HomeMy WebLinkAbout2025/08/18 - Briefing PacketMASON COUNTY COMMISSIONER BRIEFING INFORMATION
FOR THE WEEK OF
August 18, 2025
In the spirit of public information and inclusion, the attached is a draft of information for
Commissioner consideration and discussion at the above briefing.
This information is subject to change, additions and/or deletion, and is not all inclusive of
what will be presented to the Commissioners.
Please see draft briefing agenda for schedule.
Commission meetings are live streamed at http://www.masonwebtv.com/ and public comment is accepted
via email msmith@masoncountywa.gov; mail to Commissioners Office, 411 N 5th Street, Shelton, WA
98584; or phone at (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via
telephone, please provide your telephone number to the Commissioners’ office no later than 4 :00 p.m. the
Friday before the meeting. If special accommodations are needed, contact the Commissioners' office at
Shelton (360) 427-9670 ext. 419
Briefing Agendas are subject to change, please contact the Commissioners’ office for the most recent
version.
Last printed 08/14/25 at 9:12 AM
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of August 18, 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, August 18, 2025
Zoom link available on the Mason County website
Commission Chambers
Times are subject to change, depending on the amount of business presented
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
10:00 A.M. Executive Session - RCW 42.30.110 (1)(c) Real Estate
10:30 A.M. Sheriff’s Office – Sheriff Spurling & Undersheriff Dracobly
10:40 A.M. Public Health – David Windom
10:45 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
10:50 A.M. WSU Extension – Heidi Steinbach
10:55 A.M. Central Services – Travis Adams
Commissioner Discussion – as needed
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Sheriff Spurling, US Dracobly Ext: 313
Department: Sheriff's Office Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 18, 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:
General discussion with the Sheriff and Undersheriff
Background/Executive Summary:
The Mason County Sheriff’s Office (MCSO) continues to navigate a dynamic operational environment
while focusing on public safety, staffing, and facility management. This briefing provides an overview of
key areas impacting the Sheriff’s Office, including staffing levels, recruitment and hiring efforts.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
N/A
Public Outreach:
N/A
Requested Action:
N/A
Attachment(s):
N/A
Briefing
August 18, 2025
Briefing Items
→ Board of Health vacancies – David Windom
Discussion Items
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: David Windom Ext: 260
Department: Public Health Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 18, 2025 Agenda Date(s): September 2, 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:
Board of Health Openings
Background/Executive Summary:
The Mason County Board of Health (BOH) has four (4) vacancies. The news release covers the categories
and requirements.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
None
Public Outreach:
Press Release
Requested Action:
Approval to move the news release to the action agenda.
Attachment(s):
News Release
NEWS RELEASE
September 2, 2025
MASON COUNTY COMMISSIONERS’ OFFICE
411 N 5TH ST, BLDG 1, SHELTON, WA 98584
TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN,
SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF
COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT
COUNCIL, THE SUN
RE: Board of Health Vacancies
The Mason County Board of Health is seeking applicants for the Board of Health (BOH).
The BOH has a position open and reserved for a member of the Skokomish Tribe.
The Board is looking for two representatives for consumers of public health. This
category consists of county residents who have self-identified as having faced significant
health inequities or as having lived experiences with public health-related programs
such as: The special supplemental nutrition program for women, infants, and children;
the supplemental nutrition program; home visiting; or treatment services. It is strongly
encouraged that individuals from historically marginalized and underrepresented
communities are given preference. These individuals may not be elected officials and
may not have any fiduciary obligation to a health facility or other health agency, and
may not have a material financial interest in the rendering of health services.1
The board is also recruiting for one representative of “Other community
stakeholders.2This category consists of persons representing the following types of
organizations located in the county:
(A) Community-based organizations or nonprofits that work with populations
experiencing health inequities in the county;
(B) Active, reserve, or retired armed services members;
(C) The business community, or
(D) The environmental public health regulated community.
Please contact David Windom at 360-427-9670 Ext. 260 or visit
https://www.cognitoforms.com/MasonCounty2/AdvisoryBoardApplication to apply.
For information or questions about the committee, call our office at 360-427-9670 ext.
400 or email dwindom@masoncountywa.gov
1 RCW 70.05.035: Home rule charter counties—Local board of health.
2 RCW 70.05.035: Home rule charter counties—Local board of health.
Action Items:
➢ 2026 Call for Bids for Manufacturing and Stockpiling of Chip Seal Aggregate.
Discussion Items:
Commissioner Follow-Up Items:
Upcoming Items:
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
August 18, 2025
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Mike Collins, PE, PLS, County Engineer Ext: 450
Department: Public Works Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 18, 2025 Agenda Date(s): September 2, 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: 2026 Call for Bids for Manufacturing and Stockpiling of Chip Seal Aggregate
Background/Executive Summary:
Mason County Public Works annually solicits competitive bids for the Manufacturing and
Stockpiling of Chip Seal Aggregate to support summer road maintenance operations. The
material is a critical component of the County’s annual chip seal program.
Due to the expected annual cost exceeds $50,000, a formal competitive bidding process is
required under procurement regulations.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
The cost of this procurement will be funded through the Road Fund.
Public Outreach:
The call for bid will be published in the Shelton Journal, Daily Journal of Commerce and on
Builders Exchange.
Requested Action:
Requesting the Board authorize Public Works to advertise, set bid opening date/time, award
contract, and allow the Chair to sign all pertinent documents for the 2026 Manufacturing and
Stockpiling of Chip Seal Aggregate.
Attachment(s):
MASON COUNTY
Public Health & Human Services
415 N 6TH STREET, SHELTON WA 98584
SHELTON: 360-427-9670, EXT. 400
FAX: 360-427-7798
Hello! I'm [Employee Name] from Mason County Public Works.
We're working with Mason County Environmental Health on an important project —supported
by a grant —to protect and improve water quality in South Puget Sound.
Right now, we're in the early stages: feasibility study, design, and GIS mapping. The plan is to
replace older wastewater systems —like wet grinder pumps placed in aging septictanks—with
safer, more reliable dry grinder pump systems.
What's the Difference?
E/One Grinder Pump (Dry System) Septic Tank with Grinder Pump (Wet System)
Q Cleaner z , Older, buried tank
Q Sealed system ;'1\ Can crack, leak, or overflow
Q Lower risk of leaks or overflows -_\ Higher risk to nearby shellfish beds
Common Questions
Will this affect my property?
Yes, if your property is part of the upgrade area.
In those cases:
• The existing septic tank will be properly decommissioned (closed and filled according to safety
standards).
• A new dry grinder pump system will be installed, usually in a new location on your property.
We'll coordinate with each homeowner ahead of time and work to keep disruption as low as possible.
When will construction start?
We're currently in the planning and design phase. Construction will happen in a future phase, and you'll
receive plenty of notice beforehand.
Why is this being done near shellfish beds?
Old septic tanks with wet grinder systems can leak wastewater into the ground or nearby water, harming
marine life and shellfish. Upgrading to sealed, reliable dry systems helps protect public health and the
local shellfish industry.
Will we get updates on water quality?
Yes! A Water Quality Report will be created using results from Mason County, and the Washington State
Department of Health.
How much will this cost me?
Nothing at this point. This effort is entirely grant funded, and the County will apply for grants in the
future to cover the expenses for modification and construction.
An example of an upgraded dry grinder system.
Below minimum
frost depth
LPS main
Lateral assembly
Grinder pump station
•
415 N 6TH STREET, SHELTON WA 98584
SHELTON: 360-427-9670, EXT. 400
FAX: 360-427-7798
Alarm panel
Basement
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): August 18th, 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: Modification of Participating Agreement Between Mason County and The United States
Department of Agriculture Invasive Plant Inventory Prevention and Control in Mason County -
Agreement 24-PA -11060900-042.
Background/Executive Summary: This modification to Agreement 24-PA -11060900-042 will add
$18,996.00 to the current agreement, bringing the total amount of the agreement to $53,996.00.
Agreement 24-PA -11060900-042 was finalized on May 25, 2024, and expires September 30, 2026. This
agreement allows Mason County Noxious Weed Control Board to control noxious weeds in Mason
County and adjacent Federal Lands. This project is a continuation of a program for noxious weed control
on Federal Lands within Mason County. The project includes activities to survey, identify, control and
prevent the introduction and spread of noxious weeds, enhance and restore degraded land, coordinate
actions and communication between local and Federal jurisdictions, and engage and educate the public.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): Provide a
maximum of $27,000 for the 2025-2026 budget years. This will assist with funding the extra-help noxious
weed specialist position and could support increasing the position to 0.75 FTE for 2026. It will also
facilitate invasive and noxious weed control on Forest Service lands.
Public Outreach: NA
Requested Action: Approval to place Modification of Participating Agreement Between Mason County
and The United States Department of Agriculture Invasive Plant Inventory Prevention and Control in
Mason County - Agreement 24-PA -11060900-042 on action agenda for signature.
Attachment(s): Agreement 24-PA -11060900-042 Participating Agreement Between Mason County and
The United States Department of Agriculture Invasive Plant Inventory Prevention and Control in Mason
County
Modification to Agreement 24-PA -11060900-042
USDA, Forest Service OMB 0596-0217
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(Rev. 9-15)
FS Agreement No. 24-PA-11060900-042
Cooperator Agreement No.
PARTICIPATING AGREEMENT
Between
MASON COUNTY
And The
UNITED STATES DEPARTMENT OF AGRICULTURE
FOREST SERVICE
OLYMPIC NATIONAL FOREST
This PARTICIPATING AGREEMENT is hereby entered into by and between Mason County,
hereinafter referred to as “the County,” and the United States Department of Agriculture
(USDA), Forest Service, Olympic National Forest, hereinafter referred to as the “U.S. Forest
Service,” under the authority: Cooperative Funds and Deposits Act of December 12, 1975,
Pub.L. 94-148, 16 U.S.C. 565a1 – a3, as amended, and Secure Rural Schools and Community
Self-Determination Act of 2000, Public Law 106-393, 16 U.S.C. 500, as reauthorized and
amended.
