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Home My WebLink About2025/09/30 - Regular PacketBoard of Mason County Commissioners Draft Meeting Agenda Commission Chambers 411 N 5th St, Shelton, WA 98584 September 30, 2025 9:00 a.m. Sept. 30.2 Commission meetings are live streamed at http://www.masonwebtv.com/ Regular Commission business meetings will be held in-person and via Zoom. Please click the Zoom meeting link posted on the Mason County homepage and use the “raise hand” feature to be recognized by the Chair to provide comment and testimony. Public comment and testimony can be provided in-person, via e-mail at msmith@masoncountywa.gov; mail in to the Commissioners’ Office at 411 N 5th St, Shelton, WA 98584; or call (360) 427- 9670 ext. 419. If you need to listen to the Commission meeting via telephone, please provide your telephone number to the Commissioners’ Office no later than 4:00 p.m. the Friday before the meeting. 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Correspondence and Organizational Business 4.1 Correspondence 5. Open Forum for Citizen Input Please see above options to provide public comment; 3 minutes per person, 15-minute time limit. 6. Adoption of Agenda Items appearing on the agenda after “Item 10. Public Hearings” may be acted upon before 9:15 a.m. 7. Approval of Minutes – September 16, 2025 Regular Minutes and September 22, 2025 Briefing Minutes 8. Approval of Action Agenda Items listed under “Action Agenda” may be enacted by one motion unless a Commissioner or citizen requests an item be removed from the Action Agenda and considered a separate item. 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8115382-8115828 $ 1,655,152.52 Direct Deposit Fund Warrant # 119771-120176 $ 988,085.51 Salary Clearing Fund Warrant # 7009174-7009200 $ 640,171.95 8.2 Approval of the Resolution updating Mason County Revenue (Cash) Handling Policy & Procedures, replacing Resolution No. 56-19. 8.3 Approval of the Resolution cancelling outstanding warrants not presented within one year of their issue. 8.4 Approval of the Washington State Conservation Commission contract for the Voluntary Stewardship Program (VSP) Amendment No. 1 in the amount of $40,000 and Amendment No. 2 in the amount of $105,000 to Contract No. K2620 for the period of July 1, 2025, through June 30, 2027; and approval of Amendment No. 6 to Interlocal Agreement 19-053 with Mason Conservation District, serving as the lead entity for the VSP contract. 8.5 Approval of the letter of support for Peninsula Alliance’s Thurston Mason Development Disabilities Community Grant project. 8.6 Approval of the Health Care Authority Contract for the Law Enforcement Assisted Diversion (LEAD) Program in the amount of $989,055. 8.7 Approval of the Amendment to Shelton Family Center (dba Youth Connection) Professional Services Contract No. 25-032 to clarify housing-related requirements. 8.8 Approval to set a public hearing on October 28, 2025 at 9:15 a.m. to take public comment on the withdrawal of identified Squaxin Island Tribe parcels from the South Mason Fire & Rescue District. 8.9 Approval to set a Public Hearing for Tuesday, October 14, 2025, at 9:15 a.m. to take public testimony and consider amendments to Mason County Code Chapter 5.18 Temporary Outdoor Public Events (TOPE) and to deliberate and vote on said amendments. 9. Other Business (Department Heads and Elected Officials) 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. No public hearings. 11. Board’s Calendar and Reports 12. Adjournment MASON COUNTY TO: Board of Mason County Commissioners Reviewed FROM: Kariann Rutledge Ext. 380 DEPARTMENT: Support Services Action Agenda DATE: September 30, 2025 No. 4.1 ITEM: Correspondence 4.1.1 Received Letter from Jerry Obendorf regarding the 44th Annual Oysterfest. 4.1.2 Received Notice of Cannabis License Application from PURPLE FARM LLC and ROCKSTAR FARMS LLC. 4.1.3 Received Local Authority Renewal Notice from WA State Liquor and Cannabis Board. 4.1.4 Received Letter from PUD3 regarding Mason County .09 Funding Request. 4.1.5 Received Scheduled Power Outage notice from PUD1. 4.1.6 Received Letters from the Federal Energy Regulatory Commission regarding Cushman No. 1 Debris Removal Ramp Construction, Cushman Project, And Annual Dam Safety Inspection Follow-up Comments Nos. 3 and 4, Cushman Project. Attachments: Originals on file with the Clerk of the Board. Dear City/County/State Administrators, Key organizations and Businesses: --Shelton Skookum Rotary Club is conducting the 44th Annual OysterFest Friday evening, Saturday and Sunday, October 3,4&5 2025. --A few years ago the OysterFest was moved from the Mason County Fairgrounds to an abandoned runway at Port of Shelton, 250 Sanderson Way, Shelton, WA. The temporary infrastructure includes, tents, fencing, electricity and water, all brought in at great expense. --OysterFest is a community service project planned, organized, staged and operated by Skookum Rotary Club. Mason County non-profit or similar organizations and government agencies support Skookum Rotary to make this Small Town/Big Event happen. We expect 24 Exhibitors and 33 Food vendors. All income earned by these activities goes to a wide variety of community, regional and international charitable projects. --Rotary is a non-political organization. Therefore, political campaigning and posters/banners are not allowed in the OysterFest grounds. --Set up will begin early the week of September 29 and will be removed by mid- week of October 6. Up to 400 RV’s are expected to begin arriving Wednesday. Gates will be open to the public Saturday 10am to 6pm and Sunday 10am to 5pm. OysterFunk is a limited Friday evening function 6pm to 10pm and limited to 21+ ages. Total attendance for the weekend could reach 12,000. --Traffic and Parking is always a challenge and we strive to make that better. We plan a free shuttle bus service & parking from various remote locations to reduce congestion on Hwy 101. We recommend local residents access OysterFest via Shelton/Matlock Rd, then Hwy 102 to enter from the west. We have a “Plan B” for parking/traffic if the Bear Gulch fire is still raging. Final plans are being developed with various entities and will be communicated soon. --OysterFest is a food event so dogs and other pets are not allowed inside the OysterFest grounds. Likewise, no firearms or weapons are allowed. --Shelton Skookum Rotary appreciates your continued interest and support of OysterFest. We hope you will attend and enjoy many food booths, live entertainment and educational exhibits as well at the West Coast Oyster Shucking Championship Contest. Further information, including opportunities to volunteer is available at our website oysterfest.org. The more the merrier . ----Please feel welcome to share this message with your staff and others and let us know your questions/concerns/comments. Regards, “GOO” (Grand Old Oyster) Justin Baze , Chairman of OysterFest ’25. (by OysterFest Admin Chair, Jerry Obendorf, 360 463-6386 jobend@msn.com) Received 9/11/2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,Ryan Spurling, Dave Windom, Randy Collins, Loretta Swanson Washington State Liquor and Cannabis Board Licensing Division: Cannabis Unit 1025 Union Ave SE, P.O. Box 43098 Olympia, WA 98504-3098 Customer Service: (360) 664-1600 Fax: (360) 753-2710 \ Website: www.lcb.wa.gov DATE: 9/11/2025 NOTICE OF CANNABIS LICENSE APPLICATION RETURN THIS NOTICE TO: LAresponse@lcb.wa.gov TO: MASON COUNTY COMMISSIONERS RE: Assumption of a License UBI: 6055392800010001 License: 439013 - 7B Trade Name: PURPLE FARM LLC Loc Addr: 50 W WESTFIELD CT UNIT E, F, SHELTON WA 98584-4603 & 140 W WESTFIELD CT SHELTON WA 98584-4603 Mail Addr: 16008 SE 180TH PL RENTON WA 98058-9176 Contact Phone No.: 503-887-9288 Privileges Applied For: Cannabis Producer Tier 3 Cannabis Processor APPLICANTS: PURPLE FARM LLC JINWEN CHEN, 03/12/1988 As required by RCW 69.50.331(7), the Liquor and Cannabis Board is notifying you that the above has applied for a cannabis license. You have 20 days from the date of this notice to provide input on this application. If we do not receive this notice back within 20 days, we will assume you have no objection to the issuance of the license. If you need additional time to respond, you must submit a written request for an extension of up to 20 days, with the reason(s) you need more time. If you need information on SSN, contact LCB’s Cannabis CHRI at (360) 664-1704. YES NO 1. Do you approve of the applicant? . . . . . . . . . . . . . . . . . . 2. Do you approve of the location? . . . . . . . . . . . . . . . . . . If you disapprove, per RCW 69.50.331(7)(c) you MUST attach a letter to the Board detailing the reason(s) for Received 9/12/2025 Commissioners Randy Neatherlin, Sharon Trask and Pat Tarzwell. Travids Adams, McKenzie Smith, Cannabis Washington State Liquor and Cannabis Board Licensing Division: Cannabis Unit 1025 Union Ave SE, P.O. Box 43098 Olympia, WA 98504-3098 Customer Service: (360) 664-1600 Fax: (360) 753-2710 \ Website: www.lcb.wa.gov the objection providing facts on which your objection(s) are based. DATE SIGNATURE OF MAYOR, CITY MANAGER, COUNTY COMMISSIONERS, OR DESIGNEE Washington State Liquor and Cannabis Board Licensing Division: Cannabis Unit 1025 Union Ave SE, P.O. Box 43098 Olympia, WA 98504-3098 Customer Service: (360) 664-1600 Fax: (360) 753-2710 \ Website: www.lcb.wa.gov DATE: 9/16/2025 NOTICE OF CANNABIS LICENSE APPLICATION RETURN THIS NOTICE TO: LAresponse@lcb.wa.gov TO: MASON COUNTY COMMISSIONERS RE: Change of Location UBI: 6035159930010001 License: 416953 - 7R Trade Name: ROCK STAR FARMS Loc Addr: 141 W WESTFIELD CT UNIT 1-4 SHELTON WA 98584 Mail Addr: 19123 3RD AVE NE POULSBO WA 98370-7346 Contact Phone No.: 609-462-8292 Privileges Applied For: Cannabis Producer Tier 3 Cannabis Processor APPLICANTS: ROCKSTAR FARMS LLC SEAN FOSTER ROCK, 12/02/1986 CORT RODNEY LECHELT, 08/19/1951 MICHAEL J MAZZOLA, 04/12/1985 As required by RCW 69.50.331(7), the Liquor and Cannabis Board is notifying you that the above has applied for a cannabis license. You have 20 days from the date of this notice to provide input on this application. If we do not receive this notice back within 20 days, we will assume you have no objection to the issuance of the license. If you need additional time to respond, you must submit a written request for an extension of up to 20 days, with the reason(s) you need more time. If you need information on SSN, contact LCB’s Cannabis CHRI at (360) 664-1704. YES NO 1. Do you approve of the applicant? . . . . . . . . . . . . . . . . . . 