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2025/04/01 - Regular Packet
Board of Mason County Commissioners Draft Meeting Agenda Commission Chambers 411 N 5th St, Shelton, WA 98584 April 1, 2025 9:00 a.m. April 1.2 Commission meetings are live streamed at http://www.masonwebtv.com/ Regular Commission business meetings will be held in-person and via Zoom. Please click the Zoom meeting link posted on the Mason County homepage and use the “raise hand” feature to be recognized by the Chair to provide comment and testimony. Public comment and testimony can be provided in-person, via e-mail at msmith@masoncountywa.gov; mail in to the Commissioners’ Office at 411 N 5th St, Shelton, WA 98584; or call (360) 427- 9670 ext. 419. If you need to listen to the Commission meeting via telephone, please provide your telephone number to the Commissioners’ Office no later than 4:00 p.m. the Friday before the meeting. 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Correspondence and Organizational Business 4.1 Correspondence 5. Open Forum for Citizen Input Please see above options to provide public comment; 3 minutes per person, 15-minute time limit. 6. Adoption of Agenda Items appearing on the agenda after “Item 10. Public Hearings” may be acted upon before 9:15 a.m. 7. Approval of Minutes – March 3, March 10, and March 17, 2025 Briefing Minutes and March 4, 2025 Regular Meeting Minutes 8. Approval of Action Agenda Items listed under “Action Agenda” may be enacted by one motion unless a Commissioner or citizen requests an item be removed from the Action Agenda and considered a separate item. 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8111477-8111742 $1,750,380.62 Direct Deposit Fund Warrant # 114827-115234 $ 961,935.04 Salary Clearing Fund Warrant # 7008782-7008807 $ 651,149.00 8.2 Approval of the Memorandum of Understanding (MOU) with the Mason County Youth Baseball Association (MCYBA) to store baseball equipment and materials for $1,658.88 per year. 8.3 Approval to replace wood chip mulch (EWF) with rubber mulch at both Walker and Union Park for the estimated amount of $30,526.63 utilizing Real Estate Excise Tax (REET) 2 funds. 8.4 Approval of the Interlocal Agreement (ILA) with the Lewis County Coroner’s Office for autopsy facility rental. 8.5 Approval to amend Resolution No. 2025-005 to update County Road Project (CRP) 2060, Matlock Brady Road improvement project, to increase project limits and cost to $1,600,000. 8.6 Approval for the Chair to sign the Shelton Urban Growth Area (UGA) Water Utility Extension Agreement with Evergreen Mobile Homeowners Cooperative. 8.7 Approval of the Resolution amending the Mason County Personnel Policy as proposed. 8.8 Approval of the letters of support for Public Utility District No. 1 (PUD 1) funding request for the Jorstad Substation Grid Resiliency Project for Congressional Directed Spending (CDS) and Community Project Funding (CPF). 8.9 Approval of the letter of support for the Mason County Economic Development Council’s (EDC) application for funding through the Washington State Department of Commerce’s Child Care Partnership Program Grant. 9. Other Business (Department Heads and Elected Officials) 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. No Public Hearings set for this time. 11. Board’s Calendar and Reports 12. Adjournment MASON COUNTY TO: Board of Mason County Commissioners Reviewed FROM: Ravyn Marshall Ext. 419 DEPARTMENT: Support Services Action Agenda DATE: April 1, 2025 No. 4.1 ITEM: Correspondence 4.1.1 Received notice of Liquor License Application from Washington State Liquor and Cannabis Board for La Palapa 2 Mexican Grill. 4.1.2 Application received from Sara North for the Timberland Regional Library Board of Trustees. Attachments: Originals on file with the Clerk of the Board. � Washington State ==4j Liquor and Cannabis Board NOTICE OF LIQUOR LICENSE APPLICATION Received 3/19/2025 WASHINGTON STATE LIQUOR AND CANNABIS BOARD Commissioners Randy Neatherlin, License Division - P.O. Box 43098 Sharon Trask&Pat Tarzwell. Mark Neary, McKenzie Smith, Olympia,WA 98504-3098 Liquor Board Customer Service: (360) 664-1600 Fax: (360) 753-2710 Website: http://Icb.wa.gov TO: MASON COUNTY COMMISSIONERS RETURN TO: localauthority@sp.lcb.wa.gov RE: NEW APPLICATION DATE: 3/18/25 U B 1: 605-724-310-001-0001 License: 430343 -2N County:23 APPLICANTS: Tradename: LA PALAPA II MEXICAN GRILL LA PALAPA 2 INC Loc Addr: 23730 NE STATE RTE 3 STE D& E VIDRIO EFIGENIO,ALEJANDRO BELFAIR WA 98528-9814 1976-10-16 HERNANDEZ, ENEDINA Mail Addr: 5103 SE MORNING MIST RD (Spouse) 1985-05-14 PORT ORCHARD WA 98366 RAMOS, FRANCISCO PABLO 1991-01-24 Phone No.: 360-473-7930 ELEJANDRO VIDRIO Privileges Applied For: SPIRITS/BR/WN REST LOUNGE+ As required by RCW 66.24.010(8), the Liquor and Cannabis Board is notifying you that the above has applied for a liquor license. You have 20 days from the date of this notice to give your input on this application. If we do not receive this notice back within 20 days, we will assume you have no objection to the issuance of the license. If you need additional time to respond,you must submit a written request for an extension of up to 20 days,with the reason(s)you need more time. If you need information on SSN, contact our CHRI desk at(360) 664-1724. YES NO 1. Do you approve of applicant? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ 2. Do you approve of location? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ 3. If you disapprove and the Board contemplates issuing a license, do you wish to request an adjudicative hearing before final action is taken? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ❑ ❑ (See WAC 314-09-010 for information about this process) 4. If you disapprove,per RCW 66.24.010(8)you MUST attach a letter to the Board detailing the reason(s) for the objection and a statement of all facts on which your objection(s) are based. DATE SIGNATURE OF MAYOR,CITY MANAGER,COUNTY COMMISSIONERS OR DESIGNEE 3/19/25,2:48 PM Advisory Board Application-Entries Entry#: 21 - Timberland Regional Library(TRL) Board of Trustees Status: Submitted Submitted: 3/17/2025 2:15 PM #1854 Advisory Board Name: Timberland Regional Library(TRL) Board of Trustees Name: Today's Date: Sara North 3/17/2025 Address Voting Precinct: Phone Email ( Community Service: Employment: Former volunteer facilitator for Pizza Klatch Grants Coordinator for Boys and Girls Clubs of South Puget Sound What do you perceive is the role or purpose of this advisory board? To guide and support the staff and administration of the Timberland Regional Library system to best serve our residents. What interest or skills do you wish to offer this advisory board? I have a master's degree in library science and worked as a librarian in public libraries for five years in the Greater Chicago area. Additionally, I am the former Operations Director for Pizza Klatch, an LGBTQ+ youth mental health nonprofit serving Thurston County. During my time there I worked closely with the organization's board and was the lead on the organizational budget team for 2023 and 2024. List any financial, professional, or voluntary affiliations that could create a potential conflict of interest: None Required Training: Yes or No: Participation is dependent on attending certain trainings such as the Open Public Meetings Act (OPMA) Yes and Public Records Act (PRA) trainings at no cost to you. Will you be able to attend such trainings? How much time can you commit to Are you a U.S. citizen and *For Civil Service applications ONLY,what this advisory board: Mason County resident? is your political party? Quarterly, Monthly, Weekly Yes https://www.cognitoforms.com/masoncounty2/advisoryboardappIication/entries/21 1/1 Board of Mason County Commissioners' Briefing Minutes Mason County Commission Chambers,411 N 5"Street,Shelton,WA 98584 Week of March 3,2025 Monday,March 3, 2025 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Tarzwell,and Trask met in a closed session for labor negotiation from 9:00 a.m.to 10:00 a.m. Mark Neary,Mary Ransier,Christopher Pinkston,Cabot Dow,and Lindsey Smith were also in attendance. 10:00 A.M. Parks and Trails Advisory Board Interview Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Commissioners interviewed Bernie Games for the Parks and Trails Advisory Board. 10:10 A.M. Community Development—Kell Rowen Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Mariah Frazier shared that Community Development has applied for the Washington State Archives Local Records Grant for digital imaging in the amount of$25,000. 10:15 A.M. Public Health—David Windom Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Ian Tracy shared the news release for the new Food Establishment Inspection Portal allowing the public to view full inspection reports for permitted food establishments in Mason County. Currently there are 300 reports available to view and new inspections will be added weekly. Approved to move forward. • Melissa Casey shared the Housing and Behavioral Health Advisory Board 2024 Annual Report. This report shares the priorities for homeless crisis response and behavioral health—substance use disorder and mental health. • Melissa discussed the fiscal year 2025 unspent Consolidated Homeless Grant(CHG)funds in the amount$342,990 and Request for Quote(RFQ). Funds will be allocated based on prioritization of eligible activities. • Melissa Casey introduced Susan Kirchoff,Executive Director of The Youth Connection,who shared a presentation describing the organization's services,people served,people exiting the program(s),and how the organization is funded. • Dave shared there is the potential for a 90%cut,$225 million,of Foundational Public Health Services funding if Governor Inslee's budget is adopted. Governor Ferguson is proposing a$20 million cut over the biennium. Contingency plans are being put in place to plan for what may happen. • Dave added that there may be an appeal to the Board of Health from a restaurant whose license was revoked. 11:05 A.M. Central Services—Mark Neary Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Mark provided an update on the Chart of Accounts(COA)cleanup of department and program numbering to implement position control,Executime time keeping system,open finance,utility billing, grants,and contract management. Approved to move forward. • Mark shared the Physical Damage Insurance through Enterprise in the amount of$33,000 annually. Approved to move forward. • Mary Ransier asked to table the Memorandum of Understanding with Teamsters Union Local No.252 Juvenile Detention for updated clothing allowance. Tabled. • Mary shared the results of the 2024 Employee Engagement Survey. • Mary shared the 2025 Human Resources strategic plan. • John Taylor shared the donation application from Friends of Foothills Dog Park to add a concrete walkway and pad area to the existing dog park. The concrete pad will also be designated as an airlift pad. Friends of Foothills Dog Park will donate$3,650 and the remaining cost to the County would be $1,000. Approved to move forward. March 3,2025 I Page 1 of 2 Board of Mason County Commissioners' Briefing Minutes Mason County Commission Chambers,411 N 5"Street,Shelton,WA 98584 • John shared he is partnering with Kitsap County on activation response team to be able to assist them using the emergency operation center in the north end of the County. • Mark added that an offer was received on parcel no.42002-13-90070,7 Public Works Drive in Shelton,for$465,000 from David C.Bayley and/or assigns. Approved to move forward. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner March 3,2025 I Page 2 of 2 Board of Mason County Commissioners' Briefing Minutes Mason County Commission Chambers,411 N 51 Street,Shelton,WA 98584 Week of March 10, 2025 Monday,March 10, 2025 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Tarzwell,and Trask met in a closed session for labor negotiation from 9:00 a.m.to 10:00 a.m. Mark Neary,Mary Ransier,Christopher Pinkston,Cabot Dow,and Lindsey Smith were also in attendance. 10:00 A.M. Housing Authority Board Interviews Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Commissioners interviewed Dujon Johnson and Christopher Kay for the Housing Authority Board. 10:20 A.M. WSU Extension—Dan Teuteberg Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Dan presented the Fall/Winter 2025 report on the Washington State University(WSU)Extension accomplishments. 10:30 A.M. Treasurer—Lisa Frazier Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Lisa requested an additional two-hundred-dollar($200)change drawer for the Public Health office located at 2300 Kati Court,Shelton. Approved to move forward. 10:35 A.M. Community Development—Kell Rowen Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Luke Viscusi shared the 2025 Mason County Heritage Grant applicants for$20,000. Applications were received from:Harstine Island Community Club for$4,000;Mason General Hospital(MGH) Foundation's Arts Commission Chapter/Mason Health Foundation for$4,000;McReavy House Museum of Hood Canal for$4,000;Pickering Homemakers Club(DBA.Pickering Community Club) for$4,000;and Skokomish Grange No.379 for$4,000. Approved to move forward. • Josh Luck discussed the Washington State Energy Code(WSEC)compliance with Initiative 2066(I- 2066). Due to the lack of guidance from the State,each jurisdiction must decide how the new codes related to I-2066 are implemented. 10:50 A.M. Central Services—Mark Neary Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • McKenzie Smith shared the National County Government Month proclamation for April 2025. Approved to move forward. • Mark shared updates to the Mason County Purchasing and Contracting Policy. Approved to move forward. • Mark re-briefed the Memorandum of Understanding with Mason County Housing Authority for Executive Director salary in the amount of$85,000 per year plus a cost-of-living increase each year. Not moving forward. • Cmmr.Neatherlin requested to recognize Nichole Wilston,Risk Manager and Detective Alfanso Mercado for green star awards for exemplary service. 11:10 A.M. Public Health—David Windom Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Melissa Casey shared the Law Enforcement Assisted Diversion(LEAD)contract no.K7135 amendment. This would increase the grant amount by$40,262. Approved to move forward. • Melissa discussed the North Mason Regional Fire Authority(SMRFA)Syndemic Clinical Services contract. Approved to move forward. • Melissa shared the Consolidated Homeless Grant Local Government application. Funding summary for the 2024-2025 biennium was shared. Approved to move forward. March 10,2025 I Page 1 of 2 Board of Mason County Commissioners' Briefing Minutes Mason County Commission Chambers,411 N 51 Street,Shelton,WA 98584 • Jaycie Osterberg-Brown shared the New Horizons Communities presentation. Topics included: mission and vision, Shelton Veterans Village,what is offered,budget,residential survey results,and impacts. • Dave shared that United We Care staff are visiting to assist with the mental health app pilot project. • Dave discussed the Public Health budget and is waiting for funding pieces and proposals sent from the Governor's office. • Dave add that there will be a Hearing for an appeal for a restaurant closure at the upcoming Board of Health meeting. 11:55 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Mike Collins shared the 2025 Herbicide Program news release. Approved to move forward. • Mike discussed the Public Works annual certification for the calendar year 2024,certification of expenditures for traffic law enforcement for 2024,and certification of expenditures for fish passage barrier removal for 2024. Approved to move forward. • Loretta shared the updates to Public Works Road Department policies in accordance with WAC 136- 50-050. Policies include organization,complaint handling,work for others,road standards,and survey monument preservation. Loretta asked for this to be tabled. • Kevin Guijosa shared the updated request to purchase a new John Deere 135 P-Tier Excavator for the Public Works Solid Waste Division without trade-in. Approved to move forward. • Loretta discussed the Local Solid Waste Funding Agreement(LSWFA)amendment. • Loretta touched on House Bill 1098 concerning County local roads,creating a new fund to receive those monies,and requesting Commissioner support for that bill. • Stephanie Buhrman requested to reinstate the water and sewer billing late fees. Approved to move forward. • Loretta discussed the Bremerton Interlocal Agreement(ILA) for the potential Belfair sewer expansion. Commissioners agreed that this needs to benefit Mason County. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner March 10,2025 I Page 2 of 2 Board of Mason County Commissioners' Briefing Minutes Mason County Commission Chambers,411 N 5"Street,Shelton,WA 98584 Week of March 17, 2025 Monday,March 17, 2025 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Tarzwell,and Trask met in a closed session for labor negotiation from 9:00 a.m.to 10:00 a.m. Mark Neary,Mary Ransier,Christopher Pinkston,Cabot Dow,and Lindsey Smith were also in attendance. 10:00 A.M. Executive Session—RCW 42.30.110(1)(c)Real Estate Commissioners Neatherlin,Tarzwell,and Trask met in an executive session for real estate from 10:00 a.m.to 10:15 a.m. Mark Neary and Richard Beckman were also in attendance. 10:15 A.M. Community Development—Kell Rowen Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Marissa Watson shared the 2025 Mason County Comprehensive Plan—Climate Element Grant amendment to change the distribution amounts per deliverable and to update the last deliverable as draft and not final document. The final draft of the Climate Element will be due December 31,2025. Approved to move forward. 10:20 A.M. Public Health—David Windom Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • Tanya Frazier,Crossroads Housing Executive Director,shared a presentation discussing the organization's services,number of individuals served,individuals exiting the program,and how the organization is funded. 10:55 A.M. Central Services—Mark Neary Commissioners Neatherlin,Tarzwell,and Trask were in attendance. • McKenzie Smith shared the Child Abuse Prevention Month proclamation as requested by Roger Jones, Family Education and Support Services(FESS). Tabled. • McKenzie shared the National Library Week proclamation as requested by the Timberland Regional Library. Tabled. • Jennifer Beierle shared the February 2025 financial report. Current Expense revenue$6,094,830 at 14%. Treasurer Department receipts$3,323,587 at 11%. Current Expense expenditure$8,766,584 at 15%. Six-Year specific revenue streams: Community Development revenue$379,787;Detention and Correction services$762;Current Expense property tax$540,698;Road Diversion property tax $56,500;County Road property tax$560,782;Current Expense sales tax$1,656,564;Criminal Justice tax$391,554;Rural Sales and Use tax$200,030;Homelessness Prevention filings$84,506;Lodging tax$124,917;and Real Estate Excise Tax(REET) 1 and 2$191,264 each. Total collected revenue $1,656,563.62;revenue budgeted$9.2 million;and projected end of year revenue$9,945,565.60. Current Expense cash$24,191,355. Special Fund cash$62,989,113. Motor Pool expenditure $269,890 at 12.85%. Special and Other Funds revenue$6,988,039 at 12%. Special and Other Funds expenditure$7,762,432 at 11%. Outstanding County debt$16,859,386. Remaining debt capacity $203,161,663. • John Taylor discussed the Mason County Youth Baseball Association(MCYBA)storage contract. MCYBA utilizes the last two bays attached to the Mason County Recreational Area(MCRA)shop to store baseball equipment for$1,658.88 per year. Approved to move forward. • John requested to replace the wood chip mulch(EWF)with rubber mulch at Walker Park and Union Park for the estimated cost of$30,526.63. Rubber mulch is safer and will have a twelve-year life cycle eliminating the annual purchase of EWF and the labor required to maintain EWF. Cmmr.Tarzwell asked John to look into spray foam padding. Tabled for more research. • Commissioners discussed the applicants for the Housing Authority and chose to appoint Dujon Johnson. March 17,2025 I Page 1 of 2 Board of Mason County Commissioners' Briefing Minutes Mason County Commission Chambers,411 N 5"Street,Shelton,WA 98584 Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner March 17,2025 I Page 2 of 2 Board of Mason County Commissioners Proceedings Commission Chambers 411 N 51h St, Shelton, WA 98584 March 4, 2025 1. Call to Order—The Chairperson called the regular meeting to order at 9:00 a.m. 2. Pledge of Allegiance—Keith Reitc led the flag salute. 3. Roll Call—Present: Present: Commissioner District 1 —Randy Neatherlin; Commissioner District 2—Pat Tarzwell; Commissioner District 3 —Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Federal Energy Regulatory Commission sent in a letter regarding Board of Consultants No. 1 Arch Dam Stability Investigation,Cushman No. 1 Development,Cushman Project. 4.1.2 Washington State Liquor and Cannabis Board sent notice regarding a special occasion liquor license for the Martha Reed Foundation. 4.1.3 Perry Brestel sent a letter regarding their support for Mason County to purchase Green Diamond's property on Mason Lake and restoring public access. 4.1.4 Taylor Jacobs submitted an application for the Lodging Tax Advisory Committee (LTAC). 4.1.5 Vertical Bridge sent a letter informing the County of their closure on the previously announced tower transaction with Verizon. 4.1.6 Comcast sent notice regarding a programming advisory. 4.1.7 Mason County Public Utility District No. 3 (PUD 3)sent notice regarding pole inspections. 5. Open Forum for Citizen Input Dean Jewett discussed the cleanup that is being done by the yacht club. Close to 20,000 pounds of garbage has been removed so far,there is also an astronomical number of dirty needles that are not being exchanged,and an extremely large amount of human waste going into Oakland Bay. Dean wants to bring awareness to this issue and asked for County and City assistance. There are vehicles parked alongside the road as well as street camping. Don Lines brought back the discussion of the possibility of a boat ramp. Cmmr.Neatherlin shared this would need to go through Parks and be put into the Comprehensive Plan before the County can move forward with it. John Smith shared that he sent an email last week regarding public access to the Courts pursuant to the 1st, 6th,and 14th amendment. A Zoom option is not currently offered and individuals who are disadvantaged,handicapped,or in a geographically undesirable location cannot appear in person. John requested that the Commissioners require a Zoom option for court. Tamra Ingwaldson,New Horizon Community and Shelton Veterans Village, shared that instead of financing an Executive Director position for the Housing Authority that those funds instead pay the cost of fair market value to do a market study for rent to have rent voucher amounts increased. This would open more opportunities to support clients and be a better value for the money. 6. Adoption of Agenda Cmmr.Tarzwell/Neatherlin moved and seconded to adopt the agenda as published. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye. 7. Approval of Minutes Cmmr.Neatherlin/Tarzwell moved and seconded to adopt the February 10 and February 24, 2025 Briefing Minutes and February 18,2025 Regular Minutes as presented. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye. 8. Approval of Action Agenda 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant#8111070-8111212 $1,149,270.64 Direct Deposit Fund Warrant# 114005-114420 $ 999,535.36 Salary Clearing Fund Warrant#7008718-7008745 $ 685,786.98 8.2 Approval to convert two unfilled permanent part-time positions in Juvenile Detention to one single permanent full-time position with full benefits. 8.3 Approval of the Notification of Final Cost of County Road construction projects completed in 2024 performed by County forces in the amount of$953,215.52. 8.4 Approval for the Chair to sign the amendment to the Interlocal Agreement with Central Mason Fire—Emergency Medical Services(EMS)adding the provision of fire protection and emergency medical services for the Public Works facility. 8.5 Approval for Public Works to remove liens on three properties and file formal notice against each property. 8.6 Approval for the County Administrator to sign the Puget Sound Partnership(PSP)contract for the amount of$214,474. 8.7 Approval to set a Public Hearing for Tuesday,March 18, 2025, at 9:15 a.m. to consider sale of real property at 7 Public Works Drive, Shelton, WA,parcel no. 42002-13-90070 for$465,000 to David C.Bayley and or assigns. 8.8 Approval to appoint Bernie Games to the Mason County Parks and Trails Advisory Board for a four(4)year term expiring March 4, 2029. Cmmr.Neatherlin/Tarzwell moved and seconded to approve action items 8.1 through 8.8. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye. 9. Other Business(Department Heads and Elected Officials) Tenielle Masteller introduced herself as the new Administrative Clerk for Human Resources. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. No Public Hearings set for this time. 11. Board's Calendar and Reports—The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned at 9:29 a.m. 2 1 March 4 , 2025 Commission Minutes BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON McKenzie Smith, Clerk of the Board Sharon Trask, Chair Pat Tarzwell,Vice-Chair Randy Neatherlin, Commissioner 3 1 March 4 , 2025 Commission Minutes e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.1 From: Ravyn Marshall Ext:419 Department: Central Services Briefing: ❑ Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): Click or tap here to enter text. Agenda Date(s): 04/01/2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Approval of Warrants &Treasurer Electronic Remittances Claims Clearing Fund Warrant#8111477-8111742 $ 1,750,380.62 Direct Deposit Fund Warrant#114827-115234 $ 961,935.04 Salary Clearing Fund Warrant#7008782-7008807 $ 651,149.00 Background/Executive Summary: The Board approved Resolution no. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a)requires that the Board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD total $ 10,314,190.79 Direct Deposit YTD total $ 5,912,612.28 Salary Clearing YTD total $ 5,925,474.46 Budget Impact (amount, funding source,budget amendment, etc.): See above. Public Outreach: N/A Requested Action: Approval of the aforementioned Claims Clearing Fund,Direct Deposit Fund, Salary Clearing Fund, and Treasurer Electronic Remittance warrants. Attachment(s)• Originals on file with Financial Services and the Treasurer's Office; copies on file with the Clerk of the Board SON Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.2 From: Cassidy Krall for John Taylor Ext: 535 Department: Parks&Trails Briefing: ❑X Action Agenda: ❑X Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): 3/17/25 Agenda Date(s): 4/1/25 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Mason County Youth Baseball Association Storage Contract Background/Executive Summary: Mason County Youth Baseball Association(MCYBA)utilizes the last 2 bays attached to the Mason County Recreational Area(MCRA) shop,to store their baseball equipment and other baseball related materials. The storage areas are equivalent to 12'24'area in each bay. Budget Impact(amount, funding source,budget amendment, etc.): MCYBA pays Mason County$1,658.88 each calendar year at the end of their baseball season. Public Outreach: N/A Requested Action: Approve the contract that has been created,which has been reviewed by legal and risk management to ensure proper terms. Attachments) Contract agreement MEMORANDUM OF UNDERSTANDING Between Mason County Youth Baseball Association and Mason County 1. 1 PARTIES This agreement is entered into between Mason County Youth Baseball Association (MCYBA) and Mason County(COUNTY),which directs the Mason County Parks &Trails department (MCPT)to facilitate this agreement. 1.2 PURPOSE AND USE The PARTIES agree that the purpose of this agreement is to facilitate a cooperative relationship with Mason County to provide MCYBA space at Mason County Recreation Area(MCRA)Park to store equipment and miscellaneous baseball related supplies. The defined space includes the last 2 bays attached to the Mason County Recreational Area(MCRA) shop, equivalent to 12'x24'area in each. 1.3 DESCRIPTION OF PROJECT The PARTIES agreed that the project objective is to work together to provide MCYBA storage space for baseball related supplies and equipment. 1.4 TERM The term of this agreement shall be from January 1,2025,to December 31,2027,and can be extended with the written consent of both PARTIES. Either PARTY may terminate this agreement in writing forty-five (45)days prior to the proposed termination date. 1.5 RESPONSIBILITIES OF THE COUNTY The County will provide and support all of the following: • Provide storage space at the maintenance compound of MCRA Park limited to the last two (2)bays attached to the MCRA shop, equal to 12'24'each in size. • Provide the MCYBA with access to the storage units from 7: 00 a.m.to 3: 00 p.m.Monday through Friday and on weekends when staff are present. • Will report any problems with the storage area to MCYBA. • Will provide a set of keys to MCYBA for the storage areas they will be utilizing. • Will provide power service to the storage unit if needed. 1. 6 RESPONSIBILITIES OF THE MCYBA MCYBA will provide and support all of the following: • Will provide the COUNTY with a point of contact for the MCYBA. • Will pay$1,658.88 as their annual storage fee at the end of their baseball season. • Will pay an annual fee of$10 per month or $120 per year for basic power service, if needed. If heating and cooling on an annual basis is required,the charge for power will be negotiated on the increase in monthly electric charges within reason and consideration for the time of year. • MCYBA shall defend, indemnify and hold the COUNTY, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the County. • MCYBA will be responsible for all maintenance and care of their two(2) assigned units. • MCYBA shall be responsible for all MCYBA owned contents within the two (2) assigned units. Securing any insurance for all MCYBA owned contents of the two (2) assigned units is optional and will be the responsibility of MCYBA. 1.7 INSURANCE At its own expense, MCYBA shall obtain and keep in force during the term or this Agreement and will provide the COUNTY with evidence of Commercial General Liability insurance using ISO policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent, with limits of liability no less than $1,000,000 per occurrence and$2,000,000 annual aggregate,for bodily injury,including personal injury or death,products liability,and property damage.If the coverage is written as a claims made policy,then upon termination of contract, MCYBA must provide evidence for the purchase of an extended reporting period or"tail" coverage for a one-year period. MCYBA agrees to endorse third party liability coverage required herein to include as additional insureds for claims arising out of or in connection with MCYBA's use and occupation of the premise: COUNTY, its officers, officials, employees,volunteers and agents,using ISO endorsement CG 20 10 with an edition date prior to 2004 with respect to performance of services and shall contain no special limitations in the scope of protection afforded to the COUNTY as an additional insured. MCYBA Commercial General Liability insurance shall be primary and non-contributory with respect to any insurance or self-insurance programs covering the COUNTY, its officers, officials, employees, volunteers and agents. Any failure to comply with the reporting provisions of the policy shall not affect coverage provided to the COUNTY, its officers, officials, employees,volunteers and agents. The insurance limits mandated for any insurance coverage provided by this Contract are not intended to be an indication of exposure nor are they limitations on indemnification. The MCYBA shall maintain all required policies in force from the time services commence until services are completed. Proof of compliance with these insurance requirements, consisting of certificates of insurance and endorsements shall be submitted to the Mason County Risk Manager prior to the execution of this Agreement. Required certificates fo insurance and endorsements expiring before completion of the Contract shall be promptly replaced. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in the State of Washington and with a minimum A.M. Best rating of A- :VII. Written notice of cancellation or change shall be mailed to Mason County Risk Management at 411 North 5th Street, Shelton,WA 98584. 1.8 TERMINATION This agreement may be terminated by either PARTY upon giving forty-five (45)days written notice. 1.9 EFFECTIVE DATE This agreement shall be in full force and effect upon approval by the County Official signing below on behalf of the Mason County Board of County Commissioners. Dated this day of ,2025. Approved as to form: Tim Whitehead, Chief Deputy Prosecutor Mason County,Parks &Trails Mark Neary, County Administrator Mason County Youth Baseball Association e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.3 From: John Taylor Ext: 806 Department: Parks&Trails Briefing: FXI Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 17,2025 Agenda Date(s): April 1,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Replacing Wood Chip Mulch(EWF)with Rubber Mulch at Walker and Union Parks Background/Executive Summary: MCRA, Sand Hill,Walker Park,Union Community,Foothills,and Truman Glick 5 of them have engineered wood fiber chips (EWF)that require annual maintenance to keep the EWF from compacting creating an unsafe surface.This requires staff to manually fluff the material with rakes and pitch forks.And requires additional EWF to be purchased and incorporated with existing chips. With each playground having a different footprint the amount of EWF purchased varies but an average amount of 30 yards per Playground covers the need. One playground sits under large trees where it is damp most of the time breaking down the EWF at a faster rate. We currently have them on a rotating schedule trying to incorporate new EWF at 2 locations every 2 years. Last year's rate was around$3,000 for 30 yards costing the county$6,000 per year for 2 Play toys along with the labor to install and incorporate about 64-man hours. Our newest Playground we spent a little more on installing a padded synthetic surface which requires no EWF and very little maintenance. In our 2025 plan we need to address Walker Park and Union Community Playgrounds and would like to upgrade our surface to a crumb rubber surface and eliminate the EWF creating a safer surface that will have a 12yr life cycle. Eliminating the annual purchase of EWF and the labor required to install and maintain. Example Walker Park: 30 yds of EWF installed every other year we will spend$21,000 plus 384-man hours $10,548 for a total of 31,548 over a 12-year span. Compared to a 1-time installation of Crumb Rubber that will last 12 years at$18,066.24 and require 1/4 of the man-hours. Pasing the time for maintenance on to other projects that we don't have time for. The price quote includes removal of existing EWF and the playground enclosure and installing a new enclosure crumb rubber with ADA access. Budget Impact(amount, funding source,budget amendment, etc.): REET 2 $30,526.63 Public Outreach: Advertisement sent to other local governments and list on Washington State EMD training website. Requested Action: Approval to replace wood chip mulch(EWF)with rubber mulch at Walker and Union Parks for the estimated amount of$30,526.63. Attachment(s)• Quotes GroundRubber Nuggets Switch to Rubber Mulch and Save Time & Money! 1 100% RECYCLED RUBBER MULCH NUGGETS GroundSmart Premium Nugget Rubber Mulch is the perfect groundcover for landscaping and playground applications. GroundSmart Rubber Mulch 12 carries a 12-year color guarantee so apply once a decade, not every year, YEAR saving time and money. Rated as the safest playground surface, GroundSmart Premium Nugget Rubber Mulch has a fall height rating more than 2X that of wood mulch, leading to fewer bumps and bruises. COLORLiCK'" Playground Installation Guidelines GUARANTEE • The ground area where the playground will lie should either be in location that will not hold water, or have slight grade to allow for proper drainage. If Eliminates drainage could be an issue; it is recommended to install a drain the system. 19 Annual Mulching • Heavy duty weed fabric should be installed under mulch to separate mulch from what lies beneath. Helps • Use landscape stakes to secure weed fabric. Rf Prevent Weeds • A border is recommended to enclose the playground to contain the mulch. • Compacting mulch to either 4, 5, or 6 inches to achieve the desired fall height 2f Won't Attract rating is recommended. Available in Mocha Brown, Cedar Red, Espresso Black, Damaging Insects 0 0 0 0 Green and Blue. IMC Outdoor Living, a division of Liberty Tire Recycling COMMITTED ® RECYCLED groundsmartrubbermulch.com • 866.936.8524 O cR EN RTOMORROW RUBBER Quote 11508-B b2m 1/3/2025 Wildwood Playgrounds NW 503.288.5797 5812 NE 55th Ave Portland, OR 97218 A/P Contact:Accounting@wildwoodplaygrounds.com Bill To Ship To Mason County Parks Walker Park SE 2400 Walker Park Road SE 2400 Walker Park Road Shelton, WA 98584 Shelton, WA 98584 Contact: Carl Olson Contact: Carl Olson E-mail: carlo@masoncountywa.gov carlo@masoncountywa.gov Quantity Description Price Amount 1 IMC #22614: 1,584 SF of rubber playground mulch. Color $5,645.00 $5,645.00 Red or Black, Shipping included. 2160 Pacific Premier Scapes LLC QUO: 38151 EWF $1.44 $3,110.40 REMOVAL/EXPORT/RECYCLE 6" Depth Est 2160 Pacific Premier Scapes LLC QUO: 38151 FABRIC $1.44 $3,110.40 Providing of and installing of landscape fabric Pacific Premier Scapes LLC QUO: 38151 Border Timbers 3 - Plastic or wood playground border installation provide $125.00 $375.00 and install 2200 Pacific Premier Scapes LLC QUO: 38151 EWF Install - $1.88 $4,136.00 bagged EWF or rubber mulch in playground 350 IMC #22952-P3Y6B4 Rubber Nuggets 1.5cf. Brown (50). $5,387.50 $5,387.50 Shipping included. Pacific PremierScapes LLC EWF Removal/export/recycle, 1 providing and installing of landscape fabric, EWF install, $6,267.50 $6,267.50 Site Forklift Sales Tax Rate for Shelton, WA is 8.9% Please Note:Any address changes after shipping will incur a reconsignment fee that is the customers responsibility,All site work other then prep for new Poured in place will be owner's responsibility. 50%Deposit due with order and 50%due 20 days after installation. Sale Amount $28,031.80 * Sales Tax $2,494.83 Signature Title Date Total Amount $30,526.63 Please Note: Unless otherwise noted, customer unloads all products, which may require a forklift. Any address changes after shipping will incur a reconsignment fee that is the customers responsibility. Quote is good for 30 days unless otherwise noted. *If for resale or tax exemption, please furnish Reseller Permit along with your signed quote. 50%down payment is required to schedule this project. All labor and concrete material necessary for the installation is included. Optional add-ons are not included in the total project cost. Customer is responsible for marking all irrigation lines and pipes in the site area that locate does not cover. Any irrigation or underground pipes that are broken will take extra time and materials or customers will be responsible to repair them. Installation of EWF assumes wood chips are within 5ft of project site, any further will accumulate changes in the total project cost and will be subjected to a change order. Any extra trips required for not being prepared with shipped materials will accumulate a fee of $500.00 per trip if the distance of the project is over an hour from our base facility. Wildwood and subcontractors are not responsible for obtaining any permits required for this project. Installation pricing is based on the manufacturer's recommended footing depth below finished grade. Any requirement greater than will incur additional charges. Installation assumes a flat dirt surface with no grading preparation required. Wildwood and subcontractors are not responsible for any site preparation and/or grading, unless otherwise noted. Customer is responsible for calling 888-DIG-SAFE a minimum of 72 hours before installation is to begin. Direct access for installation is required for large construction vehicles. All work is to be done in one move. The installation of safety surfacing and/or border timbers is not included in the above price unless otherwise noted. Unforeseen subsurface obstructions may incur additional charges. Unless specifically included,this quotation excludes all site work and landscaping; removal of existing equipment; storage of goods prior to installation; digging through drain rock or wood fiber; safety surfacing; borders and drainage provisions. Quote is based on information provided here within and is subject to change based on final installation unless otherwise indicated in writing.Any changes or additions to this proposal will affect pricing. Changes to the proposed scope not agreed to hear within or separately in writing may result in additional charges (change order). Work cannot commence until change order(s) are fully executed. Quote 11499 Wildwood Playgrounds NW 12/18/2024 Wildwood Playgrounds NW 503.288.5797 5812 NE 55th Avenue Portland, OR 97218 A/P Contact:Accounting@wildwoodplaygrounds.com Bill To Ship To Mason County Parks Marshall Park 2100 E Johns Prairie Road SE 2400 Walker Park Rd Shelton, WA 98584 Shelton Wa 98584 Carl Olsen On-Site Contact: Joe Jacoby AR Contact Email Phone#: PHONE NUMBER Quantity Description Price Amount IMC Outdoor Living: Groundsmart Rubber Play Mulch $4,405.00 $4,405.00 1 (1584 SF) Color Red or Black 1 Estimated Freight to 98584 $999.00 $999.00 Pacific Premier Scapes: All labor and material to remove and dispose of existing 6" of wood fiber. Provide and install new landscape fabric, (3) new $11,250.00 $11,250.00 border timbers to shrink opening into play space. 1 Install of new rubber mulch into play area. Please Note:Any address changes after shipping will incur a reconsignment fee that is the customers responsibility 50%Deposit due with order and 50%due 20 days after installation. Sales Tax Rate = 8.6% Sale Amount $16,654.00 * Sales Tax $1 ,432.24 Signature Title Date Total Amount $18,086.24 SON Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.4 From: Jaime Taylor Ext: 759 Department: Coroner Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 24,2025 Agenda Date(s): April 1,2025 Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Interlocal Agreement with Lewis County to Rent Autopsy Facility Background/Executive Summary: This is an Interlocal Agreement(ILA)with Lewis County that will allow the Coroner's Office to rent the autopsy facility to perform autopsies. The cost would be $350 per autopsy and the funds are already available in the current budget. The ILA has been reviewed by Tim Whitehead. Budget Impact(amount,funding source,budget amendment, etc.): None Public Outreach: N/A Requested Action: Approval of the Interlocal Agreement between the Lewis County Coroner's Office and Mason County Coroner's Office for autopsy facility rental. Attachment(s)• ILA INTERLOCAL COOPERATIVE AGREEMENT BETWEEN LEWIS COUNTY CORONER'S OFFICE AND MASON COUNTY CORONER'S OFFICE THIS Interlocal Agreement ("Agreement") is entered into this 1lth day of March, 2025, by and between the Lewis County, through its Coroner's Office (LCCO), and the Mason County, through its Coroner's Office (MCCO), collectively the "Parties" or each"Party"; pursuant to the Revised Code of Washington(RCW) Chapter 39.34. WHEREAS, THE Washington Interlocal Cooperation Act RCW39.34 permits public agencies to cooperate with one another on the basis of mutual advantage to make the most efficient use of their powers, thereby providing services and facilities in a manner that accords best with geographic, economic, population and other factors. Under the Act, public agencies may enter into agreements with one another for joint or cooperative action; and WHEREAS, postmortem examinations, to include full autopsies, external examinations and limited examinations, are required on certain cases to be performed by a Board Certified Forensic Pathologist to determine the cause and manner of deaths being investigated and: WHEREAS, The LCCO has an accredited autopsy facility, which is beneficial to the citizens of Lewis County to be able to conduct all types of postmortem examinations to determine the cause of manner of deaths being investigated and; WHEREAS, The MCCO does not have an autopsy facility to conduct all types of postmortem examinations to determine the cause of manner of deaths being investigated and; WHEREAS,The Parties desire to enter into an agreement for cooperative action to provide for MCCO's use of the LCCO's autopsy facility to perform postmortem examinations on MCCO's cases. NOW THEREFORE, in consideration of the mutual covenants contained herein, the LCCO and MCCO agree as follows: AGREEMENT 1. Effective Date/Duration and Termination: a. This agreement shall become effective on full execution hereby by both Parties, and shall continue from April 1, 2025 through and including December 31, 2026. b. The agreement may be renewed by agreement of the Parties but shall not automatically renew. c. A renewed Agreement will be in effect from January 1, 2027 through the term of the Coroners, ending on December 31, 2030. d. This Agreement maybe terminated by either party upon thirty (30) days' notice to the other, with or without cause. 2. Administration: This Agreement shall be administered by the designated representatives of the respective Parties. The representatives shall be responsible for the administration of the Agreement. The Parties may either alter or update the identity of their representatives by notifying the other party. a. For LOCO: Current elected/Acting Coroner b. For MCCO: Current elected/Acting Coroner 3. Purpose: The Parties adopt the above recitals as if fully restated here. Further, the purpose of this Agreement is to allow MCCO to utilize the autopsy facility located at the LCCO. 4. Services and payment: a. MCCO will contact the Forensic Pathologist who will be performing the examination to schedule availability and establish the MCCO needs. b. MCCO will schedule the examination with LCCO and complete the autopsy authorization form in the case management system (Mdilog). There are specifically assigned days for out of county examination. c. MCCO will arrange for and assume all costs for the transportation of decedent(s) to and from LCCO. d. MCCO will arrange for and assume all costs for laboratory testing it may require. e. MCCO will be charged, and agrees to pay three hundred fifty dollars ($350.00) for each examination performed at LCCO. f. MCCO will assume all costs related to the fees for the Forensic Pathologist. g. MCCO will assume all costs related to the use of disposable equipment provided by LCCO in addition to the three hundred and fifty ($350.00) dollar use of facility fee. h. The Forensic Pathologist will provide/pay the Forensic Technician to assist them for examinations per the existing Personal Services Agreement (PSA) with LCCO. i. LCCO will provide examination equipment for use by the Forensic Pathologist. j. The invoice for services will be generated and delivered to MCCO by LCCO within the first week of every month with payment due within 30 days of receipt. k. The invoice will list the date of service,the service provided and the MCCO Case number. 5. Indemnification: Each Party agrees to be responsible and assumes liability for its own wrongful and/or negligent acts or omissions, or those of their officials, officers, agents, or employees to the fullest extent allowed by law. Each Party shall defend, protect and hold harmless the other party from and against all claims, suits and/or other actions arising from any negligent or intentional act or omission of that Party's employees, agents and/or authorized subcontractor(s) while performing under this Agreement. If such claims are caused by or result from the concurrent negligence of both Parties, or their agents, employees, and/or officers,then these indemnity provisions shall be valid and enforceable only to the extent of the negligence of the indemnifying parry; provided that nothing herein shall require either party to hold harmless or defend the other party or the other party's agents, employees and/or officers from any claims arising from the sole negligence of the other party, or its agents, employees, and/or officers. 6. Amendment The Parties may mutually waive, amend, or modify parts of this Agreement. Such amendments, changes, modifications, or waivers shall not be binding unless they are in writing and signed by personnel authorized to bind the Parties. Waiver or breach of any term or condition of this Agreement shall not be considered a waiver of any prior or subsequent breach. 7. Choice of Law and Venue This Agreement will be governed by the laws of the State of Washington, both as to interpretation and performance. Any actions at law, suit in equity, or other judicial proceeding for the enforcement of this Agreement may be instituted only in a court of competent jurisdiction in the State of Washington, County of Lewis. 8. Severability In the event any term or condition of this Agreement or application thereof to any person or circumstance is held invalid, such invalidity shall not affect other terms, condition or application of this Agreement which can be given effect without the invalid term, condition, or application. To this end the terms and conditions of this Agreement are declared severable. 9. Integration Clause This Agreement embodies the whole agreement of the Parties. There are no promises, terms, conditions or obligations other than those contained in this Agreement. This Agreement supersedes all previous communications, representations or agreements, either oral or written, between the Parties. 10. Property and Equipment No fixed assets or personal or real property will be jointly or cooperatively acquired, held or disposed of pursuant to this Agreement. 11. Time is of the Essence Time is o f the essence for all terms, conditions, obligations and duties et forth or referred to in this Agreement. 12. Filin This Agreement will be filed with Lewis County and Mason County. 