Background: Invasive plants are becoming a threat to natural systems, including degrading
terrestrial and aquatic habitats.
The goal of this project is to protect and restore natural landscapes in Mason County by stopping
the spread of noxious weed species, reducing existing populations, and preventing the
introduction of additional exotic plants throughout Mason County. The primary method for
accomplishing this will be through inventory and treatment of invasive plants. Additionally, the
inspection of public and private rock sources throughout the County, efforts to restore and
enhance the resiliency of disturbed native plant communities through planting and seeding of
genetically local native species at selected sites on Federal lands, as well as public outreach and
education will also be incorporated into this work.
This project is a continuation of a program for noxious weed control in Mason County and
adjacent Federal Lands. The project includes activities to survey, identify, control and prevent
the introduction and spread of noxious weeds, enhance and restore disturbed or degraded land,
coordinate actions and communication between local and Federal jurisdictions, and to engage
and educate the public.
Title: Invasive Plant Inventory Prevention and Control in Mason County
I.PURPOSE:
The purpose of this agreement is to document the cooperation between the parties is to
coordinate and standardize weed control and restoration efforts across jurisdictional boundaries
to minimize the negative impacts of noxious weeds and degraded habitat more effectively on
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watershed functions, wildlife habitat, human and animal health, and recreational activities, in
accordance with the following provisions and the hereby incorporated Financial Plan, attached as
Attachments A, B and C.
II.STATEMENT OF MUTUAL BENEFIT AND INTERESTS:
The U.S. Forest Service and the County both have the responsibility for managing non-native
invasive plants on the lands under their jurisdiction. Since invasive plants originate from both
public and private lands and infestations often occur on adjacent jurisdictions, it is in the interest
of both parties under this agreement to work together in a cost-effective manner to accomplish
common goals by locating and treating infestations, preventing their introduction and spread,
planting and seeding native plants on disturbed or degraded lands to prevent establishment of
invasive weeds and restore degraded habitat, and engaging the public related to these activities.
In consideration of the above premises, the parties agree as follows:
III.County SHALL:
A. LEGAL AUTHORITY. The County shall have the legal authority to enter into this
agreement, and the institutional, managerial, and financial capability to ensure proper
planning, management, and completion of the project, which includes funds sufficient
to pay the non-Federal share of project costs, when applicable.
B. Perform the following activities for the entire period of this agreement, regardless as
to whether any projects are cost-shared in a particular year.
1. Conduct or supervise the survey, treatment, and disposal (as appropriate) of
noxious weeds on Federal lands, and on adjacent lands that may contribute to the
introduction and spread of weeds to Federal lands. Treatment of weeds on
Federal land will be done in a manner consistent with U.S. Forest Service policy
and applicable environmental rules and documents.
2. Coordinate with the U.S. Forest Service Project Manager on development of a
project list for the upcoming year by February 28th of each year. This will involve
providing input to assist the U.S. Forest Service in identifying specific areas that
are high priorities for treatment, survey, and monitoring for the upcoming year.
3. Meet prior to April 15th of each year with the U.S. Forest Service for the
purpose of agreeing to specific projects that will be jointly performed and/or
funded during that year. The County will also provide copies of County safety
and herbicide spill plans at that time. The Project Work List will be mutually
agreed upon and finalized by the project contacts before May 1st of each year.
4. Provide inventory and site location data in an electronic format, following U.S.
Forest Service protocol, and complete the paper accomplishment forms provided
by the U.S. Forest Service to document treatments, surveys and monitoring.
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5. Provide monthly communication via e-mail on invasive plant accomplishments
to the U.S. Forest Service field representative during the inventory and treatment
season (approximately April 15 – October 30).
6. Work cooperatively with local weed boards, private landowners, non-profits,
and U.S. Forest Service personnel to control noxious weeds across jurisdictional
boundaries.
7. As time and staffing allow, assist the U.S. Forest Service with other restoration
activities related to weed management, such as seeding and planting.
a.Restoration activities will be coordinated by U.S. Forest Service staff
and will only utilize plant material appropriate to the sites, as
determined by U.S. Forest Service staff.
b.The U.S. Forest Service will provide tools and plant material (seed,
plugs, plants) used for such activities.
8. For BIL-funded work, provide quarterly progress reports describing work
completed no later than one month after the end of each quarter (see V. N and O.
below). A year-end report that documents the work that has been carried out,
overall program effectiveness and recommendations for treatment sites in the next
year will be submitted no later than February 15th each year following the field
season.
9. For non-BIL funded work, provide progress reports when invoices for
reimbursement are submitted, and a year-end report that documents the work that
has been carried out, overall program effectiveness and recommendations for
treatment sites in the next year. Year-end report for BIL and non-BIL funded
work can be combined into a single document, but accomplishments must be
separated by funding source.
IV.THE U.S. FOREST SERVICE SHALL:
A. PAYMENT/REIMBURSEMENT. The U.S. Forest Service shall reimburse the
County for the U.S. Forest Service's share of actual expenses incurred, not to exceed
$35,000.00, as shown in the Financial Plan. In order to approve a Request for
Reimbursement, the U.S. Forest Service shall review such requests to ensure
payments for reimbursement are in compliance and otherwise consistent with the
terms of the agreement. The U.S. Forest Service shall make payment upon receipt of
the County’s annual invoice. Each invoice from the County shall display the total
project costs for the billing period, separated by U.S. Forest Service and the County ’s
share. In-kind contributions must be displayed as a separate line item and must not be
included in the total project costs available for reimbursement. The final invoice
must display the County’s full match towards the project, as shown in the financial
plan, and be submitted no later than 90 days from the expiration date.
Each invoice must include, at a minimum:
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1.The County’s name, address, and telephone number
2. U.S. Forest Service agreement number
3. Invoice date
4. Performance dates of the work completed (start & end)
5. Total invoice amount for the billing period, separated by the U.S. Forest
Service and The County share with in-kind contributions displayed as a
separate line item.
6. Display all costs, both cumulative and for the billing period, by separate cost
element as shown on the financial plan.
7. Cumulative amount of U.S. Forest Service payments to date.
8.Statement that the invoice is a request for payment by “reimbursement”
9. If using SF-270, a signature is required.
10. Invoice Number, if applicable
The invoice must be forwarded to:
EMAIL: SM.FS.ASC_GA@USDA.GOV
FAX: 877-687-4894
POSTAL: USDA Forest Service
Budget & Finance - Grants and
Agreements
4000 Masthead St, NE
Albuquerque, NM 87109
Send a copy to: Cheryl Bartlett
Olympic National Forest
1835 Black Lake Blvd SW
Olympia, WA 98512
cheryl.bartlett@usda.gov
B.Perform the following activities for the entire period of this agreement, regardless as to
whether any projects are cost-shared in a particular year.
1. Initiate modifications, including a tracking number and financial plan, which
will provide specifics for individual work projects and become an attachment to
this Agreement.
2.Designate a project manager to coordinate U.S. Forest Service activities and
facilitate communication between the parties.
3.Designate a qualified U.S. Forest Service field project representative to provide
technical guidance and conduct field inspections.
4. Provide all native plant material, including plugs, containerized plants, and seed
to be planted or sown on land managed by the Olympic National Forest (NF).
Guidance for using this material, and tools needed to accomplish planting will
be provided by staff from the Olympic NF.
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5. Provide National Environmental Policy Act requirements for the project, as
needed, on National Forest sites.
6. Provide visitor information sites suitable for posting or distributing noxious
weed education and awareness information.
7. Maintain a noxious weed GIS data layer of inventory, treatment, and monitoring
activities.
8. Provide updated inventory and site location database forms that follow U.S.
Forest Service protocol.
9. Provide to the County, a U.S. Forest Service radio for communications and
safety.
V. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE
PARTIES THAT:
A. PRINCIPAL CONTACTS. Individuals listed below are authorized to act in their
respective areas for matters related to this agreement.
Principal Cooperator Contacts:
Principal U.S. Forest Service Contacts:
U.S. Forest Service Program Manager
Contact
U.S. Forest Service Administrative
Contact
Cheryl Bartlett, Olympic National Forest
1835 Black Lake Blvd., SW
Olympia, WA 98512
Telephone: 360-956-2283
FAX: 360-956-2330
cheryl.bartlett@usda.gov
Cassandra McCarthy
Grants Management Specialist
Cassandra.mccarthy@usda.gov
B.NOTICES. Any communications affecting the operations covered by this agreement
given by the U.S. Forest Service or the County are sufficient only if in writing and
delivered in person, mailed, or transmitted electronically by e-mail or fax, as follows:
To the U.S. Forest Service Program Manager, at the address specified in the
agreement.
Cooperator Project Contact Cooperator Financial Contact
Heidi Steinbach, Mason County Noxious
Weed Control Board
303 N 4th Street
Shelton, WA 98584
Telephone: 360-427-9670X592
FAX: 360-427-7764
HSteinbach@masoncountywa.gov
Lisa DeWall, Mason County Extension,
Office Manager
303 N 4th Street
Shelton, WA 98584
Telephone: 360-427-9670X680
FAX: 360-427-7764
lisad@masoncountywa.gov
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To the County, at the address shown in the agreement or such other address
designated within the agreement.
Notices are effective when delivered in accordance with this provision, or on the
effective date of the notice, whichever is later.
C.PARTICIPATION IN SIMILAR ACTIVITIES. This agreement in no way restricts
the U.S. Forest Service or the County from participating in similar activities with
other public or private agencies, organizations, and individuals.
