omh/browse.aspx?lvl=1&lvlid=6.
19. Legislative Mandates
Certain statutory provisions under P.L. 115-245, Department of Defense and Labor, Health and
Human Services, and Education Appropriations Act, 2019, Division B, Title V, Title II, General
Provisions limit the use of funds on SAMHSA grants, cooperative agreements, and contract
awards, including this Contract with HCA. Such provisions are subject to change annually based
on specific appropriation language that restricts the use of grant funds. The full text of P.L. 115-
245 is available at https://www.congress.gov/bill/115th-congress/house-bill/6157/text?Format=txt.
20. Executive Order 13410: Promoting Quality and Efficient Health Care in Federal Government
Administered or Sponsored Health Care Programs
This EO promotes efficient delivery of quality health care through the use of health information
technology, transparency regarding health care quality and price, and incentives to promote the
widespread adoption of health information technology and quality of care. Accordingly, if
Contractor electronically exchanges patient level health information to external entities where
national standards exist, Contractor must:
A. Use recognized health information interoperability standards at the time of any HIT system
update, acquisition, or implementation, in all relevant information technology systems
supported, in whole or in part, through this agreement/contract. Please consult
www.healthit.gov for more information, and
B. Use Electronic Health Record systems(EHRs)that are certified by agencies authorized by the
Office of the National Coordinator for Health Information Technology(ONC), or that will be
certified during the life of the grant.
21. Audits
If Contractor expends$750,000 or more in federal awards during the Contractor's fiscal year
Contractor must have a single or program-specific audit conducted for that year in accordance
with the provisions of 45 CFR 75.501. Guidance on determining Federal awards expended is
provided in 45 CFR�75.502.
Contractor is responsible for submitting their Single Audit Reports and workbooks (SF-SAC)
electronically to the to the Federal Audit Clearinghouse (FAC)within the earlier of 30 days after
receipt or nine months after the FY's end of the audit period. The FAC operates on behalf of the
OMB.
For specific questions and information concerning the submission process, visit the FAC at
https://harvester.census.gov/facweb or call FAC at the toll-free number: (800)253-0696.
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Attachment 8
22. Ad Hoc Submissions
Throughout the Contract term, SAMHSA may determine that a grant requires submission of
additional information beyond the standard deliverables (45 CFR§ 75.364). Contractor agrees to
provide accurate, timely information if requested by HCA to fulfill its requirements. This
information may include, but is not limited to, the following:
A. Payroll;
B. Purchase orders;
C. Contract documentation; and
D. Proof of project implementation.
23. Cancel Year
31 U.S.C. 1552(a) Procedure for Appropriation Accounts Available for Definite Periods states the
following: On September 30th of the 5th fiscal year after the period of availability for obligation of
a fixed appropriation account ends, the account shall be closed and any remaining balances
(whether obligated or unobligated) in the account shall be canceled and thereafter shall not be
available for obligation or expenditure for any purpose.
24. Prohibition on certain tele-communications and video surveillance services or equipment
As described in 2 CFR 200.216, Contractor is prohibited to obligate or spend grant funds
received through this Contract (to include direct and indirect expenditures as well as cost share
and program)to:
A. Procure or obtain;
B. Extend or renew a contract to procure or obtain; or
C. Enter into contract(or extend or renew contract)to procure or obtain equipment, services, or
systems that use covered telecommunications equipment or services as a substantial or
essential component of any system, or as critical technology as part of any system. As
described in Pub. L. 115-232, section 889, covered telecommunications equipment is
telecommunications equipment produced by Huawei Technologies Company or ZTE
Corporation (or any subsidiary or affiliate of such entities).
D. For the purpose of public safety, security of government facilities, physical security surveillance
of critical infrastructure, and other national security purposes, video surveillance and
telecommunications equipment produced by Hytera Communications Corporation, Hangzhou
Hikvision Digital Technology Company, or Dahua Technology Company(or any subsidiary or
affiliate of such entities).
E. Telecommunications or video surveillance services provided by such entities or using such
equipment.
Telecommunications or video surveillance equipment or services produced or provided by an entity that
the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of
the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or
otherwise, connected to the government of a covered foreign country.
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Attachment 8
ATTACHMENT 9
Federal Compliance, Certifications, and Assurances
I. FEDERAL COMPLIANCE - The use of federal funds requires additional compliance and control
mechanisms to be in place. The following represents the majority of compliance elements that may apply
to any federal funds provided under this contract. For clarification regarding any of these elements or
details specific to the federal funds in this contract, contact: Grace Burkhart.
a. Source of Funds SABG-ARPA: This Contract is being funded partially or in full through Cooperative
Contract number B08T1083977, the full and complete terms and provisions of which are hereby
incorporated into this Contract. Federal funds to support this Contract are identified by the federal
Assistance Listing Number(ALN) 93.959 in the amount of$40,262. The Contractor or Subrecipient
is responsible for tracking and reporting the cumulative amount expended under HCA Contract
K7135-1.
b. Period of Availability of Funds SABG-ARPA: Pursuant to 45 CFR 92.23, Contractor or Subrecipient
may charge to the award only costs resulting from obligations of the funding period specified in
B08TIO83977 unless carryover of unobligated balances is permitted, in which case the carryover
balances may be charged for costs resulting from obligations of the subsequent funding period. All
obligations incurred under the award must be liquidated no later than 90 days after the end of the
funding period.
c. Single Audit Act: This section applies to subrecipients only. Subrecipient(including private, for-profit
hospitals and non-profit institutions) shall adhere to the federal Office of Management and Budget
(OMB) Super Circular 2 CFR200.501 and 45 CFR 75.501. A Subrecipient who expends$750,000 or
more in federal awards during a given fiscal year shall have a single or program-specific audit for that
year in accordance with the provisions of OMB Super Circular 2 CFR 200.501 and 45 CFR 75.501.
d. Modifications: This Contract may not be modified or amended, nor may any term or provision be
waived or discharged, including this particular Paragraph, except in writing, signed upon by both
parties.