2. Do you approve of the location? . . . . . . . . . . . . . . . . . . If you disapprove, per RCW 69.50.331(7)(c) you MUST attach a letter to the Board detailing the reason(s) for the objection providing facts on which your objection(s) are based. DATE SIGNATURE OF MAYOR, CITY MANAGER, COUNTY COMMISSIONERS, OR DESIGNEE Received 09/17/2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith, LIQUOR AND CANNABIS Account Name Location Name License/Authorization Portfolio Name Trade Name Expiration Date Type Subtype Privilege Name MARTIMAN LLC 161 WESTFIELD CT, SHELTON, WA, 98584 010930 PURA VALLEY HERBS 12/31/2025 Cannabis Non-Retail Cannabis Producer Tier 2 MARTIMAN LLC 161 WESTFIELD CT, SHELTON, WA, 98584 010930 PURA VALLEY HERBS 12/31/2025 Cannabis Non-Retail Cannabis Processor HUNTER FARMS I, LLC 1921 E WA-106, UNION, WA, 98592 007522 HUNTER FARMS 11/30/2025 Liquor Retail Grocery Store - Beer/Wine HUNTER FARMS I, LLC 1921 E WA-106, UNION, WA, 98592 007522 HUNTER FARMS 11/30/2025 Liquor Retail Direct Shipment Receiver- In WA Only EZ DAZE LLC 23441 NE STATE ROUTE 3, BELFAIR, WA, 98528 011055 GANJA VITA 12/31/2025 Cannabis Retail Cannabis Retailer THE ROOT CELLAR LLC 23632 NE STATE ROUTE 3, BELFAIR, WA, 98528 010850 THE ROOT CELLAR 12/31/2025 Cannabis Retail Cannabis Retailer THE ROOT CELLAR LLC 23632 NE STATE ROUTE 3, BELFAIR, WA, 98528 010850 THE ROOT CELLAR 12/31/2025 Cannabis Retail Medical Cannabis Endorsement YAY & YSH COMPANY, LLC 23969 NE STATE ROUTE 3 STE A, BELFAIR, WA, 98528-9699, USA 022985 HARU SUSHI TERIYAKI & WOK 11/30/2025 Liquor Retail B/W Restaurant - Beer/Wine YAY & YSH COMPANY, LLC 23969 NE STATE ROUTE 3 STE A, BELFAIR, WA, 98528-9699, USA 022985 HARU SUSHI TERIYAKI & WOK 11/30/2025 Liquor Retail Off Premises JRB VENTURES, LLC 24230 US-101, HOODSPORT, WA, 98548 019258 CANALSIDE LIQUORS & GIFTS 11/30/2025 Liquor Retail B/W Specialty Shop JRB VENTURES, LLC 24230 US-101, HOODSPORT, WA, 98548 019258 CANALSIDE LIQUORS & GIFTS 11/30/2025 Liquor Retail CLS Spirits Retailer JRB VENTURES, LLC 24230 US-101, HOODSPORT, WA, 98548 019258 CANALSIDE LIQUORS & GIFTS 11/30/2025 Liquor Retail Direct Shipment Receiver- In/Out WA JRB VENTURES, LLC 24230 US-101, HOODSPORT, WA, 98548 019258 CANALSIDE LIQUORS & GIFTS 11/30/2025 Liquor Retail Spirits Sampling PT ENTERPRISES LLC 421 W HONEYSUCKLE LN, SHELTON, WA, 98584 012877 PLATINUM GARDENS 12/31/2025 Cannabis Non-Retail Cannabis Producer Tier 3 PT ENTERPRISES LLC 421 W HONEYSUCKLE LN, SHELTON, WA, 98584 012877 PLATINUM GARDENS 12/31/2025 Cannabis Non-Retail Cannabis Processor HOLLINGSWORTH CANNABIS LLC 541 W HONEYSUCKLE LN, SHELTON, WA, 98584 010833 THE HOLLINGSWORTH CANNABIS COMPANY 12/31/2025 Cannabis Non-Retail Cannabis Producer Tier 3 HOLLINGSWORTH CANNABIS LLC 541 W HONEYSUCKLE LN, SHELTON, WA, 98584 010833 THE HOLLINGSWORTH CANNABIS COMPANY 12/31/2025 Cannabis Non-Retail Cannabis Processor RRW KIM, INC 5881 WA-3, SHELTON, WA, 98584 014713 DEER CREEK STORE 11/30/2025 Liquor Retail Grocery Store - Beer/Wine YNDH INC 7480 W SHELTON MATLOCK RD, SHELTON, WA, 98584 019230 DAYTON STORE 11/30/2025 Liquor Retail Grocery Store - Beer/Wine OGZ FIRE WEED LLC 50 W WESTFIELD CT UNIT C, SHELTON, WA, 98584, USA 011082 OGZ FIREWEED LLC 12/31/2025 Cannabis Non-Retail Cannabis Producer Tier 2 OGZ FIRE WEED LLC 50 W WESTFIELD CT UNIT C, SHELTON, WA, 98584, USA 011082 OGZ FIREWEED LLC 12/31/2025 Cannabis Non-Retail Cannabis Processor OGZ FIRE WEED LLC 50 W WESTFIELD CT UNIT E, SHELTON, WA, 98584, USA 011081 OGZ FIRE WEED 12/31/2025 Cannabis Non-Retail Cannabis Producer Tier 3 OGZ FIRE WEED LLC 50 W WESTFIELD CT UNIT E, SHELTON, WA, 98584, USA 011081 OGZ FIRE WEED 12/31/2025 Cannabis Non-Retail Cannabis Processor Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,Liquor & Cannabis P.O. Box 2148 • Shelton, WA 98584 • 360-426-8255 • (Fax) 360-426-8547 www.pud3.org Sept. 11, 2025 Randy Neatherlin Pat Tarzwell Sharon Trask Mason County Commissioners 411 N 5th St Shelton, WA 98584 RE: Mason EDC Funding Request To the Mason County Commissioners: Thank you for the opportunity to reach out on behalf of our partner in economic development, Mason EDC. We write this letter in support of their application for $150,000 through the Local Economic Development Program. It’s an exciting time for growth in Mason County. As we see the number of new electric and fiber connections increase, we have been focused on expanding and upgrading our infrastructure to meet the needs of our communities. At the same time, we know that many families are struggling to make ends meet, so we want to keep our rates as low as possible. That’s where the EDC has stepped in to help support us as we pursue grant funding to offset the ever- increasing costs of equipment. As they shared in their application, they have helped coordinate efforts to secure several million dollars’ worth of grants to fund critical projects, and we are actively pursuing even more together. Our partnership with Mason EDC has been deeply valuable and we know we aren’t the only local company or agency who has felt and seen their impact. As the EDC continues to navigate a world of funding challenges, we urge the commission to be part of the solution. Our local businesses, local jobs, and local ratepayers need support now more than ever. We have amazing opportunities for growth, and organizations like the EDC make that growth more possible and sustainable for all of us. Sincerely, Annette Creekpaum, CEO COMMISSIONERS THOMAS J. FARMER JULI A. TUSON JEFFERY S. MCHARGUE CEO ANNETTE CREEKPAUM Received 9/15/25Commmissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith Board of Mason County Commissioners Proceedings Commission Chambers 411 N 5th St, Shelton, WA 98584 September 16, 2025 1. Call to Order – The Chairperson called the regular meeting to order at 9:00 a.m. 2. Pledge of Allegiance –Cmmr. Tarzwell led the flag salute. 3. Roll Call – Present: Commissioner District 1 – Randy Neatherlin; Commissioner District 2 – Pat Tarzwell; Commissioner District 3 – Sharon Trask. 4. Correspondence and Organizational Business 1.1 Correspondence 4.1.1 Received Letter from Department of Corrections Office of Secretary regarding MCCCW Gate Install Request. 4.1.2 Received Notice of Cannabis License Application from ANON EXTRACTORS LLC, and HITZ 2, LLC. 4.1.3 Received Letter from the City of Shelton regarding 2026 .09 Fund Requests 4.1.4 Received Letter from The Port of Allyn regarding Commission Comments .09 Applications 4.1.5 Received Notice of Liquor License Application for STEATHER ENTERPRISES LLC and SMOKIN MO’S LLC. 4.1.6 Received Well Head Protection Notice from PUD 1 4.1.7 Received Letters from FERC Regarding Board of Consultants No. 2 Arch Dam Stability Investigation, Cushman No. 1 Development, Cushman Project, AND Minimum Flow and Ramping Rate Deviations – Articles 407 and 411. 2.1 Cami Olson read the Island Lake LMD (Lake Management District) Approval News Release 5. Open Forum for Citizen Input Alex Banks, Youth Connection outreach coordinator, reported serving 545 youth in Shelton and 30 in Belfair in August, housing six and preventing two households from homelessness. The group provided 390 meals and 48 food bags, is planning a food drive/haunted house to restock supplies, and continues work on a 12-unit transitional housing project. Donations of easy-to-eat canned goods, boxed meals, and proteins are especially needed. Bruce Zook, Skokomish Valley Road, raised concerns about 70–80 ft cottonwood trees on the Hunter Farms property bordering his land. He reported large limbs falling without wind, creating safety risks for his house, grandchildren, and great-grandchildren. Although Hunter Farms agreed the trees are hazardous, the county only permitted removal of two of the eight trees. Despite assurances another forester would inspect within 10 days, three months have passed with no follow-up. Mr. Zook requested an in-person inspection on his property to view the unstable trees, which lack roots on one side due to a steep drop-off, and asked that action be taken to address the ongoing danger. 6. Adoption of Agenda Cmmr. Tarzwell/Neatherlin moved and seconded to adopt the agenda as published. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye. September 16, 2025 | Page 2 of 4 7. Approval of Minutes Cmmr. Neatherlin/Tarzwell moved and seconded to adopt the September 8, 2025 Briefing Minutes and September 2, 2025 Regular Meeting Minutes as presented. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye. 8. Approval of Action Agenda 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8115216-8118381 $ 915,166.87 Direct Deposit Fund Warrant # 1193662-119770 $ 949,666.36 Salary Clearing Fund Warrant # 7009135-7009173 $ 1,232,952.46 Treasurer Electronic Remittance $ 316,155.35 8.2 Approval of the applications for funding from the Economic Development Council (EDC) for $150,000 and Port of Grapeview for $25,000 from the .09 Rural County Sales and Use Tax fund. 8.3 Approval of an Interagency Agreement between Washington State Department of Agriculture and Mason County and its Agent Mason County Noxious Weed Control Board, Contract No. K6082, for a total award of $25,000 for knotweed control. 8.4 Approval to issue water leak credits for Customer No. 308072 in the amount of $851.50 and Customer No. 306041 in the amount of $1,169.50, plus applicable late fees, based on verification that the leaks have been repaired. 8.5 Approval to authorize Public Works to use the Small Works Roster to solicit an invitation to vendors for the Beards Cove pump #5 replacement project and enter into a contract with the lowest responsible bidder. 8.6 Approval to authorize Public Works to execute Change Order No. 1 with First Onsite in the amount of $52,641.16 for the Belfair Water Reclamation Facility Restoration project. 8.7 Approval to authorize an amendment to Resolution 2024-029 to establish Development Review and Belfair Traffic Mitigation Fees within the Public Works Fee Schedule. (Attachment A Resolution No. 2025-055) 8.8 Approval of a Private Line Occupancy Permit granting permission to run the utility lines under and across North Shore Road for address 9241 NE North Shore Road, Pacel number 22218-34- 00060. 8.9 Approval of the Fire Tek proposal for $8,571.00 plus tax for the 20-year inspection of the Juvenile Detention Center Fire Sprinkler System. 8.10 Approval of an Ordinance to create Lake Management District No. 1 for Island Lake. (Attachment B Ordinance No. 2025-056) 8.11 Approval to set a Public Hearing for Tuesday, October 14, 2025, at 9:15 a.m. to consider surplus of real property at 141 Hemlock, Elma, WA, Tax Parcel No. 61930-51-00075. Cmmr. Neatherlin/Tarzwell moved and seconded to approve action items 8.1 through 8.11 with the removal of item 8.10 for separate discussion and vote. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye Item 8.10 Public comment: Randy Lewis, chair of the Island Lake LMD Advisory Committee, thanked staff and community members for their support in forming the district, which passed with nearly 90% approval. Mr. Lewis noted the committee has joined the Washington Lake Protection Association (WALPA), begun feasibility work, and is networking with other LMDs in the state. The committee’s focus is September 16, 2025 | Page 3 of 4 promoting a healthy lake, including addressing issues such as unclean boats and illegal dumping, and they plan to seek county support in these efforts. Cmmr. Neatherlin/Tarzwell moved to approve action item 8.10. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye 9. Other Business (Department Heads and Elected Officials) Mason County Auditor Steve Duenkel reported signing onto an amicus brief to the Washington State Supreme Court, seeking clarification on voter roll maintenance following a consent decree affecting residency requirements. He emphasized the importance of accurate voter registration for election integrity. Also, he recently visited Snohomish County with staff to study their pet licensing system and noted Mason County could offer voluntary licensing and manage dangerous animal licensing without adding staff. Additional information will be provided at a future meeting. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time 10.1 Public Hearing to consider adopting the Resolution approving the 2026 Annual Construction Program. (Attachment C Resolution No. 2025-057) Staff: Mike Collins David Smith, Public Works, requested the adoption of the 2026 Annual Construction Program, the first-year element of the Six-Year Transportation Program (TIP) per RCW 36.81.121 and 36.81.130. Public comment Will Harris, member of the Transportation Improvement Program Citizens Advisory Panel (TIP- CAP) reported support for the annual and six-year Transportation Improvement Program, highlighting prioritization of matched funding projects, fiscal challenges, and program successes such as chip seal and striping programs, and requested future Board guidance on funding decisions. Cmmr. Neatherlin/Tarzwell moved and seconded to approve the Resolution approving the 2026 Annual Construction Program. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye 10.2 Public Hearing to consider adopting the Resolution approving the Six-Year Transportation Improvement Program (TIP) for 2026-2031. (Attachment D Resolution No. 2025-058) Staff: Mike Collins David Smith, Public Works, presented the proposed 2026–2031 Six-Year Transportation Improvement Program, outlining funding sources including STP (Surface Transportation Program), HSIP (Highway Safety Improvement Program), grants, road fund, RAP (Reclaimed Asphalt Pavement), and bridge replacement funds. Mr. Smith highlighted projects converting gravel roads to pavement or chip seal. Commissioners noted Mason County maintains about 620 miles of county roads and commended staff for their effective project delivery. Public comment: No public comment. September 16, 2025 | Page 4 of 4 Cmmr. Tarzwell/Neatherlin moved and seconded to approve the Resolution approving the Six-Year Transportation Improvement Program (TIP) for 2026-2031. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye 11. Board’s Calendar and Reports – The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment – The meeting adjourned at 9:50 a.m. ATTEST: ____________________________ McKenzie Smith, Clerk of the Board Prepared by Cami Olson BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON _______________________________ Sharon Trask, Chair _______________________________ Pat Tarzwell, Vice-Chair ________________________________ Randy Neatherlin, Commissioner Board of Mason County Commissioners’ Briefing Minutes Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584 September 22, 2025 | Page 1 of 2 Week of September 22, 2025 Monday, September 22, 2025 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion Commissioners Neatherlin (via Zoom), Tarzwell, and Trask met in closed session for labor negotiation from 9:00 a.m. to 10:00 a.m. Travis Adams, Chris Pinkston, Kayla Brinckmeyer, Kim Monroe and Cabot Dow were also in attendance. 10:00 A.M. Treasurer – Brittany Pearson Commissioners Neatherlin (via Zoom), Tarzwell, and Trask were in attendance. • Brittany Pearson requested approval of a Resolution to void outstanding warrants. Monies from these warrants will be deposited back to those County funds the were initially intended for a total amount of $21,735.99. Approved to move forward. • Ms. Pearson requested approval of the updated Mason County Revenue (Cash Handling) Policy. The revision provides a more consistent and coherent framework for cash handling procedures. Approved to move forward. 10:10 A.M. Public Works – Loretta Swanson Commissioners Neatherlin (via Zoom), Tarzwell, and Trask were in attendance. • Loretta Swanson requested approval to fill the Engineering Construction Tech position. 10:15 A.M. Public Health – David Windom Commissioners Neatherlin (via Zoom), Tarzwell, and Trask were in attendance. • Melissa Casey explained that the Law Enforcement Assisted Diversion (LEAD) Program will continue and requested approval to subcontract with Olympic Health & Recovery Services for intensive case management services. The biennial contract totals $989,055, with no carryover funding from the prior contract. Approved to move forward. • Ms. Casey shared the amendment to the Shelton Family Center (dba Youth Connection) Professional Services Contract No. 25-032 to clarify housing-related requirements. Approved to move forward. • Ms. Casey shared the results of the Department of Commerce (DOC) Homeless Response Monitoring Reports. The subcontractor monitoring conducted by the DOC in the previous fiscal year produced findings of non-compliance and required corrective actions (Low Barrier Monitoring). Public Health seeks the Boards guidance on best practices for oversight and technical support. The Commissioners agreed that they would like frequent updates. • Ms. Casey shared that an RFP for FY26-27 Homeless Response System subcontracts yielded no applications for a Single Adult Emergency Shelter. The Board reserved $149,744 for later allocation. With winter approaching, Public Health proposes either (1) releasing a new RFP for a seasonal shelter (Nov 1–Feb 28, 35 adults with expansion in hazardous weather), or (2) contracting with a prior/existing provider using an eligible facility, with 1099-designated employees paid directly by the county. Staff will prepare a plan to present at a future briefing. 10:30 A.M. Central Services – Travis Adams Commissioners Neatherlin (via Zoom), Tarzwell, and Trask were in attendance. • Kim Monroe and Kayla Brinckmeyer presented the Career & Technical Education (CTE) Job Shadow Pilot Program in partnership with the Shelton School District and requested approval to move forward with the scheduled start date of October 14, 2025. A celebration will be held in the Commission Chambers on October 30, 2025. Cmmr. Tarzwell reported that North Mason is interested in this program in the future. • Travis Adams presented a letter of support for the Peninsula Alliance’s Thurston Mason Development Disabilities Community Grant Project proposal, which seeks to continue and expand essential services for Mason County. The Commissioners agreed to sign the letter of support. Approved to move forward. • Jennifer Beierle requested approval of the Washington State Conservation Commission contract for the Voluntary Stewardship Program (VSP) Amendment No. 1 in the amount of $40,000 and Board of Mason County Commissioners’ Briefing Minutes Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584 September 22, 2025 | Page 2 of 2 Amendment No. 2 in the amount of $105,000 to Contract No. K2620 with the Washington State Conservation Commission for the Voluntary Stewardship Program (VSP) for the period of July 1, 2025, through June 30, 2027; and approval of Amendment No. 6 to Interlocal Agreement No. 19-053 with Mason Conservation District, serving as the lead entity for the VSP contract. Approved to move forward. • Ms. Beierle presented the August 2025 financial report. Current Expense revenue $31,925,109 at 72%. Treasurer Department receipts $21,401,239 at 72%. Current Expense expenditure $34,295,237 at 60%. Six-year specific revenue streams: Community Development revenue $1,884,717; Detention and Correct services $88,446; Current Expense property tax $6,329,592; Road Diversion property tax $639,897; County Road property tax $6,366,110; Current Expense sales tax $6,948,728; Criminal Justice tax $1,322,587; Rural Sales and Use tax $832,757; Homeless Prevention filings $418,249; Lodging tax $659,673; and Real Estate Excise Tax (REET) 1 and 2 $1,083,559 each. Total collected revenue $5,629,679; revenue budgeted $9.2 million; and projected end-of-year revenue $10,461,932. Current Expense cash $24,508,131. Special Fund cash $66,647,076. Motor Pool expenditure $996,240 at 52.56%. Special and Other Funds revenue $36,797,517 at 65%. Special and Other Funds expenditure $34,161,970 at 49%. Total County debt $15,819,909. Remaining debt capacity $203,161,663. 10:45 A.M. Community Development – Kell Rowen Commissioners Neatherlin (via Zoom), Tarzwell, and Trask were in attendance. The TOPE workshop has been postponed to a date to be determined. Tuesday, September 23, 2025 10:00 A.M. Pre-Budget Utilities Rates Workshop Commissioners Neatherlin, Tarzwell, and Trask were in attendance. The Utilities Workshop has been postponed to a date to be determined. Respectfully submitted, _________________________ McKenzie Smith, Clerk of the Board Prepared by Cami Olson BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Pat Tarzwell, Randy Neatherlin, Chair Vice -Chair Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Kariann Rutledge Ext: 380 Department: Central Services Briefing: ☐ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): Click or tap here to enter text. Agenda Date(s): Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (This is the responsibility of the requesting Department) Item: Approval of Warrants & Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8115382-8115828 $ 1,655,152.52 Direct Deposit Fund Warrant # 119771-120176 $ 988,085.51 Salary Clearing Fund Warrant # 7009174-7009200 $ 640,171.95 Background/Executive Summary: The Board approved Resolution no. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the Board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD total $ 35,987,063.86 Direct Deposit YTD total $ 17,656,723.65 Salary Clearing YTD total $ 17,584,762.95 Budget Impact (amount, funding source, budget amendment, etc.): See above. Public Outreach: N/A Requested Action: Approval of the aforementioned Claims Clearing Fund, Direct Deposit Fund, Salary Clearing Fund, and Treasurer Electronic Remittance warrants. Attachment(s): Originals on file with Financial Services and the Treasurer’s Office; copies on file with the Clerk of the Board 1 EXHIBIT A MASON COUNTY REVENUE (CASH HANDLING) POLICIES AND PROCEDURES May 2019 Updated June 2025 2 Table of Contents Sec�on Topic Page 1 Authority 2 Policy and Procedures Overview 3 Custodial Responsibility and Liability 4 Revenue Handler Training and Compliance 5 Revenue Handler Compliance moved into sec�on 4 6 5 Revenue Receiving Du�es a. Opening Ac�vity b. Receip�ng County Money c. Refunds 7 5 d. Closing Ac�vity moved into sec�on 5 e. Balancing Cash Drawer moved into sec�on 5 8 6 Checklist for Loca�ng Differences 9 7 Revenue Over and Short Policy 10 8 Revenue Transmital Forms 11 9 Payments Received in the Mail 12 Acceptance of Checks moved into sec�on 5 13 10 Bank Returned (NSF) Checks 14 11 Credit/Debit Card Use 15 12 Accoun�ng and Physical Control Over Revenue Receipts a. Preparing Receipts 16 13 Deposit of Funds with the County Treasurer 17 14 Direct Deposit to Banks Financial Ins�tu�on(s) 18 Transfer of Bank Funds to the County Treasurer moved into sec�on 14 19 15 Reconcilia�on of Bank Financial Ins�tu�on Accounts Statements 20 16 Pety Cash Imprest Accounts 21 17 Repor�ng of Misappropria�ons or Losses 22 18 Counterfeit Money a. Altered Currency moved into sec�on 5 23 19 Safeguarding Funds in an Emergency • Fire, Bomb Threat 24 Temporary Employees as Cash Handlers moved into sec�on 4 25 20 Non-County Money • Found Property a. Unclaimed Property 21 Unclaimed Property 26 22 Robbery 3 27 Glossary Appendices • Robbery Suspect Descrip�on Report • Currency Strapping • Federal Reserve Check Handling Endorsement Rules • Transposi�on/Difference Chart • When Money Wears Out or is Damaged • Treasurers Sample Transmital Form • Report of Loss/Overage • Altered /Raised Money • Revenue Handler Cer�fica�on Form • Imprest Account Custodian Iden�fica�on Form A B C D E F G H I J 4 Revenue/Cash Handling Policies and Procedures I. AUTHORITY SECTION 1 – AUTHORITY RCW 36.29.010 describes the following general du�es of the County Treasurer, which pertain to cash handling: • shall receive all money due to the county and disburse it on warrants issued to and atested to by the county auditor. • shall issue an original receipt to the person making payment and shall retain a duplicate receipt for all money received other than taxes. • Shall write on the face of all warrants when paid, the date of redemp�on, and. • shall maintain financial records reflec�ng receipts and disbursements by fund in accordance with generally accepted accoun�ng principles. RCW 43.09.240 requires all en��es for whom the county treasurer serves as treasurer must deposit all monies received within twenty-four hours of receipt in an account designated by the county treasurer unless a waiver is granted by the county treasurer. II. POLICY AND PROCEDURES SECTION 2 – OVERVIEW Many of the revenue handling du�es and responsibili�es assigned to the county treasurer by law entail ac�on by other county officers, employees, and agents. In order to To assure that all county employees responsible for handling revenue are aware of their du�es, the following policy and procedures will provide rules and guidelines for all revenue handlers in employed by or volunteers on behalf of Mason County. III. CUSTODIAL RESPONSIBILITY & LIABILITY SECTION 3 – CUSTODIAL RESPONSIBILITY AND LIABILITY A custodian is personally responsible for all county revenue within his/her span of control and may be held liable for any loss occurring, unless the loss was caused by an act of God, a the�, or statutory excep�on applies. • All county revenue handlers shall comply with their departments and/or the county’s policies and procedures. All revenue handlers who fail to comply with their departments or the county’s adopted policies and procedures may be subject to disciplinary ac�on. • All revenue handlers who obtain custody of county money may be held liable for the loss of that money un�l such �me as the money is deposited with one of the county treasurer’s authorized agents. • All revenue handlers will be covered as listed under the Mason County Resolu�on #38- 19, Establishment of Bond Requirements for Mason County Elec�on Officials and Other Public Officials or as covered under Mason County’s Crime Insurance Policy. 5 • All transfers of custody for county revenue shall be documented on a Transmital Form approved by the county treasurer. The form shall acknowledge the exchange of custody for county revenue by the signatures of the person transferring and the person accep�ng custody. • A revenue handler shall use a writen receipt, form or log to document that he/she exercised due care diligence by immediately turning over custody of that said county revenue to the appropriate departmental finance manager, custodian, or designated party. • A departmental finance manager, custodian, or designated party who issues a writen receipt, form, or acknowledges by log acceptance of custody of county revenue is liable for the �mely deposit of that revenue. The liability for �mely deposit starts with the original receipt of county money revenue by a county officer, employee, or agent and ends when the county money revenue is deposited with the county treasurer. • A deposit of county revenue to an approved bank branch a�er-hours drop box is considered a deposit with the county treasurer. To use this procedure an agreement must be signed between the bank receiving the deposit and the county treasurer prior to the deposit. • A deposit of county revenue to an approved bank branch in person is considered a deposit with the county treasurer. Approval to deposit directly to an approved bank branch must be issued between the department and by the county treasurer. • Deposits in transit to either the treasurer’s office or to an approved bank branch should must be contained transported in a locking deposit bag or tamper resistant deposit bag. In no instance should the employee making the deposit have access to the contents of the deposit bag. IV: REVENUE/CASH HANDLER TRAINING SECTION 4 – REVENUE HANDLER TRAINING AND COMPLIANCE • New county revenue processing handling employees shall review the Mason County Revenue (Cash Handling) Policies and Procedures prior to any cash revenue handling ac�vi�es du�es. Said review shall be signed off by the employee and confirmed by either Human Resources, the Department Head or Department Supervisor, using the Revenue Handler Cer�fica�on Form (See Appendix I). Human Resources, the Department Head or Department Supervisor, shall provide the county treasurer with a copy of the writen signed confirma�on that the employee has reviewed the Cash Handling Policies and Procedures. • A temporary employee(s), hired by a department, may be u�lized as a revenue handler(s) only a�er such employee(s) have reviewed this policy and signed off on the Revenue Handler Cer�fica�on form. (See Appendix I) • A temporary employee(s), hired through a third-party agency, may be u�lized as a revenue handler(s) only if they are bonded or insured through the third-party agency. Departments should make an inquiry of the third-party agency as to the employee’s bonding status and document prior assigning du�es. Temporary employees are required 6 to review this policy and sign off on the Revenue Handler Cer�fica�on form. (See Appendix I) • Departments are required to have revenue handlers, departmental cashiers and other designated par�es review and sign off on such review of the Cash Handling Policies and Procedures every four years (see Appendix I). County Department Heads or Department supervisors shall require all revenue handlers within their department to review the Mason County Revenue (Cash Handling) Policies and Procedures every four (4) years. The Department Head or Supervisor is responsible for providing updated Revenue Handler Cer�fica�on forms to the county treasurer. (See Appendix I) IV: REVENUE HANDLER COMPLIANCE combined with sec�on 4 • Each department is responsible for revenue handling compliance within their department. Departments may request that the county treasurer’s office periodically inspect and report on the department’s revenue handling procedures. • The county treasurer’s report of inspec�on will indicate whether or not the department’s system of revenue handling procedures is sa�sfactory within the guidelines set out in this policy and may include suggested improvements. • Departments will be responsible for upda�ng or training revenue handlers should the county treasurer’s report require ac�on by the department. VI: REVENUE RECEIVING DUTIES SECTION 5 – REVENUE RECEIVING DUTIES A. Opening Ac�vity Whenever possible cash drawers/registers should not be shared. Individual cash drawers/registers are preferred. However, if staffing or office environment dictates otherwise, only one person shall have control of a cash drawer/register on any given day. The designated departmental cashier revenue handler for that day or shi� shall be the custodian of the cash drawer/register or drawer, unless employees revenue handlers have their own cash drawers/register. Only one person should have control of cash. During lunch hours or in the absence of the cashier revenue handler, two employees may handle cash transac�ons. However, both employees must be present during the transac�on and both employees must verify all cash received and disbursed from the cash in the cash drawer/register in wri�ng. • Each revenue handler shall sign a receipt acknowledging responsibility for any required change funds. • Revenue handlers should never process their own business or that of family or close friends. Transac�ons should be given to another revenue handler to process the payment. • No employee or other checks may be cashed either from a cash drawer/register, change fund or pety cash. 7 • Revenue handlers shall set up their individual cash drawers/registers in a consistent manner with all bills face up and going in the same direc�on, i.e. smallest denomina�ons on the right and next larger denomina�ons to the le�. Checks, money orders, two, fi�y and one hundred dollar bills placed under the drawer, if there is no preset place for these bills. If there are not enough preset spaces within the cash drawer/register addi�onal denomina�ons and other forms of payment (i.e. checks) should be placed under the cash drawer/register. • When accep�ng currency o Count each bill by looking at the faces on the currency, not the denomina�ons on the corners.  Altered/Raised Currency – is the taking of a genuine bill such as a $1- or $5-dollar bill and then replacing these corners with the corners of a larger bill such as a $10, $20 or $50 bill. It is best prac�ce to count currency by looking at the face of the bill(s) not at the denomina�on in the corners. (See examples – Altered/Raised Money, Appendix H).  Mu�lated Currency – is currency that has been damaged. It is not a crime to have or spend mu�lated money, but part of your job is to help remove it from circula�on and to ensure that it is not overvalued. Torn bills present special challenges, because the bank only pays out for bills that are mostly complete; the US Treasury requires two serial numbers for full payment. Ask your customer to give you a complete bill, if possible. Suggest that the customer take the torn bill to his or her bank. Bank rules for accep�ng torn money are quite strict.  