D. ENDORSEMENT. Any of the County’s contributions made under this agreement do
not by direct reference or implication convey U.S. Forest Service endorsement of the
County's products or activities.
E.USE OF U.S. FOREST SERVICE INSIGNIA. In order for the County to use the
U.S. Forest Service Insignia on any published media, such as a Web page, printed
publication, or audiovisual production, permission must be granted from the U.S.
Forest Service’s Office of Communications (Washington Office). A written request
will be submitted by the U.S. Forest Service to the Office of Communications
Assistant Director, Visual Information and Publishing Services, prior to use of the
insignia. The U.S. Forest Service will notify the the County when permission is
granted.
F.NON-FEDERAL STATUS FOR COOPERATOR PARTICIPANT. The County
agree(s) that any of the County‘s employees, volunteers, and program participants
shall not be deemed to be Federal employees for any purposes including Chapter 171
of Title 28, United States Code (Federal Tort Claims Act) and Chapter 81 of Title 5,
United States Code (OWCP), as the County hereby willingly agree(s) to assume these
responsibilities.
Further, the County shall provide any necessary training to the County’s employees,
volunteers, interns, and other program participants to ensure that such personnel are
capable of performing tasks to be completed. The CountyThe County shall also
supervise and direct the work of its employees, volunteers, interns and participants
performing under this agreement.
G. MEMBERS OF CONGRESS. Pursuant to 41 U.S.C. 22, no member of, or
delegate to, Congress shall be admitted to any share or part of this agreement, or
benefits that may arise therefrom, either directly or indirectly.
H. NONDISCRIMINATION. In accordance with Federal civil rights law and U.S.
Department of Agriculture (USDA) civil rights regulations and policies, the
USDA, its Agencies, offices, and employees, and institutions participating in or
administering USDA programs are prohibited from discriminating based on race,
color, national origin, religion, sex, gender identity (including gender expression),
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sexual orientation, disability, age, marital status, family/parental status, income
derived from a public assistance program, political beliefs, or reprisal or
retaliation for prior civil rights activity, in any program or activity conducted or
funded by USDA (not all bases apply to all programs). Remedies and complaint
filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program
information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should
contact the responsible Agency or USDA's TARGET Center at (202) 720-2600 (voice
and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
Additionally, program information may be made available in languages other than
English.
To file a program discrimination complaint, complete the USDA Program
Discrimination Complaint Form, AD-3027, found online at How to File a Program
Discrimination Complaint and at any USDA office or write a letter addressed to USDA
and provide in the letter all of the information requested in the form. To request a copy
of the complaint form, call (866) 632-9992. Submit your completed form or letter to
USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary
for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410; (2)
fax: (202) 690-7442; or (3) email: program.intake@usda.gov. USDA is an equal
opportunity provider, employer, and lender.
I.ELIGIBLE WORKERS. The County shall ensure that all employees complete the
I-9 form to certify that they are eligible for lawful employment under the Immigration
and Nationality Act (8 USC 1324a). The County shall comply with regulations
regarding certification and retention of the completed forms. These requirements also
apply to any contract awarded under this agreement.
J.SYSTEM FOR AWARD MANAGEMENT REGISTRATION REQUIREMENT
(SAM). The County shall maintain current information in the System for Award
Management (SAM) until receipt of final payment. This requires review and update
to the information at least annually after the initial registration, and more frequently if
required by changes in information or agreement term(s). For purposes of this
agreement, System for Award Management (SAM) means the Federal repository into
which an entity must provide information required for the conduct of business as a
Cooperative. Additional information about registration procedures may be found at
the SAM Internet site at www.sam.gov.
K. STANDARDS FOR FINANCIAL MANAGEMENT.
1. Financial Reporting
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The County shall provide complete, accurate, and current financial disclosures of
the project or program in accordance with any financial reporting requirements, as
set forth in the financial provisions.
2. Accounting Records
The County shall continuously maintain and update records identifying the source
and use of funds. The records shall contain information pertaining to the
agreement, authorizations, obligations, unobligated balances, assets, outlays, and
income.
3. Internal Control
The County shall maintain effective control over and accountability for all U.S.
Forest Service funds, real property, and personal property assets. The County
shall keep effective internal controls to ensure that all United States Federal funds
received are separately and properly allocated to the activities described in the
agreement and used solely for authorized purposes.
4. Source Documentation
The County shall support all accounting records with source documentation.
These documentations include, but are not limited to, cancelled checks, paid bills,
payrolls, contract and contract documents. These documents must be made
available to the U.S. Forest Service upon request.
L. INDIRECT COST RATES- PARTNERSHIP
Indirect costs are approved for reimbursement or as a cost-share requirement and
have an effective period applicable to the term of this agreement.
1.If the County has never received or does not currently have a negotiated indirect
cost rate, they are eligible for a de minimis indirect cost rate up to 10 percent of
modified total direct costs (MTDC). MTDC is defined as all salaries and wages,
fringe benefits, materials and supplies, services, travel, and contracts up to the first
$25,000 of each contract.
2.For rates greater than 10 percent and less than 25 percent, the County shall
maintain documentation to support the rate. Documentation may include, but is
not limited to, accounting records, audit results, cost allocation plan, letter of
indirect cost rate approval from an independent accounting firm, or other Federal
agency approved rate notice applicable to agreements.
3.For a rate greater than 25 percent, the U.S. Forest Service may require that
request a federally approved rate from the County ’s cognizant audit agency
no later than 3 months after the effective date of the agreement. The County
will be reimbursed for indirect costs or allowed to cost-share at the rate reflected
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in the agreement until the rate is formalized in the negotiated indirect cost rate
(NICRA) at which time, reimbursements for prior indirect costs or cost-sharing
may be subject to adjustment.
4. Failure to provide adequate documentation supporting the indirect cost rate, if
requested, could result in disallowed costs and repayment to the U.S. Forest
Service.
M.AGREEMENT CLOSE-OUT. Within 90 days after expiration or notice of
termination The County shall close out the agreement.
Any unobligated balance of cash advanced to the County must be immediately
refunded to the U.S. Forest Service, including any interest earned in accordance with
7CFR3016.21/2CFR 215.22.
Within a maximum of 90 days following the date of expiration or termination of this
agreement, all financial performance and related reports required by the terms of the
agreement must be submitted to the U.S. Forest Service by the County.
If this agreement is closed out without audit, the U.S. Forest Service reserves the right
to disallow and recover an appropriate amount after fully considering any
recommended disallowances resulting from an audit which may be conducted later.
N. FINANCIAL STATUS REPORTS. A Federal Financial Report, form SF-425, must
be submitted quarterly. The report is due 30 days after the reporting period ending
March 31, June 30, September 30, December 31. The final SF-425 must be
submitted either with the final payment request or no later than 120 days from the
expiration date of the agreement. The form may be found at
https://www.grants.gov/forms/post-award-reporting-forms.html.
O. PROGRAM MONITORING AND PROGRAM PERFORMANCE REPORTS. The
parties to this agreement shall monitor the performance of the agreement activities to
ensure that performance goals are being achieved.
Performance reports must contain information on the following:
- A comparison of actual accomplishments to the goals established for the
period. Wherever the output of the project can be readily expressed in
numbers, a computation of the cost per unit of output, if applicable.
- Reason(s) for delay if established goals were not met.
- Additional pertinent information.
The Cooperator shall submit quarterly performance reports to the U.S. Forest
Service Program Manager. These reports are due 30 days after the reporting period.
The final performance report must be submitted either with Cooperator’s final
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payment request, or separately, but not later than 120 days from the expiration date of
the agreement.
For non-BIL funded work:
The County shall submit annual performance reports to the U.S. Forest Service
Program Manager. These reports are due 90 days after the reporting period. The
final performance report must be submitted either with the County’s final payment
request, or separately, but not later than 90 days from the expiration date of the
agreement.
P.RETENTION AND ACCESS REQUIREMENTS FOR RECORDS. The County
shall retain all records pertinent to this agreement for a period of no less than 3 years
from the expiration or termination date. As used in this provision, records includes
books, documents, accounting procedures and practice, and other data, regardless of
the type or format. The County shall provide access and the right to examine all
records related to this agreement to the U.S. Forest Service, Inspector General, or
Comptroller General or their authorized representative. The rights of access in this
section must not be limited to the required retention period but must last as long as
the records are kept.
If any litigation, claim, negotiation, audit, or other action involving the records has
been started before the end of the 3-year period, the records must be kept until all
issues are resolved, or until the end of the regular 3-year period, whichever is later.
Records for nonexpendable property acquired in whole or in part, with Federal funds
must be retained for 3 years after its final disposition.
Q. FREEDOM OF INFORMATION ACT (FOIA). Public access to grant or agreement
records must not be limited, except when such records must be kept confidential and
would have been exempted from disclosure pursuant to Freedom of Information
regulations (5 U.S.C. 552). Requests for research data are subject to 2 CFR 215.36.
Public access to culturally sensitive data and information of Federally-recognized
Tribes may also be explicitly limited by P.L. 110-234, Title VIII Subtitle B §8106
(2008 Farm Bill).
R.TEXT MESSAGING WHILE DRIVING. In accordance with Executive Order (EO)
13513, “Federal Leadership on Reducing Text Messaging While Driving,” any and
all text messaging by Federal employees is banned: a) while driving a Government
owned vehicle (GOV) or driving a privately owned vehicle (POV) while on official
Government business; or b) using any electronic equipment supplied by the
Government when driving any vehicle at any time. All Cooperatives, their
Employees, Volunteers, and Contractors are encouraged to adopt and enforce policies
that ban text messaging when driving company owned, leased or rented vehicles,
POVs or GOVs when driving while on official Government business or when
performing any work for or on behalf of the Government.
