HomeMy WebLinkAbout2025/06/09 - Briefing PacketMASON COUNTY COMMISSIONER BRIEFING INFORMATION
FOR THE WEEK OF
June 9, 2025
In the spirit of public information and inclusion, the attached is a draft of information for
Commissioner consideration and discussion at the above briefing.
This information is subject to change, additions and/or deletion, and is not all inclusive of
what will be presented to the Commissioners.
Please see draft briefing agenda for schedule.
Commission meetings are live streamed at http://www.masonwebtv.com/ and public comment is accepted
via email msmith@masoncountywa.gov; mail to Commissioners Office, 411 N 5th Street, Shelton, WA
98584; or phone at (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via
telephone, please provide your telephone number to the Commissioners’ office no later than 4 :00 p.m. the
Friday before the meeting. If special accommodations are needed, contact the Commissioners' office at
Shelton (360) 427-9670 ext. 419
Briefing Agendas are subject to change, please contact the Commissioners’ office for the most recent
version.
Last printed 06/05/25 at 9:25 AM
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of June 9, 2025
Monday
Noon WA State Association of Counties Zoom Meeting*
Virtual Assembly
*This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may
attend this event and notification is provided per Mason County Code Chapter 2.88.020 - Special Meetings.
Monday, June 9, 2025
Zoom link available on the Mason County website
Commission Chambers
Times are subject to change, depending on the amount of business presented
8:40 A.M. Executive Session – RCW 42.30.110(1)(g) Qualifications of an Applicant for Public
Employment
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
10:00 A.M. Planning Advisory Commission Interviews
10:20 A.M. Sheriff’s Office – Sheriff Spurling
10:35 A.M. Superior Court – Paddy McGuire
10:45 A.M. Public Health – David Windom
10:55 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
11:20 A.M. Central Services – Travis Adams
Commissioner Discussion – as needed
Tuesday, June 10, 2025
Zoom link available on the Mason County website
Commission Chambers
Times are subject to change, depending on the amount of business presented
11:00 A.M. Pre-Budget Utility Rate Workshop
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Sheriff Spurling-CDD Dracobly Ext: 326
Department: Sheriff's Office Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 6/9/25 Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Succession Planning for Sheriff ’s Office; Chief Criminal Deputy and Out of Class Pay
Background/Executive Summary:
Due to the temporary assignment of the current Undersheriff to the role of Acting County Administrator
effective June 1, 2025, Sheriff Ryan Spurling has determined that it is necessary to initiate the Sheriff's
Office succession plan earlier than originally anticipated. The original plan called for a transition around
August 1, 2025; however, with the Undersheriff’s reassignment creating a vacancy in executive-level
oversight, the Sheriff must now move forward with internal personnel changes beginning June 1, 2025.
This accelerated timeline ensures continuity of command and operational stability across the agency.
Justification for Salary Step 7 or 8 Placement – Range 47
Per Section 5.2 of the Mason County Personnel Policy:
“Employees shall be paid within the limits of the salary range to which their positions are assigned…
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.”
Because Mason County currently does not have an active Human Resources Director, the Sheriff’s Office
is bringing this request directly to the Board of County Commissioners for consideration and approval.
Detective Sergeant Jeff Rhoades began his law enforcement career with the City of Shelton in 1997,
promoting to Police Sergeant before transferring to the Mason County Sheriff’s Office in 2007. He has
since become a vital member of the agency, with a strong professional reputation throughout Region 3.
Since 2017, he has served as Detective Sergeant, leading major investigations and becoming a key
component of the agency’s operational and investigative effectiveness.
His current monthly salary is $10,229.04. The Sheriff is requesting placement at Step 7 or 8 of Range 47,
for comparison:
Step Monthly Salary Increase from Current % Increase
Current $10,229.04 — —
Step 7 $10,677.00 +$447.96 4.38%
Step 8 $11,097.00 +$867.96 8.48%
Out-of-Class Pay for Acting Undersheriff
Per Section 5.2.3 – Out of Class Pay of the Personnel Policy:
“An employee who has been assigned to perform all of the significant duties of a higher-level job
classification... for five (5) or more consecutive days, shall be compensated on that step of the salary
range of the higher job class that provides at least a five (5) percent increase over their 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
Board of County Commissioners.”
Since the current Chief Criminal Deputy, Jason Dracobly, is temporarily performing the full duties of the
Undersheriff, and there is no acting HR Director and the County Administrator is serving in a temporary
capacity, the Sheriff’s Office is requesting the Board approve out-of-class compensation in accordance
with this policy. The adjustment should reflect a minimum 5% increase above the current pay of the Chief
Criminal Deputy while assigned to the higher classification.
Budget Impact (amount, funding source, budget amendment, etc.):
No additional budget required.
Public Outreach: N/A
Requested Action:
The Sheriff’s Office requests the Board’s approval for the following actions:
1. Create a temporary Chief Criminal Deputy position within Range 47 of the Non-Represented Salary
Schedule;
2. Acknowledge the Sheriff’s appointment of Jeff Rhoades to Chief Criminal Deputy, effective on June 1 st
2025.