13. Notices All notices and payments hereunder may be delivered or mailed. If mailed, they shall be sent to the following respective addresses: Lewis County Coroner's Office Mason County Coroner's Office 351 N.W. North Street MS: CORO1 P.O. Box 1759 Chehalis, WA98532 Shelton,WA98584 or to such other respective addresses as either party hereto may hereafter from time to time designate in writing. All notices and payments mailed by regular post (including first class) shall be deemed to have been given on the second business day following the date of mailing, if properly mailed and addressed.Notices and payments sent by certified or registered mail shall be deemed to have been given on the day next following the date of mailing, if properly mailed and addressed. For all types of mail,the postmark affixed by the United States Postal Service shall be conclusive evidence of the date of mailing. 14. Effective Date This Agreement will take effect April 1, 2025 LEWIS COUNTY MASON COUNTY By: By: Warren McLeod,Lewis County Coroner Jaime Taylor, Mason County Coroner e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.5 From: Mike Collins, PLS, PE, County Engineer Ext: 450 Department: Public Works Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 24, 2025 Agenda Date(s): April 1, 2025 Internal Review: ❑x Finance ❑ Human Resources ❑x Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Revise CRP 2060—Matlock Brady Road paving project Background/Executive Summary: Two Public Works surplus parcels recently sold, and on 3/16 the Board authorized the sale of a third generating approximately $1.5 million in proceeds to the road fund. Staff requests approval to move the Matlock Brady Road MP 19.73 —22.68 improvement project planned for 2026 to this year. There are currently two projects budgeted for 2025 and we are preparing to go out to bid for: 1. CRP 2059 Matlock Brady hot mix asphalt overlay MP 16.67— 19.73 (STP funding) 2. CRP 2060 Matlock Brady hot mix asphalt overlay MP 23.30—24.50 (local funding) If approved, this will allow for one continuous paving project which is expected to decrease mobilization and material costs, along with reducing staff time needed to prepare a separate bid package and manage another contract. Matlock Brady is one of the county's few major collectors and a T-3 freight route, carrying some of the highest freight tonnage in the county. Current road conditions include alligator cracking, raveled and broken edges, lane widths under 10 feet, and a lack of crown due to years of grader pre-leveling. This results in water accumulation in the lanes during rain events that can create unsafe driving conditions and further road degradation. The posted speed limit is 45 MPH but the 85th percentile speed is closer to 55 MPH. This project will improve safety and restore the road structure and cross-section to one that is suitable to carry freight and commuters many years into the future. Budget Impact• Moving the Matlock Brady project planned for 2026 to this year's program will increase expenditure authority by $1,000,000 and change estimated CRP 2060 cost from $600,000 to $1,600,000. A budget amendment will be needed this year to account for new revenue from the land sale, and new expenditure line(s) for the additional 2.95-mile project. Public Outreach: The revised resolution will be published in the Shelton Journal. Requested Action: Request the Board of County Commissioners amend Resolution Number 2025-005 to update CRP 2060, Matlock Brady Road improvement project to increase project limits, and cost to $1,600,000. Attachment(s) 1. Project Location Map 2. Updated Resolution 3. Resolution 2025-005 " MATLOCK BRADY RD PROPOSED 1 , ADDITIONAL PAVING PROJECT 1 o I i Z atlock / w W SHE MATLOCK RD W DECKERVILLE RD I I 1 I Q Q 1 1 i� � 1 CRP 2059 (� 3.0 MILES W MARY M KNIGHT RD � 1 1 1 \It I 1 / 1 PROPOSED ADD TO CRP 2060 PROJECT 3.0 MILES �I I Iv I \ v I � i I ♦ leek / / Q If yIt 1 1 ! A I("� / ♦ / — ♦♦\ / i' O 1 If' ' I i ^Q g0�0 Rivet _ —i EVER'S BRIDGE O -----lr' t Jf CRP 2060 1.2 MILES 1� H,/vno lop ��O • """Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GCS' GEBCO, USGS, FAO, NPS, -- NRCAN, GeoBase, IGN, jS` V Kadaster NL, Ordnance NSo es: E 0 1,7003,400 6,800 10,200 13,600 Esri a-- ME Feet , (c) TSOPCLOQUALL' IM RD O n reef BEFORE THE BOARD OF COUNTY COMMISSIONERS OF MASON COUNTY,WASHINGTON. In the matter ofinitiating county road projects and assigning CRP numbers. Resolution No.2025- IT IS HEREBY RESOLVED THAT the roads listed below be improved as showy between the points indicated. Amending Resolution No.2025-005 These projects are hereby declared to be public necessity and the county road engineer is hereby ordered and authorised to report and proceed Revision to CRP 2060 as by law provided(RCW 36.75.050,36.80.030.36.80.070 and/or WAC 136-18-030). IT IS FURTHER RESOLVED that appropriations from the officially adopted road fund budget and based on the county engineers estimates are hereby made in the amount and for the purposes shown: Cost Estimate(Thousand ) Annual Contract : Type CRP No. Coast Road Name or Bridge No. Road Log Project Name M.P. to M.P. Workf Lowl GravdOther Engr R/W and/or Project Total N Pro item No. ;(See Code) . Cowry o. Forces 2060-R 2 Matlock Brady Road 90100 Road Improvement 19.73.22.68 D 11600,000 - - - 1,600,000 1,600.000 Project2 23.30-24.50 2061 17 Cloquallum Road 10000 Road Improvement 6,60-7.80 D 146.000 1,314,000 - - 1.460.000 1,460,000 Project Blevins Road 2062 15 Blevins Road North 50990 Evergreen Estates 0.00-22 D - 551,764 100,000 - 451,764 551.764 Water Extension 2063 14 Maples Road 40950 Gravel Road 0.04-0.60 C 45,000 - - - 45,000 45.000 Conversion 1.791,000 1,965.764 1 100.000 3.556,764 3,656.764 (1) (2) (3) (4) (5) (6) C7) (a) (9) (10) (11) (12) (6)TYPE OF WORK CODE A.Grading and Drainage F.Sidewalks K.Enviromnental Mitigation (11) The construction is to be accomplished by contract B. Base&Top Course G.Traffic Facilities L.Fish Passage in accordance with RCW 36.77.020 or.seq.AND/OR C. B.S.T./SEAIS H.Paths,Trails,Bikeways The construction is to be accomplished by county D.A.C./P.C.C.Pavement L Bridges forces m accordance with RCW 36.77.065 and WAC 136.18 E.Curbs and Gutters J. Ferry Facilities ADOPTED this—day of 2025 BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: Sharon Trash,Chair McKenzie Smith,Clerk of the Board COVE AS TO FORM: -- Pat Tarzwell,Vice Chair Tun Whitehead. Ch.177. ' Randy Neatherlin,Commissioner cc: Commissioners Engineer JOURNAL: Pull.It: 4 0 (Bill Rd Dept.) I i 9 _ i i BEFORE THE BOARD OF COUNTY COMMISSIONERS OF MASON COUNTY,WASHINGTON. In the matter of initiating county road projects and assigning CRP numbers. Resolution No.2025-Ace G IT IS HEREBY RESOLVED THAT the roads listed below be improved as shown between the points indicated. These projects are hereby declared to be public necessity and the county road engineer is hereby ordered and authorized to report and proceed as by law provided.(RCW 36.75.050,36.80.030,36.80.070 and/or WAC 136-18-030). IT IS FURTHER RESOLVED that appropriations from the officially adopted road find budget and based on the county engineers estimates are hereby made in the amount and for the purposes shown: y Cost Estimate(Thousand ) Annual I Type of Contract Const. Road Log i and/or CRP No. Road Name or Bridge No. Project Name M.P• to M.P. I Work Local Grant/Other Engr R/W Project Total b Prog.Item No. ;(See Code) County No. Forces 4 2060 2 Brady Matlock Road 90100 Road Improvement 23.30-24.50 D 600,000 - - - 600,000 600,000 Project 2 { Road Improvement _ _ 2061 17 Cloquallum Road 10000 project 6.60-7.80 D 146,000 2,314,000 1,460,000 1,460,000 Blevins Road - 2062 15 Blevins Road North 50990 Evergreen Estates 0.00-.22 D _ 551,764 100,000, 451,764 551,764 Water Extension Gravel Road 45,000 45,000 2063 14 Maples Road 40850 Conversion 0.04=0.60 C 45,000 - - - 4 791,000 1,865,764 100,000 2,556,764 2,656,764 (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (6)TYPE OF WORK CODE A.Grading mid Drainage F.Sidewalks K.Environmental Mitigation (11) The construction is to be accomplished by contract B. Base&Top Course G.Traffic Facilities L.Fish Passage in accordance with RCW 36.77.020 et.scq.AND/OR f C. B.S.T./SEALS H.Paths,Trails,Bikeways The construction is to be accomplished by county li D.A.C./P.C.C.Pavement I. Bridges forces in accordance with RCW 36.77.065 and WAC 136.18 If E.Curbs and Guttters� J. Ferry Facilities I ADOPTED this�r� +day of Jars .2025 BOARD OF COUNTY COMMISSIONERS ff MASON COUNTY,WASHINGTON I� ATTEST: j, f"'Mionmu Sharon Trask,Chair ii McKenzie Smith,Clerk Mile Board - i t17i0 F M: ParfrarzweIrlice lair I; !�. Tim Whitehead,Ch.D.P.A Randy Nealhcrl n I,Commissioner f cc: Conunissioners Engineer JOURNAL: Publ.It: 1/30125(Bill Rd Dept.) I! �{C l! e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.6 From: Loretta Swanson, Director Ext: 450 Department: Public Works Briefing: ❑x Action Agenda: ❑x Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 24, 2025 Agenda Date(s): April 1, 2025 Internal Review: ❑ Finance ❑ Human Resources ❑x Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item: Evergreen Mobile Homeowners Cooperative—Utility Extension Agreement Back2round/Executive Summary: Mason County is overseeing the design and construction of a city of Shelton waterline extension to serve the residents of Evergreen Estates. The project is funded with a CDBG grant from the Washington State Department of Commerce. The city requires a utility extension agreement to be executed prior to allowing new connections to the water system. Typically, the applicant and owner are the same. In this instance they are not, and the city will not revise the agreement. Therefore,we propose to execute the attached agreement with the owners of Evergreen Estates to clarify what portions of the city agreement the county will be responsible for, and those the property owners are responsible for. Budget Impact: None anticipated. The items the county will assume responsibility for are to be reimbursed through the CDBG grant. Public Outreach: None other than with the Evergreen Mobile Homeowners Cooperative board and property management, whom we have been in communication with regarding this issue. Requested Action: Request the Board approve the Chair to execute the agreement between Mason County and the Evergreen Mobile Homeowners Cooperative. Attachment(s) 1. City of Shelton UGA Water Utility Extension Agreement 2 Water Utility Extension Agreement between Mason County and Evergreen Mobile Homeowners Cooperative SHELTON UGA WATER UTILITY EXTENSION AGREEMENT BETWEEN MASON COUNTY AND EVERGREEN MOBILE HOMEOWNERS COOPERATIVE WHEREAS, Mason County is the recipient of a Community Development Block Grant (CDBG)from Washington State Department of Commerce for the purpose of extending city of Shelton water to serve the Evergreen Mobile Homeowners Cooperative property; and WHEREAS, the City requires the execution of the Shelton UGA Water Utility Extension Agreement; and WHEREAS, Mason County and Evergreen Mobile Homeowners Cooperative find it beneficial to identify which party is responsible for the various terms and conditions of the city's agreement; now therefore the parties agree that I Mason County will be responsible for the following: Shelton UGA Water Utility Extension Agreement—page 2 of 7 Item #s 1, 2, 3, 4, 7, 8, 9, and 10 Shelton UGA Water Utility Extension Agreement—page 3 of 7 Item #s 12, 13, 14, and 15 Shelton UGA Water Utility Extension Agreement—page 4 of 7 Item #s 16, 17, 18, and 19 11 Evergreen Mobile Homeowners Cooperative will be responsible for all other items in the Shelton UGA Water Utility Agreement. BOARD OF COUNTY COMMISSIONERS EVERGREEN MOBILE HOMEOWNERS COOPERATIVE MASON COUNTY,WASHINGTON Sharon Trask, Chair By Signature APPROVED AS TO FORM: Title Tim Whitehead, Ch. Deputy Prosecuting Attorney AFTER RECORDING, RETURN TO: City of Shelton 525 W. Cota Street Shelton, WA 98584 NO CHANGE IN TAX STATEMENTS APPLICANT/GRANTOR: Name Address City, State ZIP CITY/GRANTEE: City of Shelton, a Washington municipal corporation SITE ADDRESS: ASSESSOR'S TAX PARCEL NUMBER: REFERENCE NUMBER OF RELATED DOCUMENTS: SHELTON UGA WATER UTILITY EXTENSION AGREEMENT WHEREAS, the undersigned property owner(s) ("Owners") own the real property situated in Mason County, Washington, legally described in Exhibit"A" attached hereto and made a part hereof("Property"); and In requesting City water services for the above-described property, the applicant, being the owner of the property referenced above and having the authority to enter into this agreement, hereby agree as follows: Shelton UGA Water Utility Extension Agreement—page 1 of 7 City Attorney Review 10/20/2021 I. Water Service Extension 1. To comply fully with the terms of SMC Chapter 17.10, the City's Comprehensive Water Plan, the City's Engineering Design and Construction Standards, and this Agreement. 2. To solely fund all design, engineering, construction, easements, licenses, inspections, and all other costs associated with extension of water service. 3. To include in it's engineering a provision to ensure that extension of the water main is compatible with future extension of sanitary sewer service and reclaimed water. 4. To supply all information requested by the City Public Works Department for utility extensions, including plans, drawings, and evidence of approvals from all regulatory agencies. 5. To sign and record agreements that shall bind the current and future owners of the subject property, providing the city with an irrevocable power of attorney to allow a city representative to sign a petition of annexation on behalf of the property owner, and which waives its right to protest the formation of any local improvement district (LID) per Shelton Municipal Code (SMC) § 17.10.020(G) and (1). Petition of Annexation Agreement Recording #: Non-Protest to LID Formation Recording #: 6. To sign and record and agreement that shall bind the current and future owners of the subject property, to connect to a future public sanitary sewer system, per SMC 17.10.020(H). Sanitary Sewer Connection Agreement Recording #: 7. To comply with the City of Shelton, Design and Construction Standards in the design and construction of all public roads and water and sewer system improvements, except as amended herein. 8. The applicant agrees to install and regularly maintain City approved water system cross connection control device(s) per SMC 15.08.080, and Chapter 4.160 of the City Design and Construction Standards Manual. 9. The applicant agrees to pay the City's permit review fees, inspection fees, and general facilities charges, per the City adopted Master Fee Schedule. 10. To pay all lawfully established rates and charges and comply with all requirements regarding the use and maintenance of the utility services as required in Title 14 and 15 of the SMC. 11. In the event the applicant or its contractor damages or disrupts existing public improvements, the repairs shall be made at the applicant's expense. In the event the improvements are so damaged, or the service disrupted, and the applicant fails Shelton UGA Water Utility Extension Agreement—page 2 of 7 City Attorney Review 10/20/2021 or is unable to immediately restore the service, then the City may cause the repairs to be made by others and all costs for the same shall be at applicant's own expense. Where the construction crosses or is adjacent to existing utilities, the applicant shall exercise extreme care to protect such utilities from damage. If any damage is done to an existing utility, the applicant shall notify the utility company involved who will dispatch a crew to repair the damage at the applicant's expense. All costs for the same shall be at the applicant's own expense. 12. The applicant shall be aware that some existing facilities may contain asbestos cement pipe. The applicant and its contractors shall conduct all work related to existing asbestos cement pipe in strict accordance with WISHA safety regulations and provisions contained within WAC 296-62077. All costs related to work in compliance with established rules and regulations shall be the responsibility of the applicant. Demolition of existing, asbestos cement pipe, if required, will be permitted only after the proper permits are obtained. The applicant shall be responsible for all associated fees and permits required for asbestos removal and disposal. Work crews shall be provided with proper protective clothing and equipment. Hand tools shall be used, and the asbestos cement pipe shall be scored and broken in lieu of the sawing or other methods which release fibers into the atmosphere. Waste asbestos pipe shall be buried in the trench. Asbestos pipe to be abandoned in — place shall not be disturbed, except as noted herein, and shall remain in its original position. The applicant is cautioned that all existing drainage systems, whether open ditch, buried pipe, or drainage structures, are not on record. It shall be the responsibility of the applicant to repair or replace all such systems found during construction, which are damaged by the applicant s construction in a manner, which is satisfactory to the City. Where the applicant is allowed to use private property adjacent to the work, the property so used shall be returned to its original or superior condition. The applicant shall make all arrangements in advance with such property owners, to ensure that no conflicts will ensue after the property is restored as described above. The applicant will be required to furnish the City with a written release from said private property owners if the City deems it to be necessary to obtain such document. 13. The construction of the water main extension to the property shall be supervised by the City in such a manner and at such times as the City deems reasonably necessary to assure that construction of the system will conform with the above- mentioned plans and specifications. The applicant agrees to allow such inspections and agrees to cooperate providing reasonable advance notice on his construction schedule during, the various construction phases as requested by the City. 14. To dedicate all capital facilities constructed as part of the water extension at no cost to the City, upon completion of the construction, approval, and acceptance by the City. 15. The construction of the water main extension to the Premises shall not be accepted for service and use until the same have been fully inspected and approved, and the applicant has performed all of the following requirements: a. Submit to the City electronic files on CD ROM, compatible with release 2000 or newer Auto-CAD format. Provide individual drawings independent of x- Shelton UGA Water Utility Extension Agreement—page 3 of 7 City Attorney Review 10/20/2021 refs, and include all non-standard font files and plot files accompanied by the original mylars, with all changes from the original design clearly marked to reflect the as-built conditions. The applicant's Engineer shall certify the accuracy of the record drawings and shall affix his seal and signature. b. Pay all permit fees, inspection fees, equivalent assessment changes, Latecomer Agreement Fees, General Facilities Charges, and any other applicable City charges required for Premises. c. Pay all plan check and inspection fees. d. Prepare and furnish the required easements in compliance with the City's standard form prior to recording of same. The proponent shall pay all the necessary recording fees. e. Furnish the City with a Bill of Sale conveying the water main to the City. f. Furnish the City with a maintenance bond covering the costs of repairing defects for a period of two years. 16. The applicant warrants that the water main extension shall be free of defects in labor and materials for a period of two years following completion. The applicant shall repair any defects discovered within two-years of completion at the applicant's sole expense. In the event any warranty repairs are required, the City agrees, whenever feasible, to provide the applicant with reasonable notice, before directly undertaking such repairs. The City reserves the right, however, to effect emergency repairs as deemed necessary by the City. The applicant shall reimburse the City for all costs thereof. 17. The applicant shall defend, indemnify and hold harmless the City from all claims for damages by third parties, including costs and reasonable attorney's fees in the defense of claims for damages, arising from the applicant's construction and installation of the water extension described in this Agreement except that the applicant shall not be required to indemnify the City against a claim or loss to the extent the claim is the result of the negligence or willful misconduct of the City's employees, agents or officials. II. Connection to water service 18. The applicant shall not connect to the City water system until authorized by the City, and such connection shall be performed under the supervision and direction of the City. 19. Prior to connecting to City water service, the applicant shall provide the City with a completed water meter sizing form. 20. The applicant agrees to pay all water meter and consumption charges as are currently listed in the City's fee schedule or may be amended in the future. 21. Once the applicant has connected to City water service, the applicant shall use City water as its primary potable water source. Shelton UGA Water Utility Extension Agreement—page 4 of 7 City Attorney Review 10/20/2021 22. If requested and appropriate, the City shall administer a latecomer agreement on the applicant s behalf pursuant to Chapter 35.91 RCW, with the goal of reimbursing the applicant for its contribution to the extension of the water main over and above its pro rata share. III. Miscellaneous 23. The applicant and all subsequent owners of the effected properties further agree to hold harmless the City for any damages to the private street system that may occur in the course of routine maintenance and operation of the water system as it is approved and installed under this agreement or may be modified in the future and the future sewer extension required by this agreement. 24. Per SMC § 17.10.020(A), this Agreement shall be recorded in the office of the Mason County Auditor and shall constitute a covenant running with the land that binds current and subsequent property owners to all its terms. 25. Each party agrees to perform any further acts and to execute and deliver any further documents as may be reasonably necessary to fully effectuate the provisions of this Agreement. 26. In addition to all other remedies available at law for noncompliance by the applicant or any subsequent property owner with the terms of this Agreement, the City shall have the authority to disconnect utility service, and for that purpose may at any time enter upon the private property or any public street or road. Shelton UGA Water Utility Extension Agreement—page 5 of 7 City Attorney Review 10/20/2021 The Owners do hereby warrant that the person(s) named as "property owner" on the signature lines below are all of the persons or entities having any interest in the Property and that they have full power to execute this Agreement. IN WITNESS HEREOF, the parties hereto have hereunto set their hands and seals this day of , 20_ Property Owner(s) Property Owner(s) [] individual(s) [] partnership [] corporation By: By: State Position: State Position: STATE OF WASHINGTON) ) ss COUNTY OF MASON) On this day personally appeared before me to me known to be the individual(s) described in and who executed the within and foregoing instrument and acknowledged that signed the same as free and voluntary act and deed, for the uses and purposes therein mentioned, and certified that is/are fully authorized to sign for the above owner entity. Dated this day of , 20_. Approved by the City of Shelton: City Engineer Date Shelton UGA Water Utility Extension Agreement—page 6 of 7 City Attorney Review 10/20/2021 EXHIBIT A Legal Description of Property Shelton UGA Water Utility Extension Agreement—page 7 of 7 City Attorney Review 10/20/2021 e��oN Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.7 From: Mary Ransier Ext:422 Department: Human Resources Briefing: FXJ Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 24,2025 Agenda Date(s): April 1,2025 Internal Review: ❑X Finance © Human Resources ❑X Legal © IT ❑X Risk ❑ Other (This is the responsibility of the requesting Department) Item: First 2025 batch updates to the Personnel Policy. Background/Executive Summary: Human Resources has updates to assist the Board in the coordination of county administrative and personnel programs and follow guidance from the Risk Pool. Changes and additions are necessary at this time to reflect best practices, clarification of what is currently practiced, and ensure the document is organized and updated appropriately. Budget Impact(amount, funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: Approval of the Resolution amending the Mason County Personnel Policy as proposed. Attachment(s)• Resolution Personnel Policy Resolution No. PERSONNEL POLICY WHEREAS, it is the responsibility of the Board of Mason County Commissioners for the coordination of county administrative programs,which is accomplished through the adoption of Policy; and WHEREAS, it is necessary and appropriate to make the attached changes; NOW, THEREFORE, BE IT RESOLVED,that the Board of County Commissioners of Mason County hereby amends Resolution 2024-012 Mason County Personnel Policy to include the updates attached. This resolution shall become effective immediately upon its passage. DATED 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: Randy Neatherlin,Commissioner Tim Whitehead,thief Deputy Prosecuting Attorney Pat Tarzwell,Commissioner Section/Chapter Change Entire document Overall grammar and/or formatting Section 1.5 Anniversary Day of Pay definition Section 2.4 Update to Accommodations for Milk Expression and Menstruation (State law) Section ).2..) AppI c t travel approval at department level S ecti on 2.6 Moving expenses approval at department level Sect ion 3.3 Clarification to on-call/extra h lTloyee schedule Section 4.2..)' Work schedules, flex time, alternate work schedule, comp time updates Section 5.2.4 Addition of demotion language Section 5..n.I.I Pro-rated longevity language Section 6.2 Update to Worker's Compensati*on Benefits Section 7.1 Update vacation days to hours Section 7..')' Leave of absence without____Pa and seniority lan�4ua e Section 7.7.1 Updates to aid leave substitution Section 7.14.1 Updated Fitness for Duty Certification form Section 8.2 Addition of Ethics Policy Section 8..n.1 Update to Conflict of Interest Policy Section 8.4 Outside Employment language-update Secti on 1.'.).2 Re-order/add definitions Section 13.3 Update to county vehicle approval Sections In).28-13..)2 Re-order of numberi*ng and addition of fuel and fuel credit card use Section 16.8 U date "Twitter" platform to Section 17.n Countyce11phon es requ1re Upd ated securit Chapter 18 Updates to Telework Policy ejIT1iibiIi*tyconsiderations ��SoN coU�r� f 1854 MASON COUNTY PERSONNEL POLICIES Revised x-Resolution No.20242025-009xx Table of Contents Chapter1—Purpose and Scope...............................................................................................................11 1.1 Introduction...........................................................................................................................11 1.2 Intent of Policies.....................................................................................................................11 1.3 Scope of Policies.....................................................................................................................11 1.4 Changing These Policies..........................................................................................................11 1.5 Definitions..............................................................................................................................12 Chapter 2—General Policies and Practices............................................................................................13 2.1 Employee Personnel Records..................................................................................................13 2.2 Employment Verification........................................................................................................13 2.3 Employee Badge Policy...........................................................................................................13 2.3.1 Definitions.................................................................................................................................13 2.3.2 Requirements............................................................................................................................13 2.3.3 Procedure..................................................................................................................................14 2.3.4 Identification Holder Responsibilities......................................................................................14 2.4 Accommodations for Milk Expression&Menstruation.............................................................15 Chanter 3—Recruiting and Hiring.........................................................................................................17 3.1 Recruiting...............................................................................................................................17 3.2 Hiring.....................................................................................................................................17 3.2.1 Screening...................................................................................................................................17 3.2.2 Examinations.............................................................................................................................17 3.2.3 Applicant Travel........................................................................................................................18 3.2.4 Veteran's Preference.................................................................................................................18 3.2.5 Employee Selection...................................................................................................................18 3.2.6 Moving Expenses.......................................................................................................................18 3.3 Extra-Help Employees.............................................................................................................19 3.4 Employment of Relatives(Nepotism)......................................................................................19 3.4.1 Change in Circumstances..........................................................................................................19 3.5 Promotions.............................................................................................................................20 3.6 Probationary Periods..............................................................................................................20 3.7 Trial Service Periods................................................................................................................20 3.8 Requests for New Positions.....................................................................................................20 Chanter 4—Hours and Attendance.........................................................................................................21 Mason County Personnel Policy Page 2of121 4.1 Workina Hours........................................................................................................................21 4.2 Hours of Work and Overtime..................................................................................................21 4.2.1 Non-Exempt Employees............................................................................................................21 4.2.2 Exempt Employees....................................................................................................................21 4.3 Compensatory(Comp)Time....................................................................................................23 4.3.1 Comp Time Use..........................................................................................................................23 4.3.2 Maximum Accruals....................................................................................................................23 4.3.3 Comp Time Upon Transfer........................................................................................................23 4.4 Attendance.............................................................................................................................24 4.5 Emergency Closures................................................................................................................24 4.5.1 County Office Closure Procedure..............................................................................................25 4.6 Breaks and Mealtime..............................................................................................................26 4.7 Call Back.................................................................................................................................28 4.8 Payroll Records.......................................................................................................................28 Chapter5—Compensation.......................................................................................................................29 5.1 Salary Classification and Grades..............................................................................................29 5.2 Employee Pav Rates................................................................................................................29 5.2.1 Pay Adiustments.......................................................................................................................29 5.2.2 Lead Pay.....................................................................................................................................29 5.2.3 Out of Class Pay.........................................................................................................................30 5.2.4 Transfers,Promotions and Demotions.....................................................................................30 5.3 Longevity................................................................................................................................30 5.3.1 Definitions.................................................................................................................................30 5.4 Reclassification.......................................................................................................................31 5.5 Paydays..................................................................................................................................31 5.6 Deductions.............................................................................................................................31 5.7 Compensation Upon Separation..............................................................................................32 5.8 Uniform Allowance.................................................................................................................32 5.9 Personnel Actions...................................................................................................................33 Chapter6—Benefits..................................................................................................................................34 6.1 Retirement Benefits................................................................................................................34 6.2 Coordination of Workers'Compensation Benefits...................................................................34 6.3 Health Insurance Benefits.......................................................................................................36 ILMason County Personnel Policy Page 3of121 6.4 Continuation of Insurance Coverage........................................................................................37 6.5 Unemployment Compensation................................................................................................37 Chapter7—Leaves....................................................................................................................................38 7.1 Vacation Leave.......................................................................................................................38 7.2 Sick Leave...............................................................................................................................39 7.2.1 Eligibility Requirements............................................................................................................39 7.2.2 Exempt from Eligibility..............................................................................................................39 7.2.3 Leave Accrual.............................................................................................................................39 7.2.4 Accrual Year...............................................................................................................................40 7.2.5 Carryover of Paid Sick Leave Hours..........................................................................................40 7.2.6 Family Member Defined...........................................................................................................40 7.2.7 Authorized Uses of Paid Sick Leave..........................................................................................41 7.2.8 Increments of Use for Paid Sick Leave......................................................................................42 7.2.9 Rate of Pay When Using Sick Leave..........................................................................................43 7.2.10 Reasonable Notice for Use of Sick Leave................................................................................43 7.2.11 Foreseeable Absence..............................................................................................................43 7.2.12 Unforeseeable Absence..........................................................................................................43 7.2.13 Verification for Absences Exceeding Three Days...................................................................43 7.2.14 Unreasonable Burden or Expense for Verification................................................................44 7.2.15 Abusing Sick Leave MaV Receive Discipline...........................................................................45 7.2.16 Sick Leave Cash-Out................................................................................................................45 7.2.17 Separation from Employment................................................................................................46 7.2.18 Reinstatement of Employment...............................................................................................46 7.2.19 Payroll......................................................................................................................................47 7.2.20 Retaliation Prohibited.............................................................................................................47 7.3 Leave without Pay..................................................................................................................47 7.4 Jury and Witness Leave...........................................................................................................47 7.5 Administrative Leave..............................................................................................................48 7.6 Military Leave.........................................................................................................................48 7.7 Family Leave...........................................................................................................................48 7.7.1 Substitution of Paid Leave........................................................................................................49 7.7.2 Advance Notice and Medical Certification...............................................................................49 Mason County Personnel Policy Page 4of121 7.7.3 Periodic Reporting.....................................................................................................................49 7.7.4 Health Insurance.......................................................................................................................49 7.7.5 Other Insurance.........................................................................................................................49 7.7.6 Couples Employed.....................................................................................................................50 7.8 Bereavement Leave................................................................................................................50 7.9 Washington Paid Family and Medical Leave Act.......................................................................50 7.9.1 Premiums...................................................................................................................................51 7.9.3 Returning from Leave................................................................................................................51 7.10 Washington State Long Term Care Trust Act"WA Cares"Compliance.....................................51 7.11 Holidays...............................................................................................................................52 7.12 Holidays for Reasons of Faith or Conscience..........................................................................53 7.13 Benefits for Part-Time and Extra Help Employees..................................................................53 7.14 Temporary Modified-DutV Assignments................................................................................53 7.14.1 Fit-for-Duty..............................................................................................................................54 7.14.2 Modified-Duty Requests.........................................................................................................54 7.14.3 Employee Responsibilities......................................................................................................55 7.14.4 Supervisor Responsibilities.....................................................................................................55 7.14.5 Probationary Employees.........................................................................................................55 Chapter 8—Employee Responsibilities and Conduct............................................................................56 8.1 General Code of Conduct........................................................................................................56 8.3 Conflict of Interest..................................................................................................................57 8.4 Outside Employment and Conflicts of Interest.........................................................................57 8.5 Workplace SafetV and Violence Prevention.............................................................................58 8.5.1Definitions..................................................................................................................................58 8.5.2 Responsibilities..........................................................................................................................59 8.6 Reporting Improper Governmental Action...............................................................................62 8.6.1 Definitions.................................................................................................................................62 8.6.2 Procedure for Reporting Improper Government Action.........................................................62 8.6.3 Procedure for Seeking Relief Against Retaliation....................................................................63 8.464 PolicV Implementation.............................................................................................................64 8.465 Prohibition of Intimidation and Nondisclosure.......................................................................64 8.7 Political Activities...................................................................................................................64 Mason County Personnel Policy Page 5of121 8.8 No Smoking Policy..................................................................................................................64 8.8.1 Definitions.................................................................................................................................65 8.8.2 No Smoking Signs and Removal of Ashtrays............................................................................65 8.9Personal Possessions and Electronic Communications..............................................................66 8.10 Use of County Equipment......................................................................................................66 8.11 Bulletin Boards.....................................................................................................................66 8.12 Contact with the News Media...............................................................................................66 8.13 Solicitations..........................................................................................................................66 8.14 Safety...................................................................................................................................67 8.15 Substance Abuse...................................................................................................................67 8.16 Using Position for Personal Gain............................................................................................68 8.17 Performance Evaluations......................................................................................................68 8.18 Discipline/Corrective Action..................................................................................................69 Chapter9—Separation.............................................................................................................................70 9.1 Layoff.....................................................................................................................................70 9.2 Resignation............................................................................................................................70 9.3 Retirement.............................................................................................................................70 9.4 Offboarding............................................................................................................................70 Chapter 10—Complaint Procedures.......................................................................................................71 10.1 Complaint Procedures...........................................................................................................71 Chapter 11—Educational Assistance......................................................................................................72 11.1 Introduction.........................................................................................................................72 11.2 Obiective..............................................................................................................................72 11.3 Procedures...........................................................................................................................72 Chapter 12—Equal Employment Opportunity......................................................................................74 12.1 Purpose................................................................................................................................74 12.2 Policy...................................................................................................................................74 12.3 Prohibition of Discrimination,Harassment,Bullying,and Retaliation.....................................74 12.3.1 Definitions...............................................................................................................................74 12.4 Employment of Persons with Disabilities...............................................................................75 12.5 EmploVee Responsibilities.....................................................................................................75 12.6 Supervisor/Manager Responsibilities....................................................................................76 12.7 County Responsibilities.........................................................................................................76 Mason County Personnel Policy Page 6of121 12.8 Complaint Procedures...........................................................................................................76 Chapter 13-Vehicle Use Policy..............................................................................................................77 13.1 Vehicle Use and Scope..........................................................................................................77 13.2 Definitions............................................................................................................................77 13.3 Assignment of County Vehicles to Offices/Departments/County Employees...........................79 13.4 Qualified Non-Personal Use Vehicles.....................................................................................80 13.5 Emergency Responses...........................................................................................................81 13.6 Special Equipment Vehicles...................................................................................................81 13.7 Economic Benefit to the County............................................................................................81 13.8 Temporary Take-Home Vehicle