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S.JUSTICE 40 INITIATIVE. Executive Order (EO) 14008, Tackling the Climate Crisis
at Home and Abroad, was signed on January 27, 2021. This EO commits federal
agencies to providing 40% of federal benefits to disadvantaged communities. When
the cooperator is considering a sub-award or contract to be executed under this
agreement, the cooperator shall consider the requirements of EO 14008, section 223,
OMB M-21-28 and OMB-23-09.
T.PUBLIC NOTICES. It is The U.S. Forest Service's policy to inform the public as
fully as possible of its programs and activities. The County is/are encouraged to give
public notice of the receipt of this agreement and, from time to time, to announce
progress and accomplishments. Press releases or other public notices should reference
the Agency as follows:
“The Invasive Plant Program of the Olympic National Forest of the U.S. Forest
Service, U.S. Department of Agriculture”
The County may call on The U.S. Forest Service's Office of Communication for
advice regarding public notices. The County is/are requested to provide copies of
notices or announcements to the U.S. Forest Service Program Manager and to The
U.S. Forest Service's Office of Communications as far in advance of release as
possible.
U. GOVERNMENT-FURNISHED PROPERTY. The County may only use U.S. Forest
Service property furnished under this agreement for performing tasks assigned in this
agreement. The County shall not modify, cannibalize, or make alterations to U.S.
Forest Service property. A separate document, Form AD-107, must be completed to
document the loan of U.S. Forest Service property. The U.S. Forest Service shall
retain title to all U.S. Forest Service-furnished property. Title to U.S. Forest Service
property must not be affected by its incorporation into or attachment to any property
not owned by the U.S. Forest Service, nor must the property become a fixture or lose
its identity as personal property by being attached to any real property.
Liability for Government Property.
1. Unless otherwise provided for in the agreement, the County shall not be liable for
loss, damage, destruction, or theft to the Government property furnished or
acquired under this contract, except when any one of the following applies:
a.The risk is covered by insurance or the County is/are otherwise reimbursed
(to the extent of such insurance or reimbursement).
b. The loss, damage, destruction, or theft is the result of willful misconduct or
lack of good faith on the part of the County’s managerial personnel. The
County’s managerial personnel, in this provision, means the County’s
directors, officers, managers, superintendents, or equivalent representatives
who have supervision or direction of all or substantially all of the County’s
business; all or substantially all of the County’s operation at any one plant or
separate location; or a separate and complete major industrial operation.
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2.The County shall take all reasonable actions necessary to protect the Government
property from further loss, damage, destruction, or theft. The County shall
separate the damaged and undamaged Government property, place all the
affected Government property in the best possible order, and take such other
action as the Property Administrator directs.
3.The County shall do nothing to prejudice the Government's rights to recover
against third parties for any loss, damage, destruction, or theft of Government
property.
4. Upon the request of the Grants Management Specialist, the County shall, at the
Government's expense, furnish to the Government all reasonable assistance and
cooperation, including the prosecution of suit and the execution of agreements of
assignment in favor of the Government in obtaining recovery.
V.U.S. FOREST SERVICE ACKNOWLEDGED IN PUBLICATIONS,
AUDIOVISUALS AND ELECTRONIC MEDIA. The County shall acknowledge
U.S. Forest Service support in any publications, audiovisuals, and electronic media
developed as a result of this agreement.
W.NONDISCRIMINATION STATEMENT – PRINTED, ELECTRONIC, OR
AUDIOVISUAL MATERIAL. The County shall include the following statement, in
full, in any printed, audiovisual material, or electronic media for public distribution
developed or printed with any Federal funding.
In accordance with Federal law and U.S. Department of Agriculture
policy, this institution is prohibited from discriminating on the basis of
race, color, national origin, sex, age, or disability. (Not all prohibited
bases apply to all programs.)
To file a complaint of discrimination, write USDA, Director,
Office of Civil Rights, 1400 Independence Avenue, SW,
Washington, DC 20250-9410 or call toll free voice (866) 632-
9992, TDD (800) 877-8339, or voice relay (866) 377-8642.
USDA is an equal opportunity provider and employer.
If the material is too small to permit the full statement to be included, the material
must, at minimum, include the following statement, in print size no smaller than the
text:
"This institution is an equal opportunity provider."
X.REMEDIES FOR COMPLIANCE RELATED ISSUES. If the County materially
fail(s) to comply with any term of the agreement, whether stated in a Federal statute
or regulation, an assurance, or the agreement, the U.S. Forest Service may take one or
more of the following actions:
1. Temporarily withhold cash payments pending correction of the deficiency by the
County or more severe enforcement action by the U.S. Forest Service;
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(Rev. 9-15)
2. Disallow (that is, deny both use of funds and matching credit for) all or part of
the cost of the activity or action not in compliance;
3. Wholly or partly suspend or terminate the current agreement for the County’s
program;
4. Withhold further awards for the program, or
5.Take other remedies that may be legally available, including debarment
procedures under 2 CFR part 417.
Y. TERMINATION BY MUTUAL AGREEMENT. This agreement may be terminated,
in whole or part, as follows:
1.When the U.S. Forest Service and the County agree upon the termination
conditions, including the effective date and, in the case of partial termination, the
portion to be terminated.
2. By 30 days written notification by the County to the U.S. Forest Service setting
forth the reasons for termination, effective date, and in the case of partial
termination, the portion to be terminated. If the U.S. Forest Service decides that
the remaining portion of the agreement will not accomplish the purposes for
which the agreement was made, the U.S. Forest Service may terminate the
agreement in its entirety.
Upon termination of an agreement, the County shall not incur any new obligations for
the terminated portion of the agreement after the effective date, and shall cancel as
many outstanding obligations as possible. The U.S. Forest Service shall allow full
credit to the County for the U.S. Forest Service share of obligations that cannot be
cancelled and were properly incurred by the County up to the effective date of the
termination. Excess funds must be refunded within 60 days after the effective date of
termination.
Z. ALTERNATE DISPUTE RESOLUTION – PARTNERSHIP AGREEMENT. In the
event of any issue of controversy under this agreement, the parties may pursue
Alternate Dispute Resolution procedures to voluntarily resolve those issues. These
procedures may include, but are not limited to conciliation, facilitation, mediation,
and fact finding.
AA. DEBARMENT AND SUSPENSION. The County shall immediately inform the U.S.
Forest Service if they or any of their principals are presently excluded, debarred, or
suspended from entering into covered transactions with the Federal Government
according to the terms of 2 CFR Part 180. Additionally, should the County or any of
their principals receive a transmittal letter or other official Federal notice of
debarment or suspension, then they shall notify the U.S. Forest Service without undue
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alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at 202-720-2600 (voice
and TDD).
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call toll free
(866) 632-9992 (voice). TDD users can contact USDA through local relay or the Federal relay at (800) 877-8339 (TDD) or (866) 377-8642 (relay voice). USDA
is an equal opportunity provider and employer.
Page 15 of 27
U.S. Forest Service OMB 0596-0217
FS-1500-17B
Attachment:A
USFS Agreement No.:Mod. No.:
Cooperator Agreement No.:
Financial Plan Matrix:Note: All columns may not be used. Use depends on source and type of contribution(s).
(a) (b)(c)(d)
Cash
COST ELEMENTS Noncash to Noncash In-Kind
Direct Costs Cooperator
Salaries/Labor $802.89 $3,911.96 $1,137.92 $0.00 $5,852.77
Travel $0.00 $167.50 $167.50 $0.00 $335.00
Equipment $0.00 $0.00 $0.00 $0.00 $0.00
Supplies/Materials $500.00 $123.99 $100.00 $0.00 $723.99
Printing $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00
Subtotal $1,302.89 $4,203.45 $1,405.42 $0.00 $6,911.76
Coop Indirect Costs $796.55 $266.33 $1,062.88
FS Overhead Costs $208.46 $208.46
Total $1,511.35 $5,000.00 $1,671.75 $0.00
$8,183.10
(a+b) ÷ (e) = (f)
Total Cooperator Share
(c+d) ÷ (e) = (g)
Total (f+g) = (h)
24-PA-11060900-042
Note: This Financial Plan may be used when:
(1) No program income is expected and
(2) The Cooperator is not giving cash to the FS and
(3) There is no other Federal funding
Agreements Financial Plan (Short Form)
FOREST SERVICE CONTRIBUTIONS COOPERATOR CONTRIBUTIONS
(g)
20.43%
(h)
100.00%
(e)
Total
Total Project Value:
Matching Costs Determination
Total Forest Service Share =(f)
79.57%
Page 16 of 27
Standard Calculation
Job Description Cost/Day # of Days Total
Invasive Plant Program Coordinator $348.88 1.00 $348.88
Forest Botanist $454.01 1.00 $454.01
Total Salaries/Labor $802.89
Standard Calculation
Travel Expense Employees Cost/Trip # of Trips Total
Total Travel $0.00
Supplies/Materials # of Items Lump Sum Total
Planting/Seeding $500.00 $500.00
Total Supplies/Materials $500.00
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
16.00%$208.46
Total FS Overhead Costs $208.46
WORKSHEET FOR
Standard Calculation
Standard Calculation
$1,302.89
Subtotal Direct Costs
Forest Service Overhead Costs
FS Non-Cash Contribution Cost Analysis, Column (a)
TOTAL COST $1,511.35
Other Expenses
Subtotal Direct Costs
Travel
Salaries/Labor
Supplies/Materials
$1,302.89
Page 17 of 27
Job Description Cost/Day # of Days Total
MCNWCB Coordinator $349.96 5.00 $1,749.80
Crewmember $196.56 11.00 $2,162.16
Total Salaries/Labor $3,911.96
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksites 200 miles X 0.67/mile $167.50
Total Travel $167.50
Supplies/Materials # of Items Cost/Item Total
PPE, herbicide, hand
pruners, heavy garbage
bags, etc.1.00 $123.99 $123.99
Total Supplies/Materials $123.99
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
18.95%$796.55
$796.55
WORKSHEET FOR
Standard Calculation
FS Cash to the Cooperator Cost Analysis, Column (b)
Salaries/Labor
Travel
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $5,000.00
$4,203.45
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$4,203.45
Page 18 of 27
Job Description Cost/Day # of Days Total
MCNWCB Coordinator $349.96 2.00 $699.92
Office Mgr_Contract Admin $438.00 1.00 $438.00
Total Salaries/Labor $1,137.92
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksite 200 miles X 0.67/mile $167.50
Total Travel $167.50
Supplies/Materials # of Items Cost/Item Total
PPE/Field Supplies/herbicide 1.00 $100.00 $100.00
Total Supplies/Materials $100.00
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
18.95%$266.33
$266.33
WORKSHEET FOR
Cooperator Non-Cash Contribution Cost Analysis, Column (c)
Salaries/Labor
Travel
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $1,671.75
$1,405.42
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$1,405.42
Standard Calculation
Page 19 of 27
U.S. Forest Service OMB 0596-0217
FS-1500-17B
Attachment:B
USFS Agreement No.:Mod. No.:
Cooperator Agreement No.:
Financial Plan Matrix:Note: All columns may not be used. Use depends on source and type of contribution(s).