1. Examples of items requiring Health Care Authority prior written approval include, but are not
limited to, the following:
i. Deviations from the budget and Project plan.
ii. Change in scope or objective of the Contract.
iii. Change in a key person specified in the Contract.
iv. The absence for more than one (1) months or a 25% reduction in time by the Project
Manager/Director.
v. Need for additional funding.
vi. Inclusion of costs that require prior approvals as outlined in the appropriate costprinciples.
vii. Any changes in budget line item(s)of greater than twenty percent(20%) of the total budget
in this Contract.
2. No changes are to be implemented by the Sub-awardee until a written notice of approval is
received from the Health Care Authority.
e. Sub-Contracting: The Contractor or Subrecipient shall not enter into a sub-contract for any of the
work performed under this Contract without obtaining the prior written approval of the Health Care
Authority. If sub-contractors are approved by the Health Care Authority, the subcontract, shall
contain, at a minimum, sections of the Contract pertaining to Debarred and Suspended Vendors,
Lobbying certification, Audit requirements, and/or any other project Federal, state, and local
requirements.
f. Condition for Receipt of Health Care Authority Funds:Funds provided by Health Care Authority to the
Contractor or Subrecipient under this Contract may not be used by the Contractor or Subrecipient as
a match or cost-sharing provision to secure other federal monies without prior written approval by the
Health Care Authority.
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g. Unallowable Costs: The Contractor or Subrecipient's expenditures shall be subject to reduction for
amounts included in any invoice or prior payment made which determined by HCA not to constitute
allowable costs on the basis of audits, reviews, or monitoring of this Contract.
h. Supplanting Compliance: SABG: If SABG funds support this Contract, the Block Grant will not be
used to supplant State funding of alcohol and other drug prevention and treatment programs. (45
CFR section 96.123(a)(10)).
i. Federal Compliance: The Contractor or Subrecipient shall comply with all applicable State and
Federal statutes, laws, rules, and regulations in the performance of this Contract, whether included
specifically in this Contract or not.
j. Civil Rights and Non-Discrimination Obligations: During the performance of this Contract, the
Contractor or Subrecipient shall comply with all current and future federal statutes relating to
nondiscrimination. These include but are not limited to: Title VI of the Civil Rights Act of 1964 (PL 88-
352), Title IX of the Education Amendments of 1972 (20 U.S.C. §§ 1681-1683 and 1685-1686),
section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794), the Age Discrimination Act of 1975
(42 U.S.C. §§ 6101- 6107), the Drug Abuse Office and Treatment Act of 1972 (PL 92-255), the
Comprehensive Alcohol Abuse and Alcoholism Prevention,Treatment and Rehabilitation Act of 1970
(PL 91-616), §§523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290dd-3 and
290ee-3), Title VIII of the Civil Rights Act of 1968(42 U.S.C. §§3601 et seq.), and the Americans with
Disability Act (42 U.S.C., Section 12101 et seq.) http://www.hhs.gov/ocr/civiIrights.
HCA Federal Compliance Contact Information
Washington State Health Care Authority
Post Office Box 42710
Olympia, Washington 98504-2710
Il. CIRCULARS `COMPLIANCE MATRIX' - The following compliance matrix identifies the OMB Circulars
that contain the requirements which govern expenditure of federal funds. These requirements apply to
the Washington State Health Care Authority (HCA), as the primary recipient of federal funds and then
follow the funds to the sub-awardee, Mason County. The federal Circulars which provide the applicable
administrative requirements, cost principles and audit requirements are identified by sub-awardee
organization type.
OMB CIRCULAR
ENTITY TYPE ADMINISTRATIVE COST AUDIT REQUIREMENTS
REQUIREMENTS PRINCIPLES
State. Local and Indian OMB Super Circular 2 CFR 200.501 and 45 CFR 75.501
Tribal Governments and
Governmental Hospitals
Non-Profit
Organizations and Non-
Profit Hospitals
Colleges or Universities
and Affiliated Hospitals
For-Profit Organizations
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Attachment 9
III. STANDARD FEDERAL CERTIFICATIONS AND ASSURANCES - Following are the Assurances,
Certifications, and Special Conditions that apply to all federally funded (in whole or in part) Contracts
administered by the Washington State Health Care Authority.
a. CERTIFICATION REGARDING DEBARMENT AND SUSPENSION : The undersigned (authorized
official signing for the contracting organization)certifies to the best of his or her knowledge and belief,
that the contractor, defined as the primary participant in accordance with 45 CFR Part 76, and its
principals: are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal Department or agency have not within
a 3-year period preceding this contract been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain,
or performing a public (Federal, State, or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statutes or commission of embezzlement, theft,forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property; are not
presently indicted or otherwise criminally or civilly charged by a governmental entity (Federal, State,
or local) with commission of any of the offenses enumerated in Section 2 of this certification; and
have not within a 3-year period preceding this contract had one or more public transactions(Federal,
State, or local)terminated for cause or default.
Should the Contractor or Subrecipient not be able to provide this certification, an explanation as to
why should be placed after the assurances page in the contract.
The contractor agrees by signing this contract that it will include, without modification, the clause
above certification in all lower tier covered transactions (i.e., transactions with sub-grantees and/or
contractors)and in all solicitations for lower tier covered transactions in accordance with 45 CFR Part
76.
b. CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS: The undersigned
(authorized official signing for the contracting organization) certifies that the contractor will, or will
continue to, provide a drug-free workplace in accordance with 45 CFR Part 76 by:
1. Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace
and specifying the actions that will be taken against employees for violation of such prohibition;
Establishing an ongoing drug-free awareness program to inform employees about
i. The dangers of drug abuse in the workplace;
ii. The contractor's policy of maintaining a drug-free workplace;
iii. Any available drug counseling, rehabilitation, and employee assistance programs; and
iv. The penalties that may be imposed upon employees for drug abuse violations occurring in the
workplace;
2. Making it a requirement that each employee to be engaged in the performance of the contract be
given a copy of the statement required by paragraph (1) above;
3. Notifying the employee in the statement required by paragraph (1), above, that, as a condition of
employment under the contract, the employee Will-
i. Abide by the terms of the statement; and
ii. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute
occurring in the workplace no later than five (5) calendar days after such conviction;
4. Notifying the agency in writing within ten calendar days after receiving notice under paragraph
(111)(b) from an employee or otherwise receiving actual notice of such conviction. Employers of
convicted employees must provide notice, including position title,to every contract officer or other
designee on whose contract activity the convicted employee was working, unless the Federal
agency has designated a central point for the receipt of such notices. Notice shall include the
identification number(s)of each affected grant;
5. Taking one of the following actions, within thirty (30) calendar days of receiving notice under
paragraph (III) (b), with respect to any employee who is so convicted—
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Attachment 9
i. Taking appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973,as amended;
or
ii. Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health, law
enforcement, or other appropriate agency;
6. Making a good faith effort to continue to maintain a drug-free workplace through implementation
of paragraphs (1)through (V).