3. Place CCD Rhoades at Step 7 or 8 of Range 47, based on experience, internal equity, and policy
provisions;
4. Authorize out-of-class pay for the Chief Criminal Deputy Dracobly, who will temporarily serve as
Undersheriff, effective June 1st 2025
This proposal maintains operational continuity, complies with County policy, recognizes leadership
contributions, and ensures appropriate compensation for expanded responsibilities. The Sheriff’s Office
respectfully requests the Board of County Commissioners approve this personnel action.
Attachment(s):
N/A
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Kevin Hanson Ext: 369
Department: Jail Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): June 9, 2025 Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Jail Canine Drug Detection Program
Background/Executive Summary:
Jail Canine Drug Detection Program – Overview and Implementation
The Jail Canine Drug Detection Program is being implemented as part of the ongoing commitment to
maintaining a secure, contraband-free correctional environment. The introduction of a trained narcotics
detection canine will further enhance the facility’s ability to detect illicit drugs and contribute to the
overall safety and security of staff, inmates, and visitors.
Current Detection Practices and Limitations
Current efforts to prevent and detect the introduction of contraband include:
• Use of a body scanner
• Strip searches (in accordance with RCW 10.79.130)
• Mail inspection
• Controlled video visitation procedures
While these tools are essential, each comes with limitations. The Washington State Department of Health
regulates the level of radiation emitted by body scanners, which has significantly reduced image quality,
making it more difficult to identify concealed substances. Furthermore, there are ongoing concerns
regarding the use of body scanners to detect small quantities of illicit drugs. These constraints, coupled
with the procedural limitations of strip searches, have led many facilities across the state to pursue the
integration of canine-assisted drug detection.
Handler Selection and Program Model
Sheriff Spurling has selected Keli Dunlap, Executive Assistant for the Jail, as the designated canine
handler. Ms. Dunlap expressed interest in the position during early discussions and was chosen based on
several critical factors:
• Demonstrated enthusiasm and willingness to undertake the responsibility
• Flexible work schedule conducive to training and daily interaction with the canine
• Consideration of current jail staffing levels and operational demands
This approach differs from the model employed by other agencies, which often utilize a commissioned
Corrections Deputy as the handler due to state certification language. However, given the intended use of
the canine strictly for internal jail searches—not for establishing probable cause in external investigations,
state certification is not required. Our focus is to enhance internal search capabilities in support of
existing security protocols, not to initiate independent law enforcement actions.
Program Purpose and Intent
The canine will serve as an additional tool to assist Corrections Deputies in:
• Conducting searches of inmate housing and common areas
• Identifying areas of concern within the facility
• Deterring the introduction and possession of narcotics
The Jail remains steadfast in its mission to operate a secure, controlled facility. By leveraging the skills of
a trained narcotics detection canine and a dedicated handler, this program reflects our proactive approach
to evolving security challenges.
Budget Impact (amount, funding source, budget amendment, etc.):
N/A
Public Outreach:
N/A
Requested Action:
None – informational only.
Attachment(s):
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Paddy McGuire, Superior Court Administrator Ext: 206
Department: Superior Court Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): June 9, 2025 Agenda Date(s): June 10, 2025
Internal Review: ☒ Finance ☒ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Create a new FTE (permanent full-time with benefits) for Juvenile Detention Officer
Background/Executive Summary:
An employee already on long-term leave is not expected to return to work for another 12 months at the
earliest. The absence has created scheduling issues requiring the Detention Center Manager to fill in at
odd hours. We will be able to absorb the position within our current budget because of vacancies during
the first half of the year.
Budget Impact (amount, funding source, budget amendment, etc.):
None
Public Outreach:
N/A
Requested Action:
Approve an additional FTE for a Juvenile Detention Officer at the June 10, 2025, meeting.
Attachment(s):
Briefing
June 9, 2025
Briefing Items
→ Homeless Response Programs funding recommendations – Melissa Casey
Discussion Items
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Melissa Casey Ext: 404
Department: Public Health Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 4/7/25, 6/9/25 Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item: Homeless Response Programs Funding Recommendations 2025-2027
Background/Executive Summary:
An RFP was released for Homeless Response Grants, including funds from the Consolidated Homeless
Grant (CHG) and the Local Document Recording Fees (Engrossed Second Substitute House Bill 2163)
for a total of $7,047,698 over the next biennium. Received applications from eight organizations; the
Housing & Behavioral Health Advisory Board reviewed and scored applications and has made the
following annual funding recommendations:
• Turning Pointe Survivor Advocacy Center
o Emergency Shelter - $251,398
• Crossroads Housing
o Rapid Rehousing (Long-term Rental Assistance) - $299,331
o Emergency Shelter (On-site & Off-site) - $251,398
• Coastal Community Action Program
o Housing & Essential Needs - $1,231,595
o Eviction Prevention - $501,635
o Diversion/Coordinated Entry/Care Coordination - $75,166
• New Horizons Communities
o Permanent Supportive Housing - $52,000
• The Youth Connection
o Rapid Rehousing (Long-term Rental Assistance) - $299,331
o Eviction Prevention - $300,000
o Off-site Emergency Shelter - $313,350
• Reserve for Single Adult Emergency Shelter - $99,281
Additional inflationary funds from Commerce will be allocated to the above programs based on the
prioritization recommendations of the Housing & Behavioral Health Advisory Board and the 5-Year
Local Homeless Housing Plan stakeholder group.