Assignment...........................................................................82 13.9 Board of County Commissioner Responsibilities.....................................................................82 13.10 Budget Management Responsibilities..................................................................................82 13.11 Department Heads and Elected Officials'Responsibilities.....................................................82 13.13 Employee's Responsibilities.................................................................................................83 13.14 Financial Services-Payroll Responsibilities.........................................................................84 13.15 Drivers License and Insurance Requirements.......................................................................84 13.16 Use of Personal Vehicles for County Business.......................................................................84 13.17 Use of County Vehicles for Personal Business.......................................................................85 13.18 Incidental Travel and Stops.................................................................................................85 13.19 Political Use of County Vehicles...........................................................................................85 13.20 Use of County Vehicles by Other Individuals........................................................................85 13.21 Permitted and Prohibited Uses of County and Personal Vehicles for County Business...........85 13.22 Vehicle Use Agreement(VUA).............................................................................................87 13.23 Driver Disqualification and Review......................................................................................87 13.24 Accidents and Citations.......................................................................................................88 13.25 Commercial Driver License..................................................................................................88 13.26 County Vehicle Related Purchases.......................................................................................88 13.27 ER&R Vehicles Fuel Policies and Fuel Credit Card Uses.........................................................89 13.28 Motor Pool Repairs and Preventative Maintenance.............................................................89 13.29 Motor Pool Fuel Policies and Fuel Credit Card Uses..............................................................89 13.30 Repairs and Preventative Maintenance...............................................................................89 13.31 General Motor Vehicle Safety..............................................................................................89 Mason County Personnel Policy Page 7of121 13.32 Safety.................................................................................................................................90 Chapter14—Travel..................................................................................................................................91 14.1 Travel Expense Reimbursement............................................................................................91 14.2 Per Diem(Meal Reimbursement)..........................................................................................92 14.2.1 Single Day Per Diem................................................................................................................92 14.2.2 Per Diem While in Overnight Travel Status............................................................................92 14.2.3 Per Diem Three Hour Rule......................................................................................................92 14.3 Advance Travel.....................................................................................................................92 14.4 Special Circumstances...........................................................................................................92 14.5 Lodging.................................................................................................................................93 14.6 Transportation......................................................................................................................93 Chapter 15—Electronic Information Acceptable Use Policy................................................................94 15.1 Electronic Information Policy................................................................................................94 15.2 Definitions............................................................................................................................94 15.3 Roles and Responsibilities.....................................................................................................94 15.4 Equipment and Programs......................................................................................................95 15.4.1 Acquiring Hardware and Software.........................................................................................95 15.4.2 Complying with Copyright and Licensing...............................................................................95 15.4.3 Using Personally Owned Software.........................................................................................95 15.5 E-Mail and Voice Mail(Electronic Communication)................................................................95 15.5.1 Acceptable Use........................................................................................................................95 15.5.2 Prohibited Use.........................................................................................................................95 15.5.3 Encryption................................................................................................................................95 15.6 E-Mail Management.............................................................................................................96 15.6.1 Policy........................................................................................................................................96 15.6.2 Definitions...............................................................................................................................97 15.7 Internet Access.....................................................................................................................97 15.7.1 Acceptable Use........................................................................................................................98 15.7.2 Prohibited Use.........................................................................................................................98 15.8 Generally Prohibited Uses of Information Resources..............................................................98 15.9 Monitoring,Auditing,and Inspection....................................................................................99 Chapter 16—Social Media Policy..........................................................................................................100 16.1 Definitions..........................................................................................................................100 Mason County Personnel Policy Page 8of121 16.2 Administration of Social Media...........................................................................................101 16.3 Mason County Website.......................................................................................................102 16.4 Social Media Public Records................................................................................................102 16.5 Users and Visitors of Mason County Social Media................................................................103 16.6 Blogging Policy....................................................................................................................103 16.6.1 Procedures.............................................................................................................................104 16.6.2 Author and Commenter Identification.................................................................................105 16.6.3 Ownership and Moderation.................................................................................................105 16.6.4 Blog Comments and Responses............................................................................................105 16.7 Facebook Standards Policy..................................................................................................106 16.7.1 Establishing a Page................................................................................................................106 16.7.2 Content..................................................................................................................................106 16.7.3 Archive...................................................................................................................................107 16.8 X Standards Policy..............................................................................................................108 16.8.1 Content.............................................................................................................................108 16.8.2 Archive...................................................................................................................................109 Chapter 17—Cellular Telephone Policy...............................................................................................110 17.1 Definitions..........................................................................................................................110 17.2 County Owned Cellular Phones...........................................................................................110 17.3 Use of Cellular Phones........................................................................................................110 17.4 Personal Use of Cellular Phones..........................................................................................111 17.5 Termination of Use of County Owned Cellular Phones.........................................................111 17.6 Records Retention of Cell Phone Record..............................................................................111 17.7 Service Billing.....................................................................................................................111 Chapter18—Telework Policy................................................................................................................113 18.1 Purpose..............................................................................................................................113 18.2 Eligibility Considerations.....................................................................................................113 18.3 Job Responsibilities and Conditions.....................................................................................113 18.4 Telework Site......................................................................................................................114 18.5 Computers,Software,Supplies,and Support.......................................................................115 18.6 Workers'Compensation......................................................................................................115 18.7 Overtime,Leave,and Compensation...................................................................................115 18.8 Liability...............................................................................................................................116 Mason County Personnel Policy Page 9of121 18.9 Inclement Weather.............................................................................................................116 18.10 Confidentiality..................................................................................................................116 18.11 Application and Renewal...................................................................................................117 Chapter 19—Artificial Intelligence(AIl Policy....................................................................................118 19.1 Purpose..............................................................................................................................118 19.2 Scope.................................................................................................................................118 19.3 Principles............................................................................................................................118 19.4 Implementation..................................................................................................................118 19.5 Enforcement.......................................................................................................................119 19.6 Resources/Contact..............................................................................................................119 Mason County Personnel Policies Adoption Chronology....................................................................120 67 914OX Mason County Personnel Policy Page 10of121 Chapter 1— Purpose and Scope 1.1 Introduction These personnel policies serve as a general guide to the County's current employment practices and procedures.They help employees understand County operations and expectations.These policies also describe County provided compensation and benefits to employees. The County places a high value on employees'and their wellbeing,aims to provide the support necessary to achieve the mission,and make productive contributions to the organization and residents of Mason County When consistent personnel policies are known and communicated to all,the opportunities for greaterjob satisfaction increase.Any questions,comments,concerns,or suggestions please contact an appropriate supervisor,Department Head,or Elected Official. 1.2 Intent of Policies These policies are intended as guidelines and do not constitute a contract,express or implied,or any type of promise or guarantee of specific treatment upon which any employee may rely,or as a guarantee of employment for any specific duration.Although the County hopes an employment relationship will be long term,either the employee or County may decide to terminate the employment relationship. Unless specific rights are granted to an employee in civil service rules,a collective bargaining agreement, an employment contract,or elsewhere,all employees of the County are considered at-will employees and as such,may be terminated from County employment at any time with or without cause and with or without notice.No supervisor,manager,or other representative of the County other than the Board of County Commissioners,or the Elected Official in the case of their employee, has the authority to enter into any agreement with an employee for employment for any specified period or to make written or verbal commitments contrary to the foregoing. It is the intent and policy of Mason County to utilize best practice and industry standards when implementing personnel policies. 1.3 Scope of Policies These personnel policies apply to all County employees u4essunless they are exempted in a specific section. In cases where these policies conflict with any provision of the County Code,Civil Service rules and regulations,the provisions of a collective bargaining agreement,or state or federal law,the terms of that law,rule or regulation,or collective bargaining agreement prevail.In all other cases,these policies apply.The non-economic provisions of these policies shall apply to Elected Official's departments unless the Elected Official(s)have adopted policies covering the same subject(s)and filed those policies with the Board of eCounty Commissioners BOCC. 1.4 Changing These Policies The County reserves the right to modify these policies at any time.The �BOCQ or the County Administrator may deviate from these policies to achieve the primary mission of serving the citizens of Mason County. Employees may request specific changes to these policies by submitting suggestions to their Elected Official or Department Head. Mason County Personnel Policy Page 11of121 1.5 Definitions Anniversary Day of Pay:Shall mean the day of an employee's step increase depending on the day of hire, promotion,transfer or demotion that may take place within the same pay period of the anniversary date. The actual day of pay increase shall be the 1st or the 16th of the month, depending on the date of the anniversary day(e.g.if an employee's anniversary date is on January 14,the pay increase will take effect January 1).For transfers,promotions or demotions between departments,the effective date must be the first day of the pay period,either the 1st or 16th Appointed Employee:An employee appointed by an elected official in their office. For example,Chief Deputy Treasurer,Chief Deputy Clerk,Chief Deputy Prosecutor,etc. Continuous Service:The most recent period of County employment unbroken by periods of unauthorized absence,separation from employment due to discharge,resignation,retirement,or other reason where the employment relationship has ceased,or periods of layoff twelve(12)months or longer. Department Head:An employee who reports directly to the Board of County Commissioners or County Administrator and who is responsible for directing one or more departments. Elected Official:any person elected at a general or special election to any public office,and any person — Formatted:Font:Bold,Font color:Accent 6 appointed to fill a vacancy in any such office. Extra--Help Employee:An employee who holds a job of limited duration due to special projects,seasonal or abnormal workloads,in the absence of a regular employee,or emergencies. Regular Full-Time Employee:An employee who holds a budgeted position and regularly works a minimum of forty(40)hours a week. Regular Part-Time Employee:An employee who holds a budgeted position and who regularly works less than forty(40)hours a week. Temporary Employee: An employee hired for a specific assignment or project that has a duration of employment and schedule that is anticipated to work one thousand and forty(1,040)hours or more in a twelve(12)month period. The aet ua1 day of p ay shall be+he 11'er+he 16'of+he rn nth .J.,,.e n d I ne.,..+he d to of. +he apAivefsary day(e.R.if an employee's anniversary date is on januaFY 14,the pay4ggrease-wfll take P-ff,.erft fw.S+day of+he pay ed w+heF Mason County Personnel Policy Page 12of121 Chapter 2—General Policies and Practices 2.1 Employee Personnel Records A personnel file for each employee is kept in the Human Resources Department and/or in the department in which they work.An employee's personnel file contains the employee's name,title and/or position held, department to which the employee is assigned, salary, changes in employment status, training received, performance evaluations, insurance enrollment forms, personnel actions affecting the employee,including discipline,and other pertinent information.Medical information about employees is contained in a separate confidential file. Employees have the right to review their#defiles. An employee may request removal of irrelevant or erroneous information in their personnel file.If the County denies the employee's request to remove the information,they may file a written rebuttal statement to be placed in their file. Personnel files are kept confidential to the maximum extent permitted by law. Except for routine verifications of employment, no information from an employee's personnel file will be released to the public, including the press, without a written request for specific information and notification to the employee. 2.2 Employment Verification Only the Elected Official,Department Head,or Human Resources are authorized to provide employment verifications on current or former County employees to outside employers.Other employees shall refer requests for employment verification to the personnel listed above. Information will be limited to verification of employment and salary unless the employee has completed a written waiver and release. Standardized release forms are available through the Human Resources Department. 2.3 Employee Badge Policy To establish guidelines for the issuance of a photo identification badge to all employees and for the use of badges by employees while representing Mason County in an official capacity to provide a safe and secure workplace for all employees. Employees are expected to fully comply with all provisions of this policy. 2.3.1 Definitions Employee: For the purpose of this policy,staff members shall refer to elected officials,full-time, part- time,extra help,and seasonal employees,including volunteers and interns. Employee ID Badge:The official County ID badge for all employees.The ID badges will identify employees' name,department,and position. Official Capacity:Includes any time while on County property and/or any business where the employee is representing the County.This includes operating any vehicle owned or leased by the County. 2.3.2 Requirements The Human Resources Department will provide all new staff members with a copy of this policy at the time of Aewthe new employee orientation.All employees are required to wear ID badges at County work Mason County Personnel Policy Page 13of121 areas during official capacity. ID badges are to be prominently worn so the photo is clearly visible to others.The requirement may be temporarily waived at the department's discretion when wearing the ID badge presents a safety issue.However,the employee must always carry the ID badge when acting in an official capacity.Employees are responsible for safeguarding their own ID badge.Any lost or damaged ID badges shall be reported immediately to the employee's supervisor, who is responsible for reporting it to Human Resources. 2.3.3 Procedure a. All employees of Mason County will be issued photo identification, clip, and lanyard upon, Formatted:Indent:Left: 0.13" completion of the ID Badge Request Form. b. All new employees will have their ID badges made by Human Resources by appointment after completing all required new employee training. (FiFst Aid/CPR, CORE Tram,. Icon? naive Sho �T c. Employees will be issued one tID badge. Formatted:Font:Not Bold,No underline d. New ID badges will be issued to current employees who receive a transfer,promotion,demotion, etc. to a different department or a name change. An ID Badge Request Form will need to be completed along with the required proof of ICS training if not previously done. e. Supervisors shall report lost or damaged ID badges to Human Resources.Damaged ID badges shall be returned to the Human Resources Department.A reprint of the^•'^I^^I ID badge-will be done and-sent to the department supervisor. f. Any lost ID badge that is found should be turned+nteinto Human Resources. g. Upon separation of employment,an employee must turn in their ID badge to their supervisor.The supervisor will send the ID badge to Human Resources. h. An employee placed on paid/unpaid administrative leave,or that is out for an extended period on other leave,must turn in their badge to their supervisor until returning to work. 2.3.4 Identification Holder Responsibilities Formatted:Indent:Left: 0.38°,First line: 0.25" a. Employees will not lend ID badges to anyone. Formatted:Indent:Left: 0.13" b. Do not leave ID badge on dash of vehicle or other locations exposed to extreme temperatures or theft. c. Do not fold,bend,deface,alter pins,stickers,or decals,or mutilate ID badges. d. Employees will use ID badges for official Mason County business only. e. Do not leave ID badges unattended. f. Employees will Immediately notify their supervisor if their ID badge is lost or missing. (Resolution NE).22 18) Mason County Personnel Policy Page 14of121 2.4 Accommodations for Milk Expression&Menstruation Mason County is committed to providing a healthy work environment for breastfeeding or chest-feeding employees by ensuring they receive the accommodations necessary to provide for their infant(s) or children.This policy applies to all Mason County employees. Definitions Formatted:Font:Not Bold Breastfeeding:For purposes of this policy,breastfeeding includes nursing an infant or child,expressing or pumping of milk by lactating employees to support feeding an infant or child:or breastfeeding or chest- feeding an infant or child to provide the child nutrition. Policy a. Under the FLSA and Washington Statute,it is the right of a parent to breastfeed their infant"in any place of public resort, accommodation, assemblage, or amusement." MASON COUNTY recognizes the health benefits of" ea&tn+'n "abreast milk for infants and children, as well as the health benefits to employees who breastfeed.Therefore, MASON COUNTY supports employees in their need to breastfeed and express milk in the workplace. MASON COUNTY recognizes that breastfeeding is not considered indecent exposure. b. As an employer,MASON COUNTY will provide(RCW 43.70.640 and RCW 43.10.005): I. Reasonable break time for an employee to express milk for infant or child for up to two (2)years after the birth of a child:and II. A private room,other than a bathroom,that is shielded from view and free of intrusion from co-workers and the public,and available when needed.Such rooms shall be:private. secure(lockable from the inside,if possible),functionally accommodating(a place to sit, a flat surface(like a table),and access to electrical outlets),and provided with a sign to designate when the space is in use. III. A place where expressed breast milk can reasonably and safely be stored.This does not mean refrigeration must be provided, but nursing employees must be allowed to bring insulated food containers or personal coolers to work and will be provided with a place to store a pump and containers while they are at work. IV. Although not required,when possible,the designated private room may be:reasonably close to the employee's work area and/or near a sink with hot water and soap for hand washing and equipment cleaning. An employee may be requested to provide written certification regarding the need for reasonable accommodation,except for accommodations related 1 and 2 in this subsection. c. Supervisors and managers will support breastfeeding and will allow them to flex their work hours within their assigned work shift to accommodate nursing and pumping when standard breaks and meal periods are not adequate.Employees who are breastfeeding must either adiust or make-up time or take leave to ensure they work the required number of hours in a workday or workweek. Employees may request a flexible work schedule,subject to approval by management,to address their individual needs(e.g.,allow the employee the flexibility to come in early or stay late,or use a portion of their lunch period,to make up time). IL- Mason County Personnel Policy Page 15of121 d. Employee Responsibilities—Any necessary equipment (breast pump, storage containers, etc.) should be securely stored at the employees'workstation or other storage area agreed upon by the employee and manager. Employees are responsible for keeping milk expression areas clean, using antimicrobial wipes. Breast milk may be stored in a labeled personal storage cooler or in a tightly closed container in a staff refrigerator. e. Education&Support—Health insurance benefits may cover breastfeeding-related resources and services f. Construction Worksite Accommodations for Menstruation and Expression of Milk — RCW 49.17.530 requires employers in the construction industry to provide reasonable accommodations for workers performing construction activities who menstruate or express milk, or both. I. Construction Worksite Accommodations for Expressing Milk—The following reasonable accommodations have been identified that include alternatives for worksites for workers the express milk and who engage in construction activities to ensure a comfortable and sanitary environment: 1. Flexible Scheduling: Workers will be allowed flexible work schedules, including breaks,to provide time for milk expression. 2. Private, Sanitary Space: An area that is private and lockable, if possible, that is convenient and sanitary, other than a bathroom, will be provided for workers to express milk.This space will be free from intrusion. 3. Milk Storage:Convenient hygienic refrigeration will be made available on-site for the safe storage of expressed milk. 4. Hand and Equipment Hygiene:A convenient water source for the worker to clean and wash hands and milk expression equipment. The water source must be in a private location near the location where milk is expressed. II. Multiemployer Worksites On multiemplover construction sites,each employer is responsible for providing accommodations for their own workers,as outlined in this policy. III. Compliance and Education IV. Construction Worksite Accommodations for Menstruation — For workers who menstruate, the following accommodations will be provided on all construction worksites: 1. Bathroom Facilities: A bathroom will be made ava4ab4eavailable, that is either a minimum-sized portable chemical toilet or access to a permanent structure with a bathroom.The bathroom will be equipped with an internal latch to ensure privacy and prevent inadvertent entry. 2. Adequate Time:Workers will be provided with sufficient time to accommodate any clothing adjustments when using bathroom facilities. IL— Mason County Personnel Policy Page 16of121 3. Menstrual Hygiene Products:Menstrual hygiene products,including but not limited to pads and tampons,will be provided at no cost to workers.These products will be available in all gender-neutral bathrooms and bathrooms designated forworkers who menstruate,or as part of individual kits provided to each worker in need. Chapter 3— Recruiting and Hiring Employment practices to include recruitment and hiring will be established by Human Resources.They are based solely on an applicant's ability,merit,qualifications,and competence without regard to race, color,religion,national origin,sex,marital status,pregnancy,disability,age,or other protected status by Federal or State statute. 3.1 Recruiting When a position becomes vacant,prior to any posting or advertisement of the vacancy,the DepaFtment #gad hiring manager and Human Resources shall review the position,its job description,and the need for such a position. The Department Hea hiring manager will complete the requisition process to fill the position. Approved and budgeted positions will be posted and/or advertised only after the Human Resources Department and County Administrator have reviewed and approved.Unfunded positions must be briefed to the Board of County Commissioners before posting. County recruitments will include information about pay and other benefits for all postings in accordance with RCW 49.58.100. Interested applicants shall submit a completed application to Human Resources by the designated date prior to being considered for any position. 3.2 Hiring 3.2.1 Screening The County may screen applicants for minimum qualifications and/or subject matter expertise. The Elected Official or designee and Human Resources may decline to move forward with an applicant for specific reasons which may include but are not limited to false statements, used or attempted to use illegal or unethical means to secure an advantage in the application process,failure to reply to inquiries, the applicant arrived late or failed to appear for a scheduled test or interview or expressed lack of interest in the position,failed to provide a completed application packet by the designated date, or improper conduct on the part of the applicant during any examination process. 3.2.2 Examinations The County may administer pre-employment examinations to test the qualifications and ability of applicants, as determined necessary by the County. The County may contract with any agency or individual to prepare and/or administer examinations.Examples of such examinations include requiring applicants/employees to show proof they are authorized to work in the United States,background checks, interviews, written, oral, or physical exercises, reference checks, education verification, disclosure statements,or other valid examination process. Human Resources specifies the nature and content of examinations based upon the advice and information of Elected Officials, Departments,and/or subject matter experts. Mason County Personnel Policy Page 17of121 Applicants for positions in which there are expectations to operate a motor vehicle will be required to present a valid Washington State driver's license with any necessary endorsements. Driving records of applicants may be checked.Applicants with poor driving records,as determined by the County,may be disqualified for employment. 3.2.3 Applicant Travel Reasonable expenses incurred by candidates for management level,or hard to fill technical or professional level positions may be reimbursed when such candidates are invited by the appointing authority in writing for personal interviews.If no budget amendment is necessary,this action may be approved by the Elected Official/Department Head with concurrence of the County Administrator.Travel expenses may be subiect to approval of the Board of County Commissioners if a budget amendment is needed.and the°^,•^'Pf QgUnty Gemmi«iener, Expenses will be limited to transportation,lodging,and meals.The transportation reimbursement shall be limited to the amount the County would pay for round trip coach class airfare.The written invitation to the interview shall include an explanation of those expenses that will be reimbursed and the method for claiming reimbursement.Application for reimbursement must be made within policy guidelines established for County employees.A portion,or the entire amount,of the reimbursement requested may be denied if after the interview,the county makes an employment offer, and the offer is declined by the applicant. 3.2.4 Veteran's Preference In accordance with RCW 73.16.010 Mason County offers Veteran's employment preference to service members claiming such benefit in the hiring process. 3.2.5 Employee Selection The employee requisition and selection process shall be completed before any offer of employment is made. After a contingent offer of employment has been made and prior to commencement of employment,the County may require pefseNe ep o Ie selected for employment to successfully pass a test for the presence of alcohol and/or controlled substances.The offer of employment may be conditioned on the results of the examination. A candidate may be disqualified from consideration if tests reveal use of alcohol and/or controlled substances(other than legally prescribed medications),or if the candidate refuses to be tested. 3.2.6 Moving Expenses AA thf-digG.,.+;,R, the RAAF,I 8f r,.HRtY G8FnFnig1;i,...,..g;4Rd theiF aEl,.,..Ge a .,4 .Reasonable moving expenses of a new employee in a management level or hard to fill technical or professional level position may be reimbursed in accordance with established procedures.Such reimbursement shall not exceed five thousand dollars($5,0001.Moving expenses shall mean the cost of moving household goods,furniture, clothing, and other personal effects of the new employee.To be eligible for reimbursement the new employee must agree in writing to refund to the County such moving expenses if they voluntarily terminate their employment within one(1)year of their hire date.If no budget amendment is necessary, this action may be approved by the Elected Official/Department Head with concurrence of the County Administrator. Travel expenses may be subject to aa�the approval of the Board of County Commissioners if a budget amendment is needed. Mason County Personnel Policy Page 18of121 3.3 Extra--Help Employees Elected Officials and Department Heads may use extra_help employees to temporarily replace regular employees who are on vacation or other leave,to meet peak workload needs,or to temporarily fill a vacancy until a regular employee is hired. Extra-help employees may be hired without competitive recruitment or examination,although all hiring processes must comply with state and federal laws. An on-call/extra-help employee works in a limited,but on-going capacity.Their schedule may consist of 44en Aten-tan intermittent or varying schedule per week on an as needed basis,- Wbasis and are anticipated to work fewer than one thousand and forty(1,040)hours within a twelve(12)month period. Extra_help employees are eligible for overtime pay and sick leave as required by law. Extra-help employees normally do not receive retirement,vacation,holiday pay,health insurance,or other benefits during their employment.Helidays^ e the enly exeeptien Extra--help employees pay contributions to the Social Security system and to Labor and Industries,as does the County on their behalf.Extra-=help employees are normally not placed on the state PIERS retirement system,although there are a few exceptions based on PIERS eligibility criteria,such as those who work over seventy(70)hours per month for five(5)months out of twelve on a long-term basis. 3.4 Employment of Relatives(Nepotism) The immediate family,by blood or marriage,of current County employees,Elected Officials and County Commission members will not be employed by the County where: a. One of the parties would have authority,or practical power,to supervise,appoint, remove,or discipline the other. b. One party would handle confidential material that creates improper or inappropriate access to that material by the other. c. One party would be responsible for auditing the work of the other:or d. Other circumstances exist that might lead to potential conflict among the parties or conflict between the interest of one or both parties and the best interests of the County. Immediate family for the purpose of this section shall include the employee's spouse,registered domestic partner,parent,child,grandchild,brother,sister,father-in-law,mother-in-law,brother-in-law,sister-in- law,son-in-law,daughter-in-law,and step relationships. 3.4.1 Change in Circumstances If twos employees marry,become related,or are in a relationship and begin sharing living quarters,and in the County's judgment,the potential problems noted above exist or reasonably could exist,only one ll of the employees will be permitted to stay with the County,unless other arrangements,as determined by the BeaF d of County C^^ ^;'«'^^^•rBOCC. can be made to eliminate the potential problem. The decision as to which employee will remain with the County must be made by the two 11employees within thirty(30)calendar days of the date they marry,become related,or begin sharing living quarters. If no decision is made during this time,either employee may be terminated. Mason County Personnel Policy Page 19of121 3.5 Promotions The County encourages promotion from within the organization whenever possible.All openings will be posted so that employees may become aware of opportunities and apply for positions in which they are interested and qualified. Before advertising a position to the public, Human Resources may choose to circulate a promotional opportunity within the County.The County reserves the right to seek qualified applicants outside of the organization at its discretion. Employees must meet the qualifications for the vacant position to be considered for promotion. Before offering a position,the Employee Selection Process must be completed in accordance with current HR procedures. 3.6 Probationary Periods All newly hired employees will serve a probationary period of six(6)calendar months from the date of hire.The Employer may discharge a probationary employee with a minimum ofone(1)daywritten notice. The County may extend the six (6) month probationary period up to an additional six (6) months. Employees may not take vacation while in their probationary period. 3.7 Trial Service Periods Current employees transferred, reclassified,or promoted to another position may serve a trial service period of six(6)months. 3.8 Requests for New Positions New position requests may be submitted under the following circumstances: Formatted:Left,Numbered+Level:1 +Numbering Style:a,b,c,...+Start at:1 +Alignment:Left+Aligned a. -In preparation for submission of the annual budget; at: 0.25"+Indent at: 0.5" Formatted:Left fib.b Initiation of position changes during the budget year due to changes in service demands,., funding,legal,technical,organizational,or programmatic requirements. Formatted:Left,Numbered+Level:1 +Numbering Style:a,b,c,...+Start at:1 +Alignment:Left+Aligned at: 0.25"+Indent at: 0.5" New position requests will be submitted to the n,,...a of County Ge^Fnis5i^^^r`BOCC,through Human- Resources and Budget,in the format established and maintained by Human Resources.The information \ Formatted:Numbered+Level:1 +Numbering Style: a,b,c,...+Start at:1 +Alignment:Left+Aligned at: submitted must include documentation explaining the need for the position and analysis ofthe immediate 0.25"+Indent at: 0.5" and long-term budget impact,and a draft position description.Human Resources and Budget will submit Formatted:Justified the request to the Board of County Cammi«ionersBOCC for preliminary approval. Upon preliminary approval by the Board,the Human Resources Department will complete a formal review and submit recommendations regarding the proper classification and salary. Mason County Personnel Policy Page 20of121 Chapter 4— Hours and Attendance 4.1 Working Hours A normal working schedule for regular,full-time employees consists of forty(40)hours each workweek with the workweek beginning Sunday at 12:00 am and ending the following Saturday at 11:59 pm4-2:08 a4n,unless otherwise specified.Different work schedules may be established by the County to meet job requirements and provide necessary County services. Changes in work schedules, which may include changes in the schedule or total hours, shall be consistent with Chapter 4.2. Each employee's Elected Official or Department Head will advise the employee regarding their specific working hours. 4.2 Hours of Work and Overtime All County positions are designated as either "exempt" or "non-exempt" according to the Fair Labor Standards Act (FLSA)and Washington Minimum Wage Act regulations. Employees will be informed of their status by the County. For most County employees,the established wor forty(40)hours of time scheduled within a seven(7)consecutive day wefk-week ep riod.All personnel are responsible for accurately reporting all hours worked and leave taken using the County process. Employees failing to accurately record time worked and leave taken are subject to discipline. 4.2.1 Non-Exempt Employees Non-exempt employees are entitled to additional compensation,either in cash or compensatory(comp) time off,when working more than forty(40) hours in the applicable workweek. All overtime must be authorized in advance by the employee's supervisor.Overtime pay is calculated at one and one-half times (1'/:)the employee's regular rate of pay for all time worked beyond forty(40)hours in the established workweek period.When computing overtime,time paid for but not worked(e.g.,holidays,sick leave,and vacation time),is not counted as hours worked. 4.2.2 Exempt Employees Exempt employees do not accrue overtime payor comp time. Deductions from an exempt employee's salary for absences of less than one day will generally not be made,if the employee has worked at least one half of their workday and leaves work with supervisory permission. It is expected that f-11 ti pfull- time overtime exempt work schedules will normally consist of approximately forty(40)hours per week; however,emphasis is placed on meeting the responsibilities assigned to the position rather than working a specific number of hours.The nature of responsibilities associated with overtime exempt positions often requires greater than forty(40)hour work week including evening and weekend work and considerable flexibility in work scheduling to accommodate meetings and functions on weekends and evenings. Due to principles of public accountability,an exempt employee's salary may be reduced for a partial day absence of four(4)hours or more(or half the employee's regular work day for an employee working less than a full FTE),or such employee may be placed on leave without pay for absences for personal reasons or because of injury or illness of less than one work day when accrued leave is not used by an employee because: Mason County Personnel Policy Page 21of121 a. p42ermission for its use has not been sought or has been sought and denied; b. aAccrued leave has been exhausted;or c. aAuthorized use of leave without pay. d. aAny absence,taken in increments of fifteen(15)minutes,for the following reasons: i. FMLA leave; ii. Participation in political activity; iii. Outside employment,subject to approval;or iv. Other activities that would be in violation of the Conflict-of-interest policy if t — Formatted:Numbered+Level:1 +Numbering Style:i, conducted during regular business hours. ii,iii,...+Start at:1 +Alignment:Right+Aligned at: 1" +Indent at: 1.25" d• — Formatted:Font:(Default)+Body(Calibri) Formatted:Normal,Left,Line spacing: single, No bullets or numbering FMLA leave; • Formatted:Left,Indent:First line: 0' Line spacing: Multiple 1.15 li Formatted:Normal,Left,Line spacing: single, No i 0utsid , ..i,,.,..ent subject to approval;, bullets or numbering h- hn 4.2.3 Work SchedulesPlex Time Formatted:Font:Bold,Font color:Accent 6 Work hours for full-time employees covered by the Personnel Policy shall normally be 8:OOam to S:OOpm,' Formatted:Normal unless a Ceuntythe County Office or Department establishes an alternate work schedule as described Formatted:Justified below: a. The regular workweek shall normally consist of five (5) consecutive workdays, Monday through Friday. b. The County may modify the regular workweek to support special purposes at specified periods of time (for instance budget, emergency management, etc.) provided employees receive at least five(5)working days'notice of the schedule change. c. The Employer may change employee work schedules with five(5)working days'notice to the employee.Less than five(5)working days'notice may be given if mutually agreed between the employee and the Employer. —Hours shall be extended outside of normal business hours as necessary to allow for' Formatted:List Paragraph,Justified,Numbered+ uninterrupted and efficient operations. Level:1 +Numbering Style:a,b,c,...+Start at:1 + Alignment:Left+Aligned at: 0.5"+Indent at: 0.75" FLEX TIME: Flexible starting and/or quitting times may be adopted, on a case-by-case basis,with mutual agreement between the employee and their Employer.These work schedule adjustments shall not result in the application of the overtime provisions but shall be paid at the regular rate for an 8-hour workday. Mason County Personnel Policy Page 22of121 ALTERNATE WORK SCHEDULE:Workweeks and work shifts of different numbers of hours and/or workdays may be established by the Elected Official or designee,with prior notification to the employee. in order to meet business and customer service needs, or in response to budgetary demands. Employees may be assigned to an alternate work schedule with five(5)working days'notice from the manager.Less than five(5)working days'notice may be given if mutually agreed between the employee and manager.Employees may request an alternate work schedule,which is subject to approval by the manager. 4.3 Compensatory(Comp)Time Non-exempt employees entitled to overtime pay may request comp time off in lieu of cash payment.This is approved on a case-by-case basis by the supervisor.The County is not required to grant comp time instead of overtime pay.If the comp time option is exercised and approved,the employee is credited with one and one-half (1 %) times their straight-time hourly rate for all overtime hours worked*"- how'; Compensation shall not be paid(nor comp time earned)more than once for the same hours under any .. Formatted:Font:(Default)+Body(Calibri),11 pt provision of this Article or Agreement. Premium or overtime pay shall not be duplicated or pyramided Formatted:Font:(Default)+Body(Calibri),11 pt unless required by the Fair Labor Standards Act,in which case premium or overtime pay;hall be based _ on the employee's regular rate of pay. Formatted:Font:(Default)+Body(Calibri),11 pt ' - Formatted:Space After: 0 pt,Line spacing: single, 4.3.1 Comp Time Use Don't adjust space between Latin and Asian text,Don't Employees may use comp time within a reasonable time after making a request to their supervisor,unless adjust space between Asian text and numbers doing so would unduly disrupt County operations. Comp time should be used for short-term absences from work during times mutually agreed to by the employee and their supervisor.Upon approval by the County,the employee may be permitted to cash out all or part of their comp time. 4.3.2 Maximum Accruals Maximum accruals of comp time shall not exceed forty(40)hours for regular employees unless a higher limit has been authorized in writing by the Beard of County COMmissionersBOCC.After maximum accrual, overtime compensation shall be paid by the appointing authority's department.Comp time cannot be rolled over,and the allowed forty(40)hours of accrued comp time must be used by the end of each year. If the employee does not use all their accumulated comp time,they will receive a payout for the unused comp time on the last payroll check in December 25 payroll check. 