For purposes of paragraph (V) regarding agency notification of criminal drug convictions, Authority
has designated the following central point for receipt of such notices:
Legal Services Manager
WA State Health Care Authority
PO Box 42700
Olympia, WA 98504-2700
c. CERTIFICATION REGARDING LOBBYING: Title 31, United States Code, Section 1352, entitled
"Limitation on use of appropriated funds to influence certain Federal contracting and financial
transactions," generally prohibits recipients of Federal grants and cooperative Contracts from using
Federal (appropriated) funds for lobbying the Executive or Legislative Branches of the Federal
Government in connection with a SPECIFIC grant or cooperative Contract. Section 1352 also
requires that each person who requests or receives a Federal grant or cooperative Contract must
disclose lobbying undertaken with non-Federal (nonappropriated) funds. These requirements apply
to grants and cooperative Contracts EXCEEDING $100,000 in total costs (45 CFR Part 93).
The undersigned (authorized official signing for the contracting organization) certifies, to the best of
his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering into of any cooperative Contract, and the
extension, continuation, renewal, amendment, or modification of any Federal contract, grant,
loan, or cooperative Contract.
2. If any funds other than Federally appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative Contract, the undersigned shall
complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities,"in accordance with
its instructions. (If needed, Standard Form-LLL, "Disclosure of Lobbying Activities," its
instructions, and continuation sheet are included at the end of this application form.)
3. The undersigned shall require that the language of this certification be included in the award
documents for all subcontracts at all tiers (including subcontracts, subcontracts, and contracts
under grants, loans and cooperative Contracts) and that all sub-recipients shall certify and
disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by Section 1352, U.S. Code. Any person who fails to file the
required certification shall be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
d. CERTIFICATION REGARDING PROGRAM FRAUD CIVIL REMEDIES ACT (PFCRA): The
undersigned (authorized official signing for the contracting organization)certifies that the statements
herein are true, complete, and accurate to the best of his or her knowledge, and that he or she is
aware that any false, fictitious, or fraudulent statements or claims may subject him or her to criminal,
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Attachment 9
civil,or administrative penalties.The undersigned agrees that the contracting organization will comply
with the Public Health Service terms and conditions of award if a contract is awarded.
e. CERTIFICATION REGARDING ENVIRONMENTAL TOBACCO SMOKE: Public Law 103-227, also
known as the Pro-Children Act of 1994 (Act), requires that smoking not be permitted in any portion
of any indoor facility owned or leased or contracted for by an entity and used routinely or regularly for
the provision of health, day care, early childhood development services, education or library services
to children under the age of 18, if the services are funded by Federal programs either directly or
through State or local governments, by Federal grant, contract, loan, or loan guarantee. The law also
applies to children's services that are provided in indoor facilities that are constructed, operated, or
maintained with such Federal funds. The law does not apply to children's services provided in private
residence, portions of facilities used for inpatient drug or alcohol treatment, service providers whose
sole source of applicable Federal funds is Medicare or Medicaid, or facilities where WIC coupons are
redeemed.
Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty
of up to $1,000 for each violation and/or the imposition of an administrative compliance order on the
responsible entity.
By signing the certification,the undersigned certifies that the contracting organization will comply with
the requirements of the Act and will not allow smoking within any portion of any indoor facility used
for the provision of services for children as defined by the Act.
The contracting organization agrees that it will require that the language of this certification be
included in any subcontracts which contain provisions for children's services and that all sub-
recipients shall certify accordingly.
The Public Health Services strongly encourages all recipients to provide a smoke-free workplace and
promote the non-use of tobacco products. This is consistent with the PHS mission to protect and
advance the physical and mental health of the American people.
f. CERTIFICATION REGARDING OTHER RESPONSIBILITY MATTERS
1. The inability of a person to provide the certification required below will not necessarily result in
denial of participation in this covered transaction. The prospective contractor shall submit an
explanation of why it cannot provide the certification set out below.The certification or explanation
will be considered in connection with the department or agency's determination whether to enter
into this transaction. However, failure of the prospective contractor to furnish a certification or an
explanation shall disqualify such person from participation in this transaction.
2. The certification in this clause is a material representation of fact upon which reliance was placed
when the department or agency determined to enter into this transaction. If it is later determined
that the prospective contractor knowingly rendered an erroneous certification, in addition to other
remedies available to the Federal Government, the department or agency may terminate this
transaction for cause of default.
3. The prospective contractor shall provide immediate written notice to the department or agency to
whom this contract is submitted if at any time the prospective contractor learns that its certification
was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction,
participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as
used in this clause, have the meanings set out in the Definitions and Coverage sections of the
rules implementing Executive Order 12549.You may contact the person to whom this contract is
submitted for assistance in obtaining a copy of those regulations.
5. The prospective contractor agrees by submitting this contract that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction
with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from
participation in this covered transaction, unless authorized by Authority.
6. Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render in good faith the certification required by this clause. The knowledge
Washington State Page 33 of 34 LEAD Services
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Attachment 9
and information of a participant is not required to exceed that which is normally possessed by a
prudent person in the ordinary course of business dealings.
7. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a
covered transaction knowingly enters into a lower tier covered transaction with a person who is
suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in
addition to other remedies available to the Federal Government, HCA may terminate this
transaction for cause or default.
CONTRACTOR SIGNATURE REQUIRED
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL: TITLE:
PLEASE ALSO PRINT OR TYPE NAME:
ORGANIZATION NAME:(if applicable) DATE:
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Attachment 9
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: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): 3/10/25 Agenda Date(s): 3/18/25
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other
(This is the responsibility of the requesting Department)
Item:North Mason Regional Fire Authority(SMRFA) Syndemic Clinical Services
Background/Executive Summary:
In January 2024,Public Health&Human Services was awarded funding through the WA Department of
Health(DOH)to implement clinical services for Substance Use Mobile Outreach program participants.