Budget Impact (amount, funding source, budget amendment, etc.):
Funding sources are state and local grants and local document recording fees
Public Outreach:
Followed the Request for Proposal Process; Housing & Behavioral Health Advisory Board scored
applications and made funding recommendations
Requested Action:
Information only
Attachment(s):
None
Action Items:
Discussion Items:
➢ Belfair Sewer ERU Billing Adjustment
➢ Water Utility Leak Credit Policy
Commissioner Follow-Up Items:
Upcoming Items:
June 10th @ 9:15am Public Hearing to consider adopting the Americans Disabilities Act (ADA)
Transition Plan for Public Right-of-Way
– Location: Commission Chambers
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
June 9, 2025
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Stephanie Buhrman, Finance Manager Ext: Click or tap here to enter text.
Department: Utilities & Waste Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): June 9, 2025 Agenda Date(s): Discussion
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item: Belfair Sewer – Utility Billing ERU Adjustment
Background/Executive Summary:
Sewer utility rates are based on an equivalent residential unit, or ERU. Commercial and
industrial property ERU can be based on “typical” for the type of use or actual water
consumption. Public Works recently completed an audit of ERU charges for all customers and
compared them with actual water consumption. Based on the county code and this analysis, a
number of adjustments are to be made; some reductions in ERUs and some increases. Overall,
there is a net increase of 54.6 ERUs.
Today’s briefing is to share the ERU adjustment summary, planned customer notification, and
recommended procedure for future review and adjustments.
Budget Impact:
Updating the ERUs results in an annual utility rate revenue increase of $72,425.
Public Outreach:
A letter explaining the change in ERUs, timing for the change, and contact for more information
will be sent to affected customers.
Requested Action:
Request the Board approve the ERU adjustment and implementation timing. Staff recommends
implementation when 2026 rates go into effect allowing customers approximately 6 months to
plan for the change.
Attachment(s):
1. PowerPoint
2. Sample Letter
MASON COUNTY PUBLIC WORKS
Belfair Sewer ERU Review
PRESENTED BY STEPHANIE BUHRMAN, FINANCE MANAGER
MASON COUNTY PUBLIC WORKS/UTILITIES AND WASTE MANAGEMENT
PRESENTED JUNE 9, 2025
Belfair Sewer ERU Review
Sewer ERU review is important for several reasons:
Fair Billing: Sewer charges based on water consumption since most water used indoors
eventually enters the sewer system.
Accurate ERU Calculation: ERU’s are designed to represent the typical water usage of a single-
family household. Reviewing water data helps ensure that commercial, industrial, and multi-
family properties are assigned ERU’s proportionally to their actual water usage.
Resource Planning: Accurate usage data helps plan for infrastructural upgrades and
maintenance by predicting future demand on the sewer system.
Cost Recovery: Properly aligning sewer fees with water use ensures the utility can recover the
costs of system operation, maintenance, and upgrades without overcharging or undercharging
customers.
2
Belfair Sewer ERU Review
Belfair Sewer customer accounts are zoned as:
1.Single Family Residential
2.Medium Density Residential- residential developments with 8-15 dwellings per hectare.
3.Multi-Family Residential- two or more dwelling units
4.Commercial
5.Mixed Use- parcels with both commercial and residential units.
6.Public Facility
3
Belfair Sewer ERU Review
Per Mason County code 13.04.070 , Residential Sewer ERU’s are based
on the amount of annual water consumption with a standard water
consumption of 200 gallons per day or 7,564 cubic feet of water per
year.
Each freestanding single-family residential structure shall be charged
one ERU for sewer service.
4
Belfair Sewer ERU Review
Per Mason County code 13.04.070 , Commercial Sewer ERU’s are
based on the same standard amount of annual water consumption of
200 gallons per day or 7,564 cubic feet of water per year.
However, where water consumption data can be obtained, the
number of ERU’s for an account shall be defined as the greater of:
a.) the minimum ERUs based on structures/leases for that account; or
b.) the account’s total annual water consumption divided by the
standard water consumption for single-family residential accounts
rounded to the nearest one-tenth of an ERU.
5
Belfair Sewer ERU Review
In December 2024, Utilities and Waste Finance reached out to Belfair
Water District to get annual water usage for 2023 and 2024.
Utilities and Waste Finance Team used this data to match up Belfair
Water District account information to Belfair Sewer customer
accounts.
6
Belfair Sewer ERU Review
7
Of the 465 accounts staff reviewed, staff
recommends that 32 accounts be adjusted to
more accurately reflect the account sewer usage.
