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Home My WebLink About2025/06/23 - Briefing Packet 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 06/18/25 at 3:19 PM BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of June 23, 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 23, 2025 Zoom link available on the Mason County website Commission Chambers Times are subject to change, depending on the amount of business presented 9:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation 9:20 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion 10:20 A.M. Executive Session – RCW 42.30.110(1)(g) Qualifications of an Applicant for Public Employment 11:20 A.M. BREAK 11:35 A.M. WSU Extension – Heidi Steinbach 11:40 A.M. Central Services – Travis Adams 11:45 A.M. Community Development – Randy Collins 11:55 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioner Discussion – as needed Wednesday, June 25, 2025 Union Fire Hall 50 E Seattle Street, Union, WA 98592 Times are subject to change, depending on the amount of business presented 5:00 P.M. Skokomish Watershed Action Team (SWAT) Community Meeting Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Heidi Steinbach, Noxious Weed Program Coordinator Ext: 592 Department: WSU Extension Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): June 23, 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: FY26 Class A and B Designate Noxious Weed Eradication Program Request for Proposals Washington State Noxious Weed Control Board (WSNWCB). Background/Executive Summary: The Mason County Noxious Weed Control Board is submitting a proposal to WSNWCB for continued funding of giant hogweed, lesser celandine and perennial pepperweed control, within Mason County. Mason County has previously been awarded funding to work on these noxious weeds through WSNWCB and Washington State Department of Agriculture. Giant Hogweed is a Class A noxious weed (eradication required). Lesser celandine and perennial pepperweed are both Class B Designate noxious weeds (control required) Budget Impact (amount, funding source, budget amendment, etc.): Provide a maximum of $5,000 for the 2026 budget year. This will assist with funding the extra-help noxious weed position and facilitate giant hogweed, lesser celandine and perennial pepperweed control in Mason County. Public Outreach: NA Requested Action: Approval to place request to submit proposal to WSNWCB for FY26 Class A and B Designate Noxious Weed Eradication Program on June 24th, 2025 action agenda for approval. Attachment(s): Washington State Noxious Weed Control Board FY26 Class A and B Designate Noxious Weed Eradication Program Request for Proposals FY24 Class A and B Designate Noxious Weed Eradication Program final report FY26 Class A and B Designate Noxious Weed Eradication Program Request for Proposals Washington State Noxious Weed Control Board 1 GENERAL INFORMATION Posted Date: Wednesday May 26th, 2025 Due Date for Proposals: Monday, July 7th, 2025 Funding Instrument Types: Interagency Agreement or Purchased Service Contract AGENCY CONTACT INFORMATION Washington State Noxious Weed Control Board - Attn: Mary Fee P.O. Box 42560; 1111 Washington Street; Olympia, WA 98504 Phone: (360) 561-4428 Email: MFee@agr.wa.gov FUNDING OPPORTUNITY DESCRIPTION The Washington State Noxious Weed Control Board (WSNWCB) is soliciting proposals for projects to eradicate Class A and B Designated Noxious Weeds in the State. Up to $15,000 may be available this fiscal year, which ends June 30, 2026. The WSNWCB has set a maximum request amount of $5000. Proposals to eradicate plants listed as Class A Noxious Weeds (as listed in WAC 16-750-005) or Class B Noxious Weeds Designated for control by the state (as listed in WAC 16-750-011) are eligible if they include the required proposal elements. All proposals must adhere to the principles of Integrated Pest Management (IPM) as described in RCW 17.15. ELIGIBLE APPLICANTS AND REQUIREMENTS ○ County Noxious Weed Boards, County Noxious Weed Programs, and County Noxious Weed Districts We will consider priority to Class A species and Class B Designated by the state species. o Representation at the July 18th state noxious weed board meeting either in person or Zoom is required. o Projects will only be funded for control efforts to include herbicide purchase, equipment costs, crew-time and/or contractors. Surveying in-conjunction with control will be considered. Survey only projects will not be funded. o Projects with landowner participation will be ranked higher than those that do not have landowner participation. o Projects with matching funds from other entities will be ranked higher than those that do not have matching funds. County match is greatly encouraged. o The intent is to eradicate class A noxious weed species or class B designated species that are very limited distribution. FY26 Class A and B Designate Noxious Weed Eradication Program Request for Proposals Washington State Noxious Weed Control Board 2 Applicant's name: Agency/organization name: Mailing address: Email address: Phone number: Please have a representative available for questions at the Washington State Noxious Weed Control Board Meeting July 18th, either in person or via Zoom. Zoom login information will be sent out prior to the meeting. Proposals without representation will not be considered. Please provide brief background information about the lead organization and partners: Name of the Class A or B Designated noxious weed: Current total known acres in your county (please specify if using total infested acreage or total solid acreage): How much of this acreage/infestation will be treated in this proposed eradication project? Please briefly describe the nature of the known infestation, including number of known sites or populations (if applicable), geographic extent, habitat types, and if the infestations are on private lands, public lands, or both. Date when infestation was first identified. Do you plan to treat all sites in your county or jurisdiction, or will you target specific sites? FY26 Class A and B Designate Noxious Weed Eradication Program Request for Proposals Washington State Noxious Weed Control Board 3 What IPM methods and materials are to be used in the eradication project? Include information on the timing of each control measure. Please note that all treatments paid for by this pass-through funding must occur on or before June 30, 2026. What previous control work has been done (include any IPM methods)? Include information on the timing of each control measure and outcomes. If none please state so. Please briefly describe steps to assure that all applicable laws will be followed if herbicides are used, e.g., permit coverage, applicant licensing, site-posting. Do you anticipate that enforcement of Washington State noxious weed law might be necessary in the process of the eradication? If yes, please provide a brief description of the readiness of involved county weed board(s) to carry out such enforcement within the proposal period. If the infestation to be eradicated lies in more than one county or jurisdiction, please provide a brief description of any coordinated efforts to treat and eradicate the entire infestation in all applicable jurisdictions. FY26 Class A and B Designate Noxious Weed Eradication Program Request for Proposals Washington State Noxious Weed Control Board 4 Please describe local support (include match funding or in-kind efforts from local groups, county, municipalities, or volunteer efforts.) Please describe any post-eradication plans to monitor the project area, prevent, and respond to any infestation. Will you be conducting any outreach with landowners to help in early detection? Estimated date when the current infestation would be eradicated (no living plants or propagules), if it were assumed that the requested funding and the matching funds of project partners were continued annually. Dollar amount of funding requested for FY26 ($5000 maximum): Matching funds, whether cash or in-kind, offered by other project partners not otherwise included above. Note that matching funds are not required, but discussion and disclosure of matching funds are required. If there are no matching funds, please state this. Successful Projects will be required to submit accomplishments and a final report. 0 2024 Class A and B Designate Noxious Weed Eradication: Perennial Pepperweed (Lepidium latifolium) Report Contract No. K4795 Mason County Noxious Weed Control Board 303 N 4th St. Shelton, WA 98584 (360) 427-9670 Ext. 592 1 2024 Class A and B Designate Noxious Weed Eradication Perennial Pepperweed (Lepidium latifolium) Report - Contract No. K4795 Mason County Noxious Weed Control Board 303 N 4th St. Shelton, WA 98584 (360) 427-9670 Ext. 592 Report Prepared by: Heidi Steinbach, Program Coordinator Report Contents Pg 2: Project and Species Background Pg 2: 2024 Project Overview Pg 3: Control Activities Pg 4: Landowner Communication Pg 4: Future Plans Pg 5: Appendix A – Herbicide Treatment Records Pg 7: Appendix B – Site Photos Pg 11: Appendix C – Map with Treatment Locations 2 View of the Hood Canal as MCNWCB staff controls perennial pepperweed. Blooming perennial pepperweed at Belfair State Park. Project and Species Background: Perennial pepperweed is a Class B Designate Noxious Weed in Mason County. Perennial pepperweed invades shorelines and spreads quickly, forming large monocultures. Large sites will decrease forage and habitat for native plants and animals. Perennial pepperweed acts as a salt pump by pulling salt from deep in the soil and re- depositing it as leaves die and fall off the plant. This impacts soil and ecosystem health in our area. Perennial pepperweed is native to Europe and Asia. It was added to the Washington State Noxious Weed List in 1988. Perennial pepperweed was first identified in Mason County in 2018, at Belfair State Park. Mason County Noxious Weed Control Board (MCNWCB) worked with Washington State Park to treat the infestation in 2018. MCNWCB has dedicated staff time to survey control this species in the hood canal. This has involved coordinating with Washington State Parks, Hood Canal Salmon Enhancement Group (HCSEG), Skokomish Indian Tribe and private property owners. This funding from the Washington State Noxious Weed Control Board (WSNWCB) helped to expand and continue perennial pepperweed control in Mason County. 2024 Project Overview: All known infestations in Mason County are located on the shores of the Hood Canal; at Belfair State Park, near Rendsland Creek in Tahuya, Washington, at Theler Wetlands in Belfair, Washington and on the Skokomish Indian Reservation. MCNWCB used funding from WSNWCB to control sites near Rendsland Creek in Tahuya and at Belfair State Park. The Skokomish Indian Tribe and HCSEG are responsible for control at Theler Wetlands and in the Skokomish Indian reservation. MCNWCB coordinator met with HCSEG on 3 WCC crew member shows bags of pulled perennial pepperweed from Hood Canal shore near Tahuya. MCNWCB staff and WCC crew controlling perennial pepperweed at Belfair State Park. April 24th to assess the progress of perennial pepperweed, offer control advice and help survey for other noxious weeds. We did not meet with the Skokomish Indian Tribe in 2024, but we have worked with them in prior years to help manually remove perennial pepperweed on their property. HCSEG and Skokomish Indian Tribe have shown a dedicated effort to control perennial pepperweed at the sites they manage. Control Activities: MCBWCB staff spent 47.5 hours between April 10th and June 18th, 2024 controlling perennial pepperweed using a combination of manual and chemical control. We also worked with a 5-6 person Washington Conservation Corps crew (WCC) to complete manual removal June 17th and 18th. WSNWCB Class A and B Eradication funding covered 39.5 hours of work, 28 hours were paid for using county funds and WCC crew time was provided for free since sites were adjacent to Department of Natural Resources aquatic lands. Herbicide treatments were completed on May 7th and 8th at a large infestation on private properties near Rendsland Creek in Tahuya, Washington. Foliar applications were completed using a backpack sprayer and 1.5% Polaris solution (See Appendix A for copies of herbicide records). We followed up with manual removal to control smaller patches at private properties in Tahuya. The site at Belfair State Park has received chemical control since 2018. These treatments have worked well to reduce perennial pepperweed infestations at the State Park. However, Polaris is non- selective and impacts all plant species. For this reason we have chosen to use manual control at this site, with the goal of minimizing off-target damage to native plants in the area so that they can better establish in areas with historic perennial pepperweed treatments. 