The first year of funding was dedicated to planning and development,which has encountered barriers to
implementation. Due to the State's budget deficit,Public Health was notified by DOH on 2/18/2025 that
funding will be rescinded for all contractually obligated clinical services—wound care, infectious disease
testing and treatment, and induction of medications for opioid use disorder—if these services are not fully
implemented by April 15th.
While Public Health continues to recruit a clinical provider,North Mason Regional Fire Authority's
Mobile Integrated Health Program seeks to contract with the County to provide the full scope of clinical
services needed as a four-month pilot, in conjunction with their expansion of MIHP services with Central
and South Mason Fire Departments.
Budget Impact(amount, funding source,budget amendment, etc.):
No impact to General Fund;program is already budgeted through state DOH contract
Public Outreach:
N/A
Requested Action:
Move contract to 3/18/25 action agenda for approval
Attachment(s)
North Mason Regional Fire Authority Syndemic Clinical Services Contract 2025
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT #
This CONTRACT is made and entered into by and between Mason County, hereinafter
referred to as "COUNTY" and North Mason Regional Fire Authority, hereinafter referred
to as "CONTRACTOR."
Contracted Entity North Mason Regional Fire Authority
Address 490 NE Old Belfair Hwy
City, State, Zip Code Belfair, WA 98528
Phone 360-275-6711 Ext 200
Primary Contact: Name, Title Beau Bakken, Fire Chief
Primary Contact: E-mail bbakken(a-)north mason rfa.com
Washington State UBI# 603350314
Federal EIN 46-4101262
Total Award/Contract Value $23,638
Contract Term March 1, 2025 — June 30, 2025
COUNTY and CONTRACTOR, as defined above, acknowledge, and accept the terms
of this contract and EXHIBITS and have executed this contract on the date below to
start as of the date and year referenced above. The rights and obligations of both
parties to this contract are governed by this contract including any [Special Conditions,
General Terms and Conditions, Exhibits, etc.].
CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Agency Name Sharon Trask, Chair
Authorized Signature Date
APPROVED AS TO FORM:
Print Name & Title
Date Tim Whitehead, Chief DPA
Professional Services Contract (rev 01/2024) Pagel
Special Conditions
CONTRACTOR agrees to the following: The award of funds does not guarantee that the
CONTRACTOR will receive funding if special conditions are not met. The following
documents are requirements and must be received within 30 days of the contract award
start date for the CONTRACTOR to submit an invoice and receive funding. If the
agency has provided these documents under a previous contract, only updated
documents need to be provided. For tracking purposes, please notify COUNTY on each
item stating "no updates" if this is the case.
1. CONTRACT REQUIREMENTS to receive funding:
a. Vendor Payment Form
b. Certificate of Insurance (see requirements Exhibit B)
Funding Source: Department of Health Contract #CLH31019 Infectious Disease
Syndemic Prevention Services-SSP
General Terms and 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," during the CONTRACT period. In the
event that CONTRACTOR expends the total award specified in "Exhibit C Budget"
before the end of the CONTRACT duration, CONTRACTOR remains liable to provide
COUNTY the services as identified in "Exhibit A Scope of Services." No material, labor
or facilities will be furnished by COUNTY, unless otherwise provided for in the
CONTRACT.
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.
Amendments and Extension:
This CONTRACT may be amended by mutual agreement of the parties. Such
amendment shall not be binding unless they are in writing and signed by personnel
authorized to bind each of the parties.
The duration of this CONTRACT may be extended by mutual written consent of the
parties, for a period of up to one year, and for a total of no longer than three years.
Debarment Certification:
Professional Services Contract (rev 01/2024) Page 2
The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is
not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded in any Federal department or agency from participating in
transactions.
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.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is
specified in Exhibit C Budget 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.
Professional Services Contract (rev 01/2024) Page 3
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 C Budget. Where Exhibit C requires payments by the COUNTY,
payment shall be based upon written claims supported, unless otherwise provided in
Exhibit C, 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.
Unless specifically stated in Exhibit C 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 C.
Fraud and Other Loss Reporting:
CONTRACTOR shall report in writing all known or suspected fraud or other loss of any
funds or other property furnished under this CONTRACT immediately or as soon as
practicable.
Billing Procedures and Payment:
The funding awarded may only be used for eligible activities and expenses. COUNTY
will pay CONTRACTOR upon acceptance of services provided and receipt of properly
completed invoices, which shall be submitted to the COUNTY representative not more
often than monthly. Exceptions to the single billing per month (or quarterly) can be
made by the COUNTY on a case-by-case basis. The CONTRACTOR shall only be paid
as a reimbursement of allowable costs incurred during each invoice period, according to
the terms provided in Exhibit A, if CONTRACTOR performs the services and submits all
reporting to a satisfactory level.
The COUNTY may, in its sole discretion withhold payments by the Grantee for services
rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition of
this Grant. No payments in advance or in anticipation of services or supplies to be
provided under this Grant shall be made by the COUNTY.
Withholding Payment:
Professional Services Contract (rev 01/2024) Page 4
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 informed judgment as to
Professional Services Contract (rev 01/2024) Page 5
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.
Professional Services Contract (rev 01/2024) Page 6
Work Product:
CONTRACTOR will provide COUNTY with all work product including; plans, data
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:
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
Professional Services Contract (rev 01/2024) Page 7
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 B 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.
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:
Indemnification by CONTRACTOR. 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 there from) which 1) are
caused in whole or in part by any act or omission, negligent or otherwise, of the
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
Professional Services Contract (rev 01/2024) Page 8
proximity to the property of COUNTY. This indemnification obligation of
CONTRACTOR shall not apply in the limited circumstance where the claim, damage,
loss or expense is caused by the sole negligence of COUNTY. This indemnification
obligation of the 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 the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The
foregoing indemnification obligations of the 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.
Participation by County — No Waiver. COUNTY reserves the right, but not the obligation,
to participate in the defense of any claim, damages, losses or expenses and such
participation shall not constitute a waiver of CONTRACTOR's indemnity obligations
under this CONTRACT.
Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR's indemnity obligations shall survive the completion, expiration or
termination of this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts
to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall
indemnify COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity
obligations to COUNTY.
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 Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County
Public Health and Human Services Director 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:
Melissa Casey, Community Health Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 404
Fax: 360-427-7787
Professional Services Contract (rev 01/2024) Page 9
E-mail: mcasey(d)mason countywa.gov
Financial Contact:
Casey Bingham, Finance Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb(o-)-masoncountywa.gov
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 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
Professional Services Contract (rev 01/2024) Page 10
with Exhibit A Scope of Service and Exhibit C Budget. 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 C Budget.
Disputes:
1 . Differences between the CONTRACTOR and COUNTY, arising under and by virtue
of the AGREEMENT 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 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
Professional Services Contract (rev 01/2024) Page 11
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 Agreement 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 Mason County and 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 a waiver or relinquishment of any such, or
Professional Services Contract (rev 01/2024) Page 12
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. Special Conditions
D. General Terms and Conditions
E. Exhibit B, Insurance Requirements
F. Exhibit A, Scope of Service
G. Exhibit C, Budget
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.
Professional Services Contract (rev 01/2024) Page 13
EXHIBIT A
SCOPE OF SERVICES
Program: Drug User Health Syndemic Clinical Services through the Substance Use
Mobile Outreach of Mason County
Program Descriptions:
North Mason Regional Fire Authority's (NMRFA) Mobile Integrated Health Program will
partner with Mason County Public Health and Human Services (MCPHHS) Substance
Use Mobile Outreach Program to provide clinical services, including wound care,
infectious disease testing and treatment (STIs and Hepatitis C, or HCV)), HIV testing
and linkages to state-sponsored HIV/AIDS medical case management, medications for
opioid use disorder (MOUD), and general wellness checks with an emphasis on early
diagnosis and treatment of health challenges that commonly occur in people who use
drugs or who experience behavioral health challenges. The program will provide
linkages to primary or specialty follow-up care, behavioral health services, case
management, and broader social and recovery support services with Mason County
Mobile Outreach staff as per the DOH's Drug User Health contract.
A 0.12 FTE Certified Physician's Assistant, a 0.03 FTE Psychiatric Nurse Practitioner,
and a 0.40 FTE Licensed Practical Nurse will work with MCPHHS outreach staff to
provide services in several modalities: home service, street/encampment outreach,
office-based, and telehealth. An RN and Prevention Specialist may also be included in
services at the north end of Mason County, within NMRFA's jurisdiction.
NMRFA will give MCPHHS access to their electronic health records (her) so MCPHHS
staff can book on-site appointments during Syringe Service Program (SSP) services. No
additional licenses will be needed.
NMRFA will report to MCPH every month by the 10t" of the month:
• the number of wound care sessions,
• the number of infectious disease tests conducted (HCV, HIV, gonorrhea-chlamydia,
syphilis),
• the number of participants started on HCV treatment, the number of participants
inducted on MOUD, and
• the number of all other diagnostic tests or general wellness exams.
NMRFA will provide all equipment, diagnostic tests, and electronic equipment within the
scope of the Mobile Integrated Health Program's (MIHP) services and the MIHP vehicle
as needed. As part of the larger MIHP program with Central and South Mason Fire
Districts, NMRFA will also provide referrals from the larger 911 emergency system.
Professional Services Contract (rev 01/2024) Page 14
MCPHHS will provide wound care supplies, infectious disease and diagnostic tests, and
clinical office space at 2300 Kati Ct. in Shelton. It will also provide staff for outreach,
linkages to care, and navigation services as needed.
Both parties will continue to utilize partnerships within the Mason County/adjacent
counties network of behavioral health (substance use and mental health) providers,
housing and social services providers, and broader social and recovery support
services to provide holistic wrap-around care for program participants.
NMRFA and MCPHHS will review the workflow mid-contract and adjust services and
hours as needed within the capacity of both agencies. This contract may be renewable
depending on funding.
Professional Services Contract (rev 01/2024) Page 15
EXHIBIT B
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, 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. Not less than $1,000,000 per claim. Coverage will apply to liability for
professional error, act or omission, arising out of or in connection with the Contractor's
Services under the Contract.
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
contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the
CONTRACTOR (hereinafter"indemnifying parties") to comply with these provisions.
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.
Professional Services Contract (rev 01/2024) Page 16
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 to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages
required and, b) an additional insured endorsement to CONTRACTOR's general liability
policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.
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
Professional Services Contract (rev 01/2024) Page 17
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 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 agreement 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 require insurers, to provide notice to COUNTY thirty (30) days prior
to cancellation of such liability coverage or of any material alteration or non-renewal of any
such coverage, other than for non-payment of premium. CONTRACTOR shall assure that
this provision also applies to any subcontractors, joint ventures or any other party engaged
by or on behalf of contractor in relation to this agreement. Certificate(s) are to reflect that the
issuer will provide thirty (30) days' notice to COUNTY of any cancellation of coverage.
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 agreement. 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.
Professional Services Contract (rev 01/2024) Page 18
EXHIBIT C
BUDGET
Submit monthly invoice requests electronically to Christina Muller-Shinn at
shinn(a)_masoncountywa.gov by the 10t" of each month.
Position Monthly Salary Monthly FTE Amount
Benefits Requested
Physician Assistant —
Certified $10,732.05 $2,401.33 0.12 $6,304.00
Psychiatric Nurse
Practitioner* $17,600.00 N/A 0.03 $1,760.00
Registered Nurse $9,819.33 $1,595.22 0 $0
Licensed Practical
Nurse $7,280.00 $1,010.75 0.4 $13,265.00
Prevention Specialist $9,144.45 $2,401.33 0.05 $2,309.00
TOTAL $23,638.00
*Contract position without benefits/taxes paid
Payment:
In the event State, Federal, or local funding changes, the COUNTY reserves the right to
amend the payment terms and the amount awarded in this contract. Approved invoices
will be disbursed according to the vendor payment schedule of the County Auditor's
Office. Refer to the Billing Procedures and Payment clause of this contract for additional
information.