(a) (b)(c)(d)
Cash
COST ELEMENTS Noncash to Noncash In-Kind
Direct Costs Cooperator
Salaries/Labor $1,500.65 $7,823.92 $1,837.84 $0.00 $11,162.41
Travel $0.00 $268.00 $268.00 $0.00 $536.00
Equipment $0.00 $0.00 $0.00 $0.00 $0.00
Supplies/Materials $250.00 $314.97 $425.00 $0.00 $989.97
Printing $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00
Subtotal $1,750.65 $8,406.89 $2,530.84 $0.00 $12,688.38
Coop Indirect Costs $1,593.11 $479.59 $2,072.70
FS Overhead Costs $280.10 $280.10
Total $2,030.75 $10,000.00 $3,010.43 $0.00
$15,041.18
(a+b) ÷ (e) = (f)
Total Cooperator Share
(c+d) ÷ (e) = (g)
Total (f+g) = (h)
24-PA-11060900-042
Note: This Financial Plan may be used when:
(1) No program income is expected and
(2) The Cooperator is not giving cash to the FS and
(3) There is no other Federal funding
Agreements Financial Plan (Short Form)
FOREST SERVICE CONTRIBUTIONS COOPERATOR CONTRIBUTIONS
(g)
20.01%
(h)
100.00%
(e)
Total
Total Project Value:
Matching Costs Determination
Total Forest Service Share =(f)
79.99%
Page 20 of 27
Standard Calculation
Job Description Cost/Day # of Days Total
Invasive Plant Program Coordinator $348.88 3.00 $1,046.64
Forest Botanist $454.01 1.00 $454.01
Total Salaries/Labor $1,500.65
Standard Calculation
Travel Expense Employees Cost/Trip # of Trips Total
Total Travel $0.00
Supplies/Materials # of Items Lump Sum Total
Planting/Seeding $250.00 $250.00
Total Supplies/Materials $250.00
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
16.00%$280.10
Total FS Overhead Costs $280.10
WORKSHEET FOR
Standard Calculation
Standard Calculation
$1,750.65
Subtotal Direct Costs
Forest Service Overhead Costs
FS Non-Cash Contribution Cost Analysis, Column (a)
TOTAL COST $2,030.75
Other Expenses
Subtotal Direct Costs
Travel
Salaries/Labor
Supplies/Materials
$1,750.65
Page 21 of 27
Job Description Cost/Day # of Days Total
MCNWCB Coordinator $349.96 10.00 $3,499.60
Crewmember $196.56 22.00 $4,324.32
Total Salaries/Labor $7,823.92
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksites 400 miles X 0.67/mile $268.00
Total Travel $268.00
Supplies/Materials # of Items Cost/Item Total
PPE, herbicide, hand
pruners, heavy garbage
bags, etc.1.00 $314.97 $314.97
Total Supplies/Materials $314.97
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
18.95%$1,593.11
$1,593.11
WORKSHEET FOR
Standard Calculation
FS Cash to the Cooperator Cost Analysis, Column (b)
Salaries/Labor
Travel
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $10,000.00
$8,406.89
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$8,406.89
Page 22 of 27
Job Description Cost/Day # of Days Total
MCNWCB Coordinator $349.96 4.00 $1,399.84
Office Mgr_Contract Admin $438.00 1.00 $438.00
Total Salaries/Labor $1,837.84
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksite 400 miles X 0.67/mile $268.00
Total Travel $268.00
Supplies/Materials # of Items Cost/Item Total
PPE/Field Supplies/herbicide 1.00 $400.00 $400.00
Office Supplies 1.00 $25.00 $25.00
Total Supplies/Materials $425.00
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
18.95%$479.59
$479.59
WORKSHEET FOR
Cooperator Non-Cash Contribution Cost Analysis, Column (c)
Salaries/Labor
Travel
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $3,010.43
$2,530.84
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$2,530.84
Standard Calculation
Page 23 of 27
U.S. Forest Service OMB 0596-0217
FS-1500-17B
Attachment:C
USFS Agreement No.:Mod. No.:
Cooperator Agreement No.:
Financial Plan Matrix:Note: All columns may not be used. Use depends on source and type of contribution(s).
(a) (b)(c)(d)
Cash
COST ELEMENTS Noncash to Noncash In-Kind
Direct Costs Cooperator
Salaries/Labor $1,151.77 $15,647.84 $3,675.68 $0.00 $20,475.29
Travel $0.00 $469.00 $469.00 $0.00 $938.00
Equipment $0.00 $0.00 $0.00 $0.00 $0.00
Supplies/Materials $250.00 $696.95 $440.00 $0.00 $1,386.95
Printing $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00
Subtotal $1,401.77 $16,813.79 $4,584.68 $0.00 $22,800.24
Coop Indirect Costs $3,186.21 $868.80 $4,055.01
FS Overhead Costs $224.28 $224.28
Total $1,626.05 $20,000.00 $5,453.48 $0.00
$27,079.53
(a+b) ÷ (e) = (f)
Total Cooperator Share
(c+d) ÷ (e) = (g)
Total (f+g) = (h)
24-PA-11060900-042
Note: This Financial Plan may be used when:
(1) No program income is expected and
(2) The Cooperator is not giving cash to the FS and
(3) There is no other Federal funding
Agreements Financial Plan (Short Form)
FOREST SERVICE CONTRIBUTIONS COOPERATOR CONTRIBUTIONS
(g)
20.14%
(h)
100.00%
(e)
Total
Total Project Value:
Matching Costs Determination
Total Forest Service Share =(f)
79.86%
Page 24 of 27
Standard Calculation
Job Description Cost/Day # of Days Total
Invasive Plant Program Coordinator $348.88 2.00 $697.76
Forest Botanist $454.01 1.00 $454.01
Total Salaries/Labor $1,151.77
Standard Calculation
Travel Expense Employees Cost/Trip # of Trips Total
Total Travel $0.00
Supplies/Materials # of Items Lump Sum Total
Planting/Seeding $250.00 $250.00
Total Supplies/Materials $250.00
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
16.00%$224.28
Total FS Overhead Costs $224.28
WORKSHEET FOR
Standard Calculation
Standard Calculation
$1,401.77
Subtotal Direct Costs
Forest Service Overhead Costs
FS Non-Cash Contribution Cost Analysis, Column (a)
TOTAL COST $1,626.05
Other Expenses
Subtotal Direct Costs
Travel
Salaries/Labor
Supplies/Materials
$1,401.77
Page 25 of 27
Job Description Cost/Day # of Days Total
MCNWCB Coordinator $349.96 20.00 $6,999.20
Crewmember $196.56 44.00 $8,648.64
Total Salaries/Labor $15,647.84
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksites 700 miles X 0.67/mile $469.00
Total Travel $469.00
Supplies/Materials # of Items Cost/Item Total
PPE, herbicide, hand
pruners, heavy garbage
bags, etc.$696.95 $696.95
Total Supplies/Materials $696.95
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
18.95%$3,186.21
$3,186.21
WORKSHEET FOR
Standard Calculation
FS Cash to the Cooperator Cost Analysis, Column (b)
Salaries/Labor
Travel
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $20,000.00
$16,813.79
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$16,813.79
Page 26 of 27
Job Description Cost/Day # of Days Total
MCNWCB Coordinator $349.96 8.00 $2,799.68
Office Mgr_Contract Admin $438.00 2.00 $876.00
Total Salaries/Labor $3,675.68
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksite 700 miles X 0.67/mile $469.00
Total Travel $469.00
Supplies/Materials # of Items Cost/Item Total
PPE/Field
Supplies/herbicide 1.00 $400.00 $400.00
Office Supplies 1.00 $40.00 $40.00
Total Supplies/Materials $440.00
Item # of Units Cost/Unit Total
Total Other $0.00
Current Overhead Rate Total
18.95%$868.80
$868.80
WORKSHEET FOR
Cooperator Non-Cash Contribution Cost Analysis, Column (c)
Salaries/Labor
Travel
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $5,453.48
$4,584.68
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$4,584.68
Standard Calculation
Page 27 of 27
FS-1500-19 (VER. 05/24)
OMB No. 0596-0217
EXP: 05/31/2027
MODIFICATION OF GRANT OR AGREEMENT PAGE OF
PAGES
1 5 + Att
1. U.S. FOREST SERVICE GRANT/AGREEMENT
NUMBER:
24-PA-11060900-042 (INVASIVE
PLANT INVENTORY PREVENTION
AND CONTROL IN MASON COUNTY)
2. RECIPIENT/COOPERATOR GRANT or
AGREEMENT NUMBER, IF ANY:
3. MODIFICATION NUMBER:
001
4. NAME/ADDRESS OF U.S. FOREST SERVICE UNIT ADMINISTERING
GRANT/AGREEMENT (unit name, street, city, state, and zip + 4):
Olympic National Forest
1835 Black Lake Blvd SW
Olympia, WA 98512
5. NAME/ADDRESS OF U.S. FOREST SERVICE UNIT ADMINISTERING
PROJECT/ACTIVITY (unit name, street, city, state, and zip + 4):
Olympic National Forest
1835 Black Lake Blvd SW
Olympia, WA 98512
6. NAME/ADDRESS OF RECIPIENT/COOPERATOR (street, city, state, and zip
+ 4, county):
MASON COUNTY
411 N 5TH ST
Shelton, Washington 98584-3466
7. RECIPIENT/COOPERATOR’S HHS SUB ACCOUNT NUMBER (For HHS
payment use only):
8.PURPOSE OF MODIFICATION
CHECK ALL
THAT APPLY: This modification is issued pursuant to the modification provision in the grant/agreement
referenced in item no. 1, above.