Account No Zone Current ERU Actual ERU Difference
400265 C 1.0 28.6 27.6
400146 C 5.0 17.0 12.0
400053 C 26.5 35.9 9.4
400058 MU 3.4 8.0 4.6
400069 C 17.8 22.1 4.3
400096 MU 4.0 7.0 3.0
400073 MU 1.0 3.6 2.6
400246 C 3.1 5.7 2.6
400239 MU 1.0 3.4 2.4
400001 MU 1.0 3.1 2.1
400173 PF 1.0 3.0 2.0
400084 MU 3 5.0 2.0
400001 MU 1.0 3.0 2.0
400140 C 1.0 2.9 1.9
400099 MU 2.0 3.0 1.0
400004 C 13.9 14.6 0.7
400127 MU 1.0 1.4 0.4
400121 MU 2.2 2.6 0.4
400268 MU 1.5 1.9 0.4
400006 C 1.0 1.2 0.2
400134 C 5.8 5.8 0.0
400005 C 3.8 3.8 0.0
400203 C 5.0 5.0 0.0
400072 C 3.4 3.4 0.0
400163 MU 2.4 2.0 -0.4
400082 C 1.4 1.0 -0.4
400096A MU 5.3 4.5 -0.8
400010 C 1.9 1.0 -0.9
400007 C 2.0 1.0 -1.0
400028 MU 2.0 1.0 -1.0
400139 PF 5.1 4.1 -1.0
400012 C 4.1 1.8 -2.3
400098 MU 44.3 25.20 -19.1
177.9 232.5 54.6
RECOMMENDED UPDATES AND ERU's
Take aways
1. Reviewing water usage ensures equitable billing, efficient system management and sustainable
resource use.
01/28/2025
Bob Smith
1234 Main St
Belfair, WA 98528
Subject: Notice of Change to Your Equivalent Residential Unit (ERU) Calculation
Dear Name & Account #
We are writing to inform you of an important update regarding your Equivalent Residential Unit
(ERU) calculation for sewer billing purposes. As part of our ongoing efforts to ensure fair and
accurate billing, Mason County Utilities & Waste has conducted a review of water usage data
from the Belfair Water District. The ERU is a measure used to assess sewer usage and is
based on an annual water consumption of 7,564 cubic feet. After our review, we have
determined that there will be an adjustment to the ERU for your account based on your current
water usage patterns. This change will be reflected in your upcoming sewer bill.
The adjustment in your ERU means that your sewer charges will be recalculated to better align
with your actual water usage. Based on this review of your 2023/2024 water usage, your bill will
change by _____ ERU. Your monthly ERU will now be $________, and your new monthly rate
will be $______.
While we understand that changes like this can be concerning, please be assured that this
review was undertaken to ensure fairness and accuracy for all customers.
If you have any questions or concerns regarding this adjustment, or if you would like to discuss
your specific account, please do not hesitate to contact our office at (360) 427 -9670 ext. 207 or
email us at RDickinson@MasonCountyWA.gov. We are here to assist you.
Thank you for your understanding and cooperation. We appreciate your continued support as
we work to maintain a fair and equitable sewer billing system.
Sincerely,
Mason County Utilities & Waste
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Stephanie Buhrman, Finance Manager Ext: Click or tap here to enter text.
Department: Utilities & Waste Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): February 24, 2025, June 9, 2025 Agenda Date(s): Discussion
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item: Water Utility Billing Leak Credit
Background/Executive Summary:
Public Works proposed a formal policy to address water leak credits for residential and
commercial customers who experience water leaks and promptly correct the situation.
The policy’s primary objective is to establish guidelines and criteria for providing water leak
credits to customers who can demonstrate they have a water leak that led to excessive
consumption and promptly resolved the situation.
Commissioners requested a recommended “threshold” to include in the policy. Staff recommend
the Deputy Director of Utilities and Waste Management be authorized to review and approve
water leak credits up to 10,000 cubic feet (CF). Credits exceeding 10,000 CF would require
review and approval by the Board of County Commissioners. Water leak credits may only be
issued once every 3 years for the same property to prevent frequent and recurrent requests.
Budget Impact:
The policy will have a limited financial impact on the water utility funds revenue, as credits will
only be issued under certain conditions and within reasonable limits. It will also reduce the
likelihood of customers requesting large adjustments or disputing their water bills.
Public Outreach:
Upon approval, staff will proceed with an update of the county code. Additionally, the policy
will be communicated to all customers via the county website, bill inserts, and other
communication channels.
Requested Action:
Request the Board of Commissioners review the policy for water leak credits.
Attachment(s):
1. Modified policy
Mason County Public Works Utilities and Waste Management
Water Leak Credit Policy
I. Purpose:
This policy establishes guidelines for offering water leak credits to residential and commercial
customers within Mason County Public Works Utilities and Waste Management service areas.
The policy provides a process for granting credits to customers who experience significant water
leaks that result in unusually high-water consumption, ensuring fair treatment while maintaining
accountability for water usage.
II. Eligibility for Water Leak Credits:
1. A water leak credit will be granted when a customer experiences a significant water leak
beyond their control, leading to a substantial increase in water consumption.