4 We were very fortunate to have the opportunity to work with WCC on June 17th and 18th at our sites in Belfair and Tahuya. This helped us make great progress at the sites. All manually removed perennial pepperweed was dug, then bagged and disposed of in landfill garbage. (see table for all manual control dates) Landowner Communication: We commun icated with private property and public landowners about perennial pepperweed impacts and control strategies using a combination of phone, email, and in-person site visits. We are also highlighting perennial pepperweed as our “noxious weed of the month” in July for our monthly Noxious Weeds & Master Gardeners newsletter. This is a great way to educate the community about the impacts and identification of perennial pepperweed. Future Plans: MCNWCB will monitor sites regularly throughout the year and perform follow-up control as needed. Sites will be monitored until they are eradicated. We are pursuing additional funding sources to help support control efforts and the purchase of native plants to re-vegetate large sites. We will continue to work with public and private landowners to assist with identification and control of perennial pepperweed. MCNWCB staff and WCC crew with perennial pepperweed bags from Belfair State Park – 6/17/2024 Manual Treatment Date Parcel Number 4/10/2024 22201-52-***** 4/24/2024 32219-21-***** 4/29/2024 22201-52-***** 5/30/2024 22201-52-***** 6/17/2024 22201-52-***** 6/18/2024 32219-21-***** 6/18/2024 32219-21-***** 6/18/2024 22201-52-***** 5 Appendix A – Herbicide Treatment Records 6 Appendix A – Herbicide Treatment Records 7 Large perennial pepperweed site in Tahuya, Washington before herbicide treatment. Appendix B – Site Photos 8 Large perennial pepperweed site in Tahuya, Washington after herbicide treatment. Appendix B – Site Photos WCC crew assisting with follow-up manual removal in Tahuya, Washington on 6/18/2024 9 Example of scattered patches of perennial pepperweed at Belfair State Park. Photo after completing manual removal at Belfair State Park. This area has historically had a very large perennial pepperweed infestation. Native plants are starting to re- vegetate the site. Appendix B – Site Photos 10 Appendix B – Site Photos Photos of MCNWCB and WCC staff working at perennial pepperweed sites. 11 Appendix C – Map with Treatment Locations Locations of perennial pepperweed infestations that MCNWCB actively manages. 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 16 and 23, 2025 Agenda Date(s): June 24, 2025 Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ IT ☐ Risk ☐ Other (Please ensure proper internal review channels have been followed, this is the responsibility of the requesting Department) Item: Request for Proposals for Director of Tourism Development for Mason County for 2026-2027 and Request for Proposals for Services that Support Tourism and/or Cultural Attractions in Mason County for 2026 Background/Executive Summary: Mason County receives funds from taxes imposed on lodging facilities, these funds can be expended for activities established by and eligible under state law. Tourism promotion is defined under RCW 67.28.080 as “… activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding the marketing of or the operation of special events and festivals designed to attract tourists”. The Lodging Tax Advisory Committee (LTAC) will select and recommend proposals to the Commissioners for final approval. The Commissioners may only choose recipients from the list of candidates and recommend amounts as provided by the LTAC. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): The LTAC recommends the following allocations of Lodging Tax revenue: 25% for services that support tourism and cultural attractions in Mason County, 60% for the Director of tourism development for Mason County, 10% for the Welcome Center, and 5% for reserves. Public Outreach: Request for Proposals (RFPs) will be advertised. Requested Action: Approval of the Request for Proposals for Director of Tourism Development for Mason County for 2026-2027 and Request for Proposals for Services that Support Tourism and/or Cultural Attractions in Mason County for 2026. Attachment(s): RFPs Page 1 of 4 Request for Proposals Director of Tourism Development for Mason County I. Introduction and Summary Mason County, Washington is requesting proposals from qualified companies or individuals for tourism development, marketing services, and maintenance of the established tourism marketing campaign in Mason County, and to provide support for local events and festivals. This project will be completed at the direction of the Mason County Board of County Commissioners (BOCC) under the advice and recommendation of the Mason County Lodging Tax Advisory Commission (LTAC). All County contracts require final approval by the BOCC. The total budget is up to $686,229 for all services with 15% dedicated to event and festival marketing. The contract amount will include cost of production and distribution of marketing materials, media purchases, and administrative costs; a minimum of 15% of the budget must be dedicated directly for local festival and event marketing and support. Partial funding may be awarded. Proposals are due no later than 4:00 p.m. on Wednesday, September 24, 2025. This is for services commencing January 1, 2026. Proposals should be prepared in accordance with this Request for Proposals (RFP) and mailed or delivered to: McKenzie Smith Clerk of the Board 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 589 msmith@masoncountywa.gov Ten (10) hard copies of the submittals must be received by the deadline as indicated above. Postmarks will not be accepted. Proposals will be evaluated by the LTAC, and respondents may be interviewed. The LTAC will make recommendations for contract awarding to the BOCC who will make final selection. Respondents should not lobby LTAC members or the BOCC. For additional information, respondents should contact McKenzie Smith by phone or email. All proposals are public records. The LTAC reserves the right to request additional information from respondents, and the County reserves the right to reject all submittals. Should you be selected, all materials created under contract with Mason County will be owned by Mason County. Contract Terms: contract will be awarded for a minimum of two (2) years with an option for renewal. Contract performance review will occur quarterly. Insurance Requirements: all insurance provided shall be primary and non-contributory. 1. Comprehensive General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage; $2,000,000 general aggregate. Page 2 of 4 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers’ Compensation: workers’ compensation limits as required by the Workers’ Compensation Act of Washington. 4. Consultant’s Errors and Omissions Liability: $1,000,000 per occurrence and as an annual aggregate. II. Statement of Need Mason County, Washington needs tourism development and marketing services. The County wishes to contract with an experienced and qualified company or individual to continue the already established multi- media tourism marketing services that will result in increased business tourism, tourism business, and awareness of Mason County as a tourism destination, as well as the number of tourists to Mason County. This includes knowledge, maintenance, and continued development of the existing Wild Side Guide and WildSideWA App, including monthly content updates. The contractor should develop collaborative relationships with tourism-related businesses and organizations resulting in additional amenities and/or packages that enhance the visitor experience. Collaboration and coordination with Visitor Information Centers (VICs) will be required to distribute marketing materials and provide training on Wild Side branding and the WildSideWA App. Monthly meetings between the Director of Tourism Services and VICs is highly encouraged to allow guidance and support as needed. The Contractor will also be required to lead and participate in periodic training and advocacy workshops with VICs and other stakeholders to ensure alignment in messaging, visitor engagement, and the effective use of Wild Side branding and the WildSideWA App. The Contractor will be required to assist area festival and event organizers with marketing and promotion efforts of those events. It is expected that the Contractor will devote a substantial amount of time [forty (40) hours per week] in Mason County to facilitate coordination between tourism related services and businesses. Proposed marketing campaigns should integrate with the current marketing campaigns developed and implemented with County lodging tax funds in line with www.explorehoodcanal.com/ and ensure integration with the Wild Side branding. The contractor must develop, print, and distribute brochures, maps, and other tourism-related items that align with Wild Side branding and promotional strategies. The contractor must also engage with state, national, and regional visitor associations (such as Olympic Peninsula Tourism Commission, Washington Tourism Alliance, etc.) to leverage broader marketing and promotional opportunities. In addition, the Contractor is expected to facilitate and encourage cross-promotion between local tourism assets and businesses, helping visitors discover services, products, and attractions that enhance their overall experience in Mason County. Proposal of tourism-related initiatives, programs, or services that align with County tourism objectives and are permissible under RCW 67.28.1816, provided they do not duplicate services outlined for Services that Support Tourism and Cultural Attractions”, is also encouraged. Contractors will be required to provide estimates and final numbers for quarterly reports. Quarterly reports are to be presented in person to the LTAC and must also include tourism metrics, visitor engagement, media engagement, media impressions, app analytics, outreach efforts, marketing reach, and programming impacts. The Contractor should also document the nature of visitor inquiries, interest areas, and examples of customized itineraries or recommendations provided through digital or in-person interactions. The Contractor is also designated to maintain small assets. Page 3 of 4 III. Form of Proposal – Director of Tourism Development Respondent proposals shall include: 1. Contact name, address, telephone number, and email address. 