A bill must be more than 50% intact or show ¾ of both serial numbers for the bank to pay full value.  If a bill is less then 50% intact, the bank will probably pay nothing, ensuring a loss to the county. o Recount each denomina�on as many �mes as it takes to get the same total twice. o Revenue handlers accep�ng larger denomina�ons ($50 - $100) may wish to have another employee verify the count to assure accuracy. o For large bills $50 or more, use fraud detec�on devices (See Counterfeit Money page ??) • When accep�ng checks o Do not accept two party checks. This is a check made payable to someone other than Mason County and endorsed as payable to Mason County. The county has no recourse, should funds not be available to cover the check. o Verify the check is dated no later than the date it is received by the revenue handler. These are known as Post Dated Checks. DO NOT accept a postdated check. Return the check to the issuer to correct the date. o Verify the check is not dated 180 days or 6 months prior to the current date. These are known as Stale Dated Checks and will not be honored by financial ins�tu�ons. DO NOT accept a stale dated check. Return the check to the issuer correct the date. 8 o Verify that the check is signed. o Be sure the legal writen line on the check is correct for the payment and matches the numerical amount listed. (RCW 62A.3-114 – The writen amount is the correct amount for legal purposes. A bank will only accept the amount on the legal writen line). Checks whose amount on the legal writen line are not correct should be returned to the customer to correct and ini�al before acceptance. Departments may have specific policies that may allow for payment of the writen legal line, check with your Department Head or Department Supervisor. o Watch for special wording on the check that may cause it to be void (i.e. “Not good for over $1,000” or “Void a�er 30 days”. Any special instruc�ons take precedent over state law. o No foreign check should be accepted unless it states, “Payable in US Funds”. o Accept checks for only the amount owed. Never give cash back for a check issued for more than the amount owed. Payments that are received that are over or under the amount owed should be returned to the issuer, unless, set out in specific writen department policy. o Endorse the back of the check immediately upon receipt. o In departments with no recourse (i.e. Solid Waste has a customer that paid to the dump and the service cannot be reversed or cancelled), Revenue handlers should require picture ID when the individual paying by check is not known. Be sure to check the ID to the check and the check writer. A driver’s license number should be writen on the face of the check. Excep�ons may be set out in writen department policy. • Revenue handlers shall must always complete a transac�on in its en�rety before proceeding to with another transac�on or offering assistance to helping another customer. • During the day, when the cash drawer/register begins to get full and when �me allows, paperclip or rubber band excess currency. Large sums of money currency should be removed periodically and secured in a safe within the department or office in the event of a robbery (departments will need to iden�fy based on transac�onal history what would be considered a large sum and create a logbook for removal and securing cash currency in these instances). (See banding, strapping guidelines Appendix B and Robbery page??). • US Title 31 Sub�tle IV Ch. 51 Subchapter 1 s5103 states “United States coins and currency are legal tender for all debts, public charges, taxes and dues.” Loose coins will be accepted in minimal quan��es only. Coins Amounts equaling or exceeding the minimal roll (ex: fi�y or more pennies, fi�y or more dimes) will be accepted if rolled by the depositor. Rolled coins may require the name, phone number and other iden�fying informa�on (i.e. court case number, account number, tax parcel number) of the person offering such rolled coin as tender. Note: Banks would prefer no iden�fying informa�on listed on the rolled coin. Departments may want to consider having a “Coin Acceptance Policy” should the department want to further limit the number of coins they will accept. 9 B. Receip�ng All monies (checks or cash) must be receipted immediately upon acceptance. All funds’ monies and receipts must be placed in a lockable cash drawer/register or cash register; the cash drawer/register must be locked at all �mes when no one its custodian/revenue handler is not in atendance in the receip�ng area. • All county Revenue handlers shall record all correc�ons of previously recorded receipted transac�ons, such as refunds, voids and cancella�ons on a permanent daily collec�on journal. All such correc�ons must be reported to and signed off by the department finance manager or designated party. Depending on your software programs, this may already be accounted for or documented. If your software programs provide such accountability a separate daily collection journal may not be necessary. • Any correc�on shall be reported to the departmental finance manager or designated party. The revenue handler and departmental manager or designated party shall each ini�al and date the correc�on in the daily journal. Depending on your software program, this may already be accounted for. C. Refunds A refund is given a�er the original collec�on transac�on has been completed. A refund returns funds back to the payee. This ac�on is taken at the direc�on of the department finance manager or designated party. Department heads may authorize their officers and employees revenue handlers to make an immediate documented refund of collect county money that conforms to the following condi�ons. • Revenue handlers shall must refund the original payment to the payer only upon presenta�on of proof of iden�fica�on and a writen documented request. The transac�on must be cancelled/voided. These types of transac�ons are typically done the same day. • Revenue handlers shall not give “cash back” from a check. • If the money has already been deposited with the Treasurer, the refund shall only be made by Treasurer’s check. Departments will provide a writen request for the a refund to the Treasurer’s office. Please allow for 10 business days for refunds to be issued by the treasurer’s office. Refunds are processed within two weeks. VII. D. Closing Ac�vity now combined into sec�on 5 Persons Revenue handlers who collect county money monies from the public shall balance their cash drawer/register at the end of their work shi�. Preparing a cash reconcilia�on may consist of coun�ng collected monies, filling out a cash count document as s�pulated by the employee’s department, and preparing a deposit slip. • All coun�ng and/or balancing should occur out of public view in a loca�on away from the collec�on area whenever possible. E: Balancing Cash Drawer • At the end of a shi�, the revenue handler needs to account for all increases and decreases of cash of the money (currency and checks) in the cash drawer/register. This process is referred to as balancing - the accoun�ng of all county funds monies received that day. Balancing involves adding currency, coin, and checks, and debit/credit card 10 transac�ons (where appropriate), determining the total amount of revenue received, as documented on the permanent record receipt(s), subtrac�ng the beginning cash and comparing the total money with the total receipt transac�ons. These dollar amounts should be the same. Each revenue handler may have their own method for balancing their drawer/register. However, there are several steps that all revenue handlers should have in common. • Remove all currency, coins and checks from the drawer or cashbox or cashbox. Revenue handlers must count the currency and coins and list by denomina�on on the daily cash count sheet. Monies should be counted as many �mes as it takes to get the same total twice. (See the example on currency and coin strapping guidelines Appendix B). • Revenue handlers should list all checks on either using an adding machine tape, a deposit slip or computer-generated slip worksheet and transfer the number of checks and the total dollar amount to the daily cash count sheet. Checks should be restric�vely endorsed according to federal law. (See Appendix C). The remainder of the back of the check must be le� blank. All iden�fica�on nota�ons, such as the driver’s license number if required by the department, or receipt number must be placed on the front of the check. • Revenue handlers should then “buy” from the remaining cash on hand to bring the beginning cash for the next day/shi� back to the preferred mix of currency denomina�ons as determined by the revenue handler’s department. • Department Finance Managers or designated party shall fill out the transmital forms and distribute copies as follows: o To the departments designated depositor, who will then provide o Two copies to the Treasurer’s office with the deposit for in person deposits or o One copy via email to the Treasurer’s office at treastransmitals@masoncountywa.gov along with a verified copy of the deposit receipt if the deposit is made directly to the local bank branch. o One conformed copy stays with the department to be filed. • The designated depositor shall then insert the cash and checks the completed document into the designated locking or tamper proof deposit bag or envelope with the cash and/or checks to be deposited and store it in a safe place un�l delivered to the treasurer’s office or bank branch. o REMINDER: All deposits must be transferred to the place of deposit in a locked or tamper proof deposit bag. The employee delivering the deposit should not have access to the contents of the deposit. VIII. SECTION 6 – CHECKLIST FOR LOCATING DIFFERENCES Note: This checklist is unique to the Treasurer’s Office. Other departments may create their own writen guidelines for determining differences. • Have another person recount all currency and coins. • Have another person recount all strapped currency. • Rerun totals on property tax, excise tax and miscellaneous receipts. 