2. To qualify for a credit, the customer must provide sufficient evidence of the leak, which
may include:
o Receipts for leak repairs.
o A professional plumber's assessment.
o A documented inspection confirming the leak and its resolution.
3. The water leak credit will apply only to the portion of the bill resulting from the leak, not
the entire water bill.
III. Leak Reporting Process:
1. Customers must notify the Public Works Finance Department of a water leak as soon
as it is detected and before the end of the applicable billing cycle.
2. A formal request for a water leak credit must be submitted within 30 days from the date
the leak is discovered or repaired (whichever is applicable).
3. The department will review the request, along with all supporting documentation, to
determine eligibility for the credit.
IV. Calculation of Water Leak Credit:
1. The credit will be calculated based on the difference between the customer’s average
water consumption over a designated period (e.g., the previous 12 months) and the
consumption during the period in which the leak occurred.
2. The credit will only apply to the excess water usage resulting from the leak.
3. The Deputy Director of Utilities and Waste Management is authorized to review and
approve water leak credits up to 10,000 cubic feet (CF). Credits exceeding 10,000 CF
require review and approval by the Board of County Commissioners.
V. Leak Repair Requirements:
1. Customers must demonstrate that the leak has been repaired before a credit is issued.
2. The repair must be completed within a reasonable timeframe (e.g., 30 days) after the
customer discovers the leak.
3. Proof of repair must be provided, such as an invoice from a licensed plumber or
documentation confirming the leak’s resolution.
VI. Limitations on Credit:
1. Water leak credits may only be issued once every 3 years for the same property to
prevent frequent and recurrent requests.
2. Leaks occurring due to property neglect or preventable issues (such as failure to maintain
plumbing systems) will not be eligible for credits.
VII. Policy Administration:
• The Public Works Finance Department is responsible for administering the water leak
credit policy, including processing requests, reviewing supporting documentation, and
determining eligibility.
• The policy will be reviewed annually to assess its effectiveness and make any necessary
adjustments.
VIII. Implementation:
This policy is effective immediately upon adoption by the Board of Commissioners. The Public
Works Finance Department will communicate the policy to all customers through appropriate
channels, including bill inserts, the county website, and other public communications.
Mason County Administrator
411 N 5th Street
Shelton, WA 98584
(360) 427-9670 ext. 419
Mason County Commissioner
Briefing Items from County Administrator
June 9, 2025
Specific Items for Review
→ Letter of support from the Economic Development Council (EDC) – McKenzie Smith
→ Draft 2026 budget guidelines – Jennifer Beierle
→ Draft 2026 budget rates – Jennifer Beierle
→ Grant applications update – Tanessa Noll
→ State Homeland Security Program grant amendment – John Taylor
→ Seasonal maintenance position – Kelly Frazier
Administrator Updates
Commissioner Discussion
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): June 9, 2025 Agenda Date(s): June 24, 2025
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Letter of Support for Mason County Economic Development Corporation FMPP Grant Application
Background/Executive Summary:
The Mason County Economic Development Council (EDC) is pursuing funding from the USDA to
support farmers and ranchers in the County expand their direct-to-consumer market opportunities. If
successful, the EDC will help them partner with programs like WIC and SNAP and develop partnerships
with larger institutions like the school districts, WCC, health care facilities and others to purchase goods
grown in Mason County. This will contribute positively to our regional economy and will help provide
additional healthy food to Mason County residents. This builds on work Blue Zones did with Mason
Health and was a key request of farmers during the EDC’s agriculture focus group last fall.
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 grant
application to the USDA Farmers Market Promotion Program (FMPP).
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
June 24, 2025
The Honorable Tom Vilsack
Secretary of Agriculture
U.S. Department of Agriculture
1400 Independence Avenue SW
Washington, DC 20250
Re: Letter of Support for Mason County Economic Development Corporation FMPP Grant
Application
Dear Secretary Vilsack,
On behalf of the Mason County Board of Commissioners, we write in strong support of the Mason
County Economic Development Council’s (EDC) application to the USDA Farmers Market
Promotion Program (FMPP). We believe this project will be instrumental in strengthening local
agriculture and increasing access to direct-to-consumer market opportunities for producers across
Mason County and the surrounding region.
Agriculture is a vital driver of Mason County’s economy and identity. Our farmers, producers, and
agricultural businesses not only contribute significantly to local employment and land preservation,
but also serve as essential providers of healthy, locally grown food. As we seek to support economic
resilience and community health in Mason County, investing in the capacity of our agricultural
sector is both necessary and strategic.
The EDC’s proposal aligns with the goals of the FMPP. It provides much -needed technical
assistance, training, and outreach to help local producers navigate modern marketing channels,
support FM food safety certification, and reach new customers. This support is particularly
important for our small and mid-sized farms that form the backbone of our rural economy.
We thank you and your staff for your ongoing commitment to rural communities and urge your
favorable consideration of this important application.