2. Coordination, development, marketing, and support of Mason County tourism amenities and the visitor experience that integrates the current marketing campaign brand, collateral, and materials into the proposed plan. The proposal should include a plan for leveraging other tourism association marketing opportunities resulting in additional amenities and/or packages which enhance the visitor experience. 3. Strategy for providing outreach and marketing support for area festivals and events designed to attract out-of-area visitors. 4. Itemized scope of work and costs for contracted services inclusive of administration, delivery, media development, sub-contracted services, and travel with specific line items for event and festival marketing totaling a minimum of 15% of the budget. The budget should also include print costs for any print materials necessary to best serve visitors including, but not limited to, brochures, navigational maps, and maps providing recreation/tourism information. 5. Proposed media outlets and corresponding demographic/geographic targets with a media delivery schedule. Media launches should be prepared by March 2026 and delivered as per proposal. 6. Names, addresses, telephone numbers, and email addresses of clients for whom the respondent has recently performed tourism promotion services including a sample of product(s) delivered . 7. Specific measures to assess the impact of contract performance including strategy to measure economic impacts to area businesses and to fulfill reporting requirements as defined in the Revised Code of Washington (RCW) 67.28.1816(ii)(c). 8. Estimates of how contracted service(s) will result in increases in people staying overnight and traveling fifty (50) miles or more to Mason County. 9. Analyzation of existing digital assets and proposed endorsement over the next two (2) years. 10. If the applicant was awarded funding in 2025 and the requested funding amounts for 2026 are greater than five percent (5%) of the 2025 funding award, list in detail the plan for the additional funds requested, how those funds will increase tourism, and how that success will be measured. IV. Evaluation Criteria Proposals will be based on the following criteria: 1. Overall alignment with Mason County tourism efforts. 2. Prioritization of local attraction and event promotion and support as well as business outreach and referrals to local businesses. 3. Development and marketing of Mason County tourism amenities utilizing the existing Wild Side branding and marketing campaign. 4. Analysis of the WildSideWA App and strategy for maintenance and management for the next two (2) years. 5. How the proposal enhances the visitor experience. 6. Degree to which the budget reflects the requested activities and cost of proposal. Considerations will include integration of the current marketing campaign, leveraging other tourism association marketing opportunities, and dedicated festival and event marketing budget. Page 4 of 4 7. Media outlets and corresponding demographic/geographic targets and media delivery schedule. 8. Amount of dedicated time in Mason County. 9. Clients for whom the respondent has recently performed tourism promotion services including a sample of product(s) delivered. 10. Strategy to measure economic impacts to area businesses and methodology to fulfill reporting requirements as defined in RCW 67.28.1816(2). Key Performance Indicators (KPIs) include: 1. Website analytics and traffic (www.explorehoodcanal.com). 2. App engagement metrics (downloads, interactions, number of itineraries built, etc.). 3. Media impressions and content distribution. 4. Event support and promotional reach. 5. Amounts and locations of printed and distributed materials. 6. Engagement with state, national, and regional tourism associations. 7. Quarterly reporting submitted to the LTAC. Evaluation criteria and KPIs are subject to change without notice. If KPIs are not met, Mason County will have the option to put the contractor on a Corrective Improvement Plan with the understanding that if there are no improvements the contract can be terminated with thirty (30) days written notice. V. Independent Contractor It is the intention and understanding of the County that the Contractor shall be an independent contractor and that the County shall be neither liable for, nor obligated to, pay sick leave, vacation pay, or any other benefit of employment, nor to pay any social security or other tax that may arise as an incident of employment. The Contractor shall pay all income and taxes as due. Industrial or other insurance that is purchased for the benefit of the Contractor shall not be deemed to convert this contract into any employment contract. It is recognized that the Contractor may or will be performing services during the term of the contract for other parties and that the County is not the exclusive user of the Contractor’s services. VI. Prevailing Wage If required by RCW 39.12, prevailing wages shall be paid. The Contractor specifically agrees to comply with RCW 39.12, and to file all required forms, certifications, and affidavits necessary to comply with Federal and State laws before final payment shall be made to the Contractor. Prevailing wage rate information is available from the State of Washington Department of Labor and Industries Industrial Relations Division. VII. Equal Opportunity Employer Mason County is an equal opportunity employer and strives to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Page 1 of 7 Request for Proposals Services that Support Tourism and/or Cultural Attractions in Mason County I. Introduction and Summary Mason County, Washington is requesting proposals from qualified individuals for additional services that support tourism and cultural attractions in Mason County to include Visitor Information Centers [as defined in Revised Code of Washington (RCW) 67.28.1816(d)], tourism promotion [as defined by RCW 67.28.080(6)] and support of tourism-related facilities [as defined in RCW 67.28.080(7)]. Services shall be provided at locations throughout Mason County that are in a high -traffic location easily accessible to visitors, provide convenient ingress and egress, high visibility, are on major tourist transportation corridors, and offer a clean, welcoming environment. The total budget is up to $285,929 for all services that support tourism and cultural attractions. Multiple contracts may be awarded, and partial funding may be awarded. Services that support tourism and cultural attractions will be provided at the direction of the Mason County Board of County Commissioners (BOCC) under the advice and recommendation of the Mason County Lodging Tax Advisory Commission (LTAC). All County contracts require final approval by the BOCC. Proposals are due no later than 4:00 p.m. on Wednesday, September 24, 2025. This is for services commencing January 1, 2026. Proposals should be prepared in accordance with this Request for Proposals (RFP) and mailed or delivered to: McKenzie Smith Clerk of the Board 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 589 msmith@masoncountywa.gov Ten (10) hard copies of the submittals must be received by the deadline as indicated above. Postmarks will not be accepted. Proposals will be evaluated by the LTAC, and respondents may be interviewed. The LTAC will make recommendations for contract awarding to the BOCC who will make final selection. Respondents should not lobby LTAC members or the BOCC. For additional information, respondents should contact McKenzie Smith by phone or email. All proposals are public records. The LTAC reserves the right to request additional information from respondents, and the County reserves the right to reject all submittals. Contract Terms: contracts will be awarded for a minimum of one (1) year with an option for renewal. Contract performance review will occur quarterly. Insurance Requirements: all insurance provided shall be primary and non-contributory. Page 2 of 7 1. Comprehensive General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage; $2,000,000 general aggregate. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers’ Compensation: workers’ compensation limits as required by the Workers’ Compensation Act of Washington. 4. Consultant’s Errors and Omissions Liability: $1,000,000 per occurrence and as an annual aggregate. II. Statement of Need Mason County, Washington needs contractors to provide services that support tourism and cultural attractions in Mason County. This may include Visitor Information Centers (VICs), museums, tourism promotion, and support of tourism-related facilities. Services shall be provided at locations throughout Mason County that are in a high-traffic location easily accessible to visitors, provide convenient ingress and egress, high visibility, are on major tourist transportation corridors, and offer a clean, welcoming environment. Visitor Information Center (VIC) services as defined in RCW 67.28.1816(d) which states “… tourism- related facilities owned or operated by nonprofit organizations described under 26 U.S.C. Sec. 501(c)(3) and 26 U.S.C. Sec. 501(c)(6) of the internal revenue code of 1986”], tourism promotion [as defi ned by RCW 67.28.080(6) which states “… activities, operations, and expenditures designed to increase tourism…” shall include dissemination of printed recreational materials and direct assistance to visitors from persons familiar with all dining, lodging, parks, recreational establishments, retail, and other services available in Mason County. Publications are expected to be sourced through the Director of Tourism Development contract or provided by other known areas, media outlets, or third-party resources; must pertain to Mason County; and must remain up to date. Messaging should be aligned with the Wild Side branding campaign. Contractors will be required to provide ongoing training for visitor service providers to ensure thorough knowledge of and familiarization with amenities and services available in Mason County. Respondents will be strongly encouraged to gain authorization to sell State Parks and National Parks/Forests passes, guides, and maps. Contractors will be required to train staff and/or volunteers to provide knowledgeable assistance regarding Mason County tourism amenities and on the WildSideWA App. Contractors will also be required to provide updated information about area events, dining, lodging, and recreational experience opportunities to the Director of Tourism Development for Mason County as well as participate in advocacy and training workshops led by the Director of Tourism Development. Contractors are also encouraged to facilitate visitor referrals to www.explorehoodcanal.com and the WildSideWA App through digital and print signage, QR codes, printed materials, and direct recommendations. VICs must meet with the Director of Tourism Development monthly for guidance and support. Tourism promotion, or visitor information services, as defined by RCW 67.28.080(6) which states “… activities, operations, and expenditures designed to increase tourism…” includes, but not limited to, advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists. Contractors will be required to develop comprehensive visitor information services that extend beyond walk-in traffic; facilitate connections between visitors and local attractions, businesses, and Page 3 of 7 services; integrate business outreach as a key function of visitor services, encourage and participate in cross- promotion between local businesses and tourism assets, and facilitate visitor referrals to www.explorehoodcanal.com. Contractors must participate in advocacy