11 • Compare checks to tax receipts and check detail lis�ng. • Recheck electronic fund transfers (EFT) deposits with receipts. • Scan the checklist for amount of the difference. • Compare checks to check list. • Break down the deposit. • It may be helpful to refer to the difference chart. (See Appendix D) • Do not throw out trash in wastebaskets or recycling boxes un�l balanced. Place trash in vault overnight if necessary. Note: It may be helpful to refer to the difference chart Appendix D to see if the error or difference could be a transposi�on of numbers. IX SECTION 7 – REVENUE OVER AND SHORT POLICIES All monies received are to be deposited intact with the county treasurer. If, upon balancing daily receipts, it is discovered that the money to be deposited does not equal the total amount of the receipts, a cash over/short situa�on exists. • A revenue handler has a shortage when an uninten�onal collec�on error is made either due to negligence, an act of God, or a the�. Leaving money unatended and not properly safeguarded is an example of a revenue handler’s negligence that could result in a loss of county money. • A revenue handler has an overage when too much money is collected and the excess cannot immediately be returned to the customer. • If, a�er an appropriate search and recalcula�on, the over/short situa�on s�ll exists, take the following steps: o Complete the transmital form to the Treasurer’s Office as documented by the receipts. o If the money to be deposited exceeds the receipt amount, record the overage as a posi�ve amount to the revenue code for Cashier’s Overage and Shortages. o If the money to be deposited is less than the receipt amount, record the shortage as a nega�ve amount to the revenue code for Cashier’s Overages and Shortages. o For overages and shortages in excess of $50.00 or more, call it to the aten�on of the department head or department supervisor Elected Official who must then bring it to the aten�on of the county treasurer via “Report of Loss” form. The “Report of Loss” form should accompany the transmital form and deposit. The Treasurer will provide the County Auditor with a copy of the “Report of Loss” form. (See Repor�ng of Losses page ??). o For over/short transac�ons of $10.00 $15.00 or less, the Treasurer’s policy is to allow for over/short to be accepted as payment in full for tax payments. County departments may wish to create their own policies and procedures for the acceptance of transac�ons that may be over/short with a specific dollar threshold. 12 o Under no circumstances shall a revenue handler or employee take or supplement money to be deposited for deposit in order to force the deposit to balance with receipts. o Under no circumstances shall a county office or department maintain a “slush fund” of money in order to accumulate overage amounts or pay shortage amounts. X. SECTION 8 – REVENUE TRANSMITTAL FORMS In order to complete the deposit of county funds, Revenue handlers and/or The designated department employees custodian or finance manager need to must complete a “Transmital Form”, when making deposits. The form documents the distribu�on of monies to the FUNDS and BARS for that deposit. (See Appendix F). • The County Treasurer’s Office will maintain an original of a “Transmital Form” for each county department. A so�ware generated “Transmital Form” will be accepted by the Treasurer’s Office only if it meets the forma�ng requirements approved by the Treasurer’s Office. • Departments should contact the Treasurer’s Office in advance of a deposit when they need addi�ons or subtrac�ons to FUNDS and BARS made to their “Transmital Form”. • Departments must contact the Auditor’s Finance Department for any requests for FUND and BARS addi�ons associated with grant funding. The Auditor’s Finance Department will no�fy the Treasurer’s Office of the correct FUND and BARS to be added to a “Transmital Form”, who will then no�fy the department of the addi�on. • Departments may only use “transmital forms” that are generated by their so�ware programs where applicable with approval of the Treasurer’s Office. “Transmital Forms” generated by department so�ware programs must be in the same format as the “Original” Transmital Form of record with the Treasurer’s Office. • A “Transmital Form” should be submited for all amounts collected and deposited by the revenue handler department. To ensure that the monies are distributed to the correct FUND and BARS, the form should iden�fy the FUND and BARS number(s)m the deposit money’s fund ownership and the source of the collec�on. the following informa�on. o The name of the county department. o The FUND name, BARS number, descrip�on and amount. o Date of Deposit o Signature of preparer, email and or phone number o The total amount of the deposit and breakdown by cash, check and other. To complete the form correctly it must include: a. The signature of the preparer b. The collec�ng loca�on c. The amount of the deposit and breakdown of cash and check amounts. d. Distribu�on instruc�ons (FUND AND BARS) XI. SECTION 9 – PAYMENTS RECEIVED IN THE MAIL 13 • Open mail and segregate remitances “Transmital Forms” from other mail. (If staffing allows, the person processing the mail and preparing the revenue for data entry should not be the same person processing the receipts through the cash register). • Put Place all unprocessed mail in the a locked secured area or safe overnight if not completed by the end of the day. • Prepare non-cash payments (checks, money orders and dra�s) for immediate deposit with the county treasurer. Envelopes should not be separated from the enclosed payment un�l they are finished being processed or receipted. • Use an endorsement stamp to restric�vely endorse payment to the county treasurer. The treasurer will provide endorsement stamps upon request. • Establish an audit trail link between the check and the remitance accoun�ng form “Transmital Form” or Daily Cash Sheet. The audit trail (generally a receipt number and or so�ware receip�ng report) should provide you with enough informa�on to allow you to reverse a the remitance accoun�ng payment transac�on when a deposited check is returned for non-sufficient funds (NSF) or other return reason. (See Bank Returned NSF page ??). • If you a revenue handler receives have a check that is payable to the county but lacks informa�on necessary to complete the accoun�ng receip�ng process, the check should be returned to the issuer reques�ng more informa�on. • If you a revenue handler receives have a check that is payable to the county but lacks any informa�on that would allow you to return it to the issuer for more informa�on, make a photocopy of the check (for your informa�on and file appropriately for further reference) and present the original check to the Treasurer’s Office where a receipt will be issued and the check will be deposited with the bank. The Treasurer’s Office places the money in a holding fund referred to as the Treasurer’s Trust Fund and records it un�l the deposit can be iden�fied and transferred to the correct county fund. • If you a revenue handler knows a check belongs to the county, but is not due to your that department’s ac�vi�es, forward the check should be forwarded to the appropriate county department. Be sure to date-stamp the payment envelope with the date you received it before forwarding it on. XII. ACCEPTANCE OF CHECKS (combined with Sec�on 5) 1. When accep�ng checks over the counter, revenue handlers should: • Check the writen amount and the numerical amount. They must be the same. State law says if there is a difference between the two, the writen amount is the correct amount for legal purposes. RCW 62A.3-114. The revenue handler can “guarantee” a check for the correct amount by wri�ng such on the face of the check and ini�aling the guarantee. • Be sure the payer signs the check. 14 • Watch for special wording on a check that may cause it to be void. (i.e. “Not good for over $1000.00 – or- “Void a�er 30 days”. Any special instruc�ons take precedent over state law. • Accept checks for the amount owed only. Never give cash bank for a check issued for more than the amount owed. Payments received that are over or under the amount owed should be returned to issuer, reques�ng the correct amount be submited, unless set out in specific writen department policies. • Departments may adopt the Over/Short Policy “$10.00 rule”. The $10.00 rule allows for payments under the amount owing to be accepted and applied to the customers account by $10.00 or less, and considered “short”. Payments over the amount owing by $10.00 or less, may be accepted and applied to the customers account and be considered “over”. The posi�ve/nega�ve amount shall be posted to the appropriate over/short BARS revenue line for the department. • Note the date of issuance on a check, checks writen 180 days (6 months) prior to today’s date may not be honored by the bank. Revenue handlers should refuse acceptance of a post dated or stale dated check. • No foreign checks should be accepted unless they state, “Payable in US Funds”. • Never accept a two-party check. This is a check made payable to someone other than Mason County and endorsed to Mason County. • In departments with no recourse (i.e. Solid Waste – a customer has paid to dump and the service cannot be reversed or cancelled), Revenue handlers should require picture ID when the individual paying by check is not known. Be sure to check the ID to the check and the check writer. A driver’s license number should be writen on the face of the check. (Excep�ons: Specific writen department policy, Treasurer’s Office, Courts, Permi�ng). • No employee or any personal checks may be cashed either from a cash drawer, change fund or pety cash. • Employees should never process their own business or that of family or close friends. • A restric�ve endorsement should immediately be placed on the back of the check. When deposi�ng funds with Mason County Treasurer the following example should be followed. Mason County Health Department For Deposit Only Mason County Treasurer (Treasurer’s account number) Or, when deposi�ng into a bank account other than that maintained by the Mason County Treasurer: Mason County Health Department For Deposit Only (your account number) XIII. SECTION 10 – BANK RETURNED CHECKS 15 This policy applies to all checks made payable to the County Treasurer or a county department, which are returned by the bank a financial ins�tu�on. Checks may be returned due to insufficient funds, closed account, invalid signature, stop payment, or any other condi�on making the check invalid. • The bank will redeposit NSF checks one �me. If returned the second �me or for other reasons the Bank will debit the Treasurer’s account and deliver the check(s) to the Treasurer. • The Treasurer’s Office staff will contact the appropriate department to obtain a “Transmital Form” with the appropriate FUND and BARS numbers to make the debit. • The Treasurer’s staff will debit (nega�ve receipt) the iden�fied FUND and BARS account numbers accordingly and provide the department with a copy. in the amount of the returned check. • Ac�on should must be taken by the department involved to stop service, or revoke taxes, license or permit, or other suitable ac�on. Departments with no recourse to collect on NSF checks, should no�fy the Prosecu�ng Atorney’s Office if the amount exceeds $200.00, or if criminal prosecu�on is an�cipated. No new goods or services will be provided un�l payment is received for the prior goods or services. The department will adequately document the ac�on taken in their files and records. • The county will accept only the following as payment for a bank returned check: (Excep�ons may include but are not limited to when a check was issued on wrong or closed account and mistakenly used by the customer). o Cash o Money Order o Bank issued cashier’s check • A returned item processing fee will be charged on all returned checks as prescribed by Resolu�on; the processing fee to be deposited to the appropriate FUND and BARS for the Treasurer. For the current returned item process fee – contact the Treasurer’s Office. Please contact the Treasurer’s Office for informa�on on the “Returned Item” fee amount. • If feasible, departments may want to maintain a list of persons people who have checks returned by the bank financial ins�tu�on and determine an internal policy for refusing acceptance of further checks. Mul�ple returned checks for the same person should be referred to the Prosecu�ng Atorney for possible criminal prosecu�on. • Departments who have legisla�ve or court-appointed procedures for returned checks are exempt from this procedure (i.e. District Court, Superior Court and the Auditor’s Office/DOL). XIV: SECTION 11 – CREDIT/DEBIT CARD USE Acceptance of payment by credit/debit cards has proven to have benefits such as but not limited to; ease of use through electronic technology, mail and processing float reduc�on, improvement in funds availability, less risk associated with defec�ve checks, reduce delinquent collec�ons, more �mely payments and reduced interest and penal�es for customers. 