HomeMy WebLinkAbout2025-019 - Res. Establishing the Mason County Compensation Board Policy Resolution No. dl
Resolution Establishing the Mason County Compensation Board Policy in Compliance
with the Revised Code of Washington (RCW)38.52.210
WHEREAS, the purpose of this policy is to establish guidelines for the Mason County
Compensation Board to conduct meetings in accordance with Washington State laws, including the Open
Public Meetings Act(OPMA)and RCW 38.52.210;and,
WHEREAS, this policy shall apply to all Compensation Board members, County staff, and
members of the public who wish to attend and participate in the Mason County Compensation Board
meetings;and,
NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason
County hereby adopt the Mason County Compensation Board Policy(Attachment A).
DATED this 15"day of April,2025.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY,WASHINGTON
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McKenzie Smith,C erk of the Board Sharon Trask,Chair
APPROVED AS TO FORM:
Pat Tarzwell,Vice-Chair
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Tim Whitehead,Chief Deputy Prosecuting i�"
Attorney Ra dy N athe 'n,Commissioner
MASON COUNTY COMPENSATION BOARD
IN-PERSON MEETING POLICY
MEETING REQUIREMENTS
I. Purpose
The purpose of this policy is to establish guidelines for the Mason County Compensation Board
to conduct meetings in-person, in accordance with Washington State laws, including the Open
Public Meetings Act(OPMA) and RCW 38.52.210.
H. Scope
This policy applies to all Compensation Board members, county staff, and members of the public
who wish to attend and participate in in-person meetings.
III. Authority
This policy is enacted under the authority of the Mason County Board of County Commissioners
(BOCC) and aligns with state regulations governing public meetings and emergency
management compensation claims.
IV. Meeting Format
1. The Compensation Board shall consist of: A County Commissioner serving as the Chair;
the County Director of Emergency Management; Director of Emergency Services; the
Prosecuting attorney, and the County Auditor serving as the secretary.
2. The Compensation Board conducts meetings in-person with the time and location
published on the Mason County Emergency Management website.
3. In the event a board needs to convene during a disaster activation, and physical location.
is not available, an in-person meeting can be conducted, at the direction of the County
Administrator.
V. Public Notification &Access
1. Meeting notices must be published in accordance with OPMA,providing details on the
date,time, and method of access at least 24 hours in advance.
2. A public link or call-in number shall be provided in the meeting notice to ensure open
access.
3. The meeting platform must allow for public observation and participation as required by
law.
VI. Voting& Decision-Making
1. All members participating virtually shall be considered present and counted toward
quorum requirements.
2. Voting shall be conducted via roll call to ensure accuracy and transparency.
3. The Chair shall ensure that all members have the opportunity to speak and be heard
before a vote is taken.
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VII. Technical Requirements & Troubleshooting
1. Compensation Board members must use county-approved devices and internet
connections to ensure security and functionality.
2. If technical difficulties occur that prevent quorum or public participation,the meeting
must be adjourned and rescheduled.
3. County IT support will be available to assist with in-person meeting issues as needed.
OPERATIONAL REQUIREMENTS
.I.Recordkeeping& Compliance
1. In-person meetings shall be recorded and retained in compliance with public record laws.
2. Meeting minutes shall be taken and published in accordance with the standard
procedures.
3. The Board shall review this policy annually to ensure compliance with any legislative
changes.
H. Claims
Injuries /Immediate Treatment
1. (1) The injured person shall have been a registered emergency worker, activated by an
authorized official for an authorized activity under the provisions of chapter 38.52 RCW, and
shall have reported to or been in the process of reporting to the authorized on-scene official.
(2)The emergency management division shall provide forms for personal injury claims
(Form EMD-084,medical expenses claim),parts of which must be completed by the local
emergency management agency,the claimant, and the attending physician. This form shall be
submitted with documentation to the local emergency management agency.
(3) For missions occurring outside an injured person's jurisdiction of residence, the
claimant may file the claim with the local agency in the jurisdiction of residence,provided that
the local emergency management agency director in the injured person's jurisdiction of residence
coordinates the claim with the local emergency management director in the jurisdiction where
the mission occurred.
(4) In the event of injury to an emergency worker, the agency responsible for the on-
scene authorized official shall be notified as soon as possible.
(5)The on-scene authorized official shall advise the local emergency management
agency director of any injuries, as soon as possible, and shall provide appropriate and timely
documentation. The local emergency management agency director shall notify the emergency
management division of any injuries as soon as possible. The emergency management division
shall assist the local emergency management agency director in processing claims.
(6)Labor and industries workers' compensation forms shall not be used,nor shall
medical expense claims be submitted to the department of labor and industries for a claim made
pursuant to chapter 38.52 RCW.
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(7)Documentation shall include any reports,mission logs, ambulance and hospital bills,
receipts,medical reports, or other information helpful in describing the extent of the injury,the
circumstances under which the injury occurred, and the costs that were incurred as a result of the
injury.