and training workshops led by the Director of Tourism Development to ensure staff and/or volunteers are equipped to act as tourism ambassadors for Mason County and ensure alignment in messaging, tourism strategy, and visitor engagement practices across all touchpoints. A concierge-style approach must be used, offering customized recommendations and curated itineraries based on visitor interests. Contractors must develop, maintain, and promote exhibits or experiences that are relevant to Mason County’s cultural and historical heritage. Facilities should be accessible, well-maintained, and provide a welcoming environment for visitors. Contracts must participate in advocacy and training workshops led by the Director of Tourism Development to ensure staff and/or volunteers are equipped to act as tourism ambassadors for Mason County and ensure alignment in messaging, tourism strategy, and visitor engagement practices across all touchpoints. Cultural attractions and museums must meet with the Director of Tourism Development bimonthly to amplify their reach and align with broader tourism messaging. Maintenance and preservation efforts may be included as eligible expenses, contingent upon the alignment with RCW 67.28.180-1801. Tourism-related facility as defined in RCW 67.28.080(7) which states “real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a nonprofit organization described under section 501(c)(3) of the federal internal revenue code of 1986, as amended; or (iii) owned by a nonprofit organization described under section 501(c)(6) of the federal internal revenue code of 1986, as amended, a business organization, destination marketing organization, main street organization, lodging association, or chamber of commerce and (b) used to support tourism, performing arts, or to accommodate tourist activities”. Contractors will be required to provide estimates and final numbers of visitors for quarterly reports. Quarterly reports are to be presented in person to the LTAC and must also include visitor interactions, including visitor origin, demographics, duration of interactions, nature of inquiries received, customized itinerary development or recommendations provided, materials distributed, and sales of maps, passes, or other tourism-related items. Metrics should also contain visitor engagement, outreach efforts, marketing reach, and programming impacts. Annual reports pursuant to RCW 67.28.1816(2) will also be required. III. Form of Proposal – Services that Support Tourism and Cultural Attractions A. Visitor Information Centers Respondent proposals shall include: 1. Contact name, address, telephone number, and email address. 2. Itemized description of services that support tourism being proposed. If the proposal includes a facility, include the location, square footage of space dedicated to services that support tourism and cultural attractions, and hours of operation adjusted seasonally and aligned with visitor traffic patterns to include weekend hours of operation to best serve travelers at peak times and locations. 3. Statement of qualifications including experience in providing services that support tourism and cultural attractions. Page 4 of 7 4. Strategy for maintaining familiarization with Mason County dining, lodging, parks, recreational amenities, and retail; as well as strategy to ensure all printed tourism materials are on -site and available. 5. Detailed and itemized scope of work and cost for providing services that support tourism and cultural attractions. Capital costs are not allowed. 6. Strategy for tracking and reporting visitor interactions, including visitor origin, demographics, duration of interactions, inquiries received, materials distributed, and sales of maps, passes, or other tourism-related items. Metrics may also include referrals to www.explorehoodcanal.com or the WildSideWA App. 7. Specific measures to assess the impact of contract performance, including strategy to measure economic impacts to area businesses and to fulfill reporting requirements as defined in RCW 67.28.1816(ii)(c). 8. Estimates of how contracted service(s) will result in increases to people staying overnight and traveling fifty (50) miles or more to Mason County. 9. If the applicant was awarded funding in 2025 and the requested funding amounts for 2026 are greater than five percent (5%) of the 2025 funding award, list in detail the plan for the additional funds requested, how those funds will increase tourism, and how that success will be measured. B. Visitor Information Services Respondent proposals should not exceed ten (10) pages, including attachments, and shall include: 1. Contact name, address, telephone number, and email address. 2. Itemized description of services that support tourism and cultural attractions being proposed. If the proposal includes a facility, include the location, square footage of space dedicated to services that support tourism and cultural attractions, and hours of operation adjusted seasonally and aligned with visitor traffic patterns to include weekend hours of operation to best serve travelers at peak times and locations. 3. Statement of qualifications including experience in providing services that support tourism and cultural attractions. 4. Strategy for maintaining familiarization with Mason County dining, lodging, parks, recreational amenities, and retail; as well as strategy to ensure all printed tourism materials are on -site and available. 5. Detailed and itemized scope of work and cost for providing services that support tourism and cultural attractions. Capital costs are not allowed. 6. Strategy for developing comprehensive visitor information services that extend past walk-in traffic, incorporating phone, email, and digital concierge support. 7. Plan for facilitating connections between visitors and local businesses, services, and attractions; providing recommendations and referrals to enhance the overall visitor experience; and integrating business outreach as a key function of visitor services, encouraging cross-promotion between local businesses and tourism assets. 8. Strategy for tracking and reporting visitor interactions, including visitor origin, demographics, duration of interactions, inquiries received, materials distributed , and referrals to www.explorehoodcanal.com or the WildSideWA App. Page 5 of 7 9. Specific measures to assess impact of contract performance, including strategy to measure economic impacts to area businesses and to fulfill reporting requirements as defined in RCW 67.28.1816(ii)(c). 10. Estimates of how contracted service(s) will result in increases to people staying overnight and traveling fifty (50) miles or more to Mason County. 11. If the applicant was awarded funding in 2025 and the requested funding amounts for 2026 are greater than five percent (5%) of the 2025 funding award, list in detail the plan for the additional funds requested, how those funds will increase tourism, and how that success will be measured. C. Cultural Attractions Respondent proposals should not exceed ten (10) pages, including attachments, and shall include: 1. Contact name, address, telephone number, and email address. 2. Itemized description of services that support cultural attractions being proposed. If the proposal includes a facility, include the location, square footage of space dedicated to services that support tourism and cultural attractions, and hours of operation adjusted seasonally and aligned with visitor traffic patterns to include weekend hours of operation to best serve travelers at peak times and locations. 3. Statement of qualifications including experience in providing services that support cultural attractions. 4. Detailed and itemized scope of work and cost for providing services that support cultural attractions. Capital costs are not allowed. 5. Strategy for developing and maintaining exhibits relevant to Mason County’s cultural and historical heritage and implementing marketing strategies to attract visitors from outside of the County. 6. Specific measures to assess impact of contract performance, including strategy to measure economic impacts to area businesses and to fulfill reporting requirements as defined in RCW 67.28.1816(ii)(c). 7. Estimates of how contracted service(s) will result in increases to people staying overnight and traveling fifty (50) miles or more to Mason County. 8. If the applicant was awarded funding in 2025 and the requested funding amounts for 2026 are greater than five percent (5%) of the 2025 funding award, list in detail the plan for the additional funds requested, how those funds will increase tourism, and how that success will be measured. IV. Evaluation Criteria Proposals will be based on the following criteria: 1. Overall alignment with Mason County tourism efforts. 2. Strategy for dissemination of services that support tourism and cultural attractions (i.e. location, type of amenities, how services will be provided, and training of staff and/or volunteers). 3. Types of services offered. 4. Experience providing services that support tourism and cultural attractions. 5. Prioritization of local business outreach and referrals to local businesses. 6. Strategy for maintaining familiarization of visitor amenities and to ensure all printed tourism materials are on-site and available. Page 6 of 7 7. Hours of operation and level(s) of staffing. 8. Strategy for tracking and reporting visitor interactions. 9. Cost of itemized proposal and the degree to which the budget reflects the requested activities. 10. The location of which services that support tourism and cultural attractions will be provided. 11. Strategy to measure economic impacts to area businesses and methodology to fulfill reporting requirements as defined in RCW 67.28.1816(2). 12. Demonstrated ability to serve visitors Countywide and provide informed referrals through strong relationships with local businesses and tourism assets. 13. Capacity to deliver both in-person and digital visitor services, including concierge-style support and customized itinerary development. Key Performance Indicators (KPIs) for Visitor Information Centers include: 1. The number of visitors served (in-person, phone, email, etc.). 2. Visitor origin (local, out-of-state, regional, etc.). 3. Volume of materials purchased, received, and distributed. 4. Hours of operation. 5. The number of visitors redirected to www.explorehoodcanal.com or the WildSideWA App. 6. Quarterly reporting submitted to the LTAC. Key Performance Indicators (KPIs) for Visitor Information Services include: 1. The number of visitors received (phone, email, website, etc.). 2. Referral tracking metrics (attractions, businesses, WildSideWA App, etc.) 3. Concierge interactions and the recommendations provided. 4. Visitor feedback and satisfaction. 5. Quarterly reporting submitted to the LTAC. Key Performance Indicators (KPIs) for Cultural Attractions include: 1. Visitor counts including visitor origin (local, out-of-state, regional, etc.). 2. Marketing reach and exhibit updates. 3. Participation in Wild Side campaigns. 4. Visitor feedback and satisfaction. 