CHANGE IN PERFORMANCE PERIOD:
CHANGE IN FUNDING: Add Funding $18,996.00, See box 9.
ADMINISTRATIVE CHANGES: Update Contacts, Update Provisions and Incorporate Provisions, See Box 9.
OTHER (Specify type of modification):
Except as provided herein, all terms and conditions of the Grant/Agreement referenced in 1, above, remain unchanged and in
full force and effect.
9. ADDITIONAL SPACE FOR DESCRIPTION OF MODIFICATION (add additional pages as needed):
This modification to the agreement with the County will add $18,996.00, for a new total of $53,996.00 as described in the Original
Financial Plan -Attachment A and the attached modification 001 Financial Plan, Attachement A.1. All previously available funds
not expended remain available.
UPDATE THE FOLLOWING PROVISIONS:
REMOVE COOPERATOR CONTACT
Kela Hall-Wieckert
ADD COOPERATOR CONTACT
Heidi Steinbach
hsteinbach@masoncountywa.gov
ADD U.S. FOREST SERVICE PROGRAM CONTACT
Partnership Coordinator
Jennifer Garcia Santiago
jennifer.garciasantiago@usda.gov
SYSTEM FOR AWARD MANAGEMENT REGISTRATION REQUIREMENT (SAM). The County shall maintain current
organizational information and the original Unique Entity Identifier (UEI) provided for this agreement in the System for Award
Management (SAM) until receipt of final payment. This requires annual review and updates, when needed, of organizational
information after the initial registration. More frequent review and updates may be required for changes in organizational
information or agreement term(s). Any change to the original UEI provided in this agreement will result in termination of this
agreement and de-obligation of any remaining funds. For purposes of this agreement, System for Award Management (SAM)
FS-1500-19 (VER. 05/24)
OMB No. 0596-0217
EXP: 05/31/2027
means the Federal repository into which an entity must provide information required for the conduct of business as a Cooperative.
Additional information about registration procedures may be found at the SAM Internet site at www.sam.gov.
INDIRECT COST RATES- PARTNERSHIP. Indirect costs are approved for reimbursement or as a cost-share requirement and
have an effective period applicable to the term of this agreement.
1. If the County has never received or does not currently have a negotiated indirect cost rate, they are eligible for a de minimis
indirect cost rate up to 15 percent of modified total direct costs (MTDC). MTDC is defined as all direct salaries and wages,
applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward (regardless of the
period of performance of the subawards under the award).
2. For rates greater than 15 percent and less than 25 percent, The County shall maintain documentation to support the rate.
Documentation may include, but is not limited to, accounting records, audit results, cost allocation plan, letter of indirect cost rate
approval from an independent accounting firm, or other Federal agency approved rate notice applicable to agreements.
3. For a rate greater than 25 percent, the U.S. Forest Service may require that the County request a federally approved rate from the
County’s cognizant audit agency no later than 3 months after the effective date of the agreement. The County will be reimbursed
for indirect costs or allowed to cost-share at the rate reflected in the agreement until the rate is formalized in the negotiated indirect
cost rate (NICRA) at which time, reimbursements for prior indirect costs or cost-sharing may be subject to adjustment.
4. Failure to provide adequate documentation supporting the indirect cost rate, if requested, could result in disallowed costs and
repayment to the U.S. Forest Service.
AGREEMENT CLOSE-OUT. Within 120 days after expiration or notice of termination shall close out the agreement.
Any unobligated balance of cash advanced to the County must be immediately refunded to the U.S. Forest Service, including any
interest earned in accordance with 7CFR3016.21/2CFR 215.22.
Within a maximum of 120 days following the date of expiration or termination of this agreement, all financial performance and
related reports required by the terms of the agreement must be submitted to the U.S. Forest Service by the County.
If this agreement is closed out without audit, the U.S. Forest Service reserves the right to disallow and recover an appropriate
amount after fully considering any recommended disallowances resulting from an audit which may be conducted later.
PAYMENT/REIMBURSEMENT. The U.S. Forest Service shall reimburse the County for the U.S. Forest Service's share of actual
expenses incurred, not to exceed $18,996.00, as shown in modification 001 Financial Plan Attachment A.1. In order to approve a
Request for Reimbursement, the U.S. Forest Service shall review such requests to ensure payments for reimbursement are in
compliance and otherwise consistent with the terms of the agreement. The U.S. Forest Service shall make payment upon receipt of
the the County's annual invoice. Each invoice from the County must display the total project costs for the billing period, separated
by U.S. Forest Service and the County's share. In-kind contributions must be displayed as a separate line item and must not be
included in the total project costs available for reimbursement. The final invoice must display the County's full match towards the
project, as shown in the financial plan, and be submitted no later than 120 days from the expiration date.
Each invoice must include, at a minimum:
1. The County’s name, address, and telephone number.
2. U.S. Forest Service agreement number.
3. Invoice date.
4. Performance dates of the work completed (start & end).
5. Total invoice amount for the billing period, separated by U.S. Forest Service
and the County share with in-kind contributions displayed as a separate line item.
6. Display all costs, both cumulative and for the billing period, by separate cost
elements as shown on the financial plan.
7. Cumulative amount of U.S. Forest Service payments to date.
8. Statement that the invoice is a request for payment by “reimbursement”.
9. If using SF-270, a signature is required.
10. Invoice Number, if applicable.
The invoice must be forwarded to:
EMAIL: SM.FS.ASC_GA@USDA.GOV
FS-1500-19 (VER. 05/24)
OMB No. 0596-0217
EXP: 05/31/2027
FAX: 877-687-4894
POSTAL: USDA Forest Service
Albuquerque Service Center
Payments – Grants & Agreements
4000 Masthead Street NE
Albuquerque, NM 87109
Send a copy to: Cheryl Bartlett
Olympic National Forest
1835 Black Lake Blvd SW
Olympia, WA 98512
cheryl.bartlett@usda.gov
PROGRAM MONITORING AND PERFORMANCE REPORTS. The parties to this agreement shall monitor the work activities to
ensure that performance goals are being achieved.
The cooperator shall prepare a performance report for each reporting period that contains the following:
- A comparison of actual accomplishments to the goals established for the period. Wherever the output of the project can be readily
expressed in numbers, the report shall also include a computation of the cost per unit or output, asapplicable. Example: Goal-50
miles of trail maintenance; Actual-25 miles of trail work completed near mile marker 0.7. 25 miles x $422/mile = $10,500
- If established goals were not met, the report shall include (1) the reason for the delay, (2) a detailed explanation of why the goal
was not achieved and identify any factors that may have contributed to the delay, and (3) a plan of action for addressing the issue
and getting the project back on track. The plan should outline the specific steps that will be taken to address the issues and a
timeline for implementing these steps. This information will enable the Forest Service to understand the reasons for the delay to
determine if an agreement modification is warranted. Example: Due to severe weather conditions, the crew was unable to reach
certain areas impacted by landslides. The schedule has been modified to have a 5-person crew onsite starting in May, 2023 to
complete the remaining 25 miles of trails when optimal weather conditions are expected.
- The report shall also include any additional pertinent information relevant to the project.
For each ALN/CFDA, the performance report must include all relevant project work completed and/or invoiced for the reporting
period then submitted to the Forest Service Program Contact. The quarterly performance report for each respective ALN/CFDA is
due no later than 30 days after the reporting period ending March 31, June 30, September 30, December 31. The annual
performance report for each respective ALN/CFDA is due no later than 90 days after the reporting period ending March 31, June
30, September 30, December 31. The final performance report must be submitted either with the Cooperator’s final payment
request, or separately, no later than 120 days from the expiration date of the agreement, whichever is soonest.
For CFDA #10.717, a [QUARTERLY] progress report is required.
For CFDA # 10.699, an [ANNUAL] progress report is required.
For CFDA # 10.665, an [ANNUAL] progress report is required.
If financial and performance reports are not timely submitted according to the outlined terms and schedules, it is considered a
material breach of the agreement and will result in payment delays and could potentially lead to termination of the agreement.
NONDISCRIMINATION . The recipient/cooperator of this award must comply with all applicable Federal anti-discrimination
laws and regulations. For more information about USDA Civil Rights requirements, please visit https://www.usda.gov/about-
usda/general-information/staff-offices/office-assistant-secretary-civil-rights.