4.3.3 Comp Time Upon Transfer Unused comp time is ^ARtFR FP-;bienon-transferable. When an employee is transferring from one department to another and has a balance of unused comp time,the employee is encouraged to use their comp time before the effective date of transfer.When this is not possible,the transferring employee shall receive payment in full for the accrued comp time from the employee's former department. Payout for comp time is not eligible for a payout payment plan. Exempt regular employees shall not be entitled to any additional compensation for hours werkedworked, more than forty (40) hours per week. lmmpleyee skmployees transferring from non-exempt to exempt positions are encouraged to use their comp,banked holiday,and premium time before the effective date Mason County Personnel Policy Page 23of121 of transfer. WheRlf this is not possible,the transferring employee shall receive payment in full for the accrued comp, banked holiday, and/or premium time from the employee's former department. Such payout shall be paid by the appointing authority's budget,based on the rate of pay for the position from which the employee is transferring from,not the rate of the new position. Payout for comp time is not eligible for a payout payment plan. (Res 'UtiOR nI.. 49 99 and 2020 86) 4.4 Attendance Punctual and consistent attendance is a condition of employment.Each Elected Official and Department Head is responsible for maintaining an accurate attendance record of their employees. Employees unable to work or unable to report to work on time should notify their supervisor as soon as possible,ordinarily before the workday begins or within thirty(30)minutes before the employee's usual starting time.If an absence continues beyond one day,the employee is responsible for reporting in each day unless excused from daily reporting by their supervisor.If the supervisor is unavailable,the employee may leave a message with the Elected Official/Department Head or their designated representative, stating the reason for being late or unable to report for work.Failure to notify of an absence or return to work shall,with the approval of Human Resources,be considered job abandonment and/or an automatic resignation. 4.5 Emergency Closures During times of inclement weather or natural disaster,it is essential that the County continue to provide vital public services.Therefore,it is expected that employees makewill make every reasonable effort to report to work without endangering personal safety. An employee who is unable to get to work,arrives late to work,or leaves work early because of unusual weather conditions or other extreme circumstances shall charge the time missed to vacation,floating holiday,comp time or if such leave is not available,to leave without pay.The employee shall advise their supervisor by phone or in person as in any other case of late arrival or absence. In some extreme circumstances,including,but not limited to,flooding,fire,total power outages,or other public health emergencies, one or more County work locations may be unsuitable for employees to perform their jobs safely or effectively. Under such circumstances, if employees are sent home after reporting to work or told to report to work later than their regular starting time,they shall be paid for hours missed from work that day. If employees are advised before reporting to work,or if reasonable efforts were made to advise them before reporting to work,that they should not report to work,such absence for time missed from work shall be charged to vacation,personal holiday,comp time or if such leave is not available,to leave without pay. In no event shall the decision that some employees cannot work due to conditions at their work location entitle other employees who worked,compensation beyond their regular pay. The decision to send employees home or tell them not to report to work shall be made by the Elected Official or Department Head responsible for the work location and is subject to the prior approval of the Board or a single Board member if only one Board member is available.If no Board member is available, IL- Mason County Personnel Policy Page 24of121 the decision of the Elected Official or Department Head shall be final. Such a decision shall include consideration of the expected duration of the condition,safety issues affecting employees or the public and alternative work locations. 4.5.1 County Office Closure Procedure a. When a major snow,ice or storm event is taking place or appears to be imminent,the road operations manager or their designee shall collect information from a variety of community sources to prepare a road condition report as early as possible,but no later than 4:45 a.m.if possible. b. OR eeAt or about 4:45 a.m.the designated road operations manager shall contact the Public Works Director or their designee to discuss the road and weather conditions and latest weather forecast. c. On or about 5:00 a.m.the Public Works Director or designee calls the County Administrator to advise them of road conditions throughout the county and latest weather forecast and makes recommendation regarding suspending standard operations.The County Administrator shall notify the Commission Chair and Presiding Judges. d. The Chair shall decide*atif: i. The situation does not merit suspending standard operations: -The County will observe normal business operations because road conditions in most areas of the County are not hazardous;all County operations will be conducted to facilitate justice and commerce. Staff may use leave as provided in the Personnel Policy 4.5 Unusual Weather Conditions/Extreme Circumstances:or ii. Opening standard operations will be delayed until syecifieda specified time later in the day (preferably 10:00 a.m.or 12:30 p.m.)[or closed early if conditions merit]because extremely hazardous conditions currently exist and the safety risks of travel for employees and the public and the associated County liability outweigh the benefit of commencing designated standard operations at the normal time;or iii. Extremely hazardous conditions exist and are likely to persist throughout the day and the safety risks of travel for employees,the public,and the associated County liability outweigh the benefit of conducting designated standard operations this day. Conduct of standard operations is suspended until a specified time the following day. e. The Chair will contact the Presiding Judges of Superior and District Courts to determine if it is necessary to make special accommodations for any of their operations during the suspension of standard operations. f. By 6:00 a.m.,the Chair calls SepHert-Central Services staff to update the County closure information message number(360-427-9670 ext.678)with information regarding the duration of the suspension. Support Services will contact the media and the Emergency Management/Information Technology Manager or designee. Mason County Personnel Policy Page 25of121 g. The Emergency Management/Information Technology or designee shall update the County website with the closure information and broadcast an emergency alert message. h. If closure occurs during regular work hours, Support Services staff updates the County closure information message number(x678),contacts each county office,sends out an "all-county"email, sends notice to website and the media. Emergency Management shall broadcast an emergency alert message. (Resolution NE).70 16) 4.6 Breaks and Mealtime Employees w4l-May be allowed up to a one(1)hour unpaid lunch period as approved and scheduled by the employee's supervisor. Employees may talFeare entitled to one(1)fifteen-minute break for every four(4)hours worked. Breaks should be arranged so that they do not interfere with County business or service to the public. The scheduling of meal periods may vary depending on the department's workload. Meal periods are unpaid. Generally, hlunch periods and breaks shall are not be combined,and fnay not be used to shorten an employee's workday. County playee n G 2 DrecedUFes This pelmey p ..ides the following 1. A l.l..amnuntof♦inAp to expFess Milk e.lare stfeed(IaGtatiep t e) 2 PFiy,te aR d seEWFe FOOMS toMill OF L. eastF..ed(laetatieA ...1 n gdbl atieR and S Ant' doscFammnation,haFassment OF retaliation. G Cmplayee netifiratinn n G Z DeasAnable Amei ant of Time to ExpFess Milk er Qreastfee.d(I ar=tatien Time) of a baby's life, nursing employees wH1 typieally need tvie to three bFeaks during an eight hour shift. Typically,the act of expressing breast milk ale.ne%vill take fifteen to twenty(15 20) minutes. However, ILMason County Personnel Policy Page 26of121 spaee ..d the amenities.. -Fby/...e..im4ty to Sink,...ill.storage /ete 1 aGrommAdation,;qhall be made te pFevide bFeaks ef adequate timing and length to SuppeFt (e.g.,allow the empleyee the flexibilityte come OR early or stay late,OF use a pGFtiGRofthe'rlunehperied,- to make ..time). A G A Dri..ete and Qer,we DeE)Fns to Cvnrero Milk er Qreartfee.d(Lactation Deeml 1. D.'..-,te(win dew ee..e.i....iS FegUiFe,d) 2 ceEWFe/Ieekable f.em the i si.l.. of possible). 3 nr,-emme.dating(remfertable Seating a table and power outlets), A DeaseRably..lose t the a ..leyee's,.eFk C Dre..'.de.d with a sign to designate the space 05 iR use. Although net requiFed,when p rill.. the Ia Gtatiee rpom he-il.d Algn- 2. Have a plaee where expressed breast milk can reasonably be stored. This does net mean refrigeFatieR ..lace t ...deeRtaiReFSwhile they we ed( Employees on outlying wark lecations that rim not have a designated 1 etatnn reem should arrange,with, can he fe--nrd at. ht-tpss FAasenGeu At..wa..e../fe.mr/h�.m�.. mre��.....�/laGtatle.. reemr...d4 Dle..,;e a ntart Hi gyman Rawl gees fe.additionalRSSO'AaRee OF estiees A C C Employee Dernenribilities Any necessaFy equipment (bFeast pump, stE)Fage containers, etc.) shauld be seewely steFed at the empleyee's2ffiR!g±tt�War!(Statin—n a-.r n-ther storage aFea agreed upon by the employee and manager. Employees are responsible fE)F I(eeping Fnilk expFession areas clean,using antimicrobial wipes. Breast Milk nqay be StGFed In a labeled peFsenal StOFage cooler OF in a tightly closed re-maim-r in Mason County Personnel Policy Page 27of121 n c 7 An+i nisG.-l.ninn+ien HaFass..en+ e.Ratak-atien Mason County ir gAmmitted te ;i:Ipp9FtiRg its empleyees whe aFe RUFSiAg FnetheFS. As with aRY Fight of this policy teFMinat*9n. H n Re A G 8 Employee Notification 10 HUMaR Resourees shall notify a"employees of Mason Ceunty's Brea5tfeeding AGGOMMOdatiGR POIiGy 20 Employees will Feeeive a copy efthe Brea5tfeediRgAccammodatien PeliCy and Precedwes during New E .nieyee Orientation I H---Fnan ReSeurees or management shall provide a cepy of the Breastfeeding Accommodation Pa"ey -WRAl 12.reeedu.res;when they beearne aware of an employee PFeparing fer aR appFGaGhiRg Gh*'db!Fth OF ateMity leave. (ReselutieR Ne 37 14) 4.7 Call Back Employees are subject to call back in emergencies or as needed by the County to provide necessary services to the public. Non-exempt employees called back to duty will be paid their appropriate rate of pay for hours worked(the overtime rate for hours worked over the applicable overtime threshold). 4.8 Payroll Records Official payroll records are kept by the Auditor.Each Elected Official and Department Head shall submit semi-monthly a signed payroll worksheet for all employees within their department,noting hours worked, leave taken,overtime worked, and comp time taken for each employee. Each Department Head shall submit semi-monthly a signed statement noting regular hours worked and leave taken to the Auditor's Office.The Bowel of County CommissionersBOCC will approve at regular board meetings. Mason County Personnel Policy Page 28of121 Chapter 5—Compensation 5.1 Salary Classification and Grades Each regular job title is classified into one of the County's job classifications for salary purposes.Each job classification is designated a particular salary or salary range shown on the County's salary range alignment,which is modified periodically by the BaaF d of County Corn rnissieneFsBOCC,or as specified in the applicable union agreement.Employee's classifications,grades,and changes are to be tracked in the County's MUNIS system to maintain the transparency,professionalism,integrity,accountability,respect, and partnership between Mason County,its departments,and the employees. 5.2 Employee Pay Rates Employees shall be paid within the limits of the salary range to which their positions are assigned.Usually, new employees will start their employment at the minimum wage rate for their classification.However, a new employee may,upon the written request of the Elected Official or Department Head and approval of the Human Resources Director,be employed at a higher rate than the minimum. When deemed apprepriate,andappropriate and approved by the Bowel of County BOCC. an employee may be compensated at a Y-Rate,which is a rate of pay that either is between steps of the salary range or exceeds the top step of the salary range.A Y-Rate shall remain in effect until such time as a step of the salary range for the employee's job classification equals or exceeds the Y-Rate or the Reaed of Geunty Gem m.ssieneFsB000 rescinds their authorization for the Y-Rate. Pay increases are contingent on satisfactory performance. If an employee's performance is consistently unsatisfactory, the Elected Official or Department Head may defer a scheduled pay increase for a stipulated period or until the employee's job performance is satisfactory. 5.2.1 Pay Adjustments The Board of Count„C,.,,.miss,,.nersB000 may grant a pay adjustment from time to time, raising the Formatted:Font color:Text 1 salaries of all classifications,a defined group of classifications,or a single classification.Such adjustments, if any,will not normally change an employee's pay anniversary date.The aetual day Of aRY pay iReFease anniveFsary day(e.g.,if an ernplayee's anniversary date is on january 14,the pay inereasp will take pffpct Formatted:Font:(Default)+Body(Calibn),11 pt 11 .5.2.2 Lead Pay Formatted:Font:(Default)+Body(Calibri),11 pt The County may designate an employee as a Lead and assign Lead Pay.This designation is not considered to be a "job vacancy"or"newly created position".An employee may be designated a lead if they are directing,overseeing,or organizing,the work of other employees or specific projects.The County reserves the right to make a Lead designation based on other factors and rationale with the approval of Human Resources. A Lead cannot hire, fire,or discipline employees. Employees acting as Lead will receive an additional ten (10) percent increase over their current rate of pay. Lead pay may be approved by the County Administrator, in conjunction with Human Resources, if no budget adjustments are necessary. Requests requiring a budget adjustment shall be brought to the BeaFd of CauRty C w,w.;..iAnL,..BOCC. Mason County Personnel Policy Page 29of121 Lead Pay statuses will be reviewed annually as part of the budget process. 5.2.3 Out of Class Pay An employee who has been assigned to perform all of the significant duties of a higher level job classification,due to the absence of the employee who normally holds that position,and who performs such duties for five(5)or more consecutive days,shall be compensated on that step of the salary range of the higherjob class that provides at least a five(5%)percent increase over their(the employee working out of class) current rate of pay. Out of class pay may be approved by the County Administrator, in conjunction with Human Resources,if no budget adjustments are necessary.Requests requiring a budget adjustment shall be brought to the BeaFd of County Cemmis5ieneFsBOCC. 5.2.4 Transfers,Promotions and Demotions Employees that accept a position in another County office or department(a position under a different Elected Official or Department Head)and that position is of a higher classification and salary range than the employee's current position,will preferably be placed on the step which results in a five(5%)percent increase over the employee's current salary.If the Elected Official or Department Head determines that significant training is needed for the employee in the new position,the Elected Official or Department head may offer the position at any step in the higher classification and salary range.[RESOLUTION 61-06, 6/20/06] Upon the request of the Elected Official or Department Head and approval of the Human Resources Director,a promoted employee may be placed at a step higher than specified above. If the Human Resources Director does not concur in a request for advanced step placement for a newly hired, transferred, or promoted employee, the Elected Official or Department Head may appeal that decision to the County Administrator. Any transfers,promotions or demotions between departments must be e4ee4veeffective on the first day of the pay period,either the 1;or 1§ . Formatted:Superscript 5.3 Longevity Formatted:Superscript 5.3.1 Definitions Eligible Employees: For section 5.3, eligible employees are defined as regular full-time employees, appointed employees,and regular part-time employees.Eligible regular part-time employees shall receive a pro-rated longevity benefit in proportion to the number of hours the part-time employee is in pay status during the month as compared to that required for full-time employment. The County shall provide additional monthly compensation, beginning januaFy ', '^" above each eligible employee's base salary to recognize continuous leRgthef service as a County employee,as follows: Total Years of Service Completed Additional Pay Increment 1-10 Years 0 a 11-15 Years 1.5% 16-20 Years 3.0% 21-25 Years 4.5% 26 or more Years 6.0% Mason County Personnel Policy Page 30of121 5.4 Reclassification A reclassification is a change in the allocation of a position from its current job classification to a different job classification because of changed duties, responsibilities, and/or authority of a position. Reclassification will be considered when an employee has been permanently assigned to perform the primary functions of a different job classification or has been permanently assigned significantly different duties,which may warrant establishing a new job classification. Reclassification requests will not be considered for factors such as increased work volume of the same level of work,added duties of a similar nature already covered by the classification,requiring similar skills, education,or experience,duties within the current classification that have not been previously assigned, additional duties assigned in a higher classification unless those duties become a majority of the current position, enhanced technological tools to perform current duties, salary differences for similar jobs in other jurisdictions/departments, reclassifications which occur in other departments, or as a tool to increase compensation outside of normal processes. Reclassification requests may not be considered for positions covered by a Collective Bargaining Agreement that is in open negotiations. An employee,Department Head,or Elected Official may request reclassification by submitting a written request to the Human Resources Director using the designated process. The Human Resources Director shall conduct a position analysis and respond with a recommendation in writing within sixty(60)working days. Recommendations requiring action may then be submitted to the BGaFd 9f GG Rty C9mm'gr'ARt-FgBOCC by the Department/Elected Official with supporting documentation for their review. If approved by the Board,the reclassification shall be effective as of the date of Aesthe Board's action or other date set by the Board in such action.If the Board denies the request,the matter is closed. The step placement of an employee who has been reclassified shall be the same as if the employee had been promoted,transferred,or demoted,whichever is applicable. 5.5 Paydays County employees are paid semi semi-monthly on the 10th and 25th of each month and the payroll will be a direct deposit into the bank of the employee's choice. If a regularly scheduled payday falls on Saturday or Sunday,payroll will be deposited on Friday.If a regularly scheduled payday falls on a holiday, payroll will be deposited on the last regular workday prior to the holiday. (Reseluti,.,NA 04 09 and Qo 4o4 5.6 Deductions Some regular deductions from the employee's earnings are required by law; other deductions are specifically authorized by the employee.The County will withhold from the employee's paycheck those Mason County Personnel Policy Page 31of121 deductions required by law and any voluntary deductions authorized by the employee, by applicable union contract,or by statute.All deductions from pay are deducted from the last check of the month.If an employee is overpaid or required deductions were not withheld,the amount overpaid or not withheld will be deducted from future pay on a reasonable basis unless excused by the minty (Resolution NE) 150 m) 5.7 Compensation Upon Separation When employment with the County is terminated,the employee will receive the following compensation on the next regularly scheduled payday: a. Regular wages for all hours worked up to the time of termination,which have not already been paid. b. Any overtime or holiday pay due. c. A lump sum payment for accrued but unused vacation provided the employee has completed six(6) months of employment,comp time and,for eligible employees,accrued but unused sick leave. d. If applicable,a lump sum payment for accrued by unused sick leave per Article 7.2.18. (Resolution Pie.23 10) Separating employees entitled to payment for accrued leave time,and in the case of employees of the Sheriff's Department, banked holiday time,may request payment for such time in scheduled payments rather than a lump sum.To be eligible for scheduled payments the amount due must be$10,000 or more, the scheduled payments must be$500 or more per month and the employee must agree to conditions established by the county. 5.8 Uniform Allowance Compensation for required employee work apparel shall be based on RCW 49.12.450.Non-Represented employees requesting reimbursement, upon presentation of receipt, under this policy, shall be reimbursed for the purchase of a uniform meeting the following conditions: a. Notwithstanding the provisions of Chapter 49.46 RCW or other provisions of this chapter, the obligation of the employer to furnish or compensate an employee for apparel required during work hours shall be determined only under this section. b. Employers are not required to furnish or compensate employees for apparel that the employer requires an employee to wear during working hours unless the required apparel is a uniform. c. As used in this section,"uniform"means: i. Apparel of a distinctive style and quality that, when worn outside of the workplace, clearly identifies the person as an employee of Mason County. Mason County Personnel Policy Page 32of121 ii. Apparel that is specially marked with the employer's logo. d. Except as provided in subsection (5)of this section, if the employer requires an employee to wear apparel of a common color that conforms to a general dress code or style, the employer is not required to furnish or compensate an employee for that apparel.For the purposes of this subsection, "common color"is limited to the following colors or light or dark variations of such colors:White,tan, gray,blue,or black for tops;and tan,black,blue,or gray,for bottoms.The employer is permitted to require an employee to obtain two sets of apparel to accommodate for the seasonal changes in weather,which necessitate a change in wearing apparel. e. If the employer changes the color or colors of apparel required to be worn by any of their employees during a two(2)year period,the employer shall furnish or compensate the employees for the apparel. The employer shall be required to furnish or compensate only those employees who are affected by the change.The two(2)year time begins on the date the change in wearing apparel goes into effect and ends two years from this date.The beginning and end of the two (2)year time applies to all employees regardless of when the employee is hired. f. For the purposes of this section, personal protective equipment required for employee protection under Chapter 49.17 RCW is not deemed to be employee wearing apparel. (ResGlutieR Ali. 89 19) 5.9 Personnel Actions The Personnel Action Form(PAF)is used to report all changes,such as,but not limited to;appointments, terminations,change in status,leave,compensation of an individual employee,and shall be entered into the County's financial system MUNIS. Since the information on the PAF form can affect e^nsemployees'paycheck,benefits,and receipt of information such as state retirement and W-2's,it is critical that it be completed by the department in a timely manner,as outlined by Mason County Auditor's Office.Human Resources and Payroll shall receive PAFs from the departments by the established deadline,per the PAF schedule,to ensure timely,accurate, posting and processing paymentpayments to employees.All County departments are required to enter PAF's into MUNIS for the following(but not limited to)purposes: o Hire o Leave o Master o Re-Hire o Salary o Terminations For questions and clarifications please contact Human Resources or Financial Services—Payroll. Mason County Personnel Policy Page 33of121 Chapter 6— Benefits 6.1 Retirement Benefits The County makes contributions to the Social Security System on behalf of all eligible employees in addition to those contributions made by the employee through FICA payroll deductions. All regular uniformed employees in the Sheriff's Department are covered by the Law Enforcement Officers and Firefighters Retirement System(LEOFF).Benefit levels and contribution rates are set by the State of Washington.All regular full-time and eligible part-time non-uniformed employees are covered under the Public Employees Retirement System(PERS).Benefit levels and contribution rates are set by the State of Washington. Membership in PIERS is optional for Elected Officials and the Beaty CAFn,..4 rr 4 A R P F,;BOCC. Employees intending to retire should notify their Elected Official or Department Head of their intent to retire at least six(6)months prior to the date of retirement. The County participates in a Section 457 Deferred Compensation Plan which allows employees to make tax deferred contributions up to certain dollar limits defined by the IRS. Contributions and interest earnings from investments are not subject to income tax withholding until time of receipt. 6.2 Coordination of Workers'Compensation Benefits Employees are covered by the Washington State Department of Labor & Industries Workers'-, _- Formatted:Font:(Default)+Body(Calibri),11 pt Compensation Program for on-the-job injuries and occupational illnesses.For qualifying cases,Workers' Formatted:Normal,Justified,Space After: 8 pt,Line Compensation typically pays approved medical costs and provides wage replacement. spacing: Multiple 1.07 li If an employee is absent from work for one(1)or more days or receives medical attention due to an inmury or occupational disease resulting from County employment,the employee shall file an application for Workers'Compensation in accordance with state law. If an employee is injured on the mob and requires immediate medical treatment,the employee will be required to use sick leave.Unless the employee is on FMLA,sick leave must be exhausted prior to using vacation leave or comp time. FMLA qualified leave shall run concurrent with use of sick leave,vacation leave, unpaid leave, light duty assignment due to a disabling inmury or illness, and/or workers' compensation time loss benefits. The employee may continue health care benefits by self-paving insurance premiums for the remainder of the time they receive Workers'Compensation benefits. Scheduled workdays falling within the first three (3) calendar days following the day of inmury are - Formatted:Normal,Justified compensable through accrued sick leave.Time loss payments from a Workers'Compensation claim begin on the fourth(41h)consecutive day after the iniury and continue during the period of disability,as allowed by the employee's Workers'Compensation claim. Employees who are temporarily disabled resulting from County employment and are being compensated through Workers'Compensation time loss payments are entitled to vacation and sick leave accruals for up to six(6)months from the date of iniurv.The employer will also continue to pay for the employer's portion of health insurance premiums for up to six(6)months from the date of inmurv,provided that the employee continues to pay their share of premiums, if any. It is the responsibility of the employee to Mason County Personnel Policy Page 34of121 contact and follow the direction of DRS,while they are on time loss payments,to ensure continuation of retirement service credit accrual. An employee cannot be compensated ' simultaneously for time missed due to an on-the- Formatted:Normal iob iniury or occupational illness which is directly traceable to employment with the County,using leave accruals and Workers'Compensation time loss payments.If the employee is certified unable to work, the employee must complete the Leave Choice Option form (,https://masoncountywa.gov/departments/human resources/forms.php)to notify the employer of i- Formatted:Font:(Default)+Body(Calibri) their selection.Employees must complete and submit the form to Human Resources no later than the Formatted:Font:(Default)+Body(Calibri),11 pt fifth(5`")consecutive day of time missed due to an on-the-iob iniury or occupational disease.Failure to Formatted:Font:(Default)+Body(Calibri),11 pt submit the form,or until eligibility for Workers'Compensation is determined by the Dept.of L&I,all applicable leave accruals may be used automatically to supplement such payments,provided that the employee shall return any subsequent over payment to the County in the form of deductions from subsequent wage payments in accordance with RCW 49.48.210. Formatted:Normal,Justified The employee must use the Leave Choice Option form to select whether they would like to supplement time loss payments with the use of accrued sick leave or use their accrued leave for the entire pay period and buy back the accrued leave(sick leave,vacation,comp time)with their Workers'Compensation time loss payments._ Formatted:Font:(Default)+Body(Calibri) Formatted:Font:(Default)+Body(Calibri),11 pt Supplementing: Formatted:Normal,Justified If supplementing,sick leave pay shall be used to supplement Workers'Compensation time loss benefits in an amount equal to the difference between the compensation to which the person is entitled under the Industrial Insurance Act and regular County gross pay.Accrued vacation and/or comp time may be used in a like manner after accrued sick leave has been exhausted,unless other sections of this agreement supersede. Buy-Back: If the employee opts for buy-back,the employee shall use accrued sick leave for all time missed and will- - Formatted:Normal,Justified buy back the leave with their Workers'Compensation time loss payments.The employer will calculate the buy-back rate using the employee's current hourly rate at the time of the buy-back.Upon the repayment of funds,the appropriate amount of leave shall be restored to the employee's leave bank.In the event an employee does not submit the Worker's Compensation time loss payment to the county,they may be subject to disciplinary action for misuse,falsifying,or abusing sick leave. Formatted:Font:(Default)+Body(Calibri),11 Pt -- Formatted:Normal,Justified If an employee has any questions regarding Workers' Compensation, they may contact the County's Human Resources Department. A Formatted:Font:Not Bold,Font color:Auto Most employees aFe reveFed by the -State %A.fg.r.kers' Compensation PFOgFarn. This inSuFance covers employees in case of on the job injLlFies eF job Felaterl illnesses. FeF qualifying cases, State lndustF4 Mason County Personnel Policy Page 35of121 emplayee's regulaF salary pending receipt of WeFkeFS' CompensatieR benefits the employee requests that sick leave inet be if the empleyee has ne aerriied sick leave,they Fnay Fecluest the use 7 9 \A/n.Ln.--;'Gempensatien Leave ta- arc-H-e�.oacatian 1p-ave and Sick leave for up to six(6)Frienths.The County also eantinues tG policies. The employee may continue health rare benefits by self paying insuranee preiniurns for the ..cler .f the time they r e\A eickers Compensation benefits C 7 7!`eGir dinatien..f_RP_R.fits ensUFe that employee 411 reeeive prempt and regular payment during peFieds of injury or disability eaused by a WE)Fk related injury se long as aecFued leave is available,whole ensuFiRg that no employee advaneed,the appropriate arneunt of leave Shall he FesteFpd.te the elripleyee's account. The County may require an examination at its expense to determine when the employee can return to work and if they will be capable of performing the essential duties of the position with or without reasonable accommodation. 6.3 Health Insurance Benefits Regular full-time employees and regular part-time employees working at least eighty (80) hours per month and their dependents are eligible to participate in the County's various insurance programs on the first day of the month following employment,except that if the first day of employment is the first of the month their eligibility shall commence immediately. The programs and criteria for eligibility will be explained upon hire.The County contributes toward the cost of premiums in the amounts authorized by the 6eaFd of Gaunty CAFni.i...iAi;er..BCCC.The remainder of the premiums, if any,shall be paid by the employee through payroll deduction.The County reserves the right to make changes in the carriers and provisions of these programs at its discretion,with prior notice to affected employees.Employees electing not to take coverage for those insurance programs that the County contributes toward the cost of premiums may be required to sign a waiver of coverage. Extra help employees will normally not be eligible for insurance coverage. Mason County Personnel Policy Page 36of121 6.4 Continuation of Insurance Coverage When certain qualifying events occur, including an employee's termination from County employment, beginning an unpaid leave of absence, or a reduction in hours worked, at the employee's option and expense, the employee may be eligible to continue County health insurance benefits to the extent provided under the federal COBRA statutes and regulations.Covered dependents may also be eligible,at their option and expense,to continue County health insurance coverage.To the extent allowed by law, an administrative handling fee over and above the cost of the insurance premium may be charged to the employee or their dependents who elect to exercise their COBRA continuation rights.An explanation of COBRA rights will be provided to new hires,annually to current employees,and when a qualifying event occurs. For eligible employees who terminate,retire or are on a-n,-approved leave of absence,the County will pay the premium for the month the employee is leaving, provided the employee is on paid status for the eighty(80)hours in the month. 6.5 Unemployment Compensation County employees may qualify for State Unemployment Compensation after termination from county employment depending on the reason for termination from employment. Mason County Personnel Policy Page 37of121 Chapter 7— Leaves Some leaves listed in Chapter 7 affect an employee's paycheck,benefits,and receipt of information such as state retirement and W-2's,therefore a Personnel Action Form(PAF)may be required to be entered into the County's financial system. 7.1 Vacation Leave Each regular full-time employee shall accrue paid vacation leave as follows: Years of Continuous Service Vacation Says-Hours Earned 1-3 9642 4-7 1201-5 8-9 48144 10-11 1602-0 12-14 17622 15-16 18424 17-19 19224 20+ 20025 All new employees must satisfactorily complete their probationary period to be entitled to the accrual and use of vacation leave.Regular part-time employees will receive vacation on a pro-rata basis.Extra— help employees are not eligible for any vacation benefits. Employees do not accrue vacation benefits during a4eaueleave without pay. Usually,new employees will start their employment at the minimum vacation accrual rate. However,as part of the negotiated compensation package,for an at willat-will position,a new employee may, upon the written request of the Elected Official or Department Head andand with the approval of the Human Resources Director,be employed at a higher accrued vacation rate than the minimum. Regular full-time employees must work,or be in a paid status,at least eighty(80)hours in a month to accrue vacation for the month.Regular part-time employees must work,or be in a paid status,at least in the same proportion to eighty(80) hours as their regular hours are to full-time employment to accrue vacation for that the hat month. (ReselutieR Pie 99 94) The first day of the month of hire shall be the effective date of subsequent increases in the vacation accrual rate for employees hired between the first and the fifteenth of the month.The first day of the month following the month of hire shall be the effective date for subsequent increases in the vacation accrual rate for employees hired between the sixteenth and the last day of the month. Each department is responsible for scheduling its employees' vacations without undue disruption of department operations. Leave requests shall normally be submitted at least two weeks prior to taking vacation leave. -The maximum amount of vacation leave that may be accrued at any point in time is four hundred(400) hours. No vacation leave accrued will be added to an employee's vacation leave benefit when the Mason County Personnel Policy Page 38of121 maximum accrual has been attained, except that the four hundred (400) hours maximum may be exceeded in any given month with prior written approval of the Elected Official or Department Head. Employees will be paid for unused vacation time upon termination of employment,except in the case of termination during the first six(6)months of employment.Employees who resign their position to assume an Elected Office will be paid for unused vacation time upon termination of employment. 7.2 Sick Leave Paid sick leave is available for employees to care for their own health and for the health of their family members. 7.2.1 Eligibility Requirements a. Regular and Part-Time Regular employees are eligible to use sick leave from their date of hire and may use paid sick leave hours as they are earned;and b. Employees in part-time,on-call and seasonal and non-regular positions will accrue sick leave from the date of hire but are not eligible to use accrued leave until(ninety)90 days after their hire date. c. Per RCW 3.34.100 district judges shall be granted sick leave in the same manner as other county employees. 7.2.2 Exempt from Eligibility a. Elected Officials b. Any individual engaged in volunteer work for the county,where the employer-employee relationship does not in fact exist or where the services are rendered gratuitously. If the individual receives a reimbursement in lieu of compensation for normally incurred out-of-pocket expenses or receives a nominal amount of compensation per unit of voluntary services rendered, an employer-employee relationship is deemed not to exist for the purpose of this policy(Boards,Commissions,BOE,etc.). c. Individuals whose duties require that they reside or sleep at the place of their employment or who otherwise spends a substantial portion of their work time subject to call, and not engaged in the performance of active duties(Any on call staff who are not working in the office/field engaged in active duties for their entire shift.) d. Any resident or inmate of the county correctional,detention,treatment,or rehabilitative institution. 7.2.3 Leave Accrual All employees shall accrue paid sick leave at the rate of one hour(1)per 40 hours worked,beginning from their date of hire(per RCW 49.46.210).There is no cap on the number of leave hours that can be accrued during the accrual year. All regular and part-time regular employees,who are in a paid status,at least eight(80)hours in a month, shall accrue sick leave.Sick leave for all regular part-time employees will be pro-rated based on their full- time equivalency(FTE)percentage. IL_ Mason County Personnel Policy Page 39of121 Sick leave for all regular and part-time regular exempt positions,and those in non-represented positions, shall not exceed eight(8)hours in any given month. Employees in regular and part-time regular non-exempt positions shall accrue additional sick leave in accordance with the amounts stated in their collective bargaining agreements. 7.2.4 Accrual Year The leave accrual year is December 16 to December 15. 7.2.5 Carryover of Paid Sick Leave Hours Unused sick leave as of December 15 in any year,shall be carried over to the succeeding year up to the following maximums: a. For part-time(less than 80 hours a month),non-regular positions,forty(40)hours will carry over to the succeeding year. b. Employees in regular exempt, part-time regular exempt positions and non-represented employees will carry over a maximum of one hundred and fifty (150) days or twelve hundred (1,200 hours). c_For represented employees,the number of hours carried over is stated in the collective bargaining agreement. E Formatted:Indent:Left: 0.25", No bullets or 7.2.6 Family Member Defined numbering When using paid sick leave,the following definition of family member shall apply: a. A child,including a biological,adopted,or foster child,stepchild,or a child to whom the employee stands in loco parentis,is a legal guardian,or is a de facto parent, regardless of age or dependency status. b. A biological,adoptive,de facto,or foster parent,stepparent,or legal guardian of an employee or the employee's spouse or registered domestic partner,or a person who stood in loco parentis when the employee was a minor child. c. A spouse. d. A registered domestic partner. e. A grandparent. f. A grandchild. g. A sibling;or h_Other relative or person living in the household of the employee with whom the employee has a familial relationship. Mason County Personnel Policy Page 40of121 4J. afWAny individual who regularly resides in the employee's home or where the relationship creates an expectation that the employee carecares for the person,and that individual depends on the employee for care. 7.2.7 Authorized Uses of Paid Sick Leave Employees are eligible for sick leave for the following reasons: a. Personal mental or physical illness,injury,physical disability,or health condition and/or preventative care such as a medical,dental,or optical appointment. b. Care of a family member with an illness,injury,health condition and/or preventative care such as a medical,dental,or optical appointment. c. Employees must make a reasonable effort to schedule such appointments at times which have the least interference with the workday. d. Quarantine of an employee by a physician for exposures to a contagious disease,where on-the-job presence of the employee would jeopardize the health of others. e. The need to care for a spouse,parent,or child of the employee who is ill or injured and requires the presence of the employee,except that no more than five(5)days of sick leave may be taken for any occurrence unless the condition of the spouse,parent,or^�*hild qualify the employee for FMLA.The employee shall complete and submit FMLA paperwork to Human Resources within fifteen (15)days,as required by law,for any qualified event. f. Employees who are ill or injured and require more than five (5) days of sick leave for a €MLA quali#iedgualified FMLA event, shall complete and submit FMLA paperwork to Human Resources within fifteen(15)days,as required by law. g. In the event of a death in the employee's immediate family, the ''ammiiss,osieRersDepartment Head or designee may authorize an additional two (2) days beyond bereavement leave as outlined in the Bereavement Leave section of the Personnel Policy. Leave of absence is not to exceed five(5)consecutive calendar days.Such leave is not included in any Family or medical leave period for which the employee is eligible under the Family Leave section of the Personnel Policy. h. Use of a prescription drugs which impairs job performance or safety. i. Actual periods of temporary disability related to pregnancy or childbirth. j. To attend the birth of and/or to care for a newborn child of an employee. k. Closure of the employee's place of business or a child's school/place of care by order of a public official for any health-related reasons or has been closed after the declaration of an emergency by a local or state government or agency,or by the federal government.: Mason County Personnel Policy Page 41of121 I. If an employee is sent home for signs and symptoms, and quarantine orders of pandemic related illnesses;and m. If the employee or the employee's family member is a victim of domestic violence,sexual assault,or stalking.Authorized use of paid sick leave for domestic violence,sexual assault or stalking includes: i. Seeking legal or law enforcement assistance or remedies to ensure the health and safety of the employee and their family members including but not limited to,preparing for,or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault,or stalking. ii. Seeking treatment by a health care provider for physical or mental injuries caused by domestic violence,sexual,assault,or stalking. iii. Attending health care treatment for a victim who is a member of the employee's family. iv. Obtaining,or assisting a family member in obtaining,services from:a domestic violence shelter; a rape crisis center;or a social services program for relief from domestic violence,sexual assault, or stalking. V. To obtain,or assist a family member in obtaining,mental health counseling related to an incident of domestic violence,sexual assault of stalking in which the employee or a family member of the employee was a victim of domestic violence,sexual assault,or stalking;and vi. Participating, for the employee or for a family member, in safety planning; or temporary or permanent relocation;or other actions to increase the safety from future incidents of domestic violence,sexual assault,or stalking. vii. For the purpose of leave allowed for victims of domestic violence, sexual assault, or stalking, Chapter 296-135-010 WAC defines"family"members as: 1. any child, biological, adopted,or foster child,a stepchild, a legal ward,or a child of a person standing in loco parentis who is under eighteen years of age,or eighteen years of age or older and incapable of self-care because of mental or physical disability. 2. Spouse means a husband or wife, and individuals in state registered domestic partnerships; See RCW 49.12.265(6)and 1.12.080 3. Parent means a biological or adoptive parent of an employee or an individual who stood in loco parentis to an employee when the employee was a child. 4. Parent-in-law means a parent of the spouse or of a partner in a state registered domestic partnership of an employee;and 5. Grandparent means a parent of a parent of an employee. 7.2.8 Increments of Use for Paid Sick Leave Employees may use paid sick leave in 10-minute increments. Mason County Personnel Policy Page 42of121 7.2.9 Rate of Pay When Using Sick Leave Paid sick leave hours will be compensated at the base salary rate,excluding any overtime,premiums,or other add to pays.Calculation of overtime shall be based on FLSA rules;therefore,use of paid sick leave shall not count towards the overtime calculation. 7.2.10 Reasonable Notice for Use of Sick Leave Employees must provide reasonable advanced notice of an absence from work for the use of paid sick leave to care for self or a family member.Reasonable notice shall be provided to the employee's Elected Official,Department Head,or immediate supervisor.Any information provided will be kept confidential. 7.2.11 Foreseeable Absence If an employee's absence is foreseeable,the employee must provide notice at least ten(10)working days, or as early as possible,before the first day paid sick leave is used. Employees are required to submit an Employee Notice for Use of Paid Sick Leave form. If possible, notification should include the expected duration of the absence. 7.2.12 Unforeseeable Absence If an employee's absence is unforeseeable,the employee must contact their Elected Official,Department Head,or immediate supervisor as soon as possible;but no later than one(1)hour before the employee's required start time.No#eeThe notice should include the expected duration of absence. In the event it is not possible to provide notice of an unforeseeable absence,a person on the employee's behalf may provide such notice. Employees are required to complete an Employee Notice for Use of Paid Sick Leave Form on the day following the employee's return from paid sick leave. 7.2.13 Verification for Absences Exceeding Three Days Employees seeking to use or using paid sick leave for authorized purposes for more than three (3) consecutive days,may be required to provide verification that establishes or confirms that the use of paid sick leave is for an authorized purpose. a. When an employee or the employee's family member is sick for more than three(3)consecutive days for which the employee is required to work,acceptable verification may include: i. A doctor's note or a signed statement by a health care provider indicating that the use of paid sick leave is necessary to care for the employee or an employee's family member;or ii. A written or oral statement from the employee indicating that the use of paid sick leave is necessary to take care of themselves or a family member. b. When an employee or a member of the employee's family has been a victim of domestic violence, sexual assault or stalking,the employee may provide any one of the following documents or any combination thereof,to verify the use of leave: Mason County Personnel Policy Page 43of121 i. A written statement that the employee, or a member of the employee's family, is a victim of domestic violence, sexual assault,or stalking, and that the leave was taken to address related issues. ii. A police report indicating that the employee or a member of the employee's family was a victim of domestic violence. iii. Evidence from a court or prosecuting attorney showing that the employee or a member of the employee's family appeared,or is scheduled to appear,in court in connection with an incident of domestic violence,sexual assault,or stalking. iv. A court order of protection. V. Documentation from any of the following persons from whom an employee or a member of the employee's family sought assistance in addressing the domestic violence situation indicating that the employee or a member of the employee's family is a victim: 1. An advocate for victims of domestic violence,sexual assault,or stalking. 2. An attorney. 3. A member of the clergy;or 4. A medical professional. c. When an employee is absent due to the closure of a school or a place of care, attended by the employee's child,or by a public official due to health-related reasons.A copy of the notice received by the employee regarding the closure shall be provided. Verification must be provided within ten(10)calendar days of the first day that paid sick leave is used to care for either the employee or a family member. 