16 • County departments may u�lize credit/debit cards for payment of services or goods unless prevented by statute or policy. Processing fees associated with the use of any credit/debit card must be assumed by the customer, unless special approval has been granted by the BOCC. • In an effort to coordinate all aspects of credit/debit card acceptance program and maintain Payment Card Industry Security Standards (PCI DSS), all departments par�cipa�ng in the use of credit/debit cards must implement credit/debit card use through the county treasurer. In no case will a revenue handler, county employee or county department keep a record of credit/debit card account informa�on for its customers. Please refer to the adopted County Credit/Debit Card Policy. XV: SECTION 12 – ACCOUNTING AND PHYSICAL CONTROL OVER REVENUE RECEIPTS Accoun�ng control and physical control over cash revenue receipts should be established at the point where funds first become accessible to county personnel employees. • Ini�al control of over-the countyer receipts should be established through the use of using a sequen�al number receip�ng process provided by a so�ware program, cash registers, or by using pre-numbered, mul� copy receipt forms. UNDER NO CIRCUMSTANCES should redi-form receipts be used. The use of REDI- FORMS should only be used in emergency circumstances (i.e. so�ware programs or cash registers are inoperable). Revenue handlers must atach a copy of the REDI-FORM receipt to the formal county receipt for cross reference. • The departmental cashier or accoun�ng clerk department finance manager or designated party will account for all prenumbered, mul�-copied cash receipts forms that are printed issued for that department. Voided receipt forms will not be destroyed but kept in number order with other receipts on file record in such department offices. • All receipt books (if issued) to outside collec�ons sites should be logged out and signed for by the department finance manager for the department and the revenue handler it was assigned to. The numerical sequence of receipt books and all prenumbered receipts issued to outside collec�on sites shall be accounted for. A: PREPARING RECEIPTS The following informa�on should be entered contained on all receipts: o Department name and address receiving the payment o Date the payment was received o Fund Number(s), BARS, Brief Descrip�on of Revenue Type and Amount o The name of the department or person making the payment o The name or ini�al of the revenue handler taking the payment o Breakdown by currency type (i.e. cash, check, credit/debit card, EFT) o Receipt number o Amount o Date 17 o Name of person or department transferring the funds into your account o Name and number of fund(s) o BARS or other accoun�ng system revenue number as applicable o Breakdown of the type of monies received (i.e. cash, checks) o The ID of the cashier receiving the monies XVI: SECTION 13 – DEPOSIT OF FUNDS WITH THE COUNTY TREASURER Receipts Monies received must be deposited in the bank with a designated financial ins�tu�on or with the county treasurer within 24 hours of receipt. Funds collected on the weekend, or a holiday may must be deposited with a designated financial ins�tu�on or with the county treasurer on the next business day if funds monies can be secured safely in a safe un�l such �me. or funds may be deposited in the night deposit at the bank where the account is held. If monies cannot be secured safely, arrangements can be made for night deposit drop at a local designated financial ins�tu�on branch where the county treasurer’s account(s) is held. Arrangements for night deposits must be made through the county treasurer’s office. The only excep�ons to daily deposits must be by writen agreement with the county treasurer. The treasurer has the discre�on to grant an excep�on when daily deposits are not administra�vely prac�cal or feasible for up to one week pursuant to RCW 43.09.240. Deposits may be made directly to the Treasurer’s bank designated financial ins�tu�on account through an ACH (Automa�c Clearing House) or EFT (Electronic Funds Transfer) transac�on. Departments reques�ng such deposits must contact the treasurer’s office for approval and the designated financial ins�tu�on account informa�on. When a department is aware of a pending ACH/EFT deposit (i.e. from a grant, State or Federal agency, outside vendor or any other revenue source), the treasurer’s office shall must be no�fied of the expected ACH/EFT revenue payment before it is received in the treasurer’s designated financial ins�tu�on account. The department shall must forward a “Transmital Form” for use by the treasurer’s office to account for and deposit receipt such revenues. XVII: SECTION 14 – DIRECT DEPOSIT TO BANKS FINANCIAL INSTITUTION(S) The circumstances in which funds of the are deposited directly into an account other than the account held by the Mason County Treasurer should be minimal and limited to situa�ons, which fall into the categories as follows: County departments with treasurer’s office approval for direct deposit to a designated bank financial ins�tu�on must deposit to a bank financial ins�tu�on account designated by the county treasurer with the following excep�ons: o Off-site receip�ng takes place at a distance from the county courthouse or county campus where it is not feasible to drive to the treasurer’s office daily to 18 make deposits. The Bank financial ins�tu�on designated by contract with the Mason County Treasurer should be used, unless there is no branch in the community to which deposits are made. A writen agreement to open an account with another financial ins�tu�on with the county treasurer shall must be entered into with the county treasurer prior to crea�ng such an account. o Trust and/or Res�tu�on funds accounts with banks designated by the courts. o Imprest funds where checking accounts are maintained at a designated financial ins�tu�on (pety cash, revolving funds, drug funds etc.) All requests for Imprest funds accounts must be obtained through the treasurer’s office and approved by resolu�on through the BOCC. When monies are directly deposited into another financial ins�tu�on, must be transferred to the county treasurer’s designated financial ins�tu�on account (either electronically or by check) daily unless an excep�on to daily deposits has been approved by the county treasurer, then transfers must be made at least weekly. (Excep�ons: Pety Cash, trust, res�tu�on and restric�ve accounts). XVIII: TRANSFERS OF BANK FUNDS TO THE COUNTY TREASURER moved up to sec�on 14 When funds are direct deposited into another bank, they must be transferred to the County Treasurer (either electronically or by check) at least weekly when amounts in the account total more than $500. Express permission to do so must be granted by the county Treasurer in wri�ng. (Excep�on: pety cash, trust or restricted funds). XIX: SECTION 15 – RECONCILIATION OF BANK FINANCIAL INSTITUTION STATEMENTS Bank Financial Ins�tu�on accounts must be balanced (reconciled) to the bank statements monthly. All funds financial ins�tu�on statements must shall be reconciled by a person department finance manager or designated party not having daily checking financial ins�tu�on account management responsibilityies or for preparing and signing the checks (i.e. preparing and/or making deposits, preparing and signing checks). Copies of reconciled bank statements are required to must be submited to the treasurer’s office on a monthly basis to meet the required State repor�ng. XX: SECTION 16 – PETTY CASH IMPREST ACCOUNTS For the purposes of this manual policy, Imprest accounts Pety Cash includes pety cash, change funds, working funds, revolving accounts, cash drawers, ect; (i.e. any sum of money or other resources set aside for such specific purposes as minor disbursements, such as making change or similar uses). If pety cash is disbursed, it must be restored to it’s original amount at least monthly by a warrant drawn and charged to the applicable opera�ng fund. The amount of the warrant should equal the aggregate of the disbursements. • All pety cash Imprest accounts will be pre-approved by the county treasurer for validity. County Commissioners The BOCC must then authorize each pety cash the Imprest account by resolu�on or ordinance; likewise subsequent increases or deceases in the 19 imprest account. Any subsequent changes to Imprest accounts must follow the process above. • The pety cash or Imprest account shall be established by issuing a warrant. When established by warrant the transac�on is a non-budget item. • The county auditor or designated party shall must include the authorized amount of all such pety cash Imprest accounts in the county’s general ledger. • All pety cash, revolving funds and Imprest accounts must have a custodian of the funds account iden�fied and filed on file with the Mason County county treasurer ’s office . (See Appendix J). • The custodian shall must assure that the pety cash or Imprest account is kept in a safe or secured area. • The person A county employee receiving the money disbursement from an Imprest Account, must sign the receipts, before being reimbursed. Receipts for reimbursement should be cancelled by some means to prevent reusing. • The fund Imprest accounts may not be used for personal cash advances even if secured by check