NONDISCRIMINATION STATEMENT – PRINTED, ELECTRONIC, OR AUDIOVISUAL MATERIAL . In accordance with
Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies,
offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based
on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public
assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or
funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print,
audiotape, American Sign Language, etc.) should contact the State or local Agency that administers the program or contact USDA
FS-1500-19 (VER. 05/24)
OMB No. 0596-0217
EXP: 05/31/2027
11. SIGNATURES
AUTHORIZED REPRESENTATIVE: BY SIGNATURE BELOW, THE SIGNING PARTIES CERTIFY THAT THEY ARE THE OFFICIAL REPRESENTATIVES
OF THEIR RESPECTIVE PARTIES AND AUTHORIZED TO ACT IN THEIR RESPECTIVE AREAS FOR MATTERS RELATED TO THE ABOVE-
REFERENCED GRANT/AGREEMENT.
11.A. THE COUNTY SIGNATURE 11.B. DATE
SIGNED
11.C. U.S. FOREST SERVICE SIGNATURE 11.D. DATE
SIGNED
(Signature of Signatory Official) (Signature of Signatory Official)
11.E. NAME (type or print): SHARON TRASK 11.F. NAME (type or print): KELLY D. LAWRENCE
11.G. TITLE (type or print): Mason County Commissioner’s
Chair
11.H. TITLE (type or print): Forest Supervisor
12. G&A REVIEW
12.A. The authority and format of this modification have been reviewed and approved for signature by:
______________________________________
CASSANDRA MCCARTHY (24-PA-11060900-042 MOD:001)
U.S. Forest Service Grants & Agreements Specialist
12.B. DATE
SIGNED
through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available
in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online
at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in
the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your
completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights,
1400 Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email:
program.intake@usda.gov.
USDA is an equal opportunity provider, employer, and lender.
ADD THE FOLLOWING PROVISION:
FUNDING EQUIPMENT. Federal funding under this agreement is not available for reimbursement of the County’s purchase of
equipment. Equipment is defined as having a fair market value of $10,000 or more per unit and a useful life of over one year.
FEDERAL TORT CLAIMS ACT. The United States, acting by and through the Forest Service, hereby agrees to bear any and all
liabilities of any kind related to the exercise of the Forest Service's rights under the Federal Tort
Claims Act (FTCA), 28 U.S.C. 2671 et. seq., or any other applicable act wherein Congress
specifically waived sovereign immunity of the United States
PAID SICK LEAVE REQUIREMENTS. Executive Order 13706, Establishing Paid Sick Leave for Federal Contractors, and its
implementing regulations, including the federal contractor paid sick leave clause at 29 CFR Part 13, Appendix A, apply to the
Cooperator and any subcontractors under this agreement. These regulatory requirements are incorporated by reference into this
agreement as if fully set forth in this agreement.
10. ATTACHED DOCUMENTATION (Check all that apply):
Revised Scope of Work
Revised Financial Plan
Other: Attachment A.1 Financial Plan
FS-1500-19 (VER. 05/24)
OMB No. 0596-0217
EXP: 05/31/2027
Paperwork Reduction Act Statement
According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond, to a collection of information unless it displays a valid OMB
control number. Persons are not required to respond to this collection of information unless it displays a currently valid OMB control number. The OMB control number for this information collection
is 0596-0217. Response to this collection of information is mandatory. The authority to collect the information Section 7 of the Granger-Thye Act (16 U.S.C. 580d) and Title IV of the Federal Land
Policy and Management Act of 1976 (43 U.S.C. 1751-1753). The time required to complete this information collection is estimated to average 30 minutes per response, including the time for
reviewing instructions, searching existing data sources, gathering, and maintaining the data needed and completing and reviewing the collection of information. Send comments regarding this
burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Clearance Officer, OIRM, 1400
Independence Avenue, SW, Room 404-W, Washington, D.C. 20250; and to the Office of Management and Budget, Paperwork Reduction Project (OMB# 0596-0217), 725 17th Street NW,
Washington, D.C. 20503.
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions
participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual
orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any
program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible
agency or USDA’s TARGET Center at (202) 720-2600 (voice and TYY) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made
available in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any
USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your
completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410;
(2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov.
USDA is an equal opportunity provider, employer, and lender.
The Privacy Act of 1974, 5 U.S.C. 552a and the Freedom of Information Act, 5 U.S.C. 552 govern the confidentiality to be provided for information received by the Forest Service.
U.S. Forest Service OMB 0596-0217
FS-1500-17B
Attachment:A.1 Title II Funds
USFS Agreement No.:Mod. No.:001
Cooperator Agreement No.:
Financial Plan Matrix:Note: All columns may not be used. Use depends on source and type of contribution(s).
(a) (b)(c)(d)
Cash
COST ELEMENTS Noncash to Noncash In-Kind
Direct Costs Cooperator
Salaries/Labor $1,849.53 $14,775.28 $3,675.68 $0.00 $20,300.49
Travel $0.00 $630.00 $280.00 $0.00 $910.00
Equipment $0.00 $0.00 $0.00 $0.00 $0.00
Supplies/Materials $0.00 $508.27 $490.00 $0.00 $998.27
Printing $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00 $0.00 $0.00 $0.00 $0.00
Other $0.00
Subtotal $1,849.53 $15,913.55 $4,445.68 $0.00 $22,208.76
Coop Indirect Costs $3,082.45 $861.13 $3,943.58
FS Overhead Costs $277.43 $277.43
Total $2,126.96 $18,996.00 $5,306.81 $0.00
$26,429.77
(a+b) ÷ (e) = (f)
Total Cooperator Share
(c+d) ÷ (e) = (g)
Total (f+g) = (h)
Total Project Value:
(e)
Total
20.08%
Agreements Financial Plan (Short Form)
24-PA-11060900-042
Note: This Financial Plan may be used when:
(1)No program income is expected and
(2)The Cooperator is not giving cash to the FS and
(3)There is no other Federal funding
FOREST SERVICE CONTRIBUTIONS COOPERATOR CONTRIBUTIONS
100.00%
(h)
(g)
Matching Costs Determination
Total Forest Service Share =(f)
79.92%
Page 1
Standard Calculation
Job Description Cost/Day # of Days Total
Invasive Plant Program Coordinator $348.88 4.00 $1,395.52
Forest Botanist $454.01 1.00 $454.01
Total Salaries/Labor $1,849.53
Standard Calculation
Travel Expense Employees Cost/Trip # of Trips Total
$0.00
Total Travel $0.00
Piece of Equipment # of Units Cost/Day # of Days Total
$0.00
Total Equipment $0.00
Supplies/Materials # of Items Cost/Item Total
$0.00
Total Supplies/Materials $0.00
Paper Material # of Units Cost/Unit Total
$0.00
Total Printing $0.00
Item # of Units Cost/Unit Total
$0.00
Total Other $0.00
Current Overhead Rate Total
15.00%$277.43
Total FS Overhead Costs $277.43
$1,849.53
Subtotal Direct Costs
Forest Service Overhead Costs
FS Non-Cash Contribution Cost Analysis, Column (a)
TOTAL COST $2,126.96
Printing
Other Expenses
Subtotal Direct Costs
Equipment
Travel
Salaries/Labor
Supplies/Materials
$1,849.53
WORKSHEET FOR
Standard Calculation
Standard Calculation
Standard Calculation
Standard Calculation
Job Description Cost/Day # of Days Total
$349.96 22.00 $7,699.12MCNWCB Coordinator
Crew Member $196.56 36.00 $7,076.16
Total Salaries/Labor $14,775.28
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksites 50 miles/trip @ $0.70/mi $35.00 18.00 $630.00
Total Travel $630.00
Piece of Equipment # of Units Cost/Day # of Days Total
$0.00
Total Equipment $0.00
Supplies/Materials # of Items Cost/Item Total
Misc M&S (herbicide, PPE, etc)1.00 $508.27 $508.27
Total Supplies/Materials $508.27
Paper Material # of Units Cost/Unit Total
$0.00
Total Printing $0.00
Item # of Units Cost/Unit Total
$0.00
Total Other $0.00
Current Overhead Rate Total
19.37%$3,082.45
$3,082.45
Standard Calculation
Standard Calculation
Standard Calculation
Standard Calculation
TOTAL COST $18,996.00
$15,913.55
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$15,913.55
WORKSHEET FOR
Standard Calculation
Standard Calculation
Printing
FS Cash to the Cooperator Cost Analysis, Column (b)
Salaries/Labor
Travel
Equipment
Supplies/Materials
Job Description Cost/Day # of Days Total
Mason CNWCB Coordinator $349.96 8.00 $2,799.68
Office Manager/Contract Admin $438.00 2.00 $876.00
Total Salaries/Labor $3,675.68
Travel Expense Employees Cost/Trip # of Trips Total
Travel to/from worksites 50 miles/trip @ $0.70/mi $35.00 8.00 $280.00
Total Travel $280.00
Piece of Equipment # of Units Cost/Day # of Days Total
$0.00
Total Equipment $0.00
Supplies/Materials # of Items Cost/Item Total
Misc M&S (herbicide, PPE, etc)1.00 $450.00 $450.00
office supplies 1.00 $40.00 $40.00
Total Supplies/Materials $490.00
Paper Material # of Units Cost/Unit Total
$0.00
Total Printing $0.00
Item # of Units Cost/Unit Total
$0.00
Total Other $0.00
Current Overhead Rate Total
19.37%$861.13
$861.13
Standard Calculation
Printing
TOTAL COST $5,306.81
$4,445.68
Total Coop. Indirect Costs
Other Expenses
Subtotal Direct Costs
Cooperator Indirect Costs
Subtotal Direct Costs
$4,445.68
Standard Calculation
WORKSHEET FOR
Cooperator Non-Cash Contribution Cost Analysis, Column (c)
Salaries/Labor
Travel
Equipment
Supplies/Materials
Standard Calculation
Standard Calculation
Standard Calculation
Standard Calculation
Mason County Administrator
411 N 5th Street
Shelton, WA 98584
(360) 427-9670 ext. 419
Mason County Commissioner
Briefing Items from County Administrator
August 18, 2025
Specific Items for Review
→ Department of Emergency Management Training & Exercise Coordinator position – John Taylor
→ Green star award for Detective Mercado – Travis Adams
→ Response letter to the City of Bremerton – Travis Adams
Administrator Updates
Commissioner Discussion
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: John Taylor Ext: 806
Department: Emergency Management Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 18, 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:
Replacement of the Training & Exercise Coordinator in MC Emergency Management
Background/Executive Summary:
This request is due to Robert Burbridge’s retirement, which is effective Monday, August 18, 2025. The
Division of Emergency Management currently operates with only 2.3 full-time equivalent staff members,
yet is responsible for countywide emergency preparedness, training, and response coordination. The
Emergency Management Training & Exercise Coordinator is a critical position that directly supports the
County’s ability to meet state and federal requirements for training, exercises, and readiness under the
National Incident Management System (NIMS) and the Homeland Security Exercise and Evaluation
Program (HSEEP).