7.2.14 Unreasonable Burden or Expense for Verification If an employee believes obtaining verification for use of paid sick leave would result in an unreasonable burden or expense,please contact Human Resources in writing, prior to the required ten(10)calendar days allotted to provide the verification. Indicate that the absence is for an authorized purpose and explain why verification would result in an unreasonable burden or expense. Within ten(10)calendar days of receiving the employee's request,Human Resources will work with the Elected Official or Department Head and employee to identify an alternative for the employee to meet the verification requirement in a way that does not result in an unreasonable burden or expense. a. Company-provided transportation to the employee's doctor. b. Sharing the cost of getting a note from a medical provider;or c. Providing a note of explanation in lieu of other forms of verification. Mason County Personnel Policy Page 44of121 Mason County may choose not to pay an employee for paid sick leave taken more than ten (10) consecutive days until verification is provided.An employee has the right to contact the Mason County Prosecutor in the event they feel they are being discriminated upGn inst or treated unfairly. 7.2.15 Abusing Sick Leave May Receive Discipline In the event an employee misuses, falsifies, or abuses sick leave, the employee will forfeit any leave compensation. The employee may become subject to disciplinary action up to and including termination of employment. 0 deposit,if the employee e!eGts to use paid siGl(leave to supplemeRt the employee's eaFRORgS,the eMpIE)yee MUSt leave to supplement their earnings,the employee may not reverse the eleetion. An employee may not Emp'eyees whe eleet to use their aerrided sirk ew.xe to supplement their wage while on disability shall of their leave __ haws used and paid to the empleyee dwing the disability. Onee the empleyee makes payment te Mason County and Financial Se.rvices"Payroll"appFeves the Af I..ayp hg p;,..III L...adel...J bad(+ the -.I ....J(Resolution No.89494 7.2.1649 Sick Leave Cash-Out Payment for and balance up to the maximum amount allewed,al lowed by this policy and all other policies, shall be no greater than 1,200 hours of unused Mason County Sick Leave and shall be made only in the following circumstances: a. Upon termination of employment with fifteen(15)years of continuous service with Mason County, and the employee's hire date was prior to April 13,2010;or Mason County Personnel Policy Page 45of121 b. Upon termination of employment with Mason County,when the termination is contemporaneous with retirement from the applicable Washington State Public Employees Retirement System,and the employee was hired prior to April 13,2010,with continuous service;or c. Upon the death of an employee,in which case payment shall be made to their estate,provided the employee was hired prior to April 13,2010;or d. Employees who terminate employment to become an Elected Official of Mason County,provided the employee was hired prior to April 13,2010. e. Per RCW 3.34.100 a district judge may receive when vacating office remuneration for unused accumulated leave and sick leave at a rate equal to one day's monetary compensation for each four full days of accrued sick leave not to exceed the equivalent of thirty days'monetary compensation. The district judge shall meet the requirements as outlined in items 1-3 of this section to be eligible for a payout. Terminating employees who are not eligible for payment of unused sick leave shall forfeit all sick leave accrual. 7.2.1719 Separation from Employment When an employee in a part-time,seasonal,extra-help,or on-call,non-regular status position separates from employment, there will be no financial or other reimbursement given to the employee for any accrued,unused Washington paid sick leave at the time of separation. Employees in regular status positions will be cashed out for Mason County sick leave in accordance with the terms stated in their collective bargaining agreement, and for exempt and non-represented employees,as stated in the Sick Leave Cash-out section of the Personnel Policy. In the event any employee terminates their position with Mason County and returns within twelve(12) months of separation,only Washington paid sick leave balance shall be restored. If the year has rolled over,prior to the employee's return to employment,and the employee's balance was greater than the forty(40)hours,the employee forfeits any unused balance greater than the maximum amount of forty (40)hours. Mason County sick leave hours shall not be paid out upon termination and will be forfeited unless conditions are met in Section 7.2.13 or otherwise stated in a Collective Bargaining Agreement. 7.2.182-9 Reinstatement of Employment If an employee leaves employment and is rehired within twelve(12)months of separation,any accrued, unused Washington paid sick leave up to fort 401 hours will be reinstated to the employee's accrued leave bank. Employees in part-time, non-regular positions who are rehired within twelve (12) months of separatiei,se ation will not be required to wait ninety(90)days to 19P aerr-^''use their accrued sick leave bank if the employee met this requirement in the previous period of employment.If an employee did not meet the ninety(90)calendar-day requirement prior to separation,prior employment time with the County will be counted for purposes of determining the eligibility of the employee for paid sick leave. Mason County Personnel Policy Page 46of121 If a regular status employee leaves and is rehired within twelve(12)months of separation,any accrued, unused Mason County sick leave not previously paid out was forfeited upon termination of employment and shall not be restored. 7.2.1924 Payroll Employees will be notified of their paid sick leave balance each month on their pay stub. This information will include: a. Sick leave accrued since the last notification. Formatted Left b Washington paid`*ck'^ ••^9.Ma,;P C4 l*••sSick leave used since the last notification;and c. Current balances of Washington paid sick-leave Q."""^"County sick leave available for use. 7.2.202-2 Retaliation Prohibited Any discrimination or retaliation against an employee for lawful exercise of paid sick leave rights is not allowed.Employees will not be disciplined for the lawful use of paid sick leave. If an employee feels discriminated against or retaliated against,the employee may contact the Human Resources Director. If an employee is not satisfied with the response received from the Human Resources Director, the employee shall contact the Mason County Prosecutor for resolution prior to filing a complaint to Washington State Department of Labor&Industries. 7.3 Leave without Pay The Elected Official or Department Head may grant leaves of absence without pay,or authorize a reduced work schedule,for absence from work not covered by any other type of leave or if other leave balances are exhausted.As appropriate for the type of leave requested,paid leave accruals will be utilized prior to unpaid leave,unless Washington Paid Family Medical Leave is utilized.Examples of situations for which leave without pay,or a reduced work schedule may be granted include time off work for personal reasons, such as prolonged illness,parenting,caring for an ill relative,or pursuing an education.Such leave will not normally exceed ninety(90)days. Leave of absence without pay is not credible towards service/seniority date and service/seniority benefits, except for legally protected leave, such as FMLA or military leave. The employer shall adjust the employee's service/seniority date to reflect any period of unpaid leave for the purposes of vacation accrual,longevity,and step increases.Step increases are based on the anniversary day of pay and will be adjusted accordingly. In the unlikely event an employee was granted a-eaveleave without pay during their probationary period,the probationary period shall be extended for the same duration as the leave without pay. 7.4 Jury and Witness Leave Jury Duty: The County provides all employees leave for jury service. Regular full-time and part-time employees receive paid jury duty leave each time they are called for jury service.Payment provided by the courts during periods of paid jury duty leave must be paid over to the County,excluding expense Mason County Personnel Policy Page 47of121 reimbursements,such as mileage.Employees must provide their supervisor with a copy of the jury duty summons as soon as possible after receiving it.Upon completion of jury duty,employees are required to provide their supervisor with proof of jury service.Employees who have been released by the court during their period of jury duty service may be required to report to work. Witness Duty:All employees summoned to testify in court are allowed time off for the period they serve as witnesses. If employees are paid by the County for time testifying, payment provided by the courts during periods of paid witness duty must be paid over to the County,excluding expense reimbursements, such as mileage.In general,witness duty leave is paid unless the employee is a party in the case. 7.5 Administrative Leave On a case-by-case basis,the County may place an employee on administrative leave with or without pay for an indefinite period. As determined by the County Administrator, and/or Department Head in conjunction with Human Resources,administrative leave may be used in the best interests of the County during the pendency of an investigation or other administrative proceeding. 7.6 Military Leave Based on RCW 38.40.060,the County provides all employees leave while performing military service in accordance with federal and state law. Regular full-time and part-time employees receive paid military leave of up to 21 working days per year for military service.In general,if military service extends beyond 21 working days,the additional leave will be unpaid.All employees who are not eligible for paid military leave are provided unpaid leave for a period of their military service. Military service includes active military duty and Reserve or National Guard training.Employees are required to provide their supervisor with copies of the military orders as soon as possible after they are received.Reinstatement upon return from military service will be determined in accordance with applicable federal and state law. 7.7 Family Leave The County complies with the Federal Family and Medical Leave Act of 1993(the FMLA)and all applicable state laws related to family and medical leave. The FMLA provides up to twelve 121 weeks of unpaid,job- protected leave every twelve-(121 months to eligible employees for certain family and medical reasons. Family Leave Eligibility:Employees must have worked for the County for at least one 11year,and for one- thousand two hundred and fifty hours(1,2501 hours over the previous twelve 121 months. Unpaid FMLA leave is granted for any of the following reasons: 1a.To care for an employee's child after birth or placement for adoption or foster case. b2.To care for a spouse,son,daughter,or parent who has a serious health condition. 3c.For a serious health condition that makes an employee unable to perform the essential functions of the job. Leave to care for a child after birth or placement for adoption or foster care must be concluded within twelve(12)months of the birth or placement. IL_ Mason County Personnel Policy Page 48of121 Under such circumstances as allowed by law, FMLA leave may be taken intermittently--which means taking leave in blocks of time,or by reducing a normal weekly or daily work schedule. 7.7.1 Substitution of Paid Leave At the employee's eF County's request,certain types of paid leave Fnay be substituted fGF Unpaid FIVILA substituted only in the eireurnStaneeS wheFe County palirie,;n-.r State lla�.v allniv w;P that employees must use that paid siek leave as paFt of their PAILA lew.ge.Use of varation timp for PAI A leave heweyeF is the employee's ^^ti^^.Employees may use either vacation or sick leave for FMLA. All applicable leave balances must be exhausted will be Fed t^utii67^i^^v^bala ^5 bi-fe prior to taking leave without pay,unless Washington Paid Family Medical Leave is utilized. Employees using paid leave for an FMLA qualifying purpose, it is the County's policy to designate paid leave as counting against the employee's FMLA leave allowance. Employees are required to notify the County if using paid leave for a reason covered by the FMLA so the leave may be properly accounted for. 7.7.2 Advance Notice and Medical Certification The CA,,..ty+eg4F^ ^Employees are required to provide advance leave notice,with medical certification, of the need for a leaveleave related to a health condition, and with medical certification of fitness to return to duty after medical leave.Taking leave,or reinstatement after leave, may be denied if these requirements are not met. Employees are required to provide a medical certification to support a request for leave because of a �sserious health ^^�iti^^^conditions (own or child's, spouse's,or parent's)whenever the leave is expected to extend beyond five (5) consecutive working days or will involve intermittent or part-time leave.The County may require second or third opinions,at their option,at the County's expense. The County may require the employee to provide a medical certification of fitness for duty to return to work after as mctrrca,'�i�^'i ^'medical leave. 7.7.3 Periodic Reporting If employees take leave for more than two(2)weeks,the County may require reporting at least every two llweeks on the status and intent to return to work. 7.7.4 Health Insurance If employees are covered by the group health plan(medical,dental or vision),the County will continue to provide paid health insurance during FMLA leave on the same basis as during regular employment. If employees don't return to work after the leave,they will be required to pay back the County's portion of the insurance premiums unless failure to return awasis beyond the employee's control. 7.7.5 Other Insurance If an employee is covered by other insurance plans through the County, such as life insurance,those coverages will continue during paid leave on the same basis as during regular employment.If employees take unpaid FMLA leave,they will be responsible during the leave for the premiums normally paid plus Mason County Personnel Policy Page 49of121 the premiums the County normally pays. If an employee doesn't pay these premiums,the County may choose to pay them for the employee, to keep the coverage from lapsing. The employee will be responsible for repaying the County whether they return to work. 7.7.6 Couples Employed If spouses or domestic partners work for the County and request leave for the birth,adoption,or foster care placement of a child,to care for a new child,or to care for a sick parent,the total annual FMLA leave available to the couple for those purposes is typically(twelve;J121 weeks. Determining Leave Availability:FMLA leave is available for up to twelve 121 weeks during a twelve 121- month period.For purposes of calculating leave availability,the""� t^^*"^^*""twelve(12)month period is a rolling twelve 121-month period measured backwards from the date the employee uses any FMLA leave. Leave Related to Pregnancy.If an employee takes leave for the disability phase of pregnancy or childbirth while physically unable to work,this time could be counted against the annual twelve 121_-week FMLA leave allowance. Employees are entitled to unpaid leave for the full period of a physical disability resulting from pregnancy and childbirth,even if they are disabled for more than twelve 121 weeks,and even if they don't qualify for leave under the federal law. 7.8 Bereavement Leave The County provides regular,full-time,and part-time employees with paid bereavement leave for up to three (3) days in the event of the death of an immediate family member. Two fzLadditional days chargeable to accrued sick leave will be granted at the request of the employee. Immediate family for purposes of bereavement leave includes only the employee's spouse, parent, grandparent, child, grandchild,sister,brother,grandmother-in-law,grandfather-in-law,mother-in-law,father-in-law,sister- in-law,brother-in-law,son-in-law,daughter-in-law,aunt,uncle,nephew,or niece. 7.9 Washington Paid Family and Medical Leave Act Effective December 31, 2019, Mason County shall remove the Shared Leave Program based on the Washington Paid Family&Medical Leave PFML which pays employees who qualify for family medical leave based on a qualifying event.Mason County agrees to comply with all provisions of the Washington State Paid Family&Medical Leave statute,per Title 50A RCW. (Resolution No.Qo 19) Paid Pami y and Mediea"P;wPPFML is a mandatory statewide insurance program that will provide almost every Washington employee with paid time off to give or receive care. If an employee qualifies,this program will allow them to take up to twelve 121 weeks,as needed,if they: a. Welcome a child into the family(through birth,adoption,or foster placement). b. Experience a serious illness or injury. Mason County Personnel Policy Page 50of121 c. Need to care for a seriously ill or injured relative. d. Need time to prepare for a family member's pre-and post-deployment activities,as well as time for childcare issues related to a family member's military deployment.For specifics on military-connected paid leave,visit www.dol.gov/whd/regs/compliance/whdfs28mc.pdf If employees face multiple events in a year,they may be eligible to receive up to sixteen(16 weeks,and up to eighteen 181 weeks if they experience a serious health condition during pregnancy that results in incapacity. 7.9.1 Premiums The program is funded by premiums paid by both employees and employers.It will be administered by the Employment Security Department(ESD).By statute,the premium rates are determined and adjusted by the state of Washington based on premiums contributed and benefits paid during the previous year. 7.9.2 Eligibility and Use Formatted:Normal,Justified Effective Jan.1,2020,employees who have worked eight hundred and twenty(820)hours in the qualifying period(equal to sixteen(16)hours a week for a year)will be able to apply to take paid medical leave or paid family leave.The eight hundred and twenty(820)hours are cumulative,regardless of the number of employers or jobs someone has during a year.All paid work over the course of the year counts toward the eight hundred and twenty(820)hours,including part-time,seasonal,and temporary work. Please go to paidleave.wa.gov for more information on eligibility and applying for benefits. 7.9.3 Returning from Leave Employees who return from leave under this law will be restored to a same or equivalent job if they work for an employer with fifty(50)or more employees,have worked for this employer for at least twelve(12) months,and have worked one thousand two hundred and fifty(1,250)hours in the twelve(12)months before taking leave(about twenty four(24 hour)per week,on average). Employees can keep their health insurance while on leave. If employees contribute to the cost of their health insurance,they must continue to pay their portion of the premium cost while on leave. Mason County is prohibited from aiSGF R ;gdiscriminating against or retaliating against employees for requesting or taking paid leave. (Res lwtieici Ne 89 99) 7.10 Washington State Long Term Care Trust Act"WA Cares"Compliance Mason County and employees will comply with the Washington State Long Term Care Trust Act. The parties aekno•ledge RCW 50B.04.080 requires premium deductions for the Long-Term Services and Supports Trust Program beginning January 1,2022.Employees shall be assessed a premium based on IL_ Mason County Personnel Policy Page 51of121 the individual's wages in accordance with 596 9498 the act. MaSOR G961Rty and empl,.••,.,.s wd! comply with Washington State Long TeRn Care Trust Aet 7.11 Holidays The following are recognized as paid holidays for all non-represented regular full-time and part-time employees: Holiday Day Observed New Year's Day January 1 Martin Luther King's Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day 1st Monday in September Veteran's Day November 11 Thanksgiving Day 4th Thursday in November Day after Thanksgiving Day after Thanksgiving Christmas Eve Day December 24 Christmas Day December 25 (2)Floating Holidays As scheduled with supervisor Holidays falling on Saturday will be celebrated on the preceding Friday.Holidays falling on Sunday will be celebrated on the following Monday. For any holiday to be paid,an employee must be in a paid status on the employee's scheduled workday before and after the holiday. Employees shall be paid no more than eight(8)hours of holiday benefit pay for that day regardless of their individual work schedule. The use of floating holiday is to be at the discretion of the employee with the approval of the Supervisor in advance of the absence. Floating holiday(s) must be used by December 1531st,or will be forfeited, unless denied based on staffing needs by the County. Floating holidays shall be used in whole hour increments.Christmas Eve Day may be taken off based on the operational needs of the County and R--b4+s WaFlEs, and if this cannot be accommodated, the employee will schedule an alternate date with their supervisor's approval. Non-exempt regular full-time or part-time employees will be given equivalent time off for any time worked on a holiday.Such work on a holiday must be pre-authorized by the supervisor. Mason County Personnel Policy Page 52of121 7.12 Holidays for Reasons of Faith or Conscience Employees are entitled to twos unpaid holidays per calendar year for a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church, or religious organization,as pursuant to SB 5173-2013-14(or successor legislation). Formatted:No underline The employee may select the days of the two(2)unpaid holidays off with their supervisor's approval. The unpaid holiday maybe compensated through utilization of vacation or comp time or by making alternative work schedule arrangements and following the department's process to request approval and scheduling time off. Such requests shall not be unreasonably denied unless the absence would unduly disrupt operations,impose an undue hardship,or the employee is necessary to maintain public safety. The two LLholidays allowed by this section must be taken during the calendar year,if at all;they do not carry over from one year to the next. 7.13 Benefits for Part-Time and Extra Help Employees Unless noted otherwise in these policies,benefits for regular part-time and extra help employees are as follows: Regular Part-Time Employees: All leave, including holidays, are pro-rated. Pro-rated means the ratio between the number of hours in the employee's normal work schedule and forty(40)hours per week. Regular part-time employees working three-quarter(3/4)time or more shall receive the same insurance premium contribution as regular full-time employees. Regular part-time employees working between eighty (80) hours per month and three-quarter (3/4) time shall receive one-half (1/2) the insurance premium contribution of regular full-time employees. Regular part-time employees,whose hours may drop below the eligibility thresholds referenced above for one or more months during the calendar year due to work requirements,will be eligible for insurance premium contributions for all months if their average hours for the calendar year meet the eligibility criteria. Extra--Help Employees: Extra help employees normally are not eligible to receive benefits, including leaves,holidays and insurance. 7.14 Temporary Modified-Duty Assignments Mason County may identify temporary modified-duty assignments for employees who have an injury or medical condition resulting in temporary work modifications or restrictions. A temporary assignment allows the employee to weFlEwork while providing the County with a productive employee during the temporary period. Priority consideration for temporary modified duty assignments will be given to employees with work- related injuries or illnesses that are temporary in nature.No position shall be created or maintained as a temporary modified-duty assignment. Temporary modified-duty assignments are a management right.The availability of temporary modified- duty assignments will be determined on a case-by-case basis,consistent with County operational needs. ILMason County Personnel Policy Page 53of121 Temporary modified-duty assignments are subject to continuous reassessment,with consideration given to operational needs and the employee's ability to perform in a modified-duty assignment. Temporary modified-duty assignments shall generally not exceed a cumulative total of one-thousand and forty(1,040)hours in a4iy-a ones-year period. 7.14.1 Fit-for-Duty The Department Head or Elected may,at employer expense,require the employee to participate in a fit- for-duty evaluation(s) conducted by a medical professional of the County's choice. A fit-for-duty evaluation may occur before the one thousand and forty hours j1,0401 hours in some circumstances,but it will be required in all instances where modified-duty more than one thousand and forty hours(1,040) ',^^^a-ono-rtvarTaws is requested by the employee. The evaluation will be for the purpose of determining any or all e#all the following: a. If the employee is currently capable of safely performing their job as outlined in the job description. b. If the employee is currently capable of performing a temporary-modified duty assignment and the limitations that may apply. c. The anticipated duration of modified duty eeededis needed before the employee will be able to safely perform their duties as outlined in the job description. d. Once released to regular duty, any anticipated areernmAdationsaccommoclation needed for the employee to perform their duties as outlined in the job description. e. If the medical professional believes the employee is not,and will not,be capable of performing their duties as outlined in the job description. f. Any other factors relevant to determining the employee's overall fitness to perform their duties as outlined in the job description. Prior to returning to full-duty, employees shall be required to provide certification from their medical professional stating they are medically cleared to perform the essential functions of their jobs without restrictions or limitations. Fitness for Duty Certification—Release to Work form may be found on the Human Resources forms pages Formatted:Left or the Intranet:https://masoncountywa.gov/departments/human resources/forms.php).: 7.14.2 Modified-Duty Requests Employees seeking a temporary modified-duty assignment should submit a written request to their Department Head or Elected.The request should,as applicable,include a certification from the treating medical professional containing: a. An assessment of the nature and probable duration of the illness or injury. Mason County Personnel Policy Page 54of121 b. The prognosis for recovery. c. The nature and scope of limitations and/or work restrictions. d. A statement regarding any required workplace a eceme',"eRsaccommodation. e. A statement that the employee can safely perform the duties of the temporary modified-duty assignment. The Department Head or Elected will decide if temporary modified-duty assignments are available based on the needs of the County and the limitations of the employee. 7.14.3 Employee Responsibilities The responsibilities of employees assigned to temporary modified duty shall include,but are not limited to: a. Communicating and coordinating any required medical appointments in advance with their supervisors. b. Promptly notifying their supervisors of any change in restrictions or limitations after each appointment with their treating medical professional. c. Communicate a status update to their supervisor no less than once every thirty (30) days while assigned to temporary modified duty. d. Submitting a written status report to the Department Head or Elected with the anticipated date of return to full-duty when a temporary modified-duty assignment extends beyond sixty(60)days. 7.14.4 Supervisor Responsibilities The employee's immediate supervisor shall monitor and manage the work schedule of those assigned to temporary modified-duty.These responsibilities include,but are not limited to: a. Periodically updating the Department Head or Elected of the status of the performance of employees assigned to temporary modified duty. b. Notifying the Department Head or Elected and ensuring the required documentation facilitating return to full duty is received from the employee. c. Ensuring that employees returning to full duty have completed any required training and/or certification. 7.14.5 Probationary Employees Probationary employees assigned to a temporary modified-duty assignment shall have their probation extended by a pePica period equal to their assignment to temporary modified-duty. Mason County Personnel Policy Page 55of121 Chapter 8— Employee Responsibilities and Conduct 8.1 General Code of Conduct All County employees are expected to represent the County to the public in a professional manner which is courteous,efficient,and helpful.Employees must maintain a clean and neat appearance appropriate to their work assignment,as determined by their position and Elected Official or Department Head.This policy shall be applicable to all employees and officials of the County. (Elected Officials and qualifying Public Officials refer to RCW 42.23 and 42.52.) Since the proper working relationship between employees and the County depends on each employee's on-going job performance, professional conduct and behavior, the County has established certain minimum standards of personal conduct. Among the County's expectations are:Basic tact and courtesy towards the public and fellow employees; adherence to County policies, procedures, processes,safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the County's equipment,grounds,facilities, and resources;and providing orderly and cost-efficient services to its citizens. The County is a relatively small organization.To function as efficiently as possible, employees may be asked to perform duties outside their regular assignments.It is no reflection of an employee's worth to the County,but a necessary arrangement in small organizations. To make the most efficient use of personnel,the County also reserves the right to change an employee's work conditions and the duties originally assigned.If these arrangements become necessary,employee cooperation is expected. 8.2 Ethics Formatted:Font:(Default)+Headings(Calibri Light), It is the policy of Mason County to require its employees to maintain a high standard of ethical conduct 13 pt in the performance of their duties and to refrain from conduct that is unbecoming of a County official or Formatted:Font:(Default)+Body(Calibri) employee. 11 Formatted:Justified An employee's actions under this policy are significant indications of the individual's judgment and competence.Taking part in improper activities that could damage the County's reputation and otherwise result in serious adverse consequences to the County and to the individuals involved are subject to disciplinary action.Accordingly,insensitivity to or disregard of the principles of this policy will be grounds for appropriate disciplinary action.A county employee who knowingly makes a misleading or false claim of unethical behavior may also be subject to disciplinary action. Every County employee at every level is responsible for upholding these ethics.If you have witnessed or suspect there has been a violation of this policy it is your responsibility to report it to your supervisor or *e-Human Resources IXFeet r This i3elfficy shall be app"eable to all employees and efficials;of the County.(Elected Officla' 12-Ale..of eroa Ir refer to A.P.N 4' 'R Mason County Personnel Policy Page 56of121 >� Formatted:Font:(Default)+Body(Calibri) Formatted:Justified Under this policy County officials and employees are prohibited from: a. Using their authority as county employees for private or personal gain or benefit, Formatted:Font:(Default)+Body(Calibri) b. Engaging in any action or conduct that conflicts or appears to conflict with the performance of __-- Formatted Font:(Default)+Body(Calibri) their duties. Vic.Give improper advantage or treatment to anV person or entity.. Formatted:Font:(Default)+Body(Calibri) d. Fail to properly carry out their duties. Formatted:Justified e. Solicit or accept gratuities, favors, or anything of monetary value from any source except as . outlined by RCW^'.�'-n.'�^42.23.070. Formatted:Font:(Default)+Body(Calibri) Formatted:Justified 8.3 Conflict of Interest Formatted:Font:(Default)+Body(Calibri) While it is not possible to develop a comprehensive detailed set of rules to cover every situation,Mason— C_- Formatted:Font:(Default)+Body(Calibri) County does adhere to and will strictly enforce any and all state laws or regulations relating to conflicts of Formatted:Justified interest, a^^ the appearance of fairness and ethics that are applicable to the employees and officials of this CountV.The statutes provide detailed outlines of what constitutes ethical and appropriate Formatted:Font:(Default)+Body(Calibri) behavior while employed with the County. If an employee or someone,with whom the employee has a close personal relationship,has a financial or employment relationship with a vendor,potential vendor,or any person or business entity doing business or wishing to do business with the County,then the employee has an interest,in such circumstances the employee is considered to have an interest that mandates disclosure of that interest, Formatted:Font:(Default)+Body(Calibri) For purposes of this policy,an employee shall be deemed to have an interest in the affairs of: a. The employee's spouse or domestic partner,or dependent children. = Formatted:Font:(Default)+Body(Calibri) b. Anv person or business entity with which a contractual relationship exists with the employee Formatted:Font:(Default)+Body(Calibri) c. env business entity in which the employee is an officer,director,member or employee Formatted:Font:(Default)+Body(Calibri) d. Any business entity in which the employee owns or controls an interest either directly orh indirectly. \ Formatted:Font:(Default)+Body(Calibri) Formatted:Justified The employee must disclose this"interest"in writing to their Departmental Director.The Departmental Formatted:Font:(Default)+Body(Calibri),11 pt,Font Director with the help of the County Administrator and the Human Resources Director will determine color:Auto what course of action,if any,must be taken to resolve any conflict he or she believes may exist. 8.4-3 Outside Employment and Conflicts of Interest Employees shall not,directly,or indirectly,engage in any outside employment or financial interest which may conflict, in the County's opinion, with the best interests of the County or interfere with the employee's ability to perform their assigned County'ob. E••,m deProhibited activities include, but are not limited to,outside employment which: a. Piarevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods,when such availability is a regular part of the employee's'ob. b. +Is conducted during the employee's work hours. IL- Mason County Personnel Policy Page 57of121 c. aUtilizes County telephones,computers,supplies,or any other resources,facilities,or equipment. d. +Is employment with a firm which has contracts with or does business with the County;or e. M+nay reasonably be perceived by members of the public as a conflict of interest or otherwise discredits public service. -Employees considering or engaged in an additional bob,contractual commitment,or self-employment, who are concerned about a conflict of interest should discuss the matter with their Elected Official or Department Head.Employees may engage in outside employment after Obtaining prior written approval from their Employing Official. Formatted:Normal 8.52-Workplace Safety and Violence Prevention This policy is intended to ensure that all employees adhere to work practices designed to make the workplace more secure and to refrain from verbal threats or physical actions which may create a safety or security hazard for others in the workplace. The safety and security of the employees of Mason County and members of the public seeking or receiving County services or using County facilities is of the utmost importance.Any prohibited acts committed by employees or members of the public while on premises owned or leased or work sites otherwise occupied by Mason County will be prosecuted as appropriate and/or will cause the use of appropriate managerial, administrative,or disciplinary measures. 8?1 8.5.1Definitions Formatted:Indent:Left: 0.5", No bullets or Unsafe Act:Includes but is not limited to,any deliberate act or behavior which jeopardizes the safety or security of oneself,another person,or County property;or failure to act,where there is a duty to act and/or take safety precautions or where such failure would reasonably be known to jeopardize the safety or security of oneself,another person or County property.An unsafe act may include physical contact, such as"horseplay"and is prohibited,whether an injury,safety violation,or actual harm results. Acts of Violence:Includes but is not limited to,any deliberate act or behavior which: a. Results in a physical assault against a person such as hitting, pushing, kicking, holding/restraining, spitting on,or blocking the movement of another person. b. Constitutes a directly or indirectly communicated or reasonably perceived threat to cause harm, . . injury,or intimidate another individual. c. Endangers the safety of oneself or another individual,whether an injury result. d. Would be reasonably perceived to constitute a threat of inflicting physical harm which in any way interferes with a person's safety or consists of a directly or indirectly communicated or perceived threat to destroy property using a weapon,a firearm,or other means. Mason County Personnel Policy Page 58of121 e. Would constitute the violation of a protective or restraining order which lists County locations as being protected areas;or f. I^t^�PrInterference with the orderly conduct of Mason County operations. An unsafe act and/or act of violence does not include communicated direction by a supervisor to require appropriate performance on the job,the imposition of disciplinary action, or warnings that discipline could occur;or law enforcement employees acting within the scope and authority of their position. Workplace: Any building or areas constituting the place where work is performed or assigned;common areas such as reception areas, halls and private or personal work areas; and any other area where employees engage in official County business,including field locations,County parking lots,vehicles either employer owned or leased or privately owned when used on County business. Member of the Public: Any person who has no legitimate employment-related relationship with the County,including:strangers who have no legitimate business relationship with the County;customers or clients who currently or previously have received services from the County or who have or have had a custodial relationship with the County including inmates,criminal suspects or prisoners;and individuals who have or had personal relationships with County employees such as a current or former spouse,lover, relative,friend or acquaintance. 8.52.2 Responsibilities County employees shall not commit an unsafe act and/or act of violence and employees shall be responsible for reporting any unsafe act and/or act of violence in the workplace,whether physical injury occurs. Employees who believe an unsafe act and/or act of violence has occurred, observe, or are informed of such an act, shall immediately notify their supervisor, department head or management representative. Insofar as possible,any report of an unsafe act and/or act of violence shall include the name of the reporting party,the date,time,and place of the act;the name or identity of the person alleged to have committed the act;a description of the act;and the names of any witnesses. All employees, including managers and supervisors, are responsible for using safe work practices, for following all directives,policies,and procedures,and for assisting in maintaining a safe and secure work environment. aA.Employee Responsibilities i. Imminent Threat or Act of Violence 1. Employees shall take the following steps if a threat of violence or act of violence presents an imminent danger to safety: Mason County Personnel Policy Page 59of121 2. Immediately leave the area putting as much distance between themselves and the threat as possible. 3. Tell others to leave as the area is evacuated. 4. Call 911 and report the threat/emergency as soon as it is safe. 5. Provide tlae-911 dispatcher with identification and the nature and location of the threat/emergency. 6. Follow all directions from law enforcement. ii. Threat or Unsafe Act 1. Employees shall take the following steps if a threat or unsafe act does not present am Formatted:Numbered+Level:1 +Numbering Style: imminent danger to safety: 1,2,3,...+Start at:1 +Alignment:Left+Aligned at: 0.5"+Indent at: 0.75" 2. Notify their supervisor as soon as possible;and _ Formatted:Numbered+Level:1 +Numbering Style: 1,2,3,...+Start at:1 +Alignment:Left+Aligned at: 3. Complete a county incident report form (Incident Report Form)which can be found on the- 0.5"+Indent at: 0.75" Risk Management website. Formatted:Numbered+Level:1 +Numbering Style: 1,2,3,...+Start at:1 +Alignment:Left+Aligned at: iii. Employees who obtain a protective or restraining order which lists County locations as being 0.5"+Indent at: 0.75" protected areas or which prohibits contact with the employee while at work,shall immediately advise their supervisor,department head or management representative and provide a copy of the g+ar+ted er4eforder granted and a description of the person identified in the order. iv. Report personal safety concerns or violations of County policy to a supervisor, manager, or department head. V. Immediately notify a member of management if there is reason to believe they may become or are victim of unsafe acts,threats,or acts of violence in the workplace. Under no circumstances should employees put themselves at risk in a dangerous situation. Once the situation has been secured by proper authorities, employees shall then cooperate with supervisors, investigators, law enforcement personnel and any others as they conduct follow-up reviews of the incident. 8b.Department Heads,Managers and Supervisors'Responsibilities i-1. Provide this policy and educational opportunities to their employees about workplace safety and violence prevention and make workplace safety and violence prevention training and education programs available to all employees. ii-2. Immediately notify the Human Resources Department and their appropriate management of any incidents involving unsafe acts and/or acts of violence. Mason County Personnel Policy Page 60of121 iii-3. Address employee workplace safety concerns and ensure that such concerns are investigated. Safety concerns,and any other situation where an employee has been subjected to or threatened with an unsafe act and/or an act of violence,should be reported to Human Resources iv4. Take immediate steps to diffuse or mitigate any situation that has potential to escalate into an unsafe act and/or an act of violence. MIS. Forward a copy of the protective or restraining order to the Human Resources Department. v_ig. Notify appropriate law enforcement agencies about persons who violate a granted protective or restraining order and require the violator to leave the premises immediately. bQ Human Resources Department Responsibilities: i. Assess and investigate all alleged unsafe acts and/or acts of workplace violence as may be appropriate. ii. Provide or make available appropriate training and education about workplace safety and violence prevention, how to identify potentially unsafe acts and/or violent situations,and how to deal with them. iii. Maintain confidentiality of complaints and concerns to the extent allowed by law. iv. Receive and investigate all reports of unsafe acts and/or acts of workplace violence,or threats of the same,made by a county employee. V. Recommend to the Department Head what, if any,administrative or disciplinary action should be taken when an employee is found to have committed an unsafe act and/or an act of violence. vi. Upon completion of any investigation, notify employees affected by the unsafe act and/or act of violence or threat of the same that the matter has been concluded,and that appropriate action has or will betaken. 4 3 Outside Cmnleymen+and—Ge-Fiflir+S Af In+nrn.-+ Fnay eenfliet, in the County's opinion, with the best inte.rests of the County or *ntprfprp w0th thp employee's ability te perfeFrn theiF a55igned County job.Examples include,but aFe not limited to,outside empleymeRt wheel-, .............s eF peak weFl(peFieds,when sueh availability is a Fegular part of the empleyee's jela. 19.66 G@Rvcieted dWiRg the,.1-nip eyee's W8Fk he I.S. Mason County Personnel Policy Page 61of121 gepaFtMeRt Head-. 8.64 Reporting Improper Governmental Action In compliance with the Local Government Employee Whistleblower Protection Act, RCW 42.41.050,this policy is created to encourage employees to disclose in good faith,improper governmental action taken by County officials or employees without fear of retaliation. This policy also safeguards legitimate employer interests by encouraging complaints to be made first to the County,with a process provided for speedy dispute resolution. 8.64.1 Definitions Improper Governmental Action:any action by a County Officer or employee that is: a. undertaken in the performance of the official's or employee's official duties,whether the action is within the scope of the employee's employment,and b. in violation of any federal,state,or local law or rule,is a^ - qPabuse of authority,is of substantial and specific danger to the public health or safety or is a gross waste of public funds. "Improper governmental action" does not include personnel actions including but not limited to employee grievances, complaints, appointments, promotions, transfers, assignments, reassignments, reinstatements, restorations, reemployment, performance evaluations, reductions in pay, dismissals, suspensions, reprimands, demotions,violations of the local government collective bargaining and civil service laws, alleged labor agreement violations or any action that may be taken under RCW Chapter 41.14 or 41.56. Retaliatory Action:means any(a)adverse change in a local governments employee's employment status, or the terms and conditions of employment including denial of adequate staff to perform duties,frequent staff changes,frequent and undesirable office changes,refusal to assign meaningful work,unwarranted and unsubstantiated letters of reprimand or unsatisfactory performance evaluations,demotion,transfer, reassignment, reduction in pay, denial of promotion, suspension, dismissal or any other disciplinary actions; or (b) hostile actions by other employees toward a local government employee that were encouraged by a supervisor or senior manager or official. Emergency: a circumstance that if not immediately changed may cause damage to per-a ep ople or property. 8.64.2 Procedure for Reporting Improper Government Action County employees who become aware of improper governmental action shall follow this procedure: Mason County Personnel Policy Page 62of121 a. Bring the matter to the attention of the BOCC or the Prosecuting Attorney, preferably in writing, stating in detail the basis for the employee's belief that an improper action has occurred.This shall be done as soon as the employee becomes aware of the improper action. b. The BOCC or the Prosecuting Attorney,or their designee, shall respond to the report of improper government action,within thirty(30)days of the employee's report.The employee shall be advised of the County's response. c. The identity of a reporting employee shall be kept confidential to the extent possible under the law unless the employee authorizes the disclosure of their identity in writing. An employee who fails to make a good faith effort to follow this policy shall not be entitled to the protection of this policy against retaliation,pursuant to RCW 42.41.030. In the case of an emergency,where the employee believes that damage to persons or property may result if action is not taken immediately, the employee may bypass the above procedure and report the improper action directly to the appropriate government agency responsible for investigating the improper action. Employees may report information about improper governmental action directly to an outside agency if the employee reasonably believes that an adequate investigation was not undertaken by the County to determine whether an improper government action occurred,or that insufficient action was taken by the County to address the improper action or that for other reasons the erimproper action is likely to recur. Protection Against Retaliation:It is unlawful for a local government to take retaliatory action because an employee, in good faith, provided information that improper government action occurred. Employees who believe they have been retaliated against for reporting an improper government action shall follow the procedure outlined below. 8.64.3 Procedure for Seeking Relief Against Retaliation a. Employees shall provide a written complaint to the 99@Fd of CeHRt,- ^^^ «^^^ BOCC within thirty(30)days of the occurrence of the alleged retaliatory action. I. The written charge shall specify the alleged retaliatory action;and II. Specifies the relief requested. b. The 9eaFd of G9 IRty G9MffliSSiARPFqBCCC or their designee shall respond in writing within thirty (30)days of receipt of the written charge. c. After receiving the County's response, the employee may request a hearing before a state administrative law judge to establish that a retaliatory action occurred and to obtain appropriate relief under the law.The request for hearing must be delivered within the earlier of either fifteen (15)days of receipt of the County's response to the charge of retaliatory action or forty-five(45) Mason County Personnel Policy Page 63of121 days of receipt of the charge of retaliation to the 99,ra of GeURty CAFn...i,.1.iARe_r..B000 for response. d. Within five(5)working days of receipt of a request for hearing the County shall apply to the State Office of Administrative Hearing's for an adjudicative proceeding before an administrative law judge. At the hearing, the employee must prove that a retaliatory action occurred by a preponderance of the evidence in the hearing.The administrative law judge shall issue a final decision not later than forty-five(45) days after the date of the request for hearing unless an extension is granted. The final decision of the administrative law judge is subject to judicial review under the arbitrary and capricious standard. Relief ordered by the administrative law judge may be enforced by petition to superior court. 