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: Jennifer Beierle Ext: 532
Department: Central Services Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 6/9/2025 Agenda Date(s): 6/24/25
Internal Review: ☒ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Draft 2026 Mason County Preliminary Budget Preparation Guidelines and Budget Adoption Calendar
Background/Executive Summary:
The purpose of the budget guidelines is to establish a consistent and transparent process for preparing the
2026 preliminary budget for all Mason County offices and departments. These guidelines aim to align
financial planning with strategic priorities, ensure fiscal responsibility, and support essential services for
our citizens.
The Board of Mason County Commissioners typically sends out budget guidelines on or before the call
for budgets from the Auditor. The notice to file is due by the second Monday in July, per RCW 36.40.010.
As stated in RCW 36.40.050, the budget is submitted by the auditor to the board of county commissioners
on or before the first Tuesday in September. The board shall then consider the submitted budget and make
any revisions or additions it deems advisable.
A conservative approach to the 2026 budget is recommended.
Budget Impact (amount, funding source, budget amendment, etc.):
The budget guidelines are issued under the authority of the Mason County Board of Commissioners and
are intended to provide a framework for collaborative, transparent, and responsible budget planning for
2026.
Public Outreach:
Each step of the County’s budget is a public process, open to public comment, beginning with the budget
guidelines. Budget workshops between the Commission and offices or departments typically begin in
October. A public notice-of-hearing on the proposed budget is published for two weeks in the newspaper
and the detailed proposed budget is posted two weeks prior to adoption on the County’s website. The
County follows the alternate date for budget hearing in RCW 36.40.071, with the goal of adopting a
balanced budget on the first Monday in December.
Requested Action:
Request approval of the Mason County Commissioners’ 2026 Preliminary Budget Preparation Guidelines
Attachment(s):
2026 Preliminary Budget Preparation Guidelines
2026 Budget Adoption Calendar
1
June 24, 2025
To: Elected Officials & Department Heads
Re: Mason County Commissioners’ 2026 Preliminary Budget Preparation
Guidelines
The following are the Board of County Commissioners’ guidelines for the
Preliminary Budget. Preliminary budgets are due to the Auditor in the Munis
Financial System by close of business on Monday, August 11, 2025.
Elected Officials and Department Heads are asked to present a 2026 baseline
budget at 2025 adopted budget levels. Approved contractual increases are added
to the office or department’s bottom line from the previous year in a baseline
budget.
Please implement the following guidelines when developing 2026 Preliminary
Budgets:
BEGINNING FUND BALANCE (BFB) ESTIMATES
▪ The Budget Office will make initial BFB estimates based on cash balances as of
June 30th and the current 2025 budget. Estimates will be emailed to offices and
departments by mid-July. Offices/departments that manage special funds should
make their own estimates and email changes to the Budget Office.
REVENUE LEVELS
▪ Current Expense Property Tax levy may include an increase.
▪ Roads Property Tax levy may include an increase.
▪ Budget with existing fees and service charge schedules; review for proposed fee
increases if applicable.
▪ Grants should be budgeted conservatively with projected amounts to be
received within the proper budget year.
▪ The Treasurer estimates that Interest rates on investments will be 3.5%.
EXPENDITURE LEVELS
SALARIES & BENEFITS:
Salary & Benefit Projections will be emailed to Departments by the Budget Office
by mid-July. Differences in calculations should be entered into the spreadsheet
provided and sent back with an explanation.
Further guidance on calculations:
▪ Wages for union represented employees with signed union contracts should
reflect general wage, step, and COLA increases as outlined in the contracts.
▪ Wages for non-represented employees shall reflect step increases only, except
for Chief Deputy Prosecuting Attorney wages in Resolution No. 2025-003. The
BOCC may increase non-represented wages later.
▪ Wages for Elected Officials shall reflect the dollar amounts as stated in the
Mason County Citizens’ Commission on Salaries, Resolution No. 2024-070, except
for Prosecuting Attorney wages in Resolution No. 22-19, and Superior Court and
District Court Judges salaries, as set by the WA Citizens’ Commission (WCCSEO).
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▪ The Benefit Rate Sheet will be emailed to Departments by the Budget Office by
mid-July. Medical budgets should reflect pooled amounts paid by the County
times the number of FTE employees. Use budget expense accounts ending in
520040 for medical.
▪ New position requests must go through Human Resources via the following link:
https://www.cognitoforms.com/masoncounty1/newpositionrequest
Put the total salary and benefit amount of a new position request in the
preliminary budget on a BARS line titled “2026 Unapproved Budget Request”.
EXPENDITURE RATES:
All internally calculated rates will be emailed by the Budget Office by mid-July and
include:
▪ 2026 Internal Allocations – see tab A-1: use budget expense accounts ending in
541019.
▪ 2026 State Auditor Charges: now included in the internal allocations and do not
need to be budgeted by individual departments.
▪ 2026 Motor Pool rates: use budget expense accounts ending in 5xx777, 5xx778,
and 575100.
▪ 2026 Information Technology rates: use budget expense accounts ending in
545952.