5. Quarterly reporting submitted to the LTAC. Evaluation criteria and KPIs are subject to change without notice. If KPIs are not met, Mason County will have the option to put the contractor on a Corrective Improvement Plan with the understanding that if there are no improvements the contract can be terminated with thirty (30) days written notice. V. Independent Contractor It is the intention and understanding of the County that the Contractor shall be an independent contractor and that the County shall be neither liable for, nor obligated to, pay sick leave, vacation pay, or any other benefit of employment, nor to pay any social security or other tax that may arise as an incident of employment. The Contractor shall pay all income and taxes as due. Industrial or other insurance that is purchased for the benefit of the Contractor shall not be deemed to convert this contract into any employment Page 7 of 7 contract. It is recognized that the Contractor may or will be performing services during the term of the contract for other parties and that the County is not the exclusive user of the Contractor’s services. VI. Prevailing Wage If required by RCW 39.12, prevailing wages shall be paid. The Contractor specifically agrees to comply with RCW 39.12, and to file all required forms, certifications, and affidavits necessary to comply with Federal and State laws before final payment shall be made to the Contractor. Prevailing wage rate information is available from the State of Washington Department of Labor and Industries Industrial Relations Division. VII. Equal Opportunity Employer Mason County is an equal opportunity employer and strives to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Randy Collins, Fire Marshal Ext: 309 Department: Community Development Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): June 23, 2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (Please ensure proper internal review channels have been followed, this is the responsibility of the requesting Department) Item: Burn Regulation’s Overview Background/Executive Summary: After providing a brief report at the June LEPC meeting regarding the Land Clearing and Residential Burn restrictions that went into effect on June 5, Commissioner Trask requested I conduct a briefing on our burn regulations to the Commission. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): N/A Public Outreach: N/A Requested Action: Discussion only. Attachment(s): Mason County Code Chapter 9.48 Mason County-ORCAA MOU Burn Restrictions Policy Referring Burn Complaints to EH Policy Mason County/Kitsap County/NMFRA Tri-Lakes MOU Title 9 - PEACE, MORALS AND SAFETY Chapter 9.48 OUTDOOR BURNING PROGRAM Mason County, Washington, Code of Ordinances Created: 2023-12-19 11:21:18 [EST] (Supp. No. 65, 11-23) Page 1 of 2 Chapter 9.48 OUTDOOR BURNING PROGRAM Sections: 9.48.010 Established. An outdoor burning program has been established in Mason County as set out in this chapter. (Res. 4-95 (part), 1995). 9.48.020 Basis for permitting outdoor burning. All open fires are permitted either by a written permit or under a general rule burn program. (Res. 4-95 § 1, 1995). 9.48.030 Written permits. (a) Written permits may be issued by designated Mason County offices or fire protection districts. (b) Written permits will only be issued for: (1) Land clearing fires (larger than four feet in diameter) consisting of natural vegetation resulting from land clearing projects; and (2) Permits will not be issued for the burning of prohibited materials; and (3) The duration of a written permit shall not exceed one month; and (4) Mason County offices will issue no-fee land clearing open burning permits in those fire districts not issuing their own permits; and (5) Land clearing permits can also be issued by those Mason County fire districts that choose to do so. Fire districts are allowed to charge a fee for the issuance of burning permits; and (6) Written permits will not be required for residential yard debris fires. (Res. 4-95 §§ 2, 3, 1995). 9.48.040 Residential yard debris burning. (a) Residential yard debris burning, fires no larger than four feet in diameter and burn barrels will be allowed under a general rule burn program. Under this concept, property owners will have a total of fourteen days during each calendar year to burn residential yard debris. (b) Property owners can pick the specific fourteen days to burn, as long as the total, in any calendar year, does not exceed fourteen days. (c) No fees will be charged for residential yard debris burning and a written permit is not required. However, the person in charge of the fire must have a copy of the Guidelines For Outdoor Fires In Mason County in hand at the fire location. Created: 2023-12-19 11:21:18 [EST] (Supp. No. 65, 11-23) Page 2 of 2 (d) The brochure—Guidelines For Outdoor Fires In Mason County —will be available through county offices and local fire districts and will be mailed to property owners upon request. (Res. 4-95 § 4, 1995). 9.48.050 Recreational fires and ceremonial fires. Recreational fires, which are fires not used for yard debris disposal, and ceremonial fires, which are fires associated with a Native American ceremony or ritual, will not be directly regulated under the general rule burn program. However, the will be subject to all other applicable open burning regulations, including setbacks, pile size, etc. (Res. 4-95 § 5, 1995). Mason County Fire Marshal’s Office POLICY: Burn Restrictions APPROVED BY: County Commissioners PAGE 1 OF 2 EFFECTIVE DATE: August 30, 2022 Originated: July 10, 2022 Page: 1 of 2 PURPOSE As a County of rural properties and large forested areas, the use of controlled fire has played an important role for its residents and timber industry. Due to the number of fire agencies involved in the permitting and response component as well as the sensitivity of the public, there is a need to develop a uniform process for the implementation of such restrictions. The purpose of this policy is to provide a consistent and coordinated approach for implementing burn restrictions and/or bans in Mason County that follows a widely accepted and scientific process. While it is in the best interest of all stakeholders to remain consistent, nothing in this policy shall limit the ability of a specific fire agency to implement a more restrictive approach if warranted by other factors such as staffing patterns or climatic conditions unique to their jurisdiction DEFINITIONS Land Clearing Burning: Outdoor burning of trees, stumps, shrubbery, or other natural vegetation from land clearing projects (I.E. projects that clear the land so it can be developed, used for a different purpose or left unused). Please note a permit for this activity is first required from the Mason County Fire Marshal’s Office. Residential Burning: The outdoor burning of leaves, clippings, pruning and other natural yard and gardening refuse by a property owner. Such activities do not require a permit but are prohibited in the Urban Growth Areas of Allyn, Belfair and Shelton. Recreational Burning: Cooking and campfires using charcoal or firewood in a metal, concrete or rock circle such as those typically found in campgrounds Exempt Appliances/Devices: Gas appliances (grills, bar-b-ques and fire pits), smokers and wood fired pizza ovens METHODOLOGY Of the various systems used for implementing burn restrictions, the most widely used is the National Fire Danger Rating System (NFDRS) which identifies five color coded levels of fire danger ranging from Low (Green) to Extreme (Red) and is summarized in Table 1 below. As a system that has been adopted by Federal Fire Agencies as well as the Washington Department of National Resources (DNR), the NFDRS shall be used as the methodology to establish burn restrictions within Mason County. Additional information on the NFDRS can be found at: https://www.nwcg.gov/sites/default/files/products/pms932.pdf POLICY Due to the overlap in State and local jurisdictional responsibility and to minimize public confusion, it shall be the policy of the Mason County Fire Marshal’s Office (MCFMO) and Mason County Fire Chief’s Association (MCFCA) to remain as consistent as possible with any burn restrictions or bans implemented on Federal or DNR lands. To that end, when notified by the DNR of any impending restrictions, they shall be mirrored by the MCFMO and MCFCA. These usually occur during the Cooperating Agencies Conference Call held each Wednesday at 10 AM between the Federal Fire Agencies and DNR when the predicted fire danger for the upcoming week is announced. Depending on the level of fire danger, the corresponding burning restriction identified in Table 1 will apply. Mason County Fire Marshal’s Office POLICY: Burn Restrictions APPROVED BY: PAGE 2 OF 2 EFFECTIVE DATE: Originated: July 10, 2022 Page: 2 of 2 Table 1 NFDRS & Corresponding Restrictions Fire Danger Rating and Color Code Description Land Clearing Residential Burning Recreational Burning Low (L) Green Fuels do not ignite readily from small firebrands although a more intense heat source such as lighting may start fires in duff or punky wood. Fires in open cured grasslands may burn freely a few hours after rain but wood fires spread slowly by creeping or smoldering and burn in irregular fingers. Allowed (Permit Required) Allowed Allowed Moderate (M) Blue Fires can start from most accidental causes, but with the exception of lightning, fires in some areas, the number of starts is generally low. Fires in open cured grasslands will burn briskly and spread rapidly on windy days. Timber fires spread slowly to moderately fast. Restricted Restricted Allowed High (H) Yellow All fine dead fuels ignite readily and fires start easily from most causes. Unattended brush and campfires are likely to escape. Fires spread rapidly and short distance spotting is common. High intensity burning may develop on slopes or in concentrations of finer fuels Restricted Restricted Restricted if by DNR Proclamation or ORCAA Very High (VH) Orange Fires start easily from all causes and immediately after ignition spread rapidly and increase quickly in intensity. Spot fires are a constant danger. Fires burning in light fuels may quickly develop high intensity characteristics such as long distance spotting and fire whirlwinds when they burn into heavier fuels Restricted Restricted Restricted Extreme (E) Red Fires start quickly, spread furiously and burn intensely. All fires are potentially serious. Development into high intensity burning will usually be faster and occur from smaller fires than in the very high danger class. Direct attack is rarely possible and may be dangerous except immediately after ignition Restricted Restricted Restricted On occasion, situations may arise that warrant implementing burn restrictions at a time outside of the Cooperating Agencies Conference Call. If this should occur, the MCFMO shall work with DNR and the MCFCA in an expeditious manner to make such a determination as soon as is practical. NOTIFICATION/MESSAGING Once a determination has been made to implement any burn restrictions, it is imperative a clear and consistent message is disseminated to the fire community, allied governmental agencies, elected officials and the general public. To achieve this, the MCFMO shall take the following actions: • Alert the Fire Districts using the Active 911 system prior to notifying the media and general public • Issue a press release to prominent media organizations and the general public • Post the information on the County website home page and Fire Marshal’s website • Post to the County’s Facebook page In addition to these activities, all County Fire Districts shall make a good faith effort to share and distribute this information to the public within their respective jurisdictions. It is recognized that when restrictions are implemented, fire personnel will encounter some burning by responsible property owners until the notifications become well known. When responding to these situations, personnel should use their professional judgement to evaluate the hazard to the wildland before taking action. As entities with intimate knowledge of both their population and response area, each