8.46.4 Policy Implementation The BeaF d of Count„ r,,.,.missienersgOCC are responsible for implementing these policies and procedures.This includes posting the policy on County bulletin boards,making the policy available to any employee upon request,and providing the policy to all newly hired employees.Officers,managers,and supervisors are responsible for ensuring the procedures are fully implemented within their areas of responsibility. 8.46-.5 Prohibition of Intimidation and Nondisclosure County Elected Officials or employees may not use their official authority or influence,directly or indirectly to threaten,intimidate,or coerce an employee for the purpose of interfering with that employee's right to disclose information concerning an improper governmental action in accordance with the provisions of this policy. (Per ReselUtir.r.No 77 16) 8.7-Political Activities County employees may participate in political or partisan activities of their choosing if County resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions. employees may not campaign on County time or in a county uniform or while representing the County in any way. Any County employee who meets with or may be observed by the public or otherwise represents the County to the public,while performing their regular duties,may not wear or display any button,badge, or sticker relevant to any candidate or ballot issue during working hours.Employees shall not solicit,on County property or County time,for a contribution to a partisan political cause. 8.86 No Smoking Policy For health and safety considerations, the County prohibits smoking and vaping by employees on all County-owned, leased, or operated areas and all County property is designated as non-smoking and vaping free areas. Smoking and vaping are prohibited in all buildings and vehicles owned or leased by the County are offices or other facilities rented or leased by the County. Mason County Personnel Policy Page 64of121 8.86.1 Definitions Public Areas:The term"public area"is defined for the purpose of the No Smoking Policy,but not limited to all hallways,conference rooms,elevators,restrooms,lobbies,stairwells,reception areas,and any other areas which are:(1)open to the public,or(2)areas which employees are required to pass through during employment. Smoking:The term"smoke"or"smoking"is defined for the purpose of the No Smoking o Policy but not limited to; the carrying or smoking of any kind of lighted cigarettes, pipes, cigars, chewing of tobacco,vaping and the use of e-cigarettes,or any other lighted smoking equipment. Vape:The term"vape"or"vaping"is defined for the purpose of this chapter as inhaling or exhaling the vapor produced by any noncombustible product that may contain nicotine or a marijuana product and that employs a heating element, power source, electronic circuit, or other electronic, chemical, or mechanical means, regardless of shape or size, that can be used to produce vapor or aerosol from a solution or other substance including any electronic cigarette, electronic cigar, electronic cigarillo, electronic pipe,or similar product or device. County Property:The term "County property" is defined as the grounds and parking lots surrounding county buildings and all County parks. County property does not include: a. Private vehicles and residences unless otherwise required by individual or group contracts with the County. b. County roads. c. Any person passing by or through County property while on a public sidewalk or public right-of-way has not intentionally violated this chapter. 8.86.2 No Smoking Signs and Removal of Ashtrays The Facilities Department shall post and maintain no-smoking and no-vaping signs in all public areas and county property as defined herein and remove ashtrays from those public areas. Pursuant to RCW 70.160.070 — Intentional Violators, any person intentionally violating this policy by smoking or vaping in a public place,place of employment or within twenty-five feet of doors,windows that open and ventilation intakes or any person removing,defacing,or destroying a sign required by this policy is subject to a civil fine of up to one hundred dollars. The County Sheriff's Department shall enforce this policy by issuing a notice of civil infraction to be assessed in the same manner as traffic infractions. All County employees are encouraged to help educate the public about the non-smoking and vaping policy by reminding violators not to smoke or vape on the property and by adding the policy to all use agreements and event publications. Violators,who refuse to comply with the smoking and vaping policy, may be asked to leave the County property. The appropriate Department Head or Elected Official is responsible for educating employees about the non-smoking policy and shall resolve intentional employee violations of the policy through disciplinary action. Mason County Personnel Policy Page 65of121 Interpretation of this chapter shall be in a manner that is consistent with RCW 70.160 Smoking in Public Places,prohibiting smoking in all public places and places of employment. 8.7-9Personal Possessions and Electronic Communications The County furnishes desks, closets, and/or lockers for security of employee coats, purses, and other personal possessions.Desks,closets,lockers,cabinets,and furniture are County property for the purpose of County operations. The County also furnishes computers,voice mail,facsimile(fax)communications,electronic mail(E-Mail), data and file transfers using electronic means and Internet access for use in conducting County business only. Because these systems are for County business,none of the communications or information transmitted or stored on these systems is private and may be reviewed by the County and be subject to public disclosure.County electronic communications systems are not for personal use. (Resolution Ne 130 04) 8.9-10 Use of County Equipment Use of County phones for local personal phone calls should be kept to a minimum;long-distance personal use must be approved in advance by the Elected Official or Department Head.Other County equipment, including vehicles, should be used by employees for County business only. An e^, e;eeTemployee's misuse of County services,telephones,vehicles,equipment,or supplies can result in disciplinary action including termination. 8.9-11 Bulletin Boards Information of special interest to all employees is posted regularly on the County bulletin boards. Employees may not post any information on these bulletin boards without the authorization of their Elected Official or Department Head.Legally required notices shall not be covered or obscured by other materials on any bulletin board. 8.120 Contact with the News Media The BOCC,Elected Officials or Department Heads authorized by the Board shall be responsible for all official contacts with the news media,including answering questions from the media.They may designate specific employees to give out procedural,factual,or historical information on subjects.Employees not designated should refer media personnel to an appropriate spokesperson. 8.14-13 Solicitations Most forms of selling and solicitations are inappropriate in the workplace.They can be an intrusion on employees and citizens and may present a risk to employee safety or to the security of County or employee property.The following limitations apply: a. PersensPeople not employed by the County may not solicit,survey,petition,or distribute literature on our premises at any time. This includes people 5O-solicitin charities, salespersons, Mason County Personnel Policy Page 66of121 questionnaire surveyors,or any other solicitor or distributor.Exceptions to this rule may be made in special circumstances where the County determines that an exception would serve the best interests of the organization and our employees. An example of an exception might be the United Way campaign or a similar,community-based fundraising effort. b. Employees may not solicit for any purpose during work time. Reasonable forms of solicitation are permitted during non-work time, such as before or after work, during meal breaks, and/or break periods.Soliciting employees who are on non-work time may not solicit other employees who are on work time.Employees may not distribute literature for any purpose during work time or in work areas. The employee lunchrooms are considered a non-work area under this policy. 8.14-2 Safety Every employee is responsible for maintaining a safe work environment and following the County's safety rules.Each employee shall promptly report all unsafe or potentially hazardous conditions to their Elected Official or Department Head.The County will make every effort to remedy problems as quickly as possible. In case of an accident involving a personal injury,regardless of how serious,employees shall immediately notify their supervisor and complete an accident/incident report. Employee safety depends on the safety consciousness of everyone.To facilitate a safe work environment, employees may not bring dangerous weapons to the workplace. This includes, but is not limited to, weapons for which employees have a valid permit. The only exception to this rule involves law enforcement positions for which the job requires pessesspossession of dangerous weapons. Employees should consult the County's Safety Policy and Accident Prevention Program for additional details concerning safety. 8.153 Substance Abuse The County's philosophy on substance abuse has two focuses: (1) a concern for the well-being of the employee and(2)a concern for the safety of other employees and members of the public. Availability of Rehabilitation or Treatment:As part of our Employee Assistance Program,we encourage employees who are concerned about their alcohol or drug use to seek counseling, treatment, and rehabilitation.Although the decision to seek diagnosis and accept treatment is completely voluntary,the County is fully committed to helping employees who voluntarily come forward overcome substance abuse problems. In most cases, the expense of treatment may be fully or partially covered by the County's benefit program.Please contact our EAP or Human Resources for more information.Employees who seek advice or treatment will not be subject to retaliation or discrimination. Substance Abuse Policy for Operators of Commercial Motor Vehicles: County employees who hold Commercial Driver's Licenses(CDL)and who operate commercial motor vehicles(CMV)while employed by the County are subject to additional rules and regulations imposed by the federal government.These regulations require urine drug testing and alcohol breath testing in the following circumstances: a. Pre-employment. b. Reasonable suspicion. Mason County Personnel Policy Page 67of121 c. Post-accident. d. Return to duty testing. e. Random testing. CDL holders who test positive must be removed from service and are subject to disciplinary action,up to and including termination.CDL holders should consult the Mason County Drug and Alcohol Testing Policy and Procedure for Department of Transportation Regulated Employees for additional details concerning these rules. Drug-Free Workplace: The manufacturing, distribution, dispensation, possession, and use of unlawful substances or alcohol on County premises or during work hours by County employees is strictly prohibited. Employees also must notify the County within five(5)days of any conviction for a drug violation in the workplace. Employees should consult the Drug-Free Workplace Policy for additional details on this subject. 8.164 Using Position for Personal Gain No County employee will use their position with Mason County for personal gain from any source. Personal gain is receiving any money,item,or benefit for personal use,which is not available to the public. Exception:Nominal value items($10.00 or less)with company logos,given for advertising purposes such as samples,pens,calendars,coffee cups and ball caps are acceptable.Requesting,or knowingly accepting, discounts on purchases,tickets,meals,travel,clothing,etc.,for personal use is not acceptable. Threats or promises of future business or lack of future business with the County to influence personal business will be referred to the Prosecuting Attorney. (Resalutien No 95 04) 8.17-Performance Evaluations The purpose of performance evaluation is to help an employee be successful in performance and to understand the standards and goals of their position and department.The evaluation will assess and focus on the employee's accomplishment of their job functions and goals and standards of the position.Where an employee struggles in their performance a plan for correction and training should be developed with the employee. All regular employees should be formally evaluated in writing by their immediate supervisor and/or Department head or designee during the probationary or trial service period and at least annually thereafter.Copies of evaluations will be given to the employee and forwarded to HR for inclusion in the personnel file. Additionally,evaluation of job performance may occur at any time and on an ongoing basis.Evaluation may occur in various ways and may include coaching,counseling,or written assessment. Mason County Personnel Policy Page 68of121 8.18g Discipline/Corrective Action The intent of progressive discipline is to assist the employee with performance improvement or to correct misconduct. Progressive discipline may not apply where the offense requires more serious discipline in the first instance. Both the sequence and the steps of progressive discipline are determined on a case- by-case basis. Progressive discipline may include: a. Oral warnings,which will be documented. b. Written warnings,which may also include work performance improvement or corrective action plan for poor work performance or misconduct. c. Suspension without pay. d. Demotion. e. Discharge. Mason County Personnel Policy Page 69of121 Chapter 9—Separation 9.1 Layoff The County may lay off employees for lack of work, budgetary restrictions, reorganization, or other changes that have taken place. In determining who is to be laid off,consideration will usually be given to individual performance and the qualifications required for remaining jobs. Seniority will be considered when performance and qualifications are equal,as determined by the County. Employees who are laid off may be eligible to be re-employed for up to one(1)year after layoff if a vacancy occurs in a position forwhich they are qualified. 9.2 Resignation An employee should provide two (2) weeks written notice of resignation to resign in good standing. Management is requested to give at least 30 days'notice.Employee requests to change their separation date must be approved by the Department Head and the Human Resources Director. 9.3 Retirement Employees should provide six(6) months'written notice of resignation. Employee requests to change their retirement date must be approved by the Department Head and the Human Resources Director. 9.4 Offboarding Employees separating from the organization shall undergo an offboarding process to mitigate risk and recover assets.An employee placed on paid/unpaid administrative leave or who is out for an extended period on Federal Medical Leave may be subject to all or parts of the offboarding process. Upon separation from employment,the Department Head or designee is responsible for offboarding an employee using the County Offboarding Checklist. Additional items may be necessary based on department.Offboarding should occur on the employee's last physical day at their workstation. Mason County Personnel Policy Page 70of121 Chapter 10—Complaint Procedures 10.1 Complaint Procedures The County recognizes that sometimes situations arise in which employees feel that they have not been treated in accordance with County policies. For this reason, the County provides its employees with procedures for resolving complaints. Step 1:Employees should first attempt to resolve any problem or complaint with their supervisor. Step 2:When normal communication between an employee and the supervisor is not successful,or when an employee disagrees with the application of County policies and procedures, the employee should attempt to resolve the problem with their Elected Official or Department Head.The Elected Official or Department Head will usually respond to the employee in writing within five(5)days after meeting with them,if possible. Step 3:If the employee is not satisfied with the response in Step 2 above,the employee may submit the problem using the County Complaint Form to the R,,.,.d Of CO Rty(;GMMiS^ARPrgBOCC or their designee and Human Resources. The form must be filed within ten(10)working days of receiving a response from Step 2 above. The BeaFd of County Cemmi«ienersBOCC or their designee and Human Resources may meet with the parties,either individually or together,and will usually respond in writing to the complainant within ten (10)days of the meeting.The response and decision shall be final and binding. Certain employees may have more than one source of dispute RESOLUTION rights,i.e.,the County's Civil Service rules,a collective bargaining agreement,etc.Employees represented by a bargaining unit or who are covered under civil service rules should follow grievance procedures set out in their respective labor contracts or civil service rules,where applicable.In all other cases,the procedures described in this section shall be used.Under no circumstances shall an employee have the right to utilize both this process and any other complaint or appeal procedure that may be available to an employee.Mason County will not tolerate retaliation in any form against an individual who makes a complaint of discrimination, harassment,or retaliation,or against any participant in an investigation.Retaliation is a serious violation of this policy and is considered misconduct subject to disciplinary action up to and including termination of employment. Employees will abide by any confidentiality requirements relating to a+4tcomplaints and investigation procedures. Mason County Personnel Policy Page 71of121 Chapter 11— Educational Assistance 11.1 Introduction If budgetary considerations permit,the County may reimburse full-time regular employees for education costs for courses approved by their Elected Official or Department Head.Approval for reimbursement will be dependent upon the course and its relevance to the employee's current position.Approval must be obtained prior to commencement of each course per semester.Attendance at all course offerings will be outside the employee's regular duty schedule. 11.2 Objective The objective of this policy is to assist employees in furthering their education to enhance current skills for the benefit of the County and the public. 11.3 Procedures a. Educational assistance will be authorized only when the budget of the Office or Department contains sufficient funds to support this policy AND the course of study will be of benefit to the Office or Department. Access to educational assistance will be solely determined by the Elected Official or Department Head,as appropriate. b. Approval will be sought using the Educational Assistance Request form. c. If approved,reimbursement for coursework relevant to the employee's current position is subject to the limitations in the paragraphs 4�'°,below.Approval of a course of study by the Elected Official or the Department Head is required prior to approval of the courses required in that course of study. Accordingly, the Elected Official or Department Head will review employee applications for educational assistance on a course-by-course basis. d. All relevant bachelor's degrees and associate degrees, if the employee does not already have a bachelor's or associate degree,may,upon approval of the Elected Official or Department Head,be reimbursed subject to the limitations in paF@.F@PhS°,Ra 9,below.This would apply regardless of the position the employee holds. e. Certificates or continuing education units (CEU) required for continued certification may be reimbursed at 100 percent. f. A second degree directly relevant to the employee's current position as determined by the Elected Official or Department Head to be in the best interests of the County may be reimbursed subject to the limitations On paragraphs°and°,below,only if:1)the first degree is not directly applicable to the employee's position; or, 2) it is an advanced degree in a field of study relevant to the employee's current position. g. There is no limit to the number of credit hours eligible for reimbursement per semester/quarter. Employees are encouraged to be prudent in the selection of the number of courses attempted each semester.Employees must be in paid status when reimbursement is sought.For this policy,paid status is defined as working the employee's regular schedule or on approved vacation leave. Mason County Personnel Policy Page 72of121 h. Employees must satisfactorily complete the course work to be considered for reimbursement. Satisfactory completion is defined as award of a grade of"C" or higher, or the equivalent, in the coursework for which reimbursement is sought. i. Reimbursement will be set by the current,lowest tuition rates at either the University of Washington or Washington State University,whichever institution offers the course of instruction concerned.This rate will apply to courses of instruction at private universities,correspondence programs,or other high-cost programs. j. Initial approval of a course of study does not obligate the County to future/continued approval of courses in that course of study.Course approvals are only valid for the course and semester/quarter given. Mason County Personnel Policy Page 73of121 Chapter 12— Equal Employment Opportunity 12.1 Purpose The purpose of this policy is to provide guidelines to Elected Officials, Department Heads, employees, volunteers,and members of the public to ensure equal employment opportunities regardless of a person's race, color, creed, national origin, gender,gender identity, sexual orientation, religion, age, veteran's status,HIV status,genetic information,families with children,sensory, mental,or physical disability,or any other protected class under federal or state statute. Additionally, the policy provides guidelines for identifying,reporting,and resolving claims of discrimination or related retaliation. 12.2 Policy It is the policy of Mason County that no person shall be subjected to employment discrimination based upon their race,color,creed,national origin,gender,gender identity,sexual orientation,religion,age,veteran's status,HIV status,genetic information,families with children,sensory,mental,or physical disability,or any other protected class under federal or state statute.No individual shall be subjected to retaliation because they have exercised a right protected under the law such as submitting,assisting with, participating in the resolution or investigation of,a complaint of discrimination or harassment.Any form of retaliation is prohibited, will not be tolerated,and is subject to disciplinary action up to and including termination of employment.The County will incorporate appropriate non-discrimination language in all its contracts and collective bargaining agreements. The words "Equal Opportunity Employer" will be included in employment applications and recruitment materials. To further promote the 9GaFd of County CoFnmossmOReFsBOCC-commitmentto non-discrimination,the County will conduct periodic training on the Non-Discrimination & Harassment Policy and to clarify management and employee responsibilities for effective implementation. This Non-Discrimination & Harassment Policy will be distributed and reviewed in new employee orientation. 12.3 Prohibition of Discrimination, Harassment, Bullying,and Retaliation Mason County is committed to a workplace that is free from unlawful discrimination,harassment,bullying,and retaliation. Discrimination, harassment, bullying, and retaliation are strictly prohibited. Complaints of discrimination,harassment,bullying,and retaliation are taken seriously and will be investigated and resolved in a timely manner. 12.3.1 Definitions Discrimination:The County prohibits discrimination against Elected Officials,employees,and volunteers based on race,color, creed, religion, national origin, ethnicity,age,sex, marital status,veteran status, sexual orientation,disability(known or perceived),or any other protected class under federal or state statute. Harassment:Harassment is a form of discrimination that is unwelcome verbal or physical conduct directed toward or relating to a person based on the person's race,color,creed,religion,national origin,ethnicity,age, sex,marital status,veteran's status,sexual orientation,or disability(known or perceived),where the conduct is sufficiently pervasive or severe as to alter the terms and conditions of employment.Such conduct can take many forms, including unwelcome slurs, comments,joking, touching, innuendo, gestures, display or Mason County Personnel Policy Page 74of121 transmission of materials,and other similar conduct.Employees who engage in harassment will be subject to disciplinary action,up to and including termination of employment. Sexual Harassment: Sexual harassment is a type of harassment that consists of unwelcome verbal or physical conduct directed toward or relating to a person because of their gender that is sufficiently pervasive or severe as to alter the terms or conditions of employment.Such conduct can take many forms including unwelcome slurs,comments,jokes,touching innuendo,repeated request for dates,display or transmission of materials,gestures,compliments,and other similar conduct.Sexual harassment also includes unwelcome conduct based on an individual's gender where submission to the conduct or rejection of the conduct is used as a basis for employment decisions regarding the individual. Employees who engage in sexual harassment will be subject to disciplinary action,up to and including termination of employment. Bullying: Repeated and unreasonable behavior directed towards an employee or a group of employees, Formatted:Font color:Accent 6 creating a hostile,intimidating,or offensive work environment. Retaliation:Adverse employment action against employees for complaining in good faith of discrimination, harassment,or retaliation,or for assisting or participating in an investigation of such complaints.Employees who engage in retaliation will be subject to disciplinary action,up to and including termination. 12.4 Employment of Persons with Disabilities Mason County is committed to providing equal opportunities for current and potential County employees with disabilities. Every reasonable effort will be made to create an accessible work environment to the extent possible without undue hardship to the County.Judgements concerning the reasonableness of providing accommodation shall be made by the County on a case-by-case basis. It is the County's responsibility to determine if the proposed accommodation is effective and reasonable. Employment practices will be administered to allow a person with a disability to participate at the same level as a person without a disability. It is the responsibility of the person with the disability to disclose the existence of the disability if reasonable accommodation is to be requested. 12.5 Employee Responsibilities Each employee is responsible for supporting and adhering to this policy.It is the responsibility of all County employees to bring instances of inappropriate behavior to the attention of management. This includes employees who believe they are the recipient of discriminatory behavior as well as those who believe they have witnessed such behavior directed at another employee. Employees should never tolerate inappropriate or harassing behavior. If possible,they should make their feelings known to the offending employee.Whether they confront the harasser or not,employees must promptly report any offending behavior to their Department Head,Elected Official,or to the Human Resources Department.Employees are strongly encouraged to report concerns about discrimination or harassment before behaviors become severe or pervasive.This will assist the County in its efforts to stop discrimination or harassment before it rises to the level of a violation of anti- discrimination laws. IL_ Mason County Personnel Policy Page 75of121 12.6 Supervisor/Manager Responsibilities When a supervisor, manager, department head or elected official suspects or has reason to believe that discriminatory,harassing,or inappropriate behavior has occurred,they shall immediately notify the Director of Human Resources or the Office of the Prosecuting Attorney and report the incident. 12.7 County Responsibilities County Management representatives will promptly and thoroughly investigate all reports of discrimination or harassment.Complaints against either the Human Resources Department or the Prosecuting Attorney's Office will be investigated by a non-county agency.Complaints of discrimination and harassment will be handled with sensitivity,discretion,and confidentiality to the extent allowed by the circumstances and the law. If the County concludes that a violation of this policy occurred,prompt and effective remedial action will be taken. This may include disciplinary action and/or other actions needed to remedy the effects of the discrimination and prevent further incidents. 12.8 Complaint Procedures Employees who feel that they may have been bullied,discriminated against,or sexually harassed,or are aware of actions against another person that may be in violation of this policy,shall immediately contact either their immediate supervisor,their department official,or the Human Resources Department.Complaints should be submitted using the Mason County Internal Discrimination Complaint Form. If the complaint is reported to the employee's supervisor or department official,they will notify the Human Resources Department to carry out the investigation.Any person may file a complaint under this policy when the person believes: a. They have been the target of discrimination or harassment(including bullying); b. They have personal and first-hand knowledge of behavior believed to be in violation of this policy;or c. They are being retaliated against for reporting behavior believed to be in violation of this policy. The complaint must be filed within one-hundred and eighty(180)days of the alleged violation of this policy. The complaint should include a description of the alleged violation,the date it occurred,and the name,signature, address,and phone number of the person filing the complaint.The complaint must include sufficient information to allow for investigation into the allegations. In addition to filing a complaint with Mason County,an individual may file a written complaint within one- hundred and eighty(180)days of the alleged violation with the Washington State Human Rights Commission and/or the Equal Employment Opportunity Commission. Employees are encouraged to exhaust administrative remedies outlined in this policy before outside agencies are consulted.The use of the County's internal discrimination complaint procedure is not a prerequisite to the pursuit of such statutory remedies. When an employee or union files both a grievance and an internal--discrimination complaint regarding the same Formatted:Space After: 10 pt,Line spacing: Multiple alleged acts or iRrid n esincidents,the--investigation and processing of one shall be suspended until the other is 1.15 li completed. Mason County Personnel Policy Page 76of121 Chapter 13—Vehicle Use Policy 13.1 Vehicle Use and Scope This policy addresses assignment of county vehicles for business use,for home-to-work commuting and after-hours use,use of personal vehicles for county business,mileage allowances,general motor vehicle safety expectations,and reporting requirements for commercial vehicle operators as per RCW 46.25.030. All employees who operate motor vehicles for county-related business are responsible for operating the vehicle in a lawful,safe,and prudent manner. This policy applies to: a. Departments reporting to the BeaFd of Count•Corn rn ^ b. Elected Officials'Offices with the proviso that those officials are responsible for application of this policy,or a comparable alternative,in their departments.All allowances,mileage reimbursement rates, and other cash disbursements require approval of the RAard Af^f C;Aunty c. Represented and non-represented employees - Where permitted, the policy is applicable to bargaining unit employees depending on the collective bargaining agreement for that unit and the requirements of RCW 41.56. d. Where provisions of this policy address topics covered in the Sheriff's Office Vehicle Use policy, those rules shall apply. All users of county vehicles(owned,leased,or rented)or personal vehicles being used for county business purposes,including regular employees,temporary employees,contractors,volunteers,and citizens. 13.2 Definitions Vehkle.-Pe_r R0.4 4.6.04.670 includes every device eapable of being moved upon a publiG highway I- tfaeteFs designed to transport peFsens eF goods en publie Feadways,waterways,OF federal Field Code Changed Special Mobile EquipmentE PeF RQ-4 46.04.552 meaRs every vehiele Ret deSigRed EK used PFOMaFily feF the tranSPOFtatien of peFSORS eF property and only incidentally epe.rated e_.r rneved ever a highway, tha.n. tFarters,ditehers, leveling graders,finishing machines,meter graders, read rellers,scarifiers, Mason County Personnel Policy Page 77of121 7 Field Code Changed other than transporting persons.T=H@ f@d@ral high-my adrAdAiMpation dassifie- TWO Weapon; A teal OF instrument used Afith the aim of eausing damage e—.F hRrrR tR live beings GF aFtifieial Assigned Take-Home Vehicle: A county vehicle,which is used by a County employee for county business and for regularly commuting to and from the employee's home and workstation. Assigned Vehicle:A county vehicle assigned to a department or county employee for county business, but not for employee commuting to and from the employee's home and workstation. Call-Out:A directive to an employee to report to a work site during off duty time or day,and to respond to emergencies,which require immediate response to protect life and property. Commissioned Officers=M:All officers commissioned by the Sheriff's Office. Commute Trip Mileage:The mileage from an employee's home to their regular place of work and back, or the actual daily mileage from home to the first worksite and from the last worksite to home. Designated Parking Area:A county parking facility or lot,which has been identified by an employee's Elected Official or the Risk Manager as an acceptable overnight location for parking the employee's assigned county vehicle. Emergency Response:An employee has primary responsibility for immediate response,to protect life and property,and to maintain and enforce law. Equipment,Rental,and Revolving(ER&R):Fund required for counties per RCW 38.33A.010. Formatted Font:Bold,Font color:Accent 6 Motor Pool:County vehicle operations for owned or leased vehicles by the county and not managed by Formatted:Font:Bold,Font color:Accent 6 the county's ER&R fund. 11 Motor vehicle:Per RCW 46.04.320 means every vehicle that is self-propelled or a vehicle that is propelled Field Code Changed b ele gwser obtained from overhead trolley wires,but not operated upon rails. Occasional Overnight Usage of County-Owned Vehiclesy:County employees taking home county- owned vehicles for conducting county business away from the employee's normal place of work and outside an employee's normally scheduled work hours. Specialized Equipment:Per WAC 468-38-270 certain vehicles are designed and built for unique functions Field Code Changed other than transporting persons.The federal highway administration classifies and references some of these vehicles as specialized equipment in Title 23 C.F.R. Part 658.13(e) and sets minimum and/or Mason County Personnel Policy Page 78of121 maximum parameters for the vehicle to operate. The department adopted these specialized classifications and accepted or further defined the legal parameters for operation on state highways. Special Mobile Equipment: Per RCW 46.04.552 means every vehicle not designed or used primarily for the transportation of persons or property and only incidentally operated or moved over a highway, including but not limited to: ditch digging apparatus,well boring apparatus and road construction and maintenance machinery such as asphalt spreaders,bituminous mixers,bucket loaders,tractors another than truck tractors,ditchers, leveling graders,finishing machines,motor graders,road rollers,scarifiers, earthmoving carryalls and scrapers, power shovels and draglines, and transportation of persons or property to which machinery has been attached. Vehicle:Per RCW 46.04.670 includes every device capable of being moved upon a public highway an in, upon,or by which any persons or property is or may be transported or drawn upon a public highway, including bicycles.This includes motorized or non-motorized vehicles to include boats,aircraft,and utility tractors designed to transport persons or goods on public roadways,waterways,or federal airspace. Weapon:A tool or instrument used with the aim of causing damage or harm to live beings or artificial structures or systems. 13.3 Assignment of County Vehicles to Offices/Departments/County Employees Purpose and Responsibility The BOCC wishes to control the overall number of county-owned and leased vehicles and the vehicles used by employees to commute to and from work.Any operation that increases the number of vehicles owned or leased by the county must receive approval from the BOCC prior to commencement. It is the responsibility of the BOCC(BOCC)to ensure the proper use of public funds concerning the County practice of allowing employees to commute to and from work in County-owned and leased vehicles.The BOCC is to assure all County owned and leased vehicles are used responsibly,and centralized controls are in place to report taxable benefits if applicable.All Take-Home Vehicle assignments for County issued vehicles will be reviewed by the BOCC annually. UP ROCC vf*qhp,; to rpstrict thp n,-rnhpr of county owned and 'pa.,;Pd vphirk used by employees to Authority and References IRS Publication 15-B Fringe Benefit IRS Publication 5137 Fringe Benefit Guide IRS Substantiation Requirements§1.274-5 Mason County Personnel Policy Page 79of121 Take-Home Vehicles are only to be assigned to those meeting the IRS requirements of Qualified Non- personal Use Vehicles as identified in Publication 5137,or meet the Emergency Response,Specialized Equipment,or Economic Benefit as defined below. Take-Home Vehicle assignment must be preapproved by BOCC,unless for a temporary assignment. 13.4 Qualified Non-Personal Use Vehicles a. Clearly marked police,fire,and public safety officer vehicles. b. Ambulances used as such,or hearses used as such. c. Any vehicle designed to carry cargo with a loaded gross vehicle weight over fourteen thousand 114,0001 pounds. d. Bucket trucks(cherry pickers). e. Cement mixers. f. Combines. g. Cranes and derricks. h. Delivery trucks with seating only for the driver,or only for the driver plus a folding jump seat. i. Dump trucks(including garbage trucks). j. Flatbed trucks. k. Forklifts. I. Passenger buses used as such with a capacity of at least twenty 1201 passengers. m. Qualified moving vans. n. Qualified specialized utility repair trucks(as defined in Publication 5137). o. Refrigerated trucks. p. School buses. q. Tractors and other special purpose farm vehicles. r. Unmarked vehicles used by law enforcement officers if the use is officially authorized. s. Pickup Trucks and Vans that meet the specifications as defined in Publication 15-B. Mason County Personnel Policy Page 80of121 The use of County vehicles or travel reimbursement is preferred over the assignment of Take-Home vehicles for conducting county business.Assignment of a County vehicle is neither a privilege nor a right of any County employee. Assignment of a County vehicle shall not be made based on employee merit or employee status. The need for communication access(car radio,telephone,etc.)shall not be considered adequate justification for a County vehicle assignment.Wherever possible,assigned County vehicles shall be picked up and dropped off at designated County parking area,thereby avoiding the assignment of Take-Home Vehicles. 13.5 Emergency Responses Take-Home Vehicles may be assigned to county employees who: a. Are called out at least 12 times per quarter,or 48 times a year and have primary responsibility to respond to emergencies which require immediate response to protect life or property;and b. Cannot use alternative forms of transportation to respond to emergencies;and c. Cannot pick-up County-owned assigned vehicles at designated sites without impacting the employee's ability to respond to emergencies,which require immediate response to protect life or property. Emergency response assignments should be supported by data demonstrating the actual number and nature of emergency responses in the prior year and estimates of future emergency responses.There must be an explanation as to why an employee cannot use alternative forms of transportation to respond to emergencies or pick up county-owned or leased assigned vehicles at designated parking areas. 13.6 Special Equipment Vehicles Take-home vehicles may be assigned if an employee needs specialized equipment or a special vehicle to perform county work outside of an employee's normally scheduled workday. a. Communication access shall not normally be considered a valid justification for a specially equipped take-home vehicle. b. Employees must have primary responsibility to respond to emergencies. Special equipment vehicle assignments shall be supported by information describing the special equipment needed to perform the county work. 13.7 Economic Benefit to the County Take-Home vehicles may be assigned if^mean employee's private vehicle mileage reimbursement costs are greater than the commuting costs for an assigned county vehicle with overnight vehicle usage. a. Lost productivity costs,the cost of the time it takes an employee to travel from a designated county parking facility to their workstation,shall not be included in the calculation of economic benefit to the county. b. There must be an explanation as to why an employee cannot use alternative forms of transportation or pick up county-owned or leased vehicles at designated parking areas. c. Tax treatment of all vehicle assignments shall be subject to current regulations. Mason County Personnel Policy Page 81of121 13.8 Temporary Take-Home Vehicle Assignment Occasional overnight usage of County-owned or leased vehicles is permitted.Such occasional usage of County vehicles may occur when an employee conducts County business away from the employee's normal place of work,and outside an employee's normally scheduled workday.Other types of occasional overnight usage are permitted when the following conditions exist: a. Inclement weather conditions: When an employee is on-call and has primary responsibility to respond. a- Formatted:Indent:Left: 0.25", No bullets or b_Emergency preparedness or seasonal assignment: County-owned or leased vehicles are permitted numbering when an employee is on-call and vehicle is taken home less than twelve 1121 times per quarter on average. Formatted:Indent:Left: 0.25", No bullets or c. Collective Bargaining Agreement: Authorization for take-home assignments may be granted to numbering employees represented by collective bargaining agreements with language that provides for take- home vehicle assignment. 13.9 ' Board of County Commissioner Responsibilities The BOCC will evaluate, authorize, or deny the current Take-Home vehicle assignments and any new requests from all departments and elected offices by October 31st of each year. Take-Home vehicle authorization shall be for the following periods of time:January 1s`to December 31" of each year,unless otherwise specified by a collective bargaining agreement. 13.10 Budget Management Responsibilities Budget Management shall be the department in charge of the following provisions: a. Maintaining the listing of BOCC approved Take-Home vehicle assignments. b. Maintain the supporting documents for each Take-Home vehicle assignment. Documents will be compiled,calculated,and submitted to payroll for fringe benefit,peraccordina to the IRS rules and regulations. c. Provide Fair Market Value of vehicles for auto fringe benefit calculation if applicable. d. Develop and maintain records of all Take-Home vehicle assignments for Budget Management provisions. 13.11 Department Heads and Elected Officials' Responsibilities Department Heads and Elected Officials shall prepare a Vehicle Take-Home Authorization Request Form and submit to Budget Management for presentation to the BOCC. These forms should be submitted by September 30t'of each year or when a new Take-Home assignment is issued to Budget Management. Each department and office shall maintain a list of authorized Take-Home Vehicles.The updated list shall be transmitted to Risk Management annually, or upon request by the Budget Manager.This list shall include: a. Employee name Mason County Personnel Policy Page 82of121 b. Rank or Title c. Work location d. Vehicle number e. Vehicle type f. County of residence g. Miles outside the County,if applicable The following standards and criteria shall be applied for proposing Take-Home assignments for all departments,except for the Sheriff's Office. The employee shall reside within Mason County. The elected may propose a take-home vehicle assignment for employees residing outside the county if both the residence is within fifteen 151 miles of the county line and a reasonable thirty 30)_-minute response time can be met. In addition,there are reasonable and compelling justifications and if such requests are met,the criteria contained in sections 4 #hFeUgh 6 feaad below. a. The employee commute mileage shall not be greater than the business mileage. b. In cases where the Take-Home Vehicle Assignment requests are based on Emergency Response or Special Equipment, the Elected must show that emergency response outside of the employee's normal working hours is necessary due to an eminent threat to life or property. c. The employee must provide historical data showing the number of emergency responses made during the same time in the previous year. d. There must be no other employees on duty and available to respond or perform the emergency work during their normal work shift. e. Before approving Take-Home Vehicle Assignment,the Elected shall first consider whether occasional overnight assignment,temporary on-call status,or reimbursement for the use of a private vehicle will be of greater economic benefit to the county than a Take-Home Vehicle Assignment. f. The employee has primary countywide custodial control of resources used during emergency response,and who must be available for all emergencies. Commissioned employees of the Sheriff's Office are exemptander, however, for Non-Commissioned employees,this is considered a fringe benefit and may create a tax liability. 13.13 Employee's Responsibilities A County owned or leased Take-Home vehicle is a fringe benefit that may generate a tax liability. If a request for a Take-Home Vehicle is approved,it is the responsibility of the employee to contact payroll and determine the tax liability. Mason County Personnel Policy Page 83of121 the 5 , exeeptfeF!'ornrnis_sie.n d Offirers efthp Sheriff 13.14 Financial Services—Payroll Responsibilities Payroll will update fringe benefit data in the payroll system. 13.15 Drivers License and Insurance Requirements The County has auto liability coverage on its Mason County vehicles.Authorized employees appointed or authorized representatives and persons,or volunteers driving Mason County vehicles are covered under the County's liability coverage.However,employees using their personal vehicles for County business are not included in the County's insurance coverage and, therefore their personal vehicle insurance is responsible for accidents, regardless of whether the accident occurred while they were on County business. The mileage reimbursement received by employees for approved use of personal vehicles includes,in part,a reimbursement for personal insurance coverage.Employees should consult with their insurance agent/company to inquire about what coverage exists while using their personal vehicles for County business. a. Employees shall provide valid proof of automobile liability/property damage insurance with policy coverage limits that meet the Washington State minimum requirements. b.—When an employee is using their privately-owned vehicle pursuant to County policy,the individual's insurance shall be considered the primary insurance coverage with County coverage potentially available for secondary or excess coverage. Formatted:Font:(Default)+Body(Calibn) Formatted:Left,Indent:Left: 0.5",Line spacing: c. Job applicants who have reached the final interview stage of the employment selection process will Multiple 1.15 li, No bullets or numbering provide the county with a"Driving Record" prior to being offered the position.This applies to both Formatted:Indent:Left: 0.25", No bullets or internal and external applicants and only to those applicants whose job would require them to numbering operate county owned or leased vehicles on a regular(routine)basis. 