▪ 2026 IT Computer Replacement: IT will send out a list of computers to be
replaced in 2026 out of each office/department budget. Use budget expense
accounts ending in 535098.
▪ 2026 Unemployment rates: $200 per FTE based on 2025’s adopted budget FTE
counts. Elected Officials do not receive an unemployment rate charge. Use
budget expense accounts ending in 546096.
▪ 2026 ER&R vehicle rates: use budget expense accounts ending in 545951.
OTHER REVENUE AND EXPENDITURE GUIDANCE:
▪ Inter-County Transfers- In must balance with Inter-County Transfers-Out. Please
communicate with the transferring from office or department, as unbalanced
transfers may be removed or changed during the budget process.
▪ Reimbursable interdepartmental expenses budgeted in one fund should be
budgeted as revenue in another fund.
▪ Budget debt service per the Treasurer’s Debt Service schedule.
▪ Building Remodel Requests go to Facilities so that Facilities may budget
accordingly.
▪ Traffic Policing Diversion is budgeted at $1,080,000 – Funding from Roads
Property Tax Levy. The BOCC may change the diversion amount during budget
preparation.
▪ Expenditure authority shall be adopted as two bottom lines for all Elected
Officials and County Department budgets, including Special Funds, in accordance
with Resolution No. 26-17: one bottom line for the total salaries and benefits and
one bottom line for operational expenses. Ending Fund Balance is not an
appropriation.
3
▪ Overall expenditures will be reviewed in relation to reserve requirements
identified in Resolution No. 2022-052.
▪ Departments are encouraged to seek out new grant awards as new expenditure
requests may not be considered without a funding source.
MUNIS BUDGET
Prepare internal budget analysis via any method you prefer. The Auditor will send
processing instructions to enter budgets in Munis.
The 2026 Munis budget entry will include the following:
▪ Budget 1 – Preliminary Budget Request – Budget Level 1 will be populated with
2025 adopted budget numbers. Departments may change the numbers to the
requested amounts.
▪ Budget 2 – Auditor’s Preliminary Budget – The Auditor will make error
correction changes to preliminary budget requests.
▪ Budget 3 - Maintenance Level Changes (MLC)– 2025 adopted budget plus non-
discretionary changes, i.e. CBA’s in effect, L&I, DRS, and medical changes. Budget
Level 3 will be entered by the Budget Office.
▪ Budget 4 – Policy Level Requests (PLR) – This is the difference between Budget
Level 2 and Budget Level 3, and will populate automatically. The Budget Office
will email a draft budget level spreadsheet to departments by mid-August. An
explanation or justification and project number should be entered into the
‘Comments’ and ‘Project No.’ columns for any amount in Budget Level 4. In
addition, the attached project form may be filled out for each new “project”
requested in the 2026 budget. A project request may include multiple BARS lines,
and both revenue and expenses to show how the “project” was derived. The
following are considered projects:
1. New staffing request(s)
2. Capital & Vehicle Purchases
3. Operational requests by project
4. All other items over Maintenance Level Changes
Requests for new spending without a corresponding funding source are unlikely
to be considered for budget approval by the Board.
BUDGET NARRATIVES
A Budget Narrative helps the Board and the public understand what each
office/department is responsible for and should include the following
information:
▪ 2024, 2025, and 2026 FTE count, and Organizational Chart
▪ FTE position allocations and funding sources, if any
▪ Proposed Fee Increases
▪ Workload Indicators – include a 3 year history comparison
4
▪ Project Level Changes (Budget Level 4 in Munis – Instructions and training to
follow)
Please email budget narratives to the Budget Manager via email (no paper copies)
by September 19th.
Countywide training via Zoom is scheduled for July 16th at 9:00 am. A separate
email invitation will be sent out for the training.
Departmental budget workshops with the Board will begin in October. The first
workshop will be an overview of the entire budget.
Sincerely,
BOARD OF MASON COUNTY COMMISSIONERS
________________ ________________ _______________
Sharon Trask Pat Tarzwell Randy Neatherlin
Chair Vice Chair Commissioner
Mason County
2026 Budget Adoption Calendar
*Dates may be subject to change*
S M T W T F S S M T W T F S S M T W T F S
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6 78 9101112 45678910 891011121314
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S M T W T F S S M T W T F S S M T W T F S
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6 78 9101112 3456789 78 910111213
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20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27
27 28 29 30 31 24 25 26 27 28 29 30 28 29 30
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S M T W T F S S M T W T F S S M T W T F S
1234 1 123456
5 67 891011 2345678 78 910111213
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19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27
26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31
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2026 Preliminary Budget Due on County's website to adopt by 1st Monday in December
Public Hearing to Certify to County Assessor taxes to be levied upon property in the county
Public Hearing at 9:00 a.m. to Consider Adoption of the 2026 Budget
December
Holiday
Overview of the 2026 Preliminary Budget with PLRs
Possible Dates to Schedule Board Budget Negotiations with Departments
Overview of the Preliminary Budget with PLRs included/excluded based on Board negotiations
Budget estimates due in Munis as required by RCW 36.40.010
Preliminary budget submitted to BOCC by Auditor per RCW 36.40.050
Policy Level Requests (PLRs) and Budget Narratives due to Budget Office
April
Official request for budgets required by RCW 36.40.010
Budget Guidelines signed by BOCC and sent to offices and departments
May June
July August September
October November
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Jennifer Beierle Ext: 532
Department: Central Services Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 6/9/2025 Agenda Date(s): 6/24/2025
Internal Review: ☒ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Review of 2026 Budget Rates for Internal Cost Allocations, Information Technology, Unemployment, and
Motor Pool
Background/Executive Summary:
The budget office prepares various rates for the county’s budget each year. These rates provide a
foundation for the budget process. Below is a summary of the rates, and a synopsis of the basis of
distribution for each:
• Internal Cost Allocations: Allocates indirect costs to all departments and funds based on several
different factors. (State Auditor’s Office Charges are proposed to be included in 2026 Internal
Cost Allocations instead of as a separate rate.) 2026 rates are based on 2024 actual expenditures.