is unique position to deliver the message at a personal level along with an opportunity to education their constituents as to the dangers or wildfires and importance of the restrictions. Mason County Fire Marshal’s Office POLICY: Referring Burn Complaints to Environmental Health APPROVED BY: EH & FM EFFECTIVE DATE: 2/7/2024 PAGE 1 OF 1 PURPOSE Due to its nature, illegal burning activities often involve codes and regulations enforced by multiple agencies (Environmental Health, Fire Marshal, ORCAA and DNR) which often differ in their enforcement approach. The purpose of this document is to provide guidance to Fire Districts for referring calls that involve illegal burning to the Mason County Dept. of Public Health and the Human Services Solid Waste Program (MCPH). As the agency empowered to enforce the Solid Waste Regulations as found in Chapter 6.72 of the Mason County Code (MCC), the MCPH prohibits the burning of anything other than natural vegetation as found in section 6.72.030(f) which states: It is unlawful for any person, company, corporation, trust or other business entity to burn solid waste containing garbage, waste that creates an offensive odor, or waste that violates the State Clean Air Act in other than a facility approved for incineration by the State Dept. of Ecology and the Health department. Ony natural vegetation can be disposed of by open burning. If there is reasonable cause that such a violation exists, section 6.72.105 authorizes the MCPH to issue a civil infraction. However, due to limited resources, infractions are usually reserved for the most egregious and/or chronic violators for which the following policy should be followed. POLICY When dispatched to any call that involves illegal burning, if the nature of the call warrants referral to MCPH (is a chronic or egregious offender) it is essential the first responder clearly documents the nature of the call and any potential violation(s). This is most easily accomplished using the National Fire Incident Reporting System (NFIRS) report and takes on particular importance since it carries the same weight as an affidavit pursuant to an opinion by the County Prosecutor. Therefore, it is extremely important that any activities that are suspected to be a violation are noted in the narrative portion of the report which also includes: • A description of the material(s) being burned. • The name of the person conducting the burn activity including their physical address • If a multiple offender, identify in the report the number of times the district has responded to this location for past burn violations. • Photographs of the burn pile and any other relevant objects such as adjacent feeder piles and the residence with burn pile in the background (to include any attachments if possible). Once the report has been completed, email to:SWEnforcement@masoncountywa.gov . While the receipt of the report does not guarantee enforcement action will be pursued, the MCPH, do its best to follow-up and take the most appropriate actions. Questions should be directed to Wendy Mathews 360-427-9670 x 584 wmathews@masoncountywa.gov or Lexi Stanley at 360-427-9670 x 405 astanley@masoncountywa.gov. Alternatives to outdoor burning Composting, chipping, and recycling are viable alternatives to outdoor burning that create a resource instead of air pollution and a solid waste problem. Composting is an easy and inexpensive way to turn yard and gardening refuse into a usable and valuable product. Compost turns organic matter, like leaves, weeds, and wood chips, into a rich soil conditioner. Chipping brush, pruning, land-clearing debris and wood waste makes an excellent mulch or substitute for decorative bark. Chips can protect soil and help keep weeds at bay. They can also be used to line garden paths and trails or provide a softer landing under playground equipment. Recycling/reuse. Many options are available in our area for wood and building scraps, pallets, cardboard and other paper products, and even some types of plastic. Contact Mason County’s Solid Waste department or a recycling coordinator for options in your area, (360) 427-9670 ext. 271. Why worry about outdoor burning? Smoke from outdoor burning is harmful to human health. The pollution that is generated from outdoor burning poses a serious threat to residents throughout the counties served by Olympic Region Clean Air Agency (ORCAA): Clallam, Grays Harbor, Jefferson, Mason, Pacific, and Thurston. Smoke from outdoor burning includes fine particulate matter that is especially harmful to babies and children whose developing lungs are small and vulnerable. Smoke also harms the elderly and those who suffer from heart disease, asthma, emphysema, or other respiratory diseases. Smoke resulting from outdoor burning is also made up of a complex mixture of compounds. Many are toxic and are known to cause cancer. Pollution from outdoor burning is also a threat to our environment. Outdoor burning has already been phased out in many urban areas of our state. For a list of alternatives to burning in your area please contact ORCAA or see the agency web site, www.orcaa.org. FOR FURTHER INFORMATION CONTACT: Mason County Fire Marshal’s Office Mason County Bldg. 8 615 W. Alder Shelton, WA 98584 (360) 427-9670 ext. 352 (info & permits) Fire Marshal Washington State Department of Natural Resources 1-800-527-3305 Olympic Regional Clean Air Agency 2940 –B Limited Lane NW Olympia WA 98502 (360) 586-1044 www.orcaa.org TO REPORT A FIRE CALL 911 GUIDELINES FOR OUTDOOR BURNING IN MASON COUNTY Outdoor burning in Mason County, except burning on lands under the jurisdiction of a state or federal agency or a local air quality authority is subject to the requirements outlined in this brochure. MASON COUNTY FIRE MARSHAL Mason County Bldg. 8 615 W Alder Shelton, WA 98584 GENERAL: • BURN BARRELS ARE ILLEGAL FOR ANY FORM OF OUTDOOR BURNING. • The Washington Clean Air Act states that only natural vegetation can be disposed of by outdoor burning. The following materials may not be burned in any outdoor fire: Garbage, dead animals, asphalt, petroleum products, paints, rubber products, plastics, paper (other than what is necessary to start a fire), cardboard, treated wood, construction/demolition debris, metal, or any substance (other than natural vegetation) that normally releases toxic emissions, dense smoke, or obnoxious odors when burned. • The Mason County Fire Marshal is authorized to prohibit all outdoor burning in the case of an extreme fire danger or an air pollution episode. • The person in charge of the fire will be liable for the cost of suppression if the fire gets out of control or if becomes necessary to extinguish the fire as the result of an enforcement action. • Burn only during periods of calm to light winds. Burning during periods when wind may scatter loose, flammable materials is an extreme fire hazard. DEFINITIONS: A. “Agricultural Debris” is the burning of vegetative debris from an agricultural operation necessary for disease or pest control, crop propagation and/or crop rotation, or where identified as a best management practice by an authoritative source on agricultural practices. B. "Construction/demolition debris" means all material resulting from the construction, renovation, or demolition of buildings, roads, and other man-made structures. C. "Native American ceremonial fires" means fires necessary for Native American ceremonies (i.e., conducted by and for Native Americans) if part of a religious ritual. Ceremonial fires must follow all of the guidelines for recreational fires. D. "Land clearing burning" means outdoor burning of trees, stumps, shrubbery, or other natural vegetation from land clearing projects (i.e., projects that clear the land surface so it can be developed, used for a different purpose, or left unused). E. "Natural vegetation" means unprocessed plant material from herbs, shrubbery, and trees, including grass, weeds, leaves, clippings, pruning, brush, branches, roots. F. "Outdoor burning" means the combustion of material of any type in an open fire or in an outdoor container without providing for the control of combustion. or the control of emissions from the combustion. For the purposes of this rule, "outdoor burning" means all types of outdoor burning except agricultural burning and silvicultural burning. G. "Residential burning" means the outdoor burning of leaves, clippings, pruning and other natural vegetation yard and gardening refuse by the property owner or their designee. H. "Recreational fire" means cooking fires, campfires, and bonfires using charcoal or firewood that occur in designated areas or on private property for cooking, pleasure, or ceremonial purposes. Recreational fires are not to be used for debris disposal. I. “UGA’s” are areas where residential or land clearing fires are not allowed (burn permits cannot be issued) because of the population density and the public health impact of smoke from large fires. Recreational cooking fires are allowed in UGA’s - NO CLEAN-UP FIRES. See notes on “recreational fires” listed above. LAND CLEARING BURNING 1. A permit is required for land clearing burning. Permits are not issued in the field. Permit applications are available at www.co.mason.wa.us or 615 W Alder, Shelton, WA 98584. Fees are due at permit submittal. 2. Land clearing burn permits require a 30-day written permit, which must be posted on site during entire burn. 3. Once excavator is on site, and piles are ready, call (360) 427-9670, ext. 352 to schedule an inspection. 4. Materials to be burned shall not be moved from one site to another. All material must originate from the property on which the burning is to occur. 5. The fire must not create a nuisance from smoke, obscure visibility on public roads and highways, or endanger life and property. 6. Maximum pile size is twenty (20) feet in diameter. 7. A minimum 10-foot firebreak must be constructed around each pile. 8. Each pile must be at least 100 feet from any structure, and at least 50 feet from standing timber. 9. No land clearing fire is to be commenced before dawn and no material is to be added after dusk. 10. A person and equipment capable of extinguishing the fire must be in constant attendance at the site while burning. 11. Applicant is responsible to make daily calls to Mason County Fire Dispatch at (360) 426-4441 to confirm no issues are present that may restrict burning AND ORCCA for issues effecting air quality (360) 586-1044. 12. A pump truck/trailer is required between April 15th and October 15th. The pump truck must have 200 ft of hose and 300 gallons of water loaded. (Pump must be capable of pumping: 20 gallons per minute, through a one inch (diameter) 50 foot length of hose). RESIDENTIAL BURNING 1. A written permit is not required for residential burning. 2. Maximum pile size is four (4) feet in diameter. 3. A minimum 10-foot firebreak must be constructed around each pile with a 20-foot vertical clearance from overhanging branches. 4. Only one fire at a time per parcel. 5. Burn pile must be at least 50 feet from any structure or combustible material. 6. EXCEPTION: The minimum distance from a structure shall be 25 feet where the pile size is 3 feet or less in diameter and 2 feet or less in height. 7. Materials to be burned shall not be moved from one site to another. All material must originate from the property on which the burning is to occur. 8. The fire must not create a nuisance from smoke, obscure visibility on public roads and highways, or endanger life and property. 