(8) The injury, disability, or death shall not have been caused by the willful misconduct,
gross negligence, or bad faith of the claimant.
(9) Compensation for injury, disability, death, and related claims shall be adjusted and
paid in accordance with department of labor and industries workers' compensation schedules.
(10) For claims in excess of the amount set by RCW 38.52.220, a compensation board
shall convene to review the claim under RCW 38.52.210, 38.52.220, 38.52.230, 38.52.240,
and 38.52.250.
(a) The local emergency management agency shall notify the emergency management
division of any pending claim in excess of the amount set by statute.
(b) The claimant shall be notified of date, time, and place of the compensation board
hearing by the local emergency management agency director by personal service or registered
mail.
(c) The compensation board established under chapter 38.52 RCW may request that the
claimant appear before the board.
(d) The local emergency management agency director shall transmit the findings and
recommendations of the compensation board to the emergency management division for
disposition.
(11) In accordance with RCW 51.28.050, no claim for injury shall be valid unless filed
within one year after the day upon which the injury occurred or the rights of dependents or
beneficiaries accrued except as provided in RCW 51.28.055.
2. In the case(s)that the EW is not able to pay for the treatment in advance, Emergency
Management Department form EMD-084 is completed,taken to their appointment with the
physician to complete and provide an invoice for the costs (<$2,000) is submitted to the
local Emergency Management administrator for processing. -
3. All claims will have the supporting document before being processed:
(1)EMD-084
(2) ICS-213 (Statement of Incident, completed by the Injured Worker and processed
through Incident Command.
(3) ICS-213 (Statement of Incident, Completed by the Injured Workers Supervisor
during the activation.
(4) ICS-214 Logging in the incident and the actions taken.
(5) Activation Sign-in and Sign-out Log
Claims for Property Damage
In Washington State,the process for filing property damage claims varies depending on the
responsible party and the nature of the damage. The following guidelines should be
followed:
1. Filing a Claim Against a Government Entity:
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o Determine the appropriate jurisdiction for the claim(state, county, or city
government).
o Obtain and complete the relevant claim form from the entity responsible.
o Submit the completed form through the entity's designated submission method
(e.g., online,mail, or in-person).
o Three formal estimates are required
2. Filing a Claim with an Insurance Company:
o Review your insurance policy to understand coverage details and requirements.
o Document the damage with photographs and receipts.
o Contact your insurance provider and follow their claim process.
3. Filing a Claim Against Another Individual or Business:
o Gather evidence such as photographs,witness statements, and receipts.
o Communicate with the party responsible to seek a resolution.
o If necessary, consider filing a civil claim in the appropriate court.
4. All claims will have the supporting document before being processed:
(1) EMD-086
(2) ICS-213 (Statement of Incident, completed by the Emergency Worker and
processed through Incident Command.
(3) ICS-213 (Statement of Incident, Completed by the Emergency Worker
Supervisor during the activation.
(4) ICS-214 Logging in the incident and the actions taken.
(5)Activation Sign-in and Sign-out Log
Key considerations for all claims include timely reporting, accuracy in providing details, and
maintaining proper documentation to support the claim. To receive Emergency Worker Program
claim payments, individual emergency workers and volunteer organizations (501(c)(3)) must
register as payees with the State of Washington.
III. Appeals Process
If a claim is denied or a claimant disagrees with the Compensation Board's decision,they may
appeal using the following process:
1. The claimant must submit a written appeal within 30 days of receiving the decision. The
appeal should detail the reasons for disagreement and include any supporting
documentation.
2. The appeal must be submitted using an ICS-213 General Message Form and addressed
to the Incident Commander, who must approve and endorse the appeal using an ICS-213.
3. If the appeal is due to a lack of documentation,the claimant must fully explain any
missing records, invoices, or evidence supporting their claim.
4. The Incident Commander will review the appeal and may request additional information
from the Compensation Board or the claimant as necessary.
5. The Incident Commander will provide a formal written decision on the appeal within 15
business days of receipt.
6. If further review is necessary,the appeal may be forwarded to the Mason County Board
of County Commissioners for final determination. If a claim is denied or a claimant
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disagrees with the Compensation Board's decision,they may appeal using the following
process:
7. The claimant must submit a written appeal within 30 days of receiving the decision. The
appeal should detail the reasons for disagreement and include any supporting
documentation.
8. The appeal must be submitted using an ICS-213 General Message Form and addressed
to the Incident Commander.
9. The Incident Commander will review the appeal and may request additional information
from the Compensation Board or the claimant as necessary.
10. The Incident Commander will provide a formal written decision on the appeal within 15
business days of receipt.
11. If further review is necessary,the appeal may be forwarded to the Mason County Board
of County Commissioners for a final determination.
IV. Effective Date
This policy shall take effect immediately upon approval by the Mason County Board of County
Commissioners and the Compensation Board.
Approved by:
Chair, Mason County Compensation Board
Date:
Mason County Board of County Commissioners
Date:
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