This position also serves as a 24/7 Duty Officer on a rotational basis, providing immediate response to
incidents, coordinating resources, and ensuring operational continuity during emergencies. Without this
coverage, incident notifications, resource requests, and emergency coordination could be delayed—
compromising public safety.
Without this position, the division’s already limited staffing capacity would be further strained,
jeopardizing the County’s ability to:
• Develop, deliver, and document mandatory training for staff, volunteers, and partner agencies.
• Plan, conduct, and evaluate required operational exercises to maintain compliance and funding
eligibility.
• Support Emergency Operations Center (EOC) readiness, including communications, shelter
coordination, and resource tracking during incidents.
• Maintain and update the Comprehensive Emergency Management Plan (CEMP) and Continuity
of Government (COG) plans as required by state law.
• Provide 24/7 Duty Officer coverage for immediate incident response.
Given the division’s minimal staffing, the loss of this role would directly reduce operational readiness,
lengthen response times, and increase the risk of non-compliance with federal and state standards,
potentially affecting grant funding and overall public safety. Filling this position ensures continuity of
essential services, maintains compliance, and preserves the County’s ability to effectively protect lives,
property, and critical infrastructure during emergencies.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
The salary range for the position in 2026 is $74,359.
Public Outreach:
N/A
Requested Action:
Discussion – in coordination with Mason County Human Resources the current job description is being
modified to include Community Outreach, which will assist in administering the Community Emergency
Response Teams (CERT) that are currently active in Mason County
Attachment(s):
None
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Travis Adams Ext: 530
Department: County Administrator Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/18/25 Agenda Date(s): 9/2/2025
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:
Green Star award for Detective Mercado
Background/Executive Summary:
Detective Alfonso Mercado played a key role in a large investigation that came to a head in February of
this year. This investigation surrounded a large bird fighting ring of four-hundred (400) birds. Officer
Mercado went above and beyond his call of duty as a Mason County Detective, working with Joint
Animal Services (JAS) and neighboring county law enforcement agencies to ensure a successful
investigation.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
N/A
Public Outreach:
N/A
Requested Action:
BOCC present the green star and certificate in recognition of great effort by Detective Alfonso Mercado
Attachment(s):
Email to Mason County from Joint Animal Services
Caution: External Email Warning! This email has originated from outside of the Mason
County Network. Do not click links or open attachments unless you recognize the sender,
are expecting the email, and know the content is safe. If a link sends you to a website
where you are asked to validate using your Account and Password, DO NOT DO SO!
Instead, report the incident.
From:Sierra Teas
To:Christopher Pinkston
Cc:Sarah Hock
Subject:FW: Appreciation to Detective Alfonso Mercado and Mason County Sheriff"s Office
Date:Tuesday, August 12, 2025 2:36:33 PM
Attachments:image001.jpg
See below.
Sierra Teas (she/her)
Animal Welfare and Field Services Manager
Office: (360) 352-2510 ext. 1017
Cell: (360) 522-6138
3120 Martin Way E | Olympia, WA 98506
909B6D67
From: Sierra Teas
Sent: Wednesday, February 26, 2025 10:25 AM
To: RandyN@masoncountywa.gov
Subject: Appreciation to Detective Alfonso Mercado and Mason County Sheriff's Office
Good morning Randy,
I wanted to reach out and express my gratitude for all the help MCSO has offered to JAS these last
two weeks. Detective Alfonso Mercado assisted in the execution of a warrant on 02/13 involving
almost 600 animals on probable cause for animal fighting and Animal Cruelty in the First Degree.
Detective Mercado worked closely with Thurston County Detective Burton-Crow and Regional
Animal Services of King County Sgt. Moore in interviewing the suspects to gain vital information for
our investigation. His bilingual interviewing skills, along with his knowledge of animal fighting, made
him an integral piece to this operation. The information we gathered is not only helpful in this case
but will also aid us in investigations across the state. Last Thursday on 02/20, I was given extremely
short notice (hours) to gather a team and return to the scene and impound all remaining 400 plus
animals. I called Detective Mercado and within 30 minutes, he secured a team of four MCSO
personnel to assist us in this response. MCSO personnel assisted with the animal handling,
containment, and loading of several hundred animals in just under 3 hours. I am beyond grateful for
Detective Mercado and MCSO as I could not have executed this response without their help.
It is an honor to work with the Mason County Sheriff’s Office and I look forward to all future
opportunities.
Thank you,
Sierra Teas (she/her)
Animal Welfare and Field Services Manager
Office: (360) 352-2510 ext. 1017
Cell: (360) 522-6138
3120 Martin Way E | Olympia, WA 98506
909B6D67
C E R T I F I C A T E
T h i s g r e e n s t a r a w a r d i s p r o u d l y p r e s e n t e d t o :
S h a r o n
T r a s k
R a n d y
N e a t h e r l i n
C h a i r C o m m i s s i o n e r
Alfonso Mercado
O F R E C O G N I T I O N
S e p t e m b e r 2 , 2 0 2 5
P a t
T a r z w e l l
V i c e -C h a i r
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Travis Adams Ext: 530
Department: County Administrator Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/18/25 Agenda Date(s): 9/2/2025
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:
Response to Letter from the City of Bremerton Regarding Sewer Services
Background/Executive Summary:
The Board of County Commissioners met with the City of Bremerton on May 15, 2025, to discuss the
city’s request for Mason County to provide sewer service to the area. Mason County wrote
correspondence to them outlining the conversation that was had and expressed a want to continue
discussion on the subject. The City has now officially responded to the letter.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
N/A
Public Outreach:
N/A
Requested Action:
Request the BOCC authorize the County Administrator and staff prepare a letter of response for BOCC
review at next regular meeting.
Attachment(s):
Mason County letter to Bremerton dated July 8, 2025
Letter from Bremerton to Mason County dated August 12, 2025
October 8, 2019
August 12, 2025
Dear Honorable Commissioners,
RE: Sewer Service for the South Puget Sound Industrial Center (PSIC)
Thank you for your letter dated July 8, 2025 which outlined the discussion we shared on
May 15. We look forward to meeting with you and your staff to continue the discussion
about sewer service for South PSIC. It is my understanding that Loretta Swanson will be
providing some available dates so that we can continue the discussion at your location
as we did previously.
In an effort to focus our next discussion, I have provided comments for each of the
bullets in your letter as follows:
• Service Area Map: A draft service area map has been provided to Loretta
Swanson and is attached to this letter.
• Requested Capacity: Clarification, the request is 0.16 MGD over a 20-year period.
• Infrastructure Dependencies: Agreed.
• County Capacity & Requirements: It is understood that capital improvements are
required to provide additional capacity. Permitting revisions warrant discussion
given the recent concerns expressed by Ecology.
• Economic Impact Concerns: The concerns are noted. Mitigation of economic
impacts warrants further discussion.
• Zoning Flexibility: We do not propose restricting zoning in the proposed service
area.
• Growth Scenarios: This warrants further discussion.
• Fair Share Contributions: This warrants further discussion.
• Ownership and Maintenance: We do intend to own and maintain the
infrastructure within our service area. We are not proposing a merger like LOTT
at this time.
Mayor Greg Wheeler
greg.wheeler@ci.bremerton.wa.us
Tel 360-473-5266
Fax 360-473-5883
345 6th Street, Suite 100
Bremerton, WA 98337-1873
⚫ Page 2 August 12, 2025
• Environmental & Liability Considerations: These concerns are typically
addressed during the design and permitting process. Mason County should
investigate this independently to inform their decision.
• Comprehensive Plans: These plans will need to reflect the same approach for
providing sewer to South PSIC.
• Future Independent Sewer Facility: Ideally, this is unnecessary. The current 0.16
MGD request does not reflect the potential full buildout flow for South PSIC.
Bremerton will only pursue another facility if the developed flow surpasses
Mason County’s capacity (or willingness) to provide additional service if
necessary.
• Stakeholder Engagement: It is agreed that stakeholders will need to be informed
and provided the opportunity to comment once a decision to provide service has
been made.
• Grant Fund Management: We are committed to working collaboratively to
administer the grant funds.
We are willing to travel to meet at your location as we did before. If you would like to
maintain the public facing discussion, please provide some dates and times that will
work for the next meeting.
Sincerely,
Greg Wheeler
Mayor
Enclosure
Cc:
Travis Adams, Mason County Administrator
Loretta Swanson, Mason County Director of Public Works