13.16 Use of Personal Vehicles for County Business Employee's use of personal vehicles for county business travel purposes is subject to the approval of the department head or elected official.Employees may be required to utilize a county vehicle based on cost or safety considerations.Authorization to use private vehicles may be given on a trip-by-trip or standing approval basis. Upon request,employees are required to provide their supervisor with proof that they possess a valid motor vehicle operator's license,proof of current vehicle liability insurance and a current Vehicle Use Agreement on file with Human Resources. Private vehicles utilized for county business are considered official vehicles and must conform to the following requirements: a. The vehicle must meet legal requirements to operate on a public highway. ILMason County Personnel Policy Page 84of121 b. The vehicle must be in ee1'Rela sound mechanical condition and present no safety risks. c. Employees must submit a mileage reimbursement form, to receive reimbursement based on the county's current mileage rate allowance. The standard mileage rate reimbursement covers gas, maintenance,repairs,and insurance for work related driving. 13.17 Use of County Vehicles for Personal Business Employees using county vehicles on a continuing assignment or trip-by-trip basis are prohibited from using vehicles for personal business except as provided herein.Unauthorized personal use of a county vehicle may result in disciplinary action,up to and including termination of employment. All employees should exercise reasonable judgment regarding the use of a county vehicle for personal purposes. Personal use of a county vehicle may be permitted,subject to the approval of the applicable department head or elected official, when the use serves the county's interests, results in negligible expense,and/or is justified by compelling circumstances and doesn't pose a"bad appearance"even if on personal time (time e.g.,at a bar or liquor store). 13.18 Incidental Travel and Stops Employee drivers should remember that public perception of county employees is important and influenced by how and where the public observes county vehicles being used. Employee drivers should not make incidental stops at locations the public would generally perceive as inappropriate. 13.19 Political Use of County Vehicles No employee or person may use any vehicle owned,leased,or operated by the county for any trip which is exclusively for the purposes of campaigning in support of,or in opposition to,any candidate or cause for national,county,or local office,unless use of the vehicle is required for purposes of security protection provided by the county or local governmental unit. 13.20 Use of County Vehicles by Other Individuals Use of county vehicles by temporary employees or volunteers requires authorization from the department head or elected official. Temporary county employees and volunteers are subject to the applicable provisions of this policy, including signing the Vehicle Use Agreement and providing proof of a valid driver's license. Interagency use of a county vehicle requires authorization from the county's elected official. Use of a county vehicle under an interagency agreement is subject to the provisions mutually agreed upon by the agencies involved. 13.21 Permitted and Prohibited Uses of County and Personal Vehicles for County Business The following policies govern all vehicle use for county business: a. All drivers and passengers must comply with all the motor vehicles laws of the state of Washington or any other state in which the vehicle is operated,including seatbelt and cell phone laws. Mason County Personnel Policy Page 85of121 b. Vehicles shall be locked when unattended with the engine turned off. Keys shall not be left in the ignition unless authorized by the department head or elected official. c. No person may use a county vehicle,or permit the use of a county vehicle,or operate a personal vehicle for county business in the following prohibited manners: I. The driver is impaired by fatigue or any other known mental or physical condition that affects the safe operation of the vehicle. II. The driver is impaired because of prescribed appliances(e.g.,cast, sling, brace), prescribed or over-the-counter medications that cause or result in adverse side effects (e.g., drowsiness or impaired reflexes or reaction time).As described in Policy 8.13-Substance Abuse,employees are responsible for informing their supervisor of the possible effects of the medication and expected duration of its use. III. Tobacco use(smoking and non-smoking products and devices)is prohibited in county-owned or leased vehicles. This does not include smoking in personal vehicles used for county-related business. IV. Transporting non-county employee passengers, including family members, is not permitted unless authorized by the employee's department head or elected official. V. Permitting non-authorized individuals to drive a county-owned/leased vehicle unless it is for a bona fide emergency purpose. VI. Drivers of motor vehicles are prohibited from reading,manually writing,or sending a message on an electronic wireless communications device or holding a wireless communication device to their ear while the vehicle is moving. Exceptions to this section include operators of an authorized emergency motor vehicle; a driver using a wireless communications device in the hands-free mode; using devices to report illegal activity or summon medical aid or other emergency assistance or to prevent injury to a person or property;using hearing aids. VII. Use for personal gain,such as delivering goods or services. VIII. Modifications including affixing signs,stickers,antennas,bike racks,ski racks,etc.Modifications to county vehicles may be undertaken only with the prior written consent of the department head or elected official.The County Shop or its designee will perform any modification to a county- owned or leased vehicle. IX. Transporting of animals—Allowed only with prior written consent of the department head or elected official-(excludes Animal Control activities and transportation and use of canines or other animals by the Sheriff's Office). X. Hauling loads that exceed the rated capacity of the vehicle or that could cause damage to the vehicle(i.e.,hauling firewood or gravel in a passenger vehicle). XI. Use of trailer hitches and towing—allowed only with prior approval by either the County Shop or Motor Pool Manager.The County Shop or Motor Pool must evaluate hitches and lights. XII. Installation or use of any radar or speed detection devices. XIII. Transporting hitchhikers. XIV. Use or consumption of alcohol and/or illegal drugs is prohibited while operating a county- owned/leased vehicle or personal vehicle for county business. XV. Use for vacations,side trips or any other use not expressly authorized by this policy or department head or elected official. Mason County Personnel Policy Page 86of121 Drivers with questions regarding the appropriate use of a county vehicle or a personal vehicle while in use for county business should consult with their supervisor,department head,elected official,or the Risk Management Office. 13.22 Vehicle Use Agreement(VUA) The purpose of the VUA is to ensure employees are licensed to operate a motor vehicle and possess auto liability insurance to operate their personal vehicle for county business.Use of a county(owned,rented, or leased) or personal vehicle for business purposes is contingent upon the following conditions and requirements: a. Vehicle Use Agreement-Each department head and elected official or their designee will acquire a signed Vehicle Use Agreement(VUA), every threes years or if the employee has any changes or updates to their driver's license or personal auto insurance coverage,from each of their employees that operate a personal or county-owned/leased vehicle for business purposes.This includes those employees required to hold a Commercial Driver's License(CDL). b. Motor Pool User Agreement—Each department head and elected official ortheir designee will acquire a signed Motor Pool User Agreement(MPUA),annually from each of their employees that operate a motor pool county-owned/leased vehicle for business purposes. c. Driving Record Request I. Employees who are required to operate a vehicle on a regular(routine)basis to perform their job shall,as part of the Vehicle Use Agreement,authorize Mason County to acquire a copy of their driving abstract from the Department of Licensing per RCW 46.52.130. II. All other employees who may drive a county vehicle or a personal vehicle for the use of county business may have their driver abstract requested from the Department of Licensing per RCW 46.52.130 if requested by their department head,elected official and/or the Risk Management Office. d. Driver Safety-Annual Defensive Driving training,provided by Risk Management. Formatted:Indent:Left: 0" 13.23 Driver Disqualification and Review County employees and other authorized agents of the county may become disqualified as a driver for county business for any of the following conditions: a. Three or more moving violations in the past three years. b. Two accidents,if one or more results in injury,loss of life or significant property damage.Note:This includes only accidents where the driver was substantially at fault. c. Suspension or revocation of driver's license. d. Any change in the status of an employee's driver record resulting in disqualification or the failure to report such a change may also result in disciplinary action up to and including termination. Mason County Personnel Policy Page 87of121 Drivers denied the use of a county vehicle based on an unsatisfactory driving record may request a review of the denial through their department head or elected official.The Risk Management Office should be consulted regarding any requests for review. Drivers must immediately inform their supervisor,department head,or elected official in writing if they become disqualified under this policy. A requested review will be investigated by the department head or elected official, and the Risk Management Office then approved or denied by the elected official in writing.Approval or denial will be documented and kept on file in the Risk Management Office. 13.24 Accidents and Citations Employees are fully responsible for operating vehicles on county business in a legal,safe,and prudent fashion and are subject to appropriate corrective action for failure to do so, up to and including termination. a. Employees shall immediately report all traffic accidents and/or damage to their vehicle to their supervisor or department head or elected official while operating a personal or county-owned/leased vehicle while on county business.In addition to any state required accident reports,employees shall complete the form within the first business day following the accident.The report will be forwarded to Risk Management. A review by the department head or elected official may be convened to evaluate the accident depending on the severity. b_Drivers are personally responsible for the cost of all traffic citations,parking tickets,etc.Passengers are personally responsible for the cost of any traffic citation they may receive while riding in a county- owned/leased vehicle or a personal vehicle being used for county business-(i.e.,seatbelt violations, parking violations,throwing object from vehicle). The offending employee shall pay citation fines promptly. Formatted:Font:(Default)+Body(Calibn) Formatted:Left,Indent:Left: 0.5",Line spacing: c. Employees shall report moving violation citations that occur while operating a vehicle for county Multiple 1.15 li, No bullets or numbering business within the first business day of the issuance of the citation. Employees will notify their Formatted:Indent:Left: 0.25", No bullets or immediate supervisor,who in turn will forward the report to the Risk Management Office. numbering 13.25 Commercial Driver License In addition to the conditions and requirements for all motor vehicle operators, employees who hold a commercial driver's license(CDL)are subject to all requirements applicable to state and federal laws. 13.26 County Vehicle Related Purchases Supervisors shall inform employees of acceptable vendors,gas stations,and other services that may be utilized for county vehicle care' terivehicle-related purchases. Repair and towing services are primarily acquired through county contracts.If services are needed while traveling out of the county,the employee should contact the County Shop for Public Works vehicles,the Facilities manager for motor pool vehicles, or use their best judgment if outside of work hours. Mason County Personnel Policy Page 88of121 13.27 ER&R Vehicles Fuel Policies and Fuel Credit Card Uses Public Works vehicles should use the county-owned fuel dispensers whenever possible.There is one fill up per fuel card use. No doubling up on one card with more than one respective,associated vehicle is permitted. Department supervisors should provide directions to those locations and instruct their assigned drivers on the uses of these dispensers. Public Works vehicles may use public self-service,regular unleaded and diesel dispensers if county fuel dispensers are not available.The most cost-effective vendor should be used whenever possible.Receipts must be submitted for reimbursement. The use of premium grades of fuel is not authorized,unless required by the vehicle's owner's manual. 13.28 Motor Pool Repairs and Preventative Maintenance Each motor pool vehicle will have a maintenance card assigned,in case of emergency,contact the Motor Pool Manager. For basic unanticipated vehicle repair needs, it is the driver's responsibility to report to their supervisor. 13.29 Motor Pool Fuel Policies and Fuel Credit Card Uses Motor pool vehicles should use the assigned WEX Fleet card to purchase fuel from any authorized gas station(Shell or Chevron).Arco and AM/PM gas stations are not authorized vendors.There is one jafill up per fuel card use.No doubling up on one 11)card with more than oneh respective,associated vehicle is permitted. Department supervisors should provide directions to those locations and instruct their assigned drivers on the uses of these dispensers. Motor pool vehicles may use public self-service,regular unleaded and diesel dispensers for emergency situations only.The most cost-effective vendor should be used whenever possible. Receipts must be submitted for reimbursement. The use of premium grades of fuel is not authorized,unless required by the vehicle's owner's manual. 13.2-9-30 Repairs and Preventative Maintenance When a vehicle is assigned to an employee or department, the driver or department supervisor is responsible for ensuring that all preventative maintenance is performed on schedule and the vehicle is serviced in a timely manner when notified by either the Facilities department or the County Shop.The driver is responsible for keeping the vehicle clean. 13.301 General Motor Vehicle Safety In the interest of safety,supervisors may elect to have assignments,jobs or tasks delayed or postponed during inclement weather until driving conditions improve. Only essential vehicles equipped with necessary traction devices should be required to operate during hazardous conditions (e.g., Sheriff's vehicles,snowplows,sanding trucks,etc.).Vehicles used during inclement weather may require the use of tire chains.It is the responsibility of the vehicle/equipment operator to install tire chains when needed. Operators shall conduct a safety check of the vehicle each day.The minimum operator's check should consist of a check for body damage, mechanical problems(tire inflation&tread, brakes,steering,turn signals,wipers, horn,etc.) and verification that all lights are functioning, and windows are cleaned to Mason County Personnel Policy Page 89of121 present a clear field of view.All items requiring repair shall be reported to the immediate supervisor and the County Shop for Public Works vehicles,or by submitting a maintenance support ticket to the Facilities Department for motor pool vehicles. County departments may have additional requirements for the safe operation of motor vehicles and equipment. 133-1-32 Safety In the event a county officer,employee,or volunteer is involved in an accident while operating a county vehicle or their own vehicle and conducting county business,the driver shall follow these safety rules: a. Immediately provide first aid(if possible and if necessary)to any injured person. It is recommended that employees providing first aid/CPR have a valid first aid/CPR card. b. The county employee/driver shall then immediately notify their supervisor and the appropriate law enforcement agency. No vehicles shall be moved from the accident scene until law enforcement arrives unless a greater safety hazard would be created by not moving the vehicle(s). c. The county employee/driver shall exchange information regarding driver's license, vehicle registration,and insurance information with the operator(s)of the other vehicle(s). d. If possible, the county employee/driver shall gather the names and addresses of all potential witnesses including passengers in all vehicles involved. e. If possible,take photos of both the county vehicle and the other injured parties'vehicle,equipment, or the scene itself. f. The county employee/driver shall complete the vehicle accident checklist located in the glove compartment of each county vehicle. If the accident results in death, personal injury,or property damage in excess of five hundred 500 dollars,complete the State of Washington Uniform Collision Report Form(WSP 161)within twenty-four 24 hours of the accident. Mason County Personnel Policy Page 90of121 Chapter 14—Travel Mason County recognizes that out-of-town travel and related business expenses can be an integral and necessary component of the operation of local government. This policy is intended to establish equitable standards and to provide consistent and fair treatment to all employees who incur such expenses. It is also intended to establish and maintain effective controls over those expenses. County officials(department heads and elected officials)and County employees are expected to exercise prudent judgment when incurring travel expenses on behalf of the County doing official County business. The failure of employees to follow this policy,or incur excessive expenses,may be cause for disciplinary action. Non-business-related expenses and/or expenses not made in accordance with this policy will not be approved or reimbursed. 14.1 Travel Expense Reimbursement All travel and associated expenses must be approved in advance by the department head or elected official. Employees will be reimbursed for reasonable and customary expenses incurred in connection with doing business on behalf of the County. These may include meals,lodging,transportation,and other necessary expenses while away from the office. These expenses may not include alcoholic beverages; tobacco;tips exceeding fifteen percent(15%1;meals,lodging or transportation provided for the employee by an outside entity as part of the employee's participation;any expenses for a person(s)traveling with the employee;any expenses incurred that are not in connection with the business of the County. All requests for payment of travel must be submitted to the Auditor's Financial Services department on forms approved and provided by the Auditor. All required documentation must also be submitted on the approved travel document form. Required travel documents include all itemized receipts, conference/seminar agendas,and all proof of costs incurred while doing business on behalf of the County. Travel documents should be presented to the Auditor's Financial Services department in the month the charges occur. If an employee chooses to travel to a destination in advance of the necessary time for arrival or remain at the destination following the official closing of the event,there will be no additional per diem,lodging or miscellaneous expenses paid to the employee. All requests for payment must be signed by the department head or elected official and the employee that is requesting reimbursement. An employee may not request reimbursement on behalf of another employee. If an employee is compensated by an outside entity for any travel costs while traveling on behalf of Mason County,the employee will deposit those funds with the Mason County Treasurer. The employee will provide the Auditor's Financial Services department with a copy of the Treasurer's deposit receipt and a detail of the expenses covered. Any member of a board, committee or commission that is not a Mason County employee but is an appointed member to do business on behalf of Mason County is subject to all travel rules and documentation noted herein. Mason County Personnel Policy Page 91of121 14.2 Per Diem (Meal Reimbursement) All requested meal reimbursement must have a detailed receipt. Meals will be reimbursed,minus any alcohol or a tip exceeding fifteen percent (15%b using the Washington State Office of Financial Management(OFM)per diem rates and,for out of state travel,the U.S.General Services Administration (GSA)per diem rates. The meals will be reimbursed up to the allowable rate for the location and meal type per GSA per diem rates. Per diem will be reduced for any meals provided through conference registration,seminars,or similar events. Reimbursement will not be made if the employee chooses not to eat the meal provided and eats elsewhere. 14.2.1 Single Day Per Diem Single day per diem occurs when no overnight stay is required. Single day meal reimbursements are considered taxable wages according to the IRS and will be included as gross taxable income of the employee. An employee must use the single day per diem form and include it with their payroll timesheet information. The department supervisor will forward the per diem form to the Auditor's Financial Services department.The meal will be added to their taxable gross wages and taxed accordingly. 14.2.2 Per Diem While in Overnight Travel Status If an overnight stay is required,per diem will be based on GSA rates for each day the employee is in full travel status. The per diem rate will be based on the location the employee is in for that meal. On days of departure and return,an employee will apply the Threes-Hour Rule(see rule below). 14.2.3 Per Diem Three Hour Rule If an employee is in travel status for three hours beyond their regular work schedule for a single day,they may receive meal reimbursement. The three hours may consist of hours occurring before, after or a combination of both before and after the employee's regular work schedule for the day. The employee may not stop for a meal just to meet the threeAn-hour rule. 14.3 Advance Travel If an employee will be in training on behalf of the County and staying at the training location for four consecutive weeks or more,they may request advance travel. All requests for payment of advance travel must be submitted to the Auditor's Financial Services department on forms approved and provided by the Auditor. Documentation of the training must be submitted with the approved advance travel request that includes the location and the training calendar. It is the responsibility of the employee to submit the advance travel request two weeks prior to travel to allow for processing the request. Per diem will be used for only advance travel using the Washington State Office of Financial Management (OFM)per diem rates and,for out of state travel,the U.S.General Services Administration(GSA)per diem rates. There is no requirement to provide receipts. All advance travel requests must be signed by the department head or elected official and the employee that is requesting the advance travel. 14.4 Special Circumstances During emergency situations such as,but not limited to,initial crime scene investigations,major crimes, emergency weather situation,natural disasters,etc.,when employees are working extended hours and Mason County Personnel Policy Page 92of121 stopping for a meal break could worsen the emergency or increase costs to the County,departments may provide an on-scene meal of nominal cost. A detailed receipt, including the names of all employees/volunteers involved, must be provided.All receipts and pertinent information involving the emergency must be included on the claim for payment voucher submitted to the Auditor's Financial Services department. An employee may not claim a per diem meal reimbursement if their County department is also submitting a claim for payment voucher for the same incident. 14.5 Lodging All lodging is to be reserved using a government,or most economical,rate whenever possible. County credit cards may be used to secure lodging for a county employee.Reimbursement for lodging is allowed when the temporary duty station is located more than fifty(50)miles,using the most direct route,closer to either the traveler's official residence or official workstation. Reimbursement will be made for the actual lodging expense and any applicable taxes. If there are additional charges for a person(s)traveling with the employee,who is not traveling on behalf of County business, the employee is responsible for all charges for that additional person(s) and it will not be reimbursed. An itemized statement is required for all charges. If an employee shares accommodation with another employee or an employee of another entity who is attending the same event,an equal share of the double room rate will be paid on behalf of the Mason County employee. Each employee must submit an original invoice showing the lodging charge for their portion of the room rate. Not eligible for reimbursement on a lodging receipt are,but not limited to laundry services;valet service; entertainment expenses; athletic room (gym) charges, internet charges (unless required by their supervisor). 14.6 Transportation Any employee driving a vehicle(either County car or personal vehicle) must have and must be able to provide proof of valid car insurance. Employees are encouraged to reserve and use a pool car as much as possible.All county vehicles shall be used in accordance with Chapter 13,Mason County Vehicle Use Policy. If a personal vehicle is used,the mileage will be based on the current IRS standard POV rate.Mileage will be prohibited for normal travel between the usual place of business and employee's main place of residence. When traveling on behalf of the County, mileage will be paid from either the official workstation or the employee's main residence,whichever is the closer and most direct route of the two f Zb to the travel destination. Mileage shall not exceed the sum of a round 4ipround-trip coach airfare from a common carrier,any needed local ground transportation,and other related costs for that destination. Airfare(coach rate),car rentals,trains,ferry,tolls,shuttle/taxi,etc.will be reimbursed with a receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets purchased with an employee's individual frequent flyer miles will not be reimbursed. Mason County Personnel Policy Page 93of121 Chapter 15—Electronic Information Acceptable Use Policy 15.1 Electronic Information Policy Mason County provides a communications and data network capable of offering Electronic Mail(e-mail), Voice Mail, Internet access, data storage and data processing to employees to assist and facilitate legitimate Mason County business operations. Mason County information and information resources shall be used in an approved,lawful manner to avoid loss or liability to Mason County and/or loss of public confidence in the operation of Mason County. Utilization of these systems is a privilege. Employees should never put information on or access services unless they would be comfortable with the information associated with their name in public. By using Mason County's communications and data systems,employees agree that they are aware of,understand and comply with the provisions of this policy. 15.2 Definitions Computers Systems: Includes individual desktop and laptop computers (PCs), e-mail system, internet access,file servers,digital media such as floppy disks,Compact Digital disks(CDs)and Digital Video disks (DVDs),and all other components of Mason County's computer systems. E-Mail:The County's e-mail system. Intranet:Web site containing content for internal use. Internet:The worldwide network of computers. Software:The digital programs that perform functions on the PCs and network. All software normally has a copyright and is licensed. Streaming Audio(or Video): Technology used to"play"or view audio/video on a PC from a remote source or Web site over the network. Can be used for music, voice, lectures,videos, and other audio/video material. It generally consists of a continuous stream of data coming over the network. Web Browsing:Use of a software tool to access Web sites on the Internet. 15.3 Roles and Responsibilities Mason County owns all information services resources; use of such resources constitutes consent to monitor, inspect and audit any data or information resident on those resources without permission or further notice. The Board of County Commissioners shall approve the Acceptable Use Policy. Elected officials and Department Heads shall be responsible for the following: a. Informing their personnel of acceptable use policies and acceptable use of information resources. b. Ensuring that personnel under their supervision comply with these policies. Mason County Personnel Policy Page 94of121 c. Ensure the contract personnel under their supervision comply with these policies and procedures. 15.4 Equipment and Programs 15.4.1 Acquiring Hardware and Software To prevent the introduction of malicious code and protect the integrity of County information resources, all hardware and software shall be obtained through or with the advice of Information Services. 15.4.2 Complying with Copyright and Licensing All software utilized shall be procured by Mason County and shall be licensed and registered in the name of Mason County. All personnel shall abide by software copyright laws and shall not obtain, install, replicate,or use software except as permitted by the software licensing agreements. 15.4.3 Using Personally Owned Software To protect the integrity of County resources and licensing requirements, personnel shall not use personally owned software on Mason County information systems.This includes, but is not limited to, personally purchased and licensed applications and shareware. Exception:Personally owned Personal Digital Assistant(PDAs)that are compatible with the County systems,may be installed with the authorization of the Elected Official or Department Head. The software licensing that accompanies the PDA must allow concurrent home and business use. 15.5 E-Mail and Voice Mail(Electronic Communication) 15.5.1 Acceptable Use Mason County provides electronic communications to facilitate the conduct of government business. Occasional and incidental personal electronic communications use shall be permitted if it does not interfere with the government's ability to perform its mission. However,while they remain in the system, personal messages shall be in the possession and control of Mason County and shall be deemed public information,unless specifically protected by law. 15.5.2 Prohibited Use Prohibited activities when using government electronic mail shall include,but not be limited to,sending, or arranging to receive the following: a. Information that violates county,state or federal laws and regulations. b. Any material that may defame,libel,abuse,tarnish,or portray in false light,the recipient,the sender, or any other person. c. Pornographic,racist,sexually oriented,offensive material,chain letters,unauthorized mass mailings, or malicious code. 15.5.3 Encryption Encrypting electronic mail,messages or data shall comply with the following: a. Use of encryption will be approved by the Commissioners. IL_ Mason County Personnel Policy Page 95of121 b. Place the key or other similar file for all encrypted electronic mail in a directory or file system that can be accessed by the responsible Elected Official or Department Head prior to encrypting email. c. Supply the key or other device needed to decrypt the electronic mail upon request by authorized management. d. Use of encryption without prior authorization will be considered violating this policy. 15.6 E-Mail Management Recognizing that e-mail messages that meet the definition of a public record must be managed according to approved records retention periods,Mason County has implemented a process to support the proper management of e-mail records. It is the responsibility of all County employees to manage records according to retention requirements mandated by federal,state and/or local statute,grant agreement, and/or other contractual obligations and Mason County's policies and procedures. Storing every email is not the same as managing public records created and/or received as emails. Such a strategy is unlikely to be sustainable in the long run,will make it harder to locate the public records that do need to be retained and may not be the most efficient use of agency resources. Mason County supports appropriate management of e-mail messages through: a. Implementation of an email archiving solution that provides central storage and access of e-mail messages that meet the definition of a public record. b. Development of user procedures and guidelines. c. Training for email storage is available to all employees through the Secretary of State https://www.sos.wa.gov/archives/recordsmanagement/managing-emails.aspx. Please contact the department's records retention staff for assistance. 15.6.1 Policy All e-mail messages sent or received that are related to the conduct of County business must be evaluated for the function and content of the record. The function/content of each e-mail message should be evaluated against the following criteria of a public record: • Was the email created while doing County business? • Was the email received for action? • Does the email document County activities,decisions,or actions? • Is the email mandated by statutes or regulations? • Does the email support financial obligations or legal claims? • Does the email communicate County requirements? Email messages that meet the definition of a public record must be managed according to their approved retention period in their native format. a. FeteRt6AR PeFiedia t h ei r native format. IL_ Mason County Personnel Policy Page 96of121 https://www.sos.wa.gov/archives/recordsmanagement/local-government-records-retention- schedules---alphabetical-list.aspx b. All email messages sent or received from a County email address will be retained for a minimum of ninety 901 days by the County's email system. c. Employees have ninety J901 days from the date an email message was created or received to determine if an email meets the definition of a public record. All emails that are public records must be retained in their native format for their approved records retention period.Retention periods are based on functional use of the information contained in each message. d. Employees shall place email messages in email storage folders for the appropriate retention period as approved by the Washington State Local Records Committee Records Retention Schedule.The email archiving system will retain email based on folder designation.It is critical to use the appropriate email storage folder. e. Ninety 901 days after the received date, e-mails will be purged from the County's email system (Outlook). E-mails in an employee in-box will be retained by the county's archiving system(Retain) for two years and deleted e-mails will be retained for one year.This process will purge archived emails that have met their required retention period and junk e-mails. Purged means deleted and unrecoverable. f. To comply with records management requirements and the Washington State Public Records Act (RCW 42.56) email messages that meet the definition of a public record must be stored within technology systems supported by the County.The County's email archiving solution is considered the official system of record for County email messages.Requests for alternative methods for retaining emails must be submitted to the Information Technology Department for approval. g. The creation of new Microsoft Outlook Personal Storage Table(.pst)files is prohibited. 15.6.2 Definitions Public Record: Information in any format that has been made by or received by Mason County in connection with the transaction of public business. Transitory Record:A public record with minimum retention value. These records can be deleted"as soon as no longer needed for agency business". They are subject to public disclosure while they exist. Non-Record:Non-records may be created or maintained by County employees,but do not document the organization,functions,policies,decisions,procedures,operations,or other activities of Mason County. (Resolution No.68-19) 15.7 Internet Access Access to the Internet is available to employees,contractors,whose duties require it for the conduct of government business. Since Internet activities may be monitored, all personnel accessing the Internet shall have no expectation of privacy. ILMason County Personnel Policy Page 97of121 15.7.1 Acceptable Use Mason County provides Internet access to facilitate the conduct of government business. Occasional and incidental personal internet use shall be permitted if it is not a Prohibited Use activity,is not conducted during county work time and does not interfere with the government's ability to perform its mission. Elected officials and Department Heads shall determine when usage is acceptable for their employees. 15.7.2 Prohibited Use Prohibited activities when using the Internet include,but are not limited to,the following: a. Browsing explicit pornographic or hate-based web sites, hacker or cracker sites,or other sites that Mason County has determined to be off-limits. b. Posting, sending, or acquiring sexually explicit or sexually oriented material, hate-based material, hacker-related material,or other material determined to be off-limits. c. Posting or sending sensitive information without management authorization. d. Accessing outside personal e-mail accounts such as Hotmail or Yahoo mail. Downloads or attachments from these accounts could bypass the County e-mail virus software. Information needed from these accounts should be forwarded to the employee's County e-mail address. e. Using other services available on the Internet,such as FTP or Telnet,on systems for which the user does not have an account,or on systems that have no guest or anonymous account for the service being used. f. Posting commercial announcements or advertising material. g. Promoting or maintaining a personal or private business. h. Receiving news feeds and push data updates unless the material is required for government business. i. Using non-work-related applications or software that occupy excess workstation or network processing time(e.g.,processing in conjunction with screen savers,streaming audio,or video feeds). J. Conducting fund-raising,endorsing any product or service,lobbying,or participating in any political or campaign activity. 15.8 Generally Prohibited Uses of Information Resources Generally prohibited activities when using government information resources shall include, but are not limited to,the following: a. Stealing or copying electronic files without permission. b. Violating copyright laws. This includes downloading copyright music or video files. Mason County Personnel Policy Page 98of121 c. Browsing the private files or accounts of others,except as provided by appropriate authority. d. Performing unofficial activities that may degrade the performance of systems or waste employee time,such as the playing of electronic games. e. Performing activities intended to circumvent security or access controls of any organization,including the use of hardware or software tools intended to defeat software copy protection, discover passwords, identify security vulnerabilities, decrypt encrypted files, or compromise information security by any other means. f_Writing,copying,executing,or attempting to introduce any computer code designed to self-replicate, damage,or otherwise hinder the performance of or access to any computer,network,or information. Formatted:Font:(Default)+Body(Calib() • Formatted:Left,Indent:Left: 0.5",Line spacing: g. Accessing the County network via modem or other remote access service without the approval of \ Multiple 1.15 li, No bullets or numbering management. Formatted:Indent:Left: 0.25", No bullets or numbering h. Promoting or maintaining a personal or private business or using County information resources for personal gain. i. Using someone else's logon ID and password. j. Disclosing any County information that is not otherwise public. 15.9 Monitoring,Auditing,and Inspection Elected Officials and Department Heads may monitor,inspect,or audit the e-mail,data,or information their employees create or utilize on the County information services resources at any time. System administrators and other personnel with unrestricted access to email, files, data, and similar services shall receive approval from the supervising Elected Official or Department Head prior to decrypting,opening,or reading the e-mail,data,or information of their employees. If due to unusual circumstances,such as result of viruses,malicious programs,equipment failure or error, employee e-mail, data or information is read or intercepted, then system administrators and other employees that intercept, read,or view the information shall inform the responsible Elected Official or Department Head at the first opportunity. An Elected official may en4y-be monitored,inspected,or audited only with the express authorization of the Prosecutor. Mason County Personnel Policy Page 99of121 Chapter 16—Social Media Policy To address the fast-changing landscape of the Internet and the way residents communicate and obtain information online, Mason County departments may consider using social media tools to reach a broader audience.The County encourages the use of social media to further the goals of the County and the missions of its departments,where appropriate.This policy is not meant to address one form of social media;rather social media in general,as advances in technology will occur and new tools will emerge. Mason County personnel will approach the use of social media tools as consistently as possible,County Government wide. All Mason County social media sites shall comply with all appropriate RCW,Mason County policies and standards,including but not limited to: a. Mason County Electronic Information Acceptable Use Policy(Revision F) b. Mason County Blogging Policy c. Mason County Electronic Communications Policy d. Mason County Personnel Policy e. RCW 42.52 Ethics in Public Service f. Mason County Social Media Standards for Facebook and T..�tterX g. State of Washington public records laws Mason County has an overriding interest and expectation in deciding what is"spoken"on behalf of the County on social media sites.This policy establishes guidelines for the use of social media. 16.1 Definitions Blog:A self-published diary or commentary on a particular topic that may allow visitors to post responses, reactions,or comments.The term is short for"Web log." Blog article:An original posting of content to a Mason County blog site by a Mason County blog author. Blog commenter:A member of the public who submits a comment for posting in response to the content of a particular Mason County blog article. Blog comment:A response to a Mason County blog article submitted by a blog commenter. Mason County blog author:An authorized Mason County employee/official that creates and is responsible for posted blog articles(see blog article below). Mason County blog moderator:An authorized Mason County employee/official,who reviews,authorizes, and allows content submitted by a Mason County blog authors and public commenters to be posted to a Mason County blog site. Mason County Personnel Policy Page 100of121 Page: The specific portion of a social media website where content is displayed and managed by an individual or individuals with administrator rights. Post:Contents an individual share on a social media site or the act of publishing content on a site. Profile:Information that a user provides about themselves on a social networking site. Social Media: A category of Internet-based resources that integrate user-generated content and user participation.This includes,but is not limited to,social networking sites(Facebook,Instagram"" ), micro-blogging sites(Tw#terX,Nixle),photo-and video-sharing sites(Flickr,YouTube),wikis(Wikipedia), blogs,and news sites(Digg,Reddit). Social Networks:Online platforms where users can create profiles,share information,and socialize with others using a range of technologies. Speech:Expression or communication of thoughts or opinions in spoken words,in writing,by expressive conduct,symbolism,photographs,videotape,or related forms of communication. Web 2.0:The second generation of the World Wide Web focused on shareable,user generated content, rather than static web pages.Some use this term interchangeably with social media. Wiki:Web page(s)that can be edited collaboratively. 16.2 Administration of Social Media The Mason County Information Services Department will maintain a list of social media tools which are approved for use by County departments and staff. The Mason County Information Services Department will maintain a list of all Mason County social media sites, a list of logins and passwords will be supplied by department / Office directors/ managers.(The Mason County Information Services Department must be able to immediately edit or remove content from social media sites.) The Official Mason County logo must appear somewhere on the"cover page"of the social media site. Mason County personnel use of personally owned devices to manage the County's social media activities or in the course of official duties is prohibited without express written permission by their Department Head. Mason County personnel shall observe and abide by all copyright, trademark, and service mark restrictions in posting materials to electronic media. For each social media tool approved for use by the County the following documentation and financial planning will need to be developed and adopted by each department/office: • Standards and processes for managing and administration of accounts. • Written operational and use guidelines. • Secured budgeting for the approved retention and archiving program. Mason County Personnel Policy Page 101of121 The following social media sites and networks have been approved for use by Mason County: • Tw4te X—Mason County T..tte X Standard • Facebook—Mason County Facebook Standard All additional social media tools proposed for County use will be forwarded to Information Services for review and processing for approval. 16.3 Mason County Website The Mason County website(https://masoncountywa.gov/index.php)will remain the County's primary and predominant internet presences.The best,most appropriate Mason County uses of social media tools fall generally into two categories: a. As channels for disseminating time-sensitive information as quickly as possible —4 lexample:emergency information). b. As marketing/promotional channels which increase the County's ability to broadcast its messages to the widest possible audience. Wherever possible,content posted to Mason County social media sites should contain links directing users back to the County's official website for in-depth information,forms, documents,or online services necessary to conduct business with Mason County. As is the case for Mason County's web site,assigned department staff will be responsible for the content and upkeep of any social media sites their department may create. 16.4 Social Media Public Records Mason County's social media sites are subject to State of Washington public records laws(RCW 42.56). Any content maintained in a social media format that is related to County business,including a list of subscribers, and posted communication, is a public record.The Department maintaining the site is responsible for responding completely and accurately to any public records request for public records on social media.Content related to County business shall be maintained in an accessible format so that it can be produced in response to a request utilizing an approved retention and archiving program. Wherever possible,such sites shall clearly indicate that"any articles and any other content posted or submitted for posting are subject to public disclosure". Users shall be notified that public disclosure requests must be directed to the relevant departmental public disclosure officer. Washington state law and relevant Mason County records retention schedules apply to social media formats and social media content. Unless otherwise addressed in a specific social media standards document,the Department maintaining a site shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period on a County server in a format that preserves the integrity of the original record and is easily accessible through the approved retention and archiving program.Appropriate retention formats for specific social media tools are detailed in the Mason County Social Media Standards for Facebook and XTwittefX. Mason County Personnel Policy Page 102of121 16.5 Users and Visitors of Mason County Social Media Users and visitors to social media sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication between Mason County departments and members of the public. Social media pages should state,where possible,that"Opinions expressed by visitors to the page(s)do not reflect the opinions of Mason County". Pages shall clearly indicate that posted comments will be monitored and that the department reserves the right to remove obscenities,off-topic comments,and personal attacks. Mason County social media site articles and comments containing any of the following forms of content shall not be allowed: a. Comments not topically related to the particular social medium article being commented upon. b. Comments in support of or opposition to political campaigns,ballot measures or pending action items. c. Profane language or content. d. Content that promotes, fosters, or perpetuates discrimination based on race, creed, color, age, religion, gender, marital status, status about public assistance, national origin, physical or mental disability or sexual orientation. e. Sexual content or links to sexual content. f. Solicitations of commerce. g. Conduct or encouragement of illegal activity. h. Information that may tend to compromise the safety or security of the public or public systems; or i. Content that violates the legal ownership interest of any other party. These guidelines must be displayed to users or made available by hyperlink. Any content removed based on these guidelines must be retained,including the time,date,and identity of the poster when available. Mason County Information Services Department reserves the right to restrict or remove any content that is deemed in violation of this social media policy,or any applicable law posted on a Mason County social media site. 16.6 Blogging Policy Mason County departments Facebook and XTw#terX accounts, commonly referred to as "blog" sites, provide County officials the ability to post short articles,exchanges of information,post status updates and photos, and receive notifications related back to those postings. County blogs facilitate further discussion of those articles by providing members of the public the opportunity to submit comments regarding the articles. Comments submitted by members of the public must be directly related to the content of the article.Submission of comments by members of the public constitutes participation in a limited public forum. Mason County Personnel Policy Page 103of121 16.6.1 Procedures All County blogs shall be: a. Approved and reviewed by the Mason County department/office Elected Official and the Mason County Information Services Manager. b. Published using the approved County blog sites(see Social Media Policy). c. Administered by the Mason County Information Technology Department (except Mason County Sheriff's Office). All Mason County blogs shall adhere to the following Revised Codes of Washington and County policies: a. Mason County Electronic Information Acceptable Use Policy(Revision F) b. Mason County Electronic Communications Policy c. Mason County Personnel Policy d. RCW 42.52 Ethic in Public Service e. Mason County Facebook Standards f. Mason County T..