All COUNTY provided templates must be used and not modified without the expressed,
written permission from the COUNTY. The COUNTY has the right to change the
reporting requirements with notification to the CONTRACTOR.
Payment will be considered timely within 30 days of receipt of invoice.
Professional Services Contract (rev 01/2024) Page 19
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: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): 3/10/25 Agenda Date(s): 3/18/25
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other
(This is the responsibility of the requesting Department)
Item: Consolidated Homeless Grant Local Government Application
Background/Executive Summary:
The Department of Commerce has released the 2025-2027 Consolidated Homeless Grant(CHG)
Application Part 1 of a two-part application process. The CHG represents a collection of state fund
sources—including document recording fees and state general funds—which must be used to develop and
manage local homeless response systems. County governments are designated as Lead Grantees; a Lead
Grantee cannot opt out of administering CHG funding or any of the administrative system requirements.
Part 1 of the application is due by March 28,2025. Commerce has not provided a funding estimate at this
time. Part 2 of the application will provide an award and budget worksheet when it is available, and part 2
will also collect subgrantee information.
Budget Impact(amount, funding source,budget amendment, etc.):
TBD
Public Outreach:
N/A
Requested Action:
Approval to submit Consolidated Homeless Grant Local Government Application
Attachment(s)
CHG Local Government Application Part 1
2023-2025 Funding Summary
TABLE OF CONTENTS
Introduction
CHG Purpose
Application Instructions
FORM A Applicant Information
FORM B Lead Grantee Certification
INTRODUCTION
Local Government Washington State
Department of
Homeless Housing Funding Application PART 1 commerce
forthe
Consolidated Homeless Grant (CHG)
July 1,2025-June 30,2027
Submission Deadline:March 28,2025 by 5 p.m
Dear Local Governments and Interested Parties,
The Department of Commerce is proud to announce the release of the 2025-2027 Consolidated Homeless Grant(CHG)application.Since its inception in 2012,
CHG has evolved from a modest base of$18 million—at a time when the document recording fee was not yet a permanent fund source—to an estimated$250
million in the last fund cycle.This remarkable growth reflects the unwavering advocacy of local government staff and nonprofit providers who have championed
solutions and driven change to ensure resources better meet the needs of the people we serve.As we enter a new biennium facing the largest budget deficit
since 2011,maintaining critical services will require a steadfast commitment and even more problem solving.Today,we are better prepared than ever,equipped
with evidenced based strategies,deeper collaborations with community-based partners,and a state plan shaped by the voices of those with lived experience of
homelessness and the providers who support them.
What is the CHG Budget?
Until the current state legislative session adjourns in late April,we won't know our final CHG budget.During this application period,we will share updated
information on the House and Senate proposals along with what we learned from former Governor Inslee's proposed Budget.We are advising CHG grantees to
prepare for a potential 20%reduction from the 2023-2025 CHG awards,although we remain hopeful for a more favorable outcome.
This application is Part 1 of a two-part application process.Part 2 will provide an award and budget worksheet.Additionally,Part 2 will also collect subgrantee
information,CHG funded projects including those identified as low barrier,and eviction prevention questions around subgranting with by and for organizations.
We will send out Part 2 as soon as we can make it available.
Document Recording Fees:How Were They Established?
Established in 2005,the Washington State document recording fee created a dedicated funding source for homeless programs.This surcharge,applied to county
real estate document recording transactions,is collected by local auditors who direct a portion to county governments while remitting the rest to the state.
Under the statute that created the fee,counties must use the funds to develop and manage local homeless crisis response systems aligned with state policy
goals.Counties are also tasked with creating local homeless plans in collaboration with community partners,identifying strategies to reduce homelessness,and
submitting expenditure reports to the state.
What Can the Grant Fund?
The CHG was created in 2012 to streamline several funding sources into a single grant for county governments.Our goal has been to collaborate with counties
and grantees to develop CHG guidance that aligns with statutory requirements and evidenced based practices.County governments,in turn,create programs to
deliver the services.It's important to note that the CHG is not a"program"or a"homeless intervention."Rather,it represents a collection of state fund sources—
including document recording fees and state general funds—with statutory requirements integrated into guidance that aligns with data driven approaches.
To review details on allowable activities and administrative and system requirements,please see the draft 2025-2027 CHG guidelines.Final guidelines will be sent
before the July 1 grant start.
What is Role of Lead Grantees?
County governments and nonprofit organizations are designated as Lead grantees.These organizations have key responsibilities for managing funds and,if
applicable,additional duties when subgranting to other providers.Commerce assigns staff to support each Lead grantee,ensuring they have the tools and
guidance necessary for successful grant administration.Before completing the CHG application,it is essential for applicants to fully understand the associated
responsibilities outlined in the CHG Guidance and commit to meeting these requirements.The current guidelines and guideline changes to begin July 1,2025 can
be found at this link:https://deptofcommerce.box.com/s/e4rv277s21imz01svcxcgd2pv2kthrp3.
New Responsibilities
Low barrier:Beginning in July 2025,80%of CHG funded projects will need to operate in accordance with the CHG Guidance's low barrier requirements(for more
information,read CHG guidelines section 2.1.2).This will require Lead grantees to support subgrantees in reevaluating service delivery methods,potentially
serving fewer people while dedicating more resources to stabilizing harder to serve populations.
Prioritize preserving and maintaining emergency shelter beds:For the 2025-2027 grant period,CHG funds must prioritize preserving and maintaining existing
emergency shelter bed inventory as reported to Commerce in the SFY 24 Annual Expenditure Report.The beds do not need to stay in the same projects as in
2023-2025,but the total number of emergency shelter beds must remain the same.
Denial of funds or opting out of administrative system requirements:A Lead grantee cannot opt out of administering CHG funding or any of the administrative
system requirements.(Note:some funding will continue to be optional,such as Permanent Supportive Housing for Chronic Homeless Families and Housing and
Essential Needs for Foundational Community Support clients Bridge funds.)For example,if the State Operating Budget results in additional funding added to
CHG,Lead grantees cannot decline funding intended for services in their county.
The challenges ahead are significant,but so is our collective resolve.Commerce is committed to walking alongside you every step of the way,supporting your
efforts to create a Washington where everyone has a safe and stable place to call home.