9. No residential fire is to be commenced before dawn and no material is to be added after dusk. 10. A person and equipment capable of extinguishing the fire shall be in constant attendance at the site while burning. RECREATIONAL FIRES 1. Fire shall be in a metal or concrete fire pit, such as those typically found in designated campgrounds. 2. A written permit is not required for residential burning. 3. Recreational fires are not to be used for debris disposal. 4. Maximum fire size is three (3) feet in diameter. 5. A minimum 10-ft firebreak must be constructed around each fire with a 20-foot vertical clearance from overhanging branches. 6. The fire must be at least 25 feet from any structure or combustible material. 7. The fire must not create a nuisance from smoke, obscure visibility on public roads and highways, or endanger life and property. 8. A person and equipment capable of extinguishing the fire shall be in constant attendance at the site while burning. Action Items: ➢ Request authorization to purchase a MUNIS Utility Billing Module from Tyler Technologies in the amount of approximately $90,000 with an annual cost of approximately $20,000 for ongoing maintenance, technical support and software updating. ➢ Letter to the City of Bremerton Mayor – Cities request for Belfair Sewer Service ➢ Correction to Repayment Amount and Withdrawal of RAP Grant Funding for CRP 2042 Discussion Items: Commissioner Follow-Up Items: Upcoming Items: MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING June 23, 2025 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Loretta Swanson, Director and Stephanie Buhrman, Finance Manager Ext: 456 Department: Utilities & Waste Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): June 30, 2025 Agenda Date(s): July 8, 2025 Internal Review: ☒ Finance ☐ Human Resources ☐ Legal ☒ IT ☐ Risk ☐ Other (This is the responsibility of the requesting Department) Item: Tyler Technologies Software Purchase Request – Water/Sewer/Solid Waste Utilities Background/Executive Summary: Mason County utilizes MUNIS Enterprise Resources Planning (ERP) software. Public Works/Utilities and Waste Management also runs WINCAMS software for the utility, road and ER&R funds. Conversion will eliminate duplicative entry into two systems, reconciliation, and automate/integrate a variety of tasks that currently occur manually. It will also improve customer experience by providing a secure customer portal and enhanced communications. Budget Impact: The software purchase is in the 2025 budget and cost allocation amongst funds presented below. Implementation Cost Allocation Fund 240 hours 360 hours 402 0.45 $ 33,147.90 $ 39,843.90 403 0.151 $ 11,122.96 $ 13,369.84 411-100 0.005 $ 368.31 $ 442.71 411-200 0.014 $ 1,031.27 $ 1,239.59 412 0.019 $ 1,399.58 $ 1,682.30 413 0.361 $ 26,591.98 $ 31,963.66 100% $ 73,662.00 $ 88,542.00 Public Outreach: None at this time. Requested Action: Request the Board authorize purchase of the Tyler Technologies MUNIS ERP software for water, sewer and solid waste fund utilization. Attachments: Tyler Software Quotes 2025-532816-T4Q4C9 CONFIDENTIAL Page 1 Quoted By:Christina Young Quote Expiration:09/23/25 Quote Name:Mason County- EERP UB Tyler Payments Sales Quotation For:Shipping Address: Mason County 411 N 5th St Shelton WA 98584 Payments List Price Service %Min Basis Points Rate Cap POS Online IVR Payments - Payer Card Cost - Service Fees Enterprise ERP Payments Utility Billing 3.95%$ 2.50 X X X Payments - Other Fees Enterprise ERP Credit Card Chargebacks $ 15.00 eCheck Rejects $ 5.00 Payer eCheck Cost $ 1.95 Payer Card Cost Per card transaction with Visa, MasterCard, Discover, and American Express. IVR Cost Additional $0.50 per transaction on top of Card and eCheck Fee. 2025-532816-T4Q4C9 CONFIDENTIAL Page 2 Payer eCheck Cost Per electronic check transaction. eCheck Rejects When an eCheck transaction comes back as declined (e.g bounced check) Credit Card Chargebacks If a card payer disputes a transaction at the card issuing bank (e.g. stolen card) Payments Your use of Payments and any related items included on this order is subject to the terms found at: https://www.tylertech.com/terms/payment-card-processing-agreement. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to such terms. Please see attached Payments fee schedule. 3rd Party Hardware, Software and Services Description Qty Unit Price Unit Discount Total Price Unit Maint/SaaS Unit Maint/SaaS Discount Total Maint/SaaS Payments Lane 7000 Terminal Purchase 1 $ 529.00 $ 0.00 $ 529.00 $ 0.00 $ 0.00 $ 0.00 Payments PCI Service Fee (Per Device)1 $ 0.00 $ 0.00 $ 0.00 $ 180.00 $ 0.00 $ 180.00 TOTAL $ 529.00 $ 180.00 Summary One Time Fees Recurring Fees Total Tyler License Fees $ 0.00 $ 0.00 Total SaaS $ 0.00 $ 0.00 Total Tyler Services $ 0.00 $ 0.00 Total Third-Party Hardware, Software, Services $ 529.00 $ 180.00 Summary Total $ 529.00 $ 180.00 Contract Total $ 709.00 Client’s purchase of the items listed above is subject to the Comments below Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later. 2025-532816-T4Q4C9 CONFIDENTIAL Page 3 Customer Approval:Date: Print Name:P.O.#: All Primary values quoted in US Dollars Comments Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: •License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when Tyler makes such software available for download by the Client; •Fees for hardware are invoiced upon delivery; •Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; •Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement. •Fees for services included in this sales quotation shall be invoiced as indicated below. •Implementation and other professional services fees shall be invoiced as delivered. •Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module. •Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion module, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion module. •Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. 2025-532816-T4Q4C9 CONFIDENTIAL Page 4 •If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. •Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. Unless otherwise indicated on this Sales quotation, annual services will be invoiced in advance, for annual terms commencing on the date this sales quotation is signed by the Client. If listed annual service(s) is an addition to the same service presently existing under the Agreement, the first term of the added annual service will be prorated to expire coterminous with the existing annual term for the service, with renewals to occur as indicated in the Agreement. •Expenses associated with onsite services are invoiced as incurred. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these factors. Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly. Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy. Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost. In the event Client cancels services less than four (4) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel. The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler. Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments. Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users. Fees for year one of hardware maintenance will be invoiced as of the first day of the calendar month following the date the hardware is delivered and may be prorated to end coterminous with the Annual Support Maintenance term. Subsequent annual hardware maintenance fees shall be invoiced together with the Annual Support Maintenance term in accordance with the terms of the Agreement. 2025-532816-T4Q4C9 CONFIDENTIAL Page 5 2024-464221-M3Y4S4 CONFIDENTIAL Page 1 Quoted By:Christina Young Quote Expiration:05/30/25 Quote Name:Mason County-ERP-Utility Billing-Special Assessments, RA/UA and Payments Saas Term 1.00 Sales Quotation For:Shipping Address: Mason County 411 N 5th St Shelton WA 98584 Tyler SaaS and Related Services Description Qty Imp. Hours Annual Fee Revenue Cashiering 1 40 $ 5,370.00 Resident Access 1 40 $ 3,800.00 Utility Billing CIS 1 240 $ 4,298.00 Additional Notify includes 30,000 Msgs and 1,000 Mins per year 1 16 $ 6,000.00 TOTAL 336 $ 19,468.00 Professional Services Description Quantity Unit Price Ext Discount Extended Price Maintenance 2024-464221-M3Y4S4 CONFIDENTIAL Page 2 Conversions – See Detailed Breakdown Below $ 27,200.00 $ 0.00 Project Management 44 $ 155.00 $ 0.00 $ 6,820.00 $ 0.00 Remote Implementation 336 $ 155.00 $ 0.00 $ 52,080.00 $ 0.00 TOTAL $ 86,100.00 $ 0.00 Payments Your use of Payments and any related items included on this order is subject to the terms found at: https://www.tylertech.com/terms/payment-card-processing-agreement. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to such terms. Please see attached Payments fee schedule. Transaction Fees Description Enterprise ERP Payments 3rd Party Hardware, Software and Services Description Qty Unit Price Unit Discount Total Price Unit Maint/SaaS Unit Maint/SaaS Discount Total Maint/SaaS Cash Drawer 1 $ 260.00 $ 0.00 $ 260.00 $ 0.00 $ 0.00 $ 0.00 Hand Held Scanner Stand 1 $ 30.00 $ 0.00 $ 30.00 $ 0.00 $ 0.00 $ 0.00 Payments Lane 7000 Terminal Purchase 1 $ 529.00 $ 0.00 $ 529.00 $ 0.00 $ 0.00 $ 0.00 Payments PCI Service Fee (Per Device)1 $ 0.00 $ 0.00 $ 0.00 $ 180.00 $ 0.00 $ 180.00 Printer (TM-S9000II)1 $ 1,623.00 $ 0.00 $ 1,623.00 $ 0.00 $ 0.00 $ 0.00 TOTAL $ 2,442.00 $ 180.00 Summary One Time Fees Recurring Fees Total Tyler License Fees $ 0.00 $ 0.00 Total SaaS $ 0.00 $ 19,468.00 2024-464221-M3Y4S4 CONFIDENTIAL Page 3 Total Tyler Services $ 86,100.00 $ 0.00 Total Third-Party Hardware, Software, Services $ 2,442.00 $ 180.00 Summary Total $ 88,542.00 $ 19,648.00 Contract Total $ 108,190.00 Client’s purchase of the items listed above is subject to the Comments below Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later. Customer Approval:Date: Print Name:P.O.#: All Primary values quoted in US Dollars Detailed Breakdown of Conversions (Included in Summary Total) Description Qty Unit Price Unit Discount Extended Price Revenue Management Utility Billing 1 $ 27,200.00 $ 0.00 $ 27,200.00 TOTAL $ 27,200.00 Optional Tyler SaaS and Related Services Description Qty Imp. Hours Annual Fee Revenue Management Utility Billing Special Assessments 1 240 $ 1,530.00 TOTAL:240 $ 1,530.00 2024-464221-M3Y4S4 CONFIDENTIAL Page 4 Optional Professional Services Description Quantity Unit Price Ext. Discount Extended Price Maintenance Remote Implementation 240 $ 155.00 $ 0.00 $ 37,200.00 $ 0.00 TOTAL $ 37,200.00 $ 0.00 Comments Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: •License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when Tyler makes such software available for download by the Client; •Fees for hardware are invoiced upon delivery; •Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; •Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement. •Fees for services included in this sales quotation shall be invoiced as indicated below. •Implementation and other professional services fees shall be invoiced as delivered. •Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module. •Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion module, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion module. •Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. •If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. •Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any 2024-464221-M3Y4S4 CONFIDENTIAL Page 5 Project Management Fees listed above upon the go-live of the first product suite. Unless otherwise indicated on this Sales quotation, annual services will be invoiced in advance, for annual terms commencing on the date this sales quotation is signed by the Client. If listed annual service(s) is an addition to the same service presently existing under the Agreement, the first term of the added annual service will be prorated to expire coterminous with the existing annual term for the service, with renewals to occur as indicated in the Agreement. •Expenses associated with onsite services are invoiced as incurred. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these factors. Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly. Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy. Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost. In the event Client cancels services less than four (4) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel. The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler. Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments. Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users. Fees for year one of hardware maintenance will be invoiced as of the first day of the calendar month following the date the hardware is delivered and may be prorated to end coterminous with the Annual Support Maintenance term. Subsequent annual hardware maintenance fees shall be invoiced together with the Annual Support Maintenance term in accordance with the terms of the Agreement. Your use of Payments and any related items included on this order is subject to the terms found at: https://www.tylertech.com/terms/payment- card-processing-agreement. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to such terms. Please see attached Payments fee schedule. 2024-464221-M3Y4S4 CONFIDENTIAL Page 6 Standard Project Management responsibilities include project plan creation, initial stakeholder presentation, bi-weekly status calls, updating of project plan task statuses, and go-live planning activities. Your payment of the annual subscription or SaaS fee for Tyler Notify will include an identified amount of messages and/or minutes annually. Additional messages and/or minutes may be purchased from Tyler in defined packages at our then-current rates. Tyler Notify will not restrict use of messages and/or minutes that exceed the allotted messages but reserves the right to invoice you for documented overages occurring during the annual term. Any unused messages or minutes remaining at the end of your annual subscription term expire. Utility billing library includes: standard Utility bill, standard UB receipt, standard UB delinquent notice, standard door hanger and standard final utility bill. Utility Billing conversion includes: Standard - UB Account, CID's, Services/Meter Inventory, Assessments, Consumption History - up to 5 years, Balance Forward AR, Service Orders, Backflow, Budget Billing, Flat Inventory/Containers Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Richard Dickinson, U&W Management Ext: 450 Department: Utilities & Waste Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): February 24, 2025, June 9, 2025, June 16, 2025 & June 23, 2025 Agenda Date(s): July 8, 2025 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (This is the responsibility of the requesting Department) Item: Letter to City of Bremerton – Mayor Wheeler Background/Executive Summary: Requesting board approval to sign and send a follow-up letter to Mayor Wheeler summarizing key takeaways from the May 15 meeting regarding the City of Bremerton’s request for Belfair sewer service. The letter outlines discussion points, areas needing further analysis, and proposes a follow-up meeting in July. Budget Impact: N/A Public Outreach: N/A Requested Action: Request the Board of Commissioners sign a letter to the City of Bremerton, addressed to Mayor Wheeler, regarding ongoing discussions about Belfair sewer service. Attachment(s): 1. 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 (360) 275-4467 ext. 419 (360) 482-5269 ext. 419 Fax (360) 427-8437 July 8, 2025 Mayor Wheeler 345 6th St. Suite 600 Bremerton, WA 98337 Dear Mayor Wheeler, Thank you for meeting with us on May 15 to begin a collaborative discussion regarding the City of Bremerton’s request for Belfair sewer service. We appreciate the opportunity to explore this topic together and believe the meeting served as a productive starting point for continued engagement. The purpose of this letter is to summarize key takeaways from our discussion and propose next steps to help determine whether extending sewer service is mutually beneficial. Key Takeaways: • - Service Area Map: Both the County and City agreed on the need for a map defining the proposed service area. It is generally understood that discussions pertain to the southernmost portion of the Puget Sound Industrial Center (PSIC). The City agreed to provide a map. • - Requested Capacity: The City requested 0.165 MGD of sewer capacity, with the understanding that initial flows will be zero and will increase gradually over a 20+ year period. • - Infrastructure Dependencies: Flows may remain at zero for several years, as water and road infrastructure are also necessary to support development. • - County Capacity & Requirements: The County confirmed that the Belfair water reclamation facility has the capacity, but phased capital improvements and permit revisions will be required to accommodate additional flow. • - Economic Impact Concerns: The County expressed concern that serving Bremerton may result in harmful economic competition, as Belfair generates significant sales tax revenue which the County seeks to preserve and grow. • - Zoning Flexibility: Although the area is zoned 'industrial,' the City confirmed that commercial development may be permitted. • - Growth Scenarios: The County and City discussed possible growth models and economic impacts. Sales tax revenue sharing, zoning restrictions, outside county service area rate and connection fees were presented. Both parties agreed further discussion is needed to explore ways to mitigate potential negative economic impacts. • - Fair Share Contributions: The County outlined considerations regarding Bremerton’s 'fair share' of costs. The City acknowledged its willingness to pay connection fees, monthly rates, strength charges, and out-of-service-area fees, consistent with arrangements used with other entities. Further discussion is needed to define 'fair share' in this context. • - Ownership & Maintenance: The City stated its intent to own, operate, and maintain infrastructure constructed within its boundaries. Other sewer provision models were discussed including a “merger” similar to LOTT. with extending service. • - Environmental & Liability Considerations: The County emphasized the need to identify environmental concerns and potential liabilities associated with extending service. • - Comprehensive Plan Misalignment: There was concern that the Comprehensive Plans of various governmental stakeholders may not align, potentially complicating long -term planning and service coordination • - Future Independent Sewer Facility: The County noted concern with the City of Bremerton’s stated desire to establish its own sewer facility within approximately nine years, which raises questions about the long-term viability and investment in shared infrastructure. • - Stakeholder Engagement: The County expressed a desire to hear stakeholder perspectives. We propose meeting again mid-July to continue the conversation. Thank you again for your time and engagement. We look forward to working with you and your team as we explore this opportunity further. Sincerely, ___________________ __________________ _____________________ Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice Chair Commissioner Cc: Squaxin Island Tribe Skokomish Tribe Suquamish Tribe Port of Bremerton Port of Allyn Kitsap County Commission Washington State Department of Transportation, Olympic Region Senator Drew MacEwen Representative Travis Couture Representative Dan Griffey Belfair Water District PUD 3 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Mike Collins, PLS, PE, County Engineer Ext: 450 Department: Public Works Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): June 23, 2025 Agenda Date(s): July 8, 2025 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (This is the responsibility of the requesting Department) Item: Correction to Repayment Amount and Withdrawal of RAP Grant Funding for CRP 2042 Shelton Valley Road Culvert Replacement MP 1.94 to MP 2.06 Background/Executive Summary: On May 27, 2025, the Board authorized repayment to CRAB in the amount of $4,182.90. Following further reconciliation, it was determined that the correct repayment amount is $3,764.64. This requested action supersedes and corrects the repayment amount authorized in the May 27 action. The project involved replacing two existing 36” concrete culverts with a 4-sided concrete box culvert and improving the downstream channel. Due to unanticipated engineering issues, Public Works is recommending returning the RAP grant funding and revisiting the project in the future. Budget Impact (amount, funding source, budget amendment, etc.): Repayment to CRAB of $3,764.61 out of County Road Fund. Public Outreach: N/A. Requested Action: Recommend the Board of County Commissioners authorize the Chair to sign the letter to the County Road Administration Board (CRAB) returning RAP grant funding for CRP 2042 Shelton Valley Road Culvert Replacement Project (MP 1.94 to MP 2.06), with a corrected repayment amount of $3,764.64. This action supersedes the prior repayment authorization dated May 27, 2025, which had an incorrect amount. Attachment(s): 1. Letter to County Road Administration Board (CRAB) 2. Vicinity Map 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 (360) 275-4467 ext. 419 (360) 482-5269 ext. 419 Fax (360) 427-8437 July 8, 2025 Mr. Steve Johnson, PE County Road Administration Board 2404 Chandler Court Southwest, Suite 240 Olympia, WA 98504-6067 RE: CRP 2042 Shelton Valley Road Culvert Replacement Dear Mr. Johnson, Mason County is requesting that the County Road Administration Board (CRAB) terminate the subject project. After careful consideration, it is unlikely that the County can deliver this project within the next 2 years. We will repay the $3,764.61, which the CRAB has reimbursed the County for preliminary engineering through June 15, 2023. The original project funding was approved on April 21, 2022, for $429,872.00. An increase was approved on April 13, 2023, to $492,300.00. The original scope would have replaced the two existing 36” concrete culverts with a 4 -sided concrete box culvert and improved downstream channel. The current culvert is frequently plugged by sand and gravel, causing water to run over the roadway and creating a hazard to traveling public. The Department of Fish and Wildlife is requiring a 12’ span culvert. This size culvert requires the road to be raised a minimum of 2’ and will create a larger construction footprint with the need for the acquisition of additional easements. At this point, we have not been able to obtain temporary rights of entry for preliminary design. We now believe the better option is to wait until property ownerships change in the future so the properties can be accessed for design. Preliminary engineering and environmental can be utilized in the future. The Cultural Resources Report has been completed by Drayton Archeology in July 2022 and reviewed by the Department of Archeology and Historic Preservation in August 2022. When property ownerships change or otherwise becomes available, we will proceed with acquiring the property rights for a full culvert replacement and fish habitat improvement project. Should you have any questions, please do not hesitate to contact David Smith, PE, Engineering and Construction Manager at 360-427-9670, extension 523. Sincerely, Sharon Trask, Chair Mason County Commissioner ST:KG Cc: File