�tr rX Standards The Mason County department/office or Information Services Department reserves the right to restrict or remove any content that is deemed in violation of this blogging policy or any applicable law. a. Mason County blogs are subject to State of Washington public records laws.All blog sites shall clearly indicate that any content posted or submitted for posting is subject to public disclosure.All blog sites shall include a notification on the home page that public disclosure requests must be directed to the department's public disclosure officer.(See Mason County Social Media Policy) b. Relevant Mason County records retention schedules apply to blogs and blog content. Records required to be maintained pursuant to a relevant records retention schedule shall be maintained for the required retention period in a format that preserves the integrity of the original record and is easily accessible using the approved retention and archiving program.Content submitted for posting that is deemed not suitable for posting on a Mason County Blog by a moderator because it is not topically related to the particular blog article being commented upon or is deemed prohibited content based on the criteria in Section 7 of this policy,shall be retained pursuant to the records retention schedule along with a description of the reason the specific content is deemed not suitable for posting. c. Each County blog shall include an introductory statement which clearly specifies the purpose and topical scope of the blog. d. County blog articles and comments containing any of the following forms of content shall not be allowed for posting: I. Comments not topically related to the blog article being commented upon. II. Profane language or content. Mason County Personnel Policy Page 104of121 III. Content that promotes,fosters,or perpetuates discrimination based on race,creed,color,age, religion, gender, marital status, status regarding public assistance, national origin, physical or mental disability or sexual orientation. IV. Comments that support or oppose political campaigns or ballot measures. V. Sexual content or links to sexual content. VI. Solicitations of commerce. VII. Conduct or encouragement of illegal activity. Vill. Information that may tend to compromise the safety or security of the public or public systems. IX. Content that violates a legal ownership interest of any other party e. Mason County blog moderators shall allow blog comments that are topically related to the blog article being commented and thus within the purpose of the limited public forum,except for the prohibited content listed above. f. All Mason County blog moderators shall be trained regarding the terms of this Mason County Blogging Policy, including their responsibilities to review article content submitted for posting to ensure compliance with the Policy. g. All blog sites shall clearly indicate that they are maintained by a particular Mason County department/office and shall have the Mason County department's/office contact information prominently displayed. 16.6.2 Author and Commenter Identification All Mason County blog authors shall be clearly identified by entering their name at the end of the post. Public commenters shall be accompanied by valid contact information including the poster's Facebook or XTwkteFx I.D. Anonymous posting shall not be allowed. Authentication credentials used for posting blog articles and blog comments by authorized Mason County department/office blog authors shall conform to the County's password standard. 16.6.3 Ownership and Moderation The content of each Mason County blog shall be the sole responsibility of the department/office producing and using the blog. Comments submitted to a Mason County blog shall be moderated by an authorized blog moderator that has been trained and assigned by the department/office manager. 16.6.4 Blog Comments and Responses All blog articles submitted with attached content shall be scanned using antivirus technology prior to posting. The linked content of embedded hyperlinks within any Mason County blog articles or blog comments submitted for posting shall be evaluated prior to posting.Any posted hyperlinks shall be accompanied by a disclaimer stating that"Mason County guarantees neither the authenticity,accuracy,appropriateness nor security of the link,web site or content linked thereto." Mason County Personnel Policy Page 105of121 16.7 Facebook Standards Policy Facebook is a social networking site. Businesses and governments have joined individuals in using Facebook to promote activities, programs, projects, and events.This standard is designed for County departments/Offices looking to drive traffic to the Mason County Web sites(www.masoncountywa.gov) and to inform more people about County's activities.These standards should be used in conjunction with the County's Blogging Policy and Social Media Policy. As Facebook changes, these standards may be updated as needed. 16.7.1 Establishing a Page When a department determines it has a business need for a Facebook account,it will submit a request through their chain of command to the Elected Official or Division Director. Once approved by their Elected Official or Division Director,the department social media personnel will create the page which will include the official County logo. 16.7.2 Content a. Type of'pages' I. The County department will create"pages"on Facebook not"groups". Facebook"pages"offer distinct advantages including greater visibility, customization, and measurability. Related community pages are unofficial representations of county business created by Facebook. Community pages will currently be accepted as is unless there is a copyright/trademark issue. II. For"type"description,choose"government". b. Page Design Requirements I. The Mason County logo is to be added to the cover photo. II. Departments will complete the Page Info section as fully as possible. III. If comments are turned on,the Facebook page should include a tab/link to a Comment Policy tab with the following disclaimer: Comments posted to this page will be monitored. Under the Mason County blogging policy, the County reserves the right to remove inappropriate comments including those that have obscene language or sexual content threaten, or defame any person or organization, violate the legal ownership interest of another party, support or oppose political candidates or ballot propositions, promote illegal activity, promote commercial services or products,or are not topically related to the particular posting. c. Link to the Mason County Website I. Link to(www.masoncountywa.gov)will be included on the"Page"information section. II. County department and project pages should be page favorites of other County Facebook pages. d4. Page Naming _- Formatted:Indent:Left: -0.25" I. Page name should be descriptive of the department. 1. Departments will choose carefully with consideration for abbreviations,slang iterations,etc. 2. The Division Director will approve proposed names. IN a- e. Page Administrators . --- Formatted:Normal,Indent:Left: -0.06",Hanging: 0.25", No bullets or numbering Mason County Personnel Policy Page 106of121 a. A successful page requires"babysitting." Each department communications officer is responsible for monitoring the Facebook page. Posts should be approved by the Division Director or a designated alternate. b. The department communications officer is responsible for making sure content is not stale. Departments will designate a back-up editor in communications officer's absence. c. The Information Service department will be provided logins,passwords and editing rights by the Division Director or Elected Official for emergency editing. f Comments and Discussion Boards - Formatted:Normal,Indent:Left: 0",Hanging: 0.44", No bullets or numbering a. Comments to department/office postings generally will be allowed but will be monitored by department/office communications officer for proper content. b. Discussion boards will be monitored by the communications officer for proper content. E g_Style Formatted:Normal, No bullets or numbering a. County Department Facebook cover page will display the official County logo.The Information Services Department will provide departments with the official county logo. b. Departments will use proper grammar and standard Associated Press(AP)style,avoiding jargon and abbreviations.Facebook is more casual than most other communication tools but still always represents the County. In Applications and Security Formatted:Normal, No bullets or numbering a.b.There are thousands of Facebook applications. Common applications can allow users to stream video and music, post photos, and view.While some may be useful to the page's mission,they can cause clutter and security risks. Vic.An application should not be used unless it serves a business purpose, adds to the user experience,comes from a trusted source,and is approved by the Elected Official or Division Director. Ed.An application may be removed at any time if there is significant reason to think it is causing a security breach or spreading viruses. Vie.For security purposes, all Facebook accounts logins and passwords will be kept by the assigned department communications officers, Division Director / Elected Official, and Information Services. 16.7.3 Archive Each Facebook page will be set up in conjunction by Information Services to a designated county account.Mason County's social media sites are subject to State of Washington public records laws RCW 42.56. Mason County Personnel Policy Page 107of121 Content that cannot be retrieved from Facebook via the approved retention and archiving program,but need to be retained as a record, will be printed, and maintained according to the County's records retention policy by that individual department/office utilizing the account. 16.8 TW#tteFX Standards Policy TwitterX is a micro blogging tool that allows account holders to tweet up to 140 characters of information to followers. By procuring and maintaining TwitteFX accounts, County departments will communicate information directly to their Tv4tp X followers,alerting them to news and directing them to the Mason County Website (www.masoncountywa.gov)for more information.These standards should be used in conjunction with the County's Social Media Policy. 16.8.1 w'6.8.1 Content Formatted:Outline numbered+Level:3+Numbering a. Department communications officer shall hold and maintain their department's TwitteKX account. Style:1,2,3,...+Start at:1 +Alignment:Left+Aligned at: 0.5"+Indent at: 1" a. a-b.Each department will have only one TwittefX account,unless otherwise approved by the Elected Formatted:Normal,Left,Indent:Left: 0",Don't add Official or Division Director.Account information,including usernames and passwords,shall be space between paragraphs of the same style,Outline registered,and updated with the department Communications officer,Division Director,and Elected numbered+Level:1 +Numbering Style:a,b,c,...+ Start at:1 +Alignment:Left+Aligned at: 0.25"+Tab Official. The Information Service department will be provided logins,passwords and editing rights after: 0.5"+Indent at: 0.5",Tab stops:Not at 0.5" by the Division Director or Elected Official for emergency editing.*"^Divigien Qirpetnr Ar EI^^'^ri Offiemal fRr PFAPFgeney editing 49..C.AII Mason County department's TwAteFX bio will read: (Department name) Comments, list of followers subject to public disclosure(RCW 42.56).If appropriate the following will be added:This site is not monitored.Call 911 for emergencies. Ed.TwitterX usernames shall begin with "Mason" (MasonParks, MasonPW and MasonPH). In cases where the username is too many characters,begin with"MC"(MCProsecutor). Vie. Department TA*itTerX account backgrounds will share an official Mason County logo provided by the Information Services Department. e-f_T-witterX accounts shall serve three primary purposes: I. Get emergency information in/out quickly. II. Promote County-sponsored events. III. Refer followers to content hosted at www.masoncountywa.gov 7. Information posted on TwitteFX shall conform to the policies and procedures of the County Social Media Policy and the department/office posting the information.Tweets shall be relevant,timely and informative. 8. Twitte X content is a short synopsis of information presented on the Mason County Website and other existing information dissemination mechanisms. Department communications officer shall ensure that information is posted correctly the first time.TwitterX does not allow content editing. Mason County Personnel Policy Page 108of121 9. Department communications officer shall be responsive to those citizens who communicate via Tw4t .X's @reply or direct message functions. Communication with followers will be timely and consistent with existing protocols. 10. Mason County Information Services Department shall have the right to suspend or close a Teat{KX account for improper usage in alliance with the Mason County Social Media Policy. 16.8.2 Archive The Department communications officer shall be responsible for archiving Twit4.rX posts.Initial policy will be to archive T..�t ffX postings with the approved retention and archiving program selected by the Information Services in accordance with RCW 42.56.In the retention and archiving program T-wit4L-rX archives may not be visible to the public but will be accessible for public document retention purposes. Mason County Personnel Policy Page 109of121 Chapter 17—Cellular Telephone Policy This policy applies to all employees of Mason County,unless otherwise addressed by a current collective bargaining agreement or public safety policy. 17.1 Definitions Cellular Telephones:This includes but is not limited to: Mobile devices that can be used for phone calls and/or text messages,internet,and network features. Electronic Files: Information stored electronically residing on storage media containing data, images, programs,or other information.This includes all files produced or copied onto County-owned or operated hardware,orfiles produced or copied either to or from other information systems on behalf of the County. Text Messages:The act of composing and sending brief, electronic messages between two or more mobile phones,or fixed or portable devices over a phone network. Internet:Refers to connectivity with other agencies,networks and/or services outside local area networks established and maintained by Mason County. 17.2 County Owned Cellular Phones It is the policy of Mason County to provide employees with efficient, cost-effective telephone communication equipment and services. The purchase and utilization of cellular telephones shall be limited to the requirement and speeifiea=ia:,specifications contained in this policy. The acquisition of cellular telephones shall be limited to those instances in which there is a demonstrated need for such equipment to perform essential County business or to improve safety,increase productivity, increase service to the public,or in situations in which necessary communications cannot be provided by any other means.The purchase of cellular telephones shall be subject to approval by the Department Head and completed by Mason County Information Services. The County Information Services Department shall install, service, and support cellular telephones software connected to the County's network system. All equipment purchases, including hardware (phones) or software (applications), shall be approved, in writing, by the department head prior to purchase or installation on to cellular phone or communications equipment by Information Services. Additionally,electronic communication equipment purchased and owned by employees with the intent of using it for County purposes will not be eligible for County reimbursement or to be placed on the County's network system. 17.3 Use of Cellular Phones Discretion is to be used in discussing confidential information using cellular communication. Cellular transmissions can be overheard by others. Employees are responsible for taking reasonable precautions to prevent theft and/or vandalism of cellular equipment. In the event an employee fails to use reasonable precautions,the county may require the employee responsible for such cellular telephone to reimburse the county for the reasonable cost to replace such telephone. Mason County Personnel Policy Page 110of121 All phones containing or accessing County information are required to have a PIN code,password,facial recognition,or swipe pattern enabled for security purposes. 17.4 Personal Use of Cellular Phones The County recognizes that occasions arise in which personal calls or text messages need to be made or received on a cellular telephone. However, it is intended that cellular telephones be used for County business-related purposes.Personal calls and text messages are to be minimized.Calls or text messages home or to the family,etc.,by County staff when required to work extended hours shall be considered business calls or texts. Making and receiving personal calls or text messages should be limited. Use of personal cellular telephones and/or County telephone equipment and services should not result in additional costs to the County and should not interfere with performance of official duties or normal business operations. Employees are trusted to exercise good judgment in both the duration and frequency of such calls and text messages.The County reserves the right to monitor the billing and use of all County owned cellular telephones. The County normally does not reimburse employees for calls made on personal cellular phones. 17.5 Termination of Use of County Owned Cellular Phones If the conditions of this policy are violated by the employee, the department head may restrict or terminate the use of County owned cellular phones by the employee. 17.6 Records Retention of Cell Phone Record The County Auditor's Office will retain copies of the County cellular telephone billing records. These billing records must include call history(all numbers called and text messages)in accordance with the laws set forth by the State of Washington.Billing records sent to the Auditor's Office without the call history will not be paid and sent back to the department due to lack of information.Text message contents will be retained in the same fashion as the County's e-mails. Cellular phone calls,text messages,e-mails,electronic files,and internet usage made on County owned phones are subject to the Public Records Act(RCW 42.56),and the Washington Court Rules and specifically General Rules (GR) 22, 31 and 31.1 for courts. Therefore, there is an extremely narrow scope of expectation of privacy. All calls and text messages are open to public records requests. Information Services will provide text message management;install the application for and storage of text messages. 17.7 Service Billing Information Services will manage and administer all County cellular phone contracts to include service plans,maintenance agreements and upgrades. The retention software will be purchased and funded by Information Services. The cellular company will provide Information Services with individual department statements of monthly services. Information Services will provide individual departments with a copy of their monthly statements. Each county department/office will be responsible for yearly budgeting and Support Services will voucher payment from the individual departmental budgets. Mason County Personnel Policy Page 111of121 The consolidated contract's services will be shared by all County owned cellular telephones and will be subject to review by Information Services of individual's usage. If individual's usage exceeds the County's average usage and an overages fee is charged,those individual's departments will be responsible for the payment of the overage fee. If an individual's usage is determined to be for non-county use, the individual shall be personally responsible for the overages fee. Mason County Personnel Policy Page 112of121 J1 Chapter 18—Telework Policy 18.1 Purpose To establish guidance and direction for when there is a determined need for qualified employees to conduct County business from a location outside the normal work location. Telecommuting may be appropriate for some employees and lobs but not for others.Telecommuting is not an entitlement,it is not a County benefit, and does not change the terms and conditions of employment with Mason CountyX#sap-Ce :y. Telecommuting must be submitted in the designated format and pre-approved prior to commencing. 18.2 Eligibility Considerations employees Fnay request approval to telewerk, but all rnay nat be eligible. :All telecommuting agreements must be approved by the Elected Official/Department Head. While telecommuting may be considered throughout the County,it may not be appropriate for all positions. Employees are not entitled to nor guaranteed the opportunity to telework and it may be revoked at any time. Employees are expected to maintain high-quality productivity, performance, communication and responsiveness standards,and to meet deadlines. _• Formatted:Normal, No bullets or numbering An employee's request to telework will be considered^^^^ ^•i--g theusing the objectives of the office ors -- Formatted:Space Before: 0 pt,After: 0 pt department.and must be approved by the Elected Official/County Administrater�Department Head fe the effice OF depaFtment. Approval is discretionary and will be based on the following factors: Formatted:Indent:Left: 0",Numbered+Level:1 + Via.office/Department needs,e.g.,emergencies,special projects,critical position,etc. •' Numbering Style:a,b,c,...+Start at:1 +Alignment: Left+Aligned at: 0.25"+Indent at: 0.5",Tab stops: fib.Employee's job performance history. 0.44",Left Formatted:Indent:Left: 0",Numbered+Level:1 + Vic.Nature of work. '\ Numbering Style:a,b,c,...+Start at:1 +Alignment: Left+Aligned at: 0.25"+Indent at: 0.5",Tab stops: 4 d.Effect on service to clients and effect on office workload. \ 0.44",Left Formatted:Indent:Left: 0",Numbered+Level:1 + Vie.Competing work schedule or leave requests. Numbering Style:a,b,c,...+Start at:1 +Alignment: Left+Aligned at: 0.25"+Indent at: 0.5",Tab stops: Approval for teleworking under this policy is for remote work performed in Washington State only. 0.44",Left Employees wanting to temporarily work remotely outside of Washington State must receive approval Formatted:Indent:Left: 0",Numbered+Level:1 + from Human Resources and their Department Head/Elected Official. Numbering Style:a,b,c,...+Start at:1 +Alignment: Left+Aligned at: 0.25"+Indent at: 0.5",Tab stops: 18.3 Job Responsibilities and Conditions 0.44°,Left a. Employee salary,job responsibilities,benefits and insurance coverage will not change. Formatted:Indent:Left: 0",Numbered+Level:1 + Numbering Style:a,b,c,...+Start at:1 +Alignment: Left+Aligned at: 0.25"+Indent at: 0.5",Tab stops: 0.44",Left Mason County Personnel Policy Page 113of121 b. Professionalism in terms of job responsibilities,work,output,and customer service will continue to follow the high standards set by County policies. c. Teleworkers are responsible for maintaining effective workflow among clients, coworkers,and the Elected Official/County Administrator/Department Head. d. The amount of time an employee is expected to work will not change. Overtime hours will not be permitted unless requested and authorized in advance by the supervisor. e. Teleworking is not a substitute for dependent care. f_Teleworkers may withdraw or be withdrawn by the Elected Official/County Administrator/Department Head from the program at any time with three(3)days written notice,or sooner if there is an immediate need. Formatted:Font:(Default)+Body(Calibri) f7g.Teleworkers are responsible for conforming to all policies and procedures. Formatted:Left,Indent:Left: 0.5",Space After: 10 pt, Line spacing: Multiple 1.15 li, No bullets or numbering 18.4 Telework Site The Teleworker must designate and maintain a clean,safe,and productive workspace that is adequate for accomplishing necessary tasks and free of obstructions and distractions. The site must also be ergonomically correct based upon Labor & Industries guidelines to prevent occupational disease or injuries. a. Employees telework sites are considered an extension of the office/department for limited purposes while employee is in official telework status.All County policies are in effect. b. The County owned computing device, or any other equipment assigned to the employee while teleworking shall not be used for personal business. c. The County may make on-site inspections of the tekwAKIF-weAtelework site and any County-owned equipment,at a mutually agreed upon time. d. The County may electronically monitor employee's activities while connected to County network. e. Teleworkers will take precautions necessary to secure proprietary and confidential information and prevent unauthorized access to any County systems or paper files. f. Employees in telework status shall be available during the approved work schedule for telephone calls. g. The county will not pay for a telework site(physical facility),telephone lines,or internet connection. h. A Teleworker must not conduct in-person meetings with customers or co-workers while working from home. Mason County Personnel Policy Page 114of121 18.5 Computers,Software,Supplies,and Support a. Any hardware or software furnished by the County remains the property of the County and will be returned should a teleworking agreement be terminated.Information Technology(IT)will coordinate all transfers of equipment according to established procedures. b. County owned software may not be duplicated except as formally authorized by the manufacturer's licensing agreement. c. Any requests for PCs or terminals with access to County networks,mainframes,or other applications must be reviewed and approved by the IT Department. d. County equipment (computers, printers, modems, telephones, etc.) furnished to the teleworking employee is to be used only by authorized persons for official County business. e. Supplies required to complete assigned work at the telework work site shall be obtained during the teleworker's in-office work periods. f. IT shall be responsible for any County equipment maintenance, installation of software, security access,or support. g. Only County approved software will be installed on County approved teleworking equipment. h_Teleworkers requiring access to the County's Virtual Private Network(VPN)must contact IT Help Desk at 360-427-9670 ext. 558, via the County's IT Support Ticket System at http://helpdesk.mason.local/tickets/to request an account. Formatted:Font:(Default)+Body(Calibn) k, Tnumbering d:Left,Indent:Left: 0.5",Space After: 10 pt, 18.6 Workers'Compensation ng: Multiple 1.15 li, No bullets or numbering During Telework hours, the Teleworker is covered for any injury arising out of and in the course ofd:Indent:Left: 0.25", No bullets or employment pursuant to the Washington State Workers'Compensation Act.A Teleworker injured while working at the Teleworker's residence or other Remote Work Locations is required to follow established County procedures for reporting on-the-job injuries.This can be found on the Human Resources website: https:Hmasoncountywa.gov/forms/human-resources/Employee-Injury-Illness-Incident-Report.pdf 18.7 Overtime, Leave,and Compensation In accordance with the County's overtime policy,overtime must be approved in advance to preclude any unintended liability for premium pay.Teleworkers must receive supervisory approval prior to working beyond their normal hours of duty.Failure to obtain supervisory approval may result in the termination of the Telework Arrangement and possible disciplinary action. Procedures for requesting leave will remain unchanged.The teleworker is responsible for obtaining leave approval in advance and keeping appropriate personnel informed of leave usage in accordance with either the Personnel Policy or applicable Collective Bargaining Agreement policy and procedures. Mason County Personnel Policy Page 115of121 Teleworkers working at their Remote Work Location will be granted the same holidays as employees working at the Main Worksite. If a Teleworker becomes sick at anytime while Teleworking,the Teleworker must immediately notify their manager and use sick leave to cover those hours not worked.If a Teleworker must take some other form of leave,the Teleworker must request leave from their manager immediately and use the leave to cover those hours not worked.A Teleworker's compensation and benefits will not change due to participation in the Telework Program. A Teleworker must submit timesheets and leave requests in accordance with the normal policies and procedures. 18.8 Liability The County will defend and indemnify a Teleworker who is Teleworking at their residence or other approved Remote Work Location for all claims arising out of and with the Teleworker's scope of employment consistent with the provisions for the Local Government Tort Claims Act and other applicable laws and in accordance with Mason County's Policy and Procedure for Defense and Indemnity of Employees,Ordinance No.06-18. Mason County is not liable for any loss, destruction,or damage to property or for any injury or loss to third persons occurring at or around the Teleworker's residence or other approved Remote Work Location. 18.9 Inclement Weather It is a County priority to ensure continuity of operations during inclement weather or other emergency conditions.In the event of a County declared general,weather-related,or other public health emergency closes the Teleworker's Main Worksite,a teleworking employee scheduled to Telework will be required to continue working remotely,unless it is impossible(power outage).Teleworking employees scheduled to work in the office may,with the authorization of their supervisor,telework during inclement weather or other emergency conditions. County GIOSUFes,or limited operation changes,aFe tylameally to aecernmedate the safety of employees who 18.10 Confidentiality A Teleworker is responsible for protecting the confidentiality, integrity, and availability of data, information, and paper files used when Teleworking. A Teleworker must follow all applicable County,federal,state,and departmental policies,laws,and regulations to protect data,accessed or maintained while Teleworking.In addition,Teleworking employees must adhere to the following: a. Protecting information assets from unauthorized access and use by others, including family members,friends,and other visitors. b. Leaving information assets only in secured locations and not in unattended or'unlocked vehicles, or other locations where they may be easily stolen. Mason County Personnel Policy Page 116of121 c. Ensuring that any County issued equipment, such as cell phones, hot spots, or computers passwords are protected from unauthorized access and use by the Teleworker's personal equipment(i.e., County issued hot spot hooked up to personal laptop or cellphone, etc...) or used by others,including family members,friends,and other visitors.Costs incurred by personal use shall be paid by the Teleworker. 18.11 Application and Renewal Employees may apply for Telework using the approved form. Requests will be considered on an individual basis. Telework requests will be reviewed, at a minimum, annually to validate arrangements are still effective and in the best interest of the County. Mason County Personnel Policy Page 117of121 Chapter 19—Artificial Intelligence (AI) Policy 19.1 Purpose This policy outlines the principles and procedures for the use of Artificial Intelligence(AI)tools by Mason County employees, contractors, and partners. It aims to ensure responsible, ethical, and transparent application of Al while maximizing its potential for public benefit. 19.2 Scope This policy applies to all Mason County elected officials,personnel,contractors,and partners who utilize Al tools for official county purposes,including service delivery,research,operational improvement,and communication. 19.3 Principles Mason County acknowledges both the benefits and potential risks associated with Al in the public sector. The county commits to using Al in a manner that upholds the following principles: a. Accountability:Individuals using Al are accountable for their actions and decisions involving these tools.They must comply with applicable laws,regulations,policies,and best practices.Any issues or incidents involving Al must be reported to supervisors or designated authorities. b. Transparency:The purpose,function,and limitations of Al tools should be transparent to the public and stakeholders.Clear and understandable explanations of how Al works and its outputs are crucial. c. Fairness:Al tools should be utilized in a fair and unbiased manner.Algorithmic bias and discriminatory results based on protected characteristics must be avoided.Regular monitoring and evaluation of Al performance and impact are essential to address potential unfairness. d. Privacy:The privacy of individuals whose data may be used by Al tools must be respected.Consent must be obtained before collecting or processing personal or sensitive data.The confidentiality and security of such data are paramount. e. Quality:High-quality and accurate Al tools are crucial.Reliable data sources and effective testing and validation procedures are essential to ensure accurate and reliable outputs. f. Human Oversight:No AI-generated document shall be released to the public without human review and modification.This ensures factual accuracy,alignment with county values,and appropriate tone and language. 19.4 Implementation To implement these principles,the following procedures are established: a. Acquisition:All Al tools must be approved by the designated IT department and IT steering committee,ensuring compliance with this policy and relevant regulations. b. Training:Employees using Al tools will receive appropriate training on responsible Al use,including ethical considerations,bias mitigation techniques,and data privacy practices. c. Monitoring and Evaluation:Regular monitoring and evaluation of Al tools will be conducted to assess their effectiveness,fairness,and impact on individuals and communities. Mason County Personnel Policy Page 118of121 d. Incident Reporting:Any issues or incidents involving Al must be reported to designated authorities for investigation and appropriate action. e. Review and Revision:This policy will be reviewed and updated periodically to reflect changes in technology,legislation,and best practices. 19.5 Enforcement Compliance with this policy is mandatory for all Mason County elected officials, personnel,contractors, and partners.Failure to comply may result in disciplinary action or termination of contracts. 19.6 Resources/Contact Resources: • Mason County IT department and IT steering Committee:For guidance on Al tool acquisition and support,or for information on data privacy and security practices. • Office of Human Resources:For training opportunities on responsible Al use. Contact: For any questions or concerns regarding this policy,please contact the Mason County IT department. IL- Mason County Personnel Policy Page 119of121 Mason County Personnel Policies Adoption Chronology Action Resolution Number Date Original Adoption 148-99 December 21,1999 Revised Chapter 6.3 63-00 July 5,2000 Add Chapter 5.8 7-01 January 23,2001 Revised Chapter 5.6 93-01 August 28,2001 Revised Chapter 4.6 and 7.11 37-14 July 8,2014 Revised Chapter 5.3 71-15 December 22,2015 Revised Chapter 8.3 27-16 May 24,2016 Added Chapter 15.1-15.4 56-16 September 20,2016 Revised Chapter 4.5 70-16 October 18,2016 Added Chapter 16.1-16.7 102-16 December 20,2016 Revised Chapter 13 19-17 April 11,2017 Revised Chapter 7&13 04-18 February 6,2018 Added Chapter 2.3 22-18 April 3,2018 Revised Chapter 14.5 68-19 July 23,2019 Added Chapter 14.6 Revised Chapter 4.2, 4.3, 5.5, 89-19 September 3,2019 5.10,7.9,and 13 Revised Chapter 16.7 96-19 October 8,2019 Revised Chapter 7.9 and 8.5 2020-01 January 7,2020 Revised Chapter 13 2020-24 March 3,2020 Revised Chapter 4.5 2020-28 March 17,2020 Revised Chapter 4.3 and 7.10 2020-86 November 3,2020 Revised Chapter 3.5, 5.1, 5.2, 2021-047 August 3,2021 5.3, 5.12, 7, 7.1, 7.3, 7.6, 7.10, 7.11,and 17 Added Chapter 5.13 2022-036 May,2022 Revised Chapters 2-17 2022-087 December 6,2022 Mason County Personnel Policy Page 120of121 Revised Chapters 1-17 2023-011 February 28,2023 Revised Chapters 1-17 2023-031 May 9,2023 Revised Chapters 1-17 2023-047 September 12,2023 Revised Chapters 3,8,10,12,18 2023-057 October 24,2023 Revised Chapters 4,5,7 2024-009 February 13,2024 Addition of Chapter 7.14,19 Removed 5.10 Career Incentive Pay 2024-012 February 27,2024 Policy Mason County Personnel Policy Page 121of121 SON Cov�;�� Mason County Agenda Request Form 1854 To: Board of Mason County Commissioners Item No. 8.8 From: Mark Neary Ext: 530 Department: Central Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 24,2025 Agenda Date(s): April 1,2025 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ IT ❑ Risk ❑ Other (This is the responsibility of the requesting Department) Item• Letters of Support for Public Utility District No. 1 —Jorstad Substation Background/Executive Summary: Public Utility District No. 1 (PUD 1)is resubmitting its funding request for the Jorstad Substation Grid Resiliency Project to Senator Murray and Senator Cantwell for Congressional Directed Spending(CDS)and Representative Randal for Community Project Funding(CPF). This project is important for Mason County residents on the Hood Canal because this area experiences frequent and long-lasting power outages due to the terrain of U.S.Highway 101 and the Olympic National Forest that winds along the shoreline of Hood Canal. Completion of this project will harden the power grid and mitigate identified hazards and reduce pressure on electric rates. Budget Impact(amount, funding source,budget amendment, etc.): N/A Public Outreach: N/A Requested Action: Approval of the letters of support for Public Utility District No. 1 (PUD 1)funding request for the Jorstad Substation Grid Resiliency Project for Congressional Directed Spending(CDS)and Community Project Funding(CPF). Attachment(s)• Letters CO v��� April 1,2025 The Honorable Emily Randall 1531 Longworth House Office Building 1854 Washington,D.C. 20515 MASON COUNTY Re: Support for Mason County PUD No. 1's CPF Request for FY26 BOARD OF Dear Congresswoman Randall, COMMISSIONERS The Board of Commissioners for Mason County,Washington would like to express our support for Mason County PUD No. 1's appropriations request to fund their Jorstad Substation Grid Resiliency 1 sT District Project in Lilliwaup,Washington.The PUD received$3 million in grant funding for the first phase RANDY NEATHERLIN of the project, which includes the design and engineering of this middle-mile substation,but they need assistance construction the station and building the exit feeders, which will take about $6 2nd District million. PAT TARZWELL This Grid Resiliency Project is important for Mason County residents on the Hood Canal because this area experiences frequent and long-lasting power outages due to the terrain of U.S. Highway 3'District 101 and the Olympic National Forest that winds along the shoreline of Hood Canal.These areas are SHARON TRASK vulnerable to natural hazards like landslides, wind and snow events, and most commonly, fallen trees from the rainforest canopy. Currently there is a 35-mile stretch of power lines that run along Hwy 101 from Hoodsport to Mt. Mason County Building 1 Walker in Brinnon. When one section goes out of power, the entire stretch goes out. During two large storm events in 2022,these customers were out of power for over three days the first time and over two days the second time because there is no redundant power supply. With a middle mile 411 North Fifth Street substation,most of these customers could have been back in service in less than 24 hours. Shelton,WA 98584-3400 Additionally,the PUD's Hoodsport Substation and the Jefferson County substation are old(1960's) and both must be taken completely offline for the PUD to perform their maintenance or to (360)427-9670 ext.419 accommodate Bonneville Power Administration's maintenance activities. This middle mile substation would improve the resilience of the local power grid and enable the PUD to keep most Fax(360)427-8437 customers in power under most circumstances thanks to a redundant power feed. We hope you will agree and select Mason PUD 1's Jorstad Substation Grid Resiliency Project to move forward for appropriations. They have been a fantastic public partner for Mason County and have a proven track record of getting projects done. Sincerely, Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner CO v��� April 1,2025 The Honorable Maria Cantwell 511 Hart Senate Office Building 1854 Washington,D.C. 20510 MASON COUNTY Re: Support for Mason County PUD No. 1's CDS Request for FY25 BOARD OF Dear Senator Cantwell, COMMISSIONERS The Board of Commissioners for Mason County,Washington would like to express our support for Mason County PUD No. 1's appropriations request to fund their Jorstad Substation Grid Resiliency 1 sT District Project in Lilliwaup,Washington.The PUD received$3 million in grant funding for the first phase RANDY NEATHERLIN of the project, which includes the design and engineering of this middle-mile substation,but they need assistance construction the station and building the exit feeders, which will take about $6 2nd District million. PAT TARZWELL This Grid Resiliency Project is important for Mason County residents on the Hood Canal because this area experiences frequent and long-lasting power outages due to the terrain of U.S. Highway 3'District 101 and the Olympic National Forest that winds along the shoreline of Hood Canal.These areas are SHARON TRASK vulnerable to natural hazards like landslides, wind and snow events, and most commonly, fallen trees from the rainforest canopy. Currently there is a 35-mile stretch of power lines that run along Hwy 101 from Hoodsport to Mt. Mason County Building 1 Walker in Brinnon. When one section goes out of power, the entire stretch goes out. During two large storm events in 2022,these customers were out of power for over three days the first time and over two days the second time because there is no redundant power supply. With a middle mile 411 North Fifth Street substation,most of these customers could have been back in service in less than 24 hours. Shelton,WA 98584-3400 Additionally,the PUD's Hoodsport Substation and the Jefferson County substation are old(1960's) and both must be taken completely offline for the PUD to perform their maintenance or to (360)427-9670 ext.419 accommodate Bonneville Power Administration's maintenance activities. This middle mile substation would improve the resilience of the local power grid and enable the PUD to keep most Fax(360)427-8437 customers in power under most circumstances thanks to a redundant power feed. We hope you will agree and select Mason PUD 1's Jorstad Substation Grid Resiliency Project to move forward for appropriations. They have been a fantastic public partner for Mason County and have a proven track record of getting projects done. Sincerely, Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner CO v��� April 1,2025 The Honorable Patty Murray 154 Russell Senate Office Building 1854 Washington,D.C. 20510 MASON COUNTY Re: Support for Mason County PUD No. 1's CDS Request for FY25 BOARD OF Dear Senator Murray, COMMISSIONERS The Board of Commissioners for Mason County,Washington would like to express our support for Mason County PUD No. 1's appropriations request to fund their Jorstad Substation Grid Resiliency 1 sT District Project in Lilliwaup,Washington.The PUD received$3 million in grant funding for the first phase RANDY NEATHERLIN of the project, which includes the design and engineering of this middle-mile substation,but they need assistance construction the station and building the exit feeders, which will take about $6 2nd District million. PAT TARZWELL This Grid Resiliency Project is important for Mason County residents on the Hood Canal because this area experiences frequent and long-lasting power outages due to the terrain of U.S. Highway 3'District 101 and the Olympic National Forest that winds along the shoreline of Hood Canal.These areas are SHARON TRASK vulnerable to natural hazards like landslides, wind and snow events, and most commonly, fallen trees from the rainforest canopy. Currently there is a 35-mile stretch of power lines that run along Hwy 101 from Hoodsport to Mt. Mason County Building 1 Walker in Brinnon. When one section goes out of power, the entire stretch goes out. During two large storm events in 2022,these customers were out of power for over three days the first time and over two days the second time because there is no redundant power supply. With a middle mile 411 North Fifth Street substation,most of these customers could have been back in service in less than 24 hours. Shelton,WA 98584-3400 Additionally,the PUD's Hoodsport Substation and the Jefferson County substation are old(1960's) and both must be taken completely offline for the PUD to perform their maintenance or to (360)427-9670 ext.419 accommodate Bonneville Power Administration's maintenance activities. This middle mile substation would improve the resilience of the local power grid and enable the PUD to keep most Fax(360)427-8437 customers in power under most circumstances thanks to a redundant power feed. We hope you will agree and select Mason PUD 1's Jorstad Substation Grid Resiliency Project to move forward for appropriations. They have been a fantastic public partner for Mason County and have a proven track record of getting projects done. Sincerely, Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: McKenzie Smith Ext: 589 Department: Central Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): March 31, 2025 Agenda Date(s): April 1, 2025 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (This is the responsibility of the requesting Department) Item: Child Care Partnership Grant Letter of Support Background/Executive Summary: Kevin Shutty, Economic Development Council (EDC) Executive Director, shared that the EDC is pursuing funding to help develop a childcare strategic plan and expand available childcare slots in Mason County. Budget Impact (amount, funding source, budget amendment, etc.): None Public Outreach: N/A Requested Action: Approval of the letter of support for the Mason County Economic Development Council’s (EDC) application for funding through the Washington State Department of Commerce’s Child Care Partnership Program Grant. Attachment(s): Letter MASON COUNTY BOARD OF COMMISSIONERS 1ST District RANDY NEATHERLIN 2nd District PAT TARZWELL 3rd District SHARON TRASK Mason County Building 1 411 North Fifth Street Shelton, WA 98584-3400 (360) 427-9670 ext. 419 Fax (360) 427-8437 April 1, 2025 Washington State Department of Commerce Child Care Partnership Program Grant Review Committee 1011 Plum St SE Olympia, WA 98504 Re: Letter of Support for the Child Care Partnership Program Grant Dear Director Nguyễn, The Mason County Board of Commissioners is pleased to express our strong support for Mason EDC’s application for funding through the Washington State Department of Commerce’s Child Care Partnership Program Grant. Expanding access to quality childcare is not only essential for the well- being of families but is also a critical factor in workforce recruitment, retention, and economic stability in our region. Mason County, like many rural communities across Washington, faces a significant shortage of childcare options. This shortage creates a barrier for parents who wish to enter or remain in the workforce, directly impacting local businesses, public services, and economic growth. Employers across all sectors—from healthcare to manufacturing, even county government—are struggling to fill positions due in part to the lack of reliable and affordable childcare. Without sufficient childcare options, many parents are forced to reduce work hours or leave the workforce altogether, limiting the available talent pool for our region’s industries. This grant will provide critical funding to support coalition coordination, local needs assessments, strategic planning, and new provider recruitment—key steps in strengthening childcare availability. By addressing these challenges, we can help ensure that parents have the support they need to work, businesses can find and retain employees, and our local economy continues to grow. The Mason County Board of Commissioners is committed to supporting efforts that enhance economic opportunity and community well-being. We strongly encourage your favorable consideration of this application and look forward to working with local partners to expand childcare availability for our residents. Thank you for your time and dedication to this important issue. Sincerely, Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice-Chair Commissioner