CHG PURPOS
The Homelessness Assistance Unit at the Department of Commerce administers state and federal funds to support homeless crisis response
systems in WA State following the strategies outlined in Washington's 2024-2029 Homeless Housing Strategic Plan.
The CHG is a critical resource in the crisis response system.People living unhoused become stably housed when the system is low barrier,
trauma informed,culturally responsive,and Housing First oriented.A Housing First philosophy guides the crisis response system to connect
people to stable housing as quickly as possible,without preconditions,because meeting the basic human need of a safe and decent place to
live sets people up for greater wellness in all areas of life.
People living unstably housed become stably housed when the system is oriented toward person-centered services which promote personal
autonomy,choice,and build on the strengths and resources of those served through the crisis response system.
We expect Commerce grantees,including county governments and nonprofits,to be leaders in their crisis response systems,facilitating
partnership among service organizations,and promoting evidence-based,anti-racist practices.
Grantees must respond to the disproportionality in access to services,service provision and outcomes and cannot simply rely on standard
business practices to address inequity.Grantees have the responsibility to ensure all people eligible for services receive support and are
served with dignity,respect and compassion regardless of circumstance,ability or identity.
This includes marginalized populations,Black,Native and Indigenous,People of Color,immigrants,people with criminal records,people with
disabilities,people with mental health and substance use vulnerabilities,people with limited English proficiency,people who identify as
transgender,people who identify as LGBTQ+,and other individuals that may not access mainstream support.
We are here to support your efforts.The Homelessness Assistance Unit provides access to continuous learning on trauma informed services,
racial equity,LGBTQ+competency,and more.We can help you strategize outreach,coordinated entry and help you understand your data so
we can meet Washington's vision that everyone experiencing homelessness and housing instability has swift and equitable access to stable
APPLICATION INSTRUCTIONS
This Excel workbook contains the information and forms needed to prepare a request for the Consolidated Homeless Grant(CHG)
administered by the Department of Commerce (Commerce)for the state fiscal years 2026 and 2027.Yellow tabs are to be completed by
the applicant. The non-yellow tabs are informational only.An introduction to the CHG Application can be found on the first tab titled
"Introduction."This is part one of a two part application.The second application will provide the award, and collect budget, subgrantee, and
eviction prevention program information.
Submission
This Application and accompanying signed Form B Lead Grantee Certification are due to Commerce no later than March 28,2025 by 5
p.m. Please submit one electronic submission of the entire Application (in Excel)and the signed and scanned Form B to the CHG contract
manager for your county.As referenced on the Introduction tab and above, Commerce will provide an award and part two of the
application when budget information is available.
Commerce reserves the right to reduce or redistribute an allocation if insufficient information is provided in the application, ineligible
activities are proposed, or if a grantee lacks demonstrated capacity to administer the grant. Preparation of an application does not
guarantee that applicants will receive funds.
CHG Contract Manager and Application Contact
Leeanne Montoya
leeanne.montova(cDcommerce.wa.gov
Grays Harbor, King, Pacific,Spokane city and county,Walla Walla
Esme Zavala-Montalvo
esmeralda.zavala-montalvo(cDcommerce.wa.gov
Grant, Island,Skagit,Snohomish,Whatcom,Yakima
Tia Stoner
tia.stoner(cDcom merce.wa.aov
Benton-Franklin,Clark,Cowlitz, Kitsap, Lewis,Mason, Pierce,Thurston,Wahkiakum
FORM A -Applicant Information
Name of Organization/Department
Mailing Address
Physical Address(if different than mailing address)
City
Zip Code
Statewide Vendor Number(SWV)
Unified Business Number(UBI)
County(ies)Served
Contact Information
Contact person for application:
Name/title
Phone
Email
Executive Other
Program Manager Fiscal Data Manager If another person needs to be
Person with signature authority Person who is the primary grant Person we will contact with Person we will contact with included in grant
who will sign grant agreement via DocuSign with Commerce. contact with Commerce. questions about invoices. questions about data. correspondence with the primary
contact.
Name
Title
Phone
Email
DocuSign Information
The Executive contact will be the DocuSign end signer, but if anyone else needs to be a recipient in the DocuSign routing process, please
enter their name/title and email below in order of who needs to review/approve first. Program Manager and Other contact will be cc only unless
included below.
Name/Title 1 Email
Name/Title 2 Email
Name/Title 3 Email
Name/Title 4 Email
Name/Title 5 Email
Notes for DocuSign or please let us know if your organization cannot sign through Docusign:
Crisis Response System
1. Describe your organization's participation in the local continuum of care, local homeless planning group or local homeless provider network.
2. Describe the goals and strategies your county is using to respond to the disproportionality in access to services for marginalized
populations? What data have you examined and where are you looking for information?
r
antin Part 2 of the CHG application will collect subgrantee information and projects funded
ribe how you will ensure all CHG subgrantees will receive training on the CHG guidelines including low barrier housing projects,
le housing interventions, progressive engagement, allowable expenses,training requirements, etc.
4. Describe how your organization will conduct a risk assessment and develop monitoring plans for each subgrantee within six months of the
subgrant start date. (Updated July 1, 2025 CHG guidelines will require subgrantees must be monitored for program and fiscal compliance at
least one time within the grant period.)
Low Barrier Part 2 of the CHG application will collect low barrier projects and associated bed counts funded by CHG.
5. Describe your organization's process for determining no less than 80%of all CHG funded projects (programs and facilities)are low barrier.
Organizational Capacity
6. Explain any organizational restructuring that occurred within the last 12 months that affect Commerce contracts. Provide details of the
restructuring, the timeframe for which this has/is occurring and the status of the change. Make sure to discuss the following:
Organizational changes
Programmatic changes
Business system
changes
(financial, human
resources etc.)
Other
7. Describe turnover in key positions during the past 12 months in those areas of the organization that administer or support homeless
housing projects for the following categories. Describe your plan and timeframe for filling, training, or covering the duties of any vacant
positions. Include the number of positions/FTEs for each category.
Executive management
Fiscal staff
Audit Information
8.What is the last fiscal year your organization was audited for?
Type of audit:
A-133
Financial Statement Audit
Financial Review
Were there Findings or a Management Letter as a result of the last audit?