• Information Technology: Allocates shared county costs for information technology by FTE.
2026 rates are based on 2024 actual expenditures.
• Unemployment: 2026 rates are based on the 2025 adopted budget FTE numbers. Rates are $200
per FTE. Elected officials are exempt from unemployment
• Motor Pool: Rates are based on the estimated cost of leasing and maintaining the County’s
General Fund and Community Services Health Fleet.
Budget Impact (amount, funding source, budget amendment, etc.):
Please see the attachments for detailed 2026 budget impacts. Here are the totals:
• 2026 Internal Cost Allocations Receivable: $2,238,510 (2025 rate was $2,060,611)
• 2026 Information Technology Rates: $1,330,000 (2025 rate was $1,300,000)
• 2026 Unemployment Rates: $82,106 (2025 rate was $80,358)
• 2026 Motor Pool Rates: $1,926,888 (2025 rate was $2,063,470)
Public Outreach:
Each step of the County’s budget is a public process, open to public comment, beginning with the budget
guidelines and internal budget rates. The Internal Cost Allocations are reviewed by the County’s CFO,
Leo Kim, CPA, and by Teresa Johnson, CPA, and IT Rates are reviewed by the IT Steering Committee.
Requested Action:
1. Request the Board approve the rates for Mason County’s 2026 annual budget for Internal Cost
Allocations, Information Technology, State Auditor’s Office Charges, Unemployment, and Motor Pool
2. Request the Board allow the Chair or the County Administrator to sign for the order of eleven
replacement vehicles as presented in the 2026 Motor Pool Rates.
Attachment(s):
Rates for the 2026 Mason County Budget for: Internal Cost Allocations, Information Technology,
Unemployment, and Motor Pool
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Tanessa Noll Ext: 595
Department: Central Services Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): June 9, 2025 Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Grant Applications Update
Background/Executive Summary:
IAVMP Award Pending for Mason Lake LMD ($30,000)
Clean Building Performance Grant, Not Awarded
Secretary of State Local Records Grant, Not Awarded
WATPA Grant, Partial Award ($1,900) for auto theft prevention activities
FY22 State Homeland Security Program ($10,375) for Coroner mass fatality trailer
Current applications in progress include:
• Safe Streets and Roads For All (due 6/26)
• COPS Safer Outcomes/DOJ (due 6/24 in Grants.gov, followed by 6/30 in JustGrants), up to
$350,000 request for de-escalation equipment and training
Budget Impact (amount, funding source, budget amendment, etc.):
Safe Streets For All 20% match will be met with staff time
No match for COPS Safer Outcomes grant
Public Outreach:
N/A
Requested Action:
N/A
Attachment(s):
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: John Taylor Ext: 806
Department: Emergency Management Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): June 9, 2025 Agenda Date(s): June 10, 2025
Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Amendment to the State Homeland Security Program (SHSP) FY-22 Grant Contract # E23-098 from
Washington State Military Department (EMD) and US Department of Homeland Security
Background/Executive Summary:
The Mason County Emergency Management Division is part of Homeland Security Region 3 (Mason,
Lewis, Thurston, Grays Harbor and Pacific Counties). This is an annual grant received from the US
Department of Homeland Security pass-through Washington State Military Department (EMD) and then
to the Homeland Security Regions. At our Regional level, the funding distribution formula involving a
base amount and population. Mason County has received the yearly SHSP Grant since 2003. This
increased funding will provide mass fatality supplies for the coroner’s mass fatality trailer.
The grant agreement amount changed from $29,835 to $40,210, an increase of $10,375. Performance
period is from 09/01/2022 to 07/31/2025.
Amendment has been reviewed by the Mason County Prosecuting Attorney’s Office as to form.
Budget Impact (amount, funding source, budget amendment, etc.):
Increase 2025 budget revenue for Emergency Management and spending authority for the grant amount
$10,375.
Public Outreach:
N/A
Requested Action:
Approval of the FY22 SHSP (E23-098) grant contract amendment for an additional $10,375.
Attachment(s):
Amendment
Signature Authorization Form