No
Yes, please detail:
Local Government
9. Explain the role of county commissioners/city council in the following:
Reviewing homeless
crisis response system
and homeless housing
program outcomes
Monitoring grant financial
and program compliance
Evaluating or assessing
the performance of
homeless housing
management staff
FORM B - Lead Grantee Certification
Lead Grantee Applicant - Executive Signature
I certify that the information presented in this application is true and correct to my best
knowledge and authorize the submission to Commerce for consideration of funding as the Lead
Grantee.
Organization:
Executive Signature Name (same as on Applicant Information):
Title:
Date
Signature
Scan and send signed Form B to your CHG Contract Manager via email with application. Electronic
signatures are accepted.
FY24-25 Homeless Response System Funding Summary
(July 1, 2024—June 30, 2025)
Project Type& FY24-25 Fund
Intervention Program Description Service Provider(s) Funding Source(s)
Crossroads Housing* $136,000 2163
(onsite ES)
Temporary Emergency Shelter(ES)—Provides short-term,temporary overnight shelter for people Crossroads Housing $220,680 EHF
Housing experiencing homelessness. Emergency shelters meet the immediate need for shelter,can (offsite ES)
Interventions be facility-based,or operated through hotel/motel vouchers. Community Lifeline $250,000' 2163
Turning Pointe* $148,364 2163
The Youth Connection* $250,820 EHF
Homeless Prevention/Eviction Prevention—Helps households who are at risk of Crossroads Housing $531,720.61 CHG
homelessness to maintain or obtain stable housing and avoid homelessness.Services
include housing-focused case management and temporary rent subsidies. The Youth Connection $261,911.59 CHG
Rapid Re-housing—Quickly moves households from homelessness into permanent Crossroads Housing $948,998 CHG, EHF
housing by providing move-in assistance,time-limited rent subsidies(up to 2 years),and
Permanent housing-focused case management to maintain housing when the subsidy ends. The Youth Connection $165,000 EHF
Housing New Horizons
Interventions Permanent Supportive Housing—Subsidized, non-time limited housing with support $166,980 2163
services for homeless households that include a household member with a permanent Communities
disability. Crossroads Housing $60,000 2163,CHG
Housing and Essential Needs(HEN)—Provides access to essential needs items and
potential rental assistance(Rapid Re-Housing or Eviction Prevention)for low-income Community Action
individuals who are unable to work for at least 90 days due to a physical and/or mental Council $1,324,318 z CHG
incapacity.
Diversion/Coordinated Entry/Care Coordination—Resolve housing crisis before entering
the homeless crisis response system;coordinate the care of households experiencing Crossroads Housing $240,000 2163
homelessness, reduce barriers to housing,connect with other resources that will
Services Only contribute to housing stability,and enroll into programs that move households into
The Youth Connection $172,000 2163
Interventions housing.
Street Outreach—Engage people experiencing homelessness who are otherwise not
accessing services for the purpose of connecting them with emergency shelter, housing,or Crossroads Housing $30,000 EHF
other critical services.
'Contract Amendment#1 effective November 7,2023 reduces the remaining balance of the award by 20%.Total Amended Awarded=$173,441.38,pending successful completion of Re-
Allocation Action Plan to restore reduced funding.
2State General Funds—awards are based on a single fiscal year and cannot roll over *Indicates agencies with offices in Shelton and Belfair
State, Local, and Federal Funds
There are several fund sources that help in response to homelessness.The information below provides an overview of the grants within Mason
County. Funds are awarded and subcontracted through a Request for Proposal Process.
Consolidated Homeless Grant
The Consolidated Homeless Grant(CHG) has several different fund sources, including state general fund and document recording fees. CHG provides
resources to fund homeless crisis response systems to support communities in ending homelessness. Grants are made to local governments and
nonprofits. Homeless crisis response systems respond to the immediacy and urgency of homelessness and ensure that everyone has a safe and
appropriate place to live. It is administered through the Housing Assistance Unit of the Washington State Department of Commerce. The grant has base
funding to support programs such as emergency shelter,temporary housing, and rapid rehousing. There is an allocation to support permanent
supportive housing for eligible families where the head of household must be chronically homeless and have a disability. The Housing and Essential
Needs Program (HEN) represents about 75%of the award to help individuals qualified by the Department of Social and Health Services with time-limited
rent assistance, services connected to housing stability, and limited essential needs items, such as personal hygiene and transportation. Community
Action Council of Lewis-Thurston-Mason counties operates the HEN program while Crossroads Housing and The Youth Connection operate the other
programs funded by the Consolidated Homeless Grant.
Local Document Recording Fee(2163)—Homeless Housing and Assistance
2163 Funds (RCW 36.22.179) Homeless Housing and Assistance:The Homeless Housing Grant Program was created in Washington State by Engrossed
Second Substitute House Bill(ESSHB) 2163 on August 1, 2005.The law created a document recording fee on certain documents to be utilized by local
jurisdictions to reduce unsheltered homelessness and prevent homelessness for households under 50%AMI. Funds are obtained through an imposed
surcharge on document recording fees of real property, dedicating funding to low-income and very low-income individuals.Administration of the grant
funds are shared between local governments and the state. Eligible uses of the funds are to provide housing and shelter for homeless people including,
but not limited to: Grants to operate, repair, and staff shelters;grants to operate transitional housing; partial payments for rental assistance; consolidated
emergency assistance; overnight youth shelters; grants and vouchers designated for victims of human trafficking and their families; and emergency
shelter assistance; and fund the homeless housing grant program.
Emergency Housing Fund: July 1,2023—June 30,2025
The Department of Commerce has allocated $884,950 in Emergency Housing Funds(EHF)to Mason County for the 2024 fiscal year. The purpose of these
funds is to maintain current levels of homeless subsidies and emergency housing capacity from sun-setting funds and will be allocated for continuation
of Shelton Family Center's Permanent Housing: Centralized Rapid Rehousing and Emergency Shelter Programs and Crossroads Housing's Permanent
Housing: Centralized Rapid Rehousing, Emergency Shelter, and Street Outreach programs.
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: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): 3/10/25 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—New Horizons Communities
Background/Executive Summary:
Colleen Carmichael, Executive Director of New Horizons Communities,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
Attachments)
None