or other IOU. • If When pety cash is funds are disbursed from an Imprest account, it must be replenished at least monthly. The replenishment should be subject to the same review and approval as processed accounts payable invoices. Replenishment must be by voucher with the appropriate receipts atached. Receipts should show: o Date o Amount o Recipient o Purpose • The person receiving the money, must sign receipts. • Receipts should be perforated or canceled by some other means to prevent reuse. At the �me of replenishment, the custodian should ensure that the balance remaining in the pety cash Imprest account together with the amount of the replenishment voucher equals the authorized pety cash or Imprest account amount. • The department finance manager or designated party shall assure that the amount in the pety cash or Imprest account(s) are periodically counted and reconciled by someone other than the custodian. • Pety Cash and Imprest accounts should must be replenished by the end of the fiscal year so that expenses will be reflected in the proper account period and the Imprest accounts authorized balance(s) are reflected in the proper accoun�ng period. • When an individual’s appointment as custodian is terminated, the fund Imprest account must be replenished and reconciled and the Imprest Account before being turned over to the disbursing officer new custodian. The County Treasurer must be no�fied of a change in custodian at the �me the event occurs. XXI: SECTION 17 – REPORTING OF MISAPPROPRIATIONS OR LOSSES In the event of a suspected or detected loss of public funds, or assets or other illegal ac�vity, it is important that correct procedures be followed in order to minimize the loss, 20 assist inves�ga�ons, prevent improper setlements, expedite bond claims and protect employees from false accusa�ons. • Any person who discovers a loss or the� of county money or assets, shall must immediately no�fy the department supervisor or elected official. • The department supervisor/elected official should must immediately report the any suspected loss of $50.00 or more to the county auditor and county treasurer using the “Report of Loss” form located in Appendix G.(See Appendix G) The county treasurer will provide a copy of the “Report of Loss” form to the county auditor or designated party. • The county auditor and/or county treasurer shall must immediately report the any significant suspected loss to the State Auditor, Regional Audit Manager, the County Prosecu�ng Atorney and any other par�es who may need to know of the loss. • DO NOT atempt to correct the loss. Report it as previously stated. • DO NOT destroy andy per�nent records. All original records should be secured in a safe place, such as the vault in the Auditor’s Office or in the case of a loss in the Auditor’s Office then the Treasurer’s Office vault, un�l the Office of the State Auditor completes the inves�ga�on. Reference: State of Washington Office of State Auditor “Reporting Possible Misappropriations of Public Resources” procedure. • Follow procedures outlined in Cash Over and Short Policy. It is not considered a misappropria�on or the� of county resources if a loss complies with the department’s writen over/short policy and is receipted to the appropriate FUND and BARS to iden�fy the transac�on. XXII. SECTION 18 – COUNTERFEIT MONEY Revenue handlers shall be supplied by their departments with counterfeit detec�on pens. Departments will supply all revenue handlers with counterfeit detec�on tools (i.e. pens, lights, counterfeit detec�on counters). At a minimum, revenue handlers should swipe twenty-dollar bills and higher denomina�ons with a counterfeit detec�on pen at the �me of acceptance. If funds being accepted by a Revenue Handler are suspected of being counterfeit, the following procedure is to be observed. • DO NOT accept it the bill(s) as payment. • DO NOT return the money to passer. • No�fy department head, department supervisor and Risk Management Director. • Note the passer’s descrip�on, the descrip�on of any companion and if possible, the license number of the vehicle used. (Document the transac�on using form Appendix A). • Contact Dispatch and report the incident. Depending on the department loca�ons, law enforcement responders may be a city police officer or a county sheriff deputy. Only call 911 if the situa�on escalates into an emergency and no�fy courthouse security if applicable. • Write your ini�als and date on the bill(s) using a post it note. • Handle the bill(s) as litle as possible to preserve any fingerprints and place it in a protec�ve cover. • Surrender the bill(s) only to law enforcement authori�es. 21 • If a counterfeit bill(s) is detected in the close out/balancing process, report as a cash shortage with a nota�on of the balancing document. • If a counterfeit bill is detected during the deposit process either with the county treasurer’s office or financial ins�tu�on branch o Surrender the bill(s) to the county treasurer’s office or financial ins�tu�on branch teller. o No�fy your department head or department supervisor. o Make the appropriate adjustment(s) to the “Transmital Form” and or deposit slip. o Make the appropriate adjustment(s) to the accoun�ng so�ware system. o Follow the procedures listed above to the extent possible. o No�fy supervisor/department head immediately. Follow the procedures listed above to the extent possible. a. Altered Currency – Taking a genuine bill and tearing off a corner or two of a smaller bill such as $1 or $5 bill and then replacing these corners with the corners of a larger bill such as a $10, $20 or $50 bill is altering currency. The original larger denomina�on bill is s�ll redeemed at full value as mu�lated money with one or more corners missing. The Treasurer’s Office recommends as a standard prac�ce coun�ng currency by looking at the face on the bill not at the denomina�on in the corners. (See example Appendix H). moved to sec�on 5 XXIII: SECTION 19 – SAFEGUARDING FUNDS MONEY IN AN EMERGENCY In the event that If an emergency occurs and/or evacua�on of the department or worksite is imminent; a�er determining the safety of all persons in the immediate work area, all cash/checks must be secured in a locked loca�on. Responsibility lies with the Department Director and/or their designee designated party. o FIRE, BOMB THREAT – In the event of a fire or bomb threat, secure all money by locking the cash drawer or cash register and vacate the building as soon as possible immediately. Remember in the situa�on of a fire or bomb threat, protec�ng people is of greater importance than retrieving and securing county funds monies. If there is adequate �me, secure money in a safe or vault and then vacate the premises. XXIV TEMPORARY EMPLOYEES AS CASH HANDLERS – MOVED TO SECTION 4 Temporary employees, hired through a third party agency, may be u�lized as Revenue Handlers only if they are bonded or insured through the third party agency. Departments should make inquiry of the leasing agency as to the employee’s bonding status and document before assigning du�es. Temporary employees are required to review the County Revenue Handling Policy before handling any revenue following the procedures as set in Sec�on IV, REVENUE/CASH HANDLER TRAINING of this policy and procedures. 22 Temporary employees hired by a county department may be u�lized as a revenue handler following the procedures set out in Sec�on IV. REVENUE/CASH HANDLER TRAINING of this policy and procedures. XXV: SECTION 20 – NON-COUNTY MONEY • Found Property: Non-county money found by a county officer, employee or agent while performing county du�es. o Any county officer, employee, or agent who finds non-county money while performing county du�es shall immediately Such county officer, employee or agent must turn the money and a report over to the county treasurer within 24 hours of being found. The county treasurer will deposit the non-county money into the Treasurer’s Trust Fund and hold it un�l it can be returned to the righ�ul owner if iden�fied. The treasurer will hold the funds money in Trust for no more than six (6) months. If such funds the money are is not iden�fied the funds money will be deposited as “Unclaimed Property” into the appropriate county FUND & BARS. SECTION 21 – UNCLAIMED PROPERTY (NEW) • Unclaimed Property: Money (i.e. uncashed warrants/checks issued by the county) belonging to an owner who cannot be located by a county officer, employee, or agent responsible for returning the money (i.e refunds, payment for service, ect.) to the owner. o The county treasurer acts as an agent for county departments (excep�on: courts and taxing districts) where the owner of monies cannot be located. If a�er the county department performing a due diligence process to deliver such funds to the owner, the payable but “unclaimed money becomes “UNCLAIMED PROPERTY” and the Treasurer will report such funds to the Washington State Department of Revenue, as set out in State statute. XXVI: SECTION 22 – ROBBERY Robbery is the most threatening condi�on a county employee/revenue handler might experience. It is important for county employees/revenue handlers to be trained on how to counteract robbery as well as know the procedures to follow during and a�er a robbery. The average robbery takes 90 seconds from start to finish so be prepared to act quickly. • Consider installing “panic butons” if not already installed. • Be sure staff is trained on where “panic butons” are located, if available. • Consider crea�ng a “Robbery in Progress” code word and share the code word with department staff. Crea�ng such a code would alert employees to avoid the area un�l safe. PROCEDURES TO FOLLOW DURING A ROBBERY These procedures should be familiar to all county employees, not just the revenue handler(s) long before they should ever be needed. Department head(s)/Department 23 Supervisor(s) are responsible for making sure their employees are well acquainted with them. • ALWAYS ASSUME THERE IS A WEAPON EVEN IF YOU DON’T SEE ONE. • ALWAYS DO EXACTLY AS THE ROBBER ASKS – atempt no heroics. You may put the lives of innocent people in jeopardy when you try to be a hero. • Be polite and accommoda�ng. A nervous The person is commi�ng the robbery is nervous and may be desperate. Do not upset or antagonize the robber. Make every atempt to remain calm and try not to upset or antagonize the robber. The calmer you are the calmer the robber will remain. • Keep talking to the robber. Explain your every movement such as “now I am taking the key out of this drawer to unlock it”. • Avoid making any quick movements that might alarm the robber. • Observe the robber but don’t stare. Try to remember any dis�nguishing features of the robber. You will be asked to describe the robber at a later date by comple�ng the enclosed descrip�on form. (See Appendix A) • Watch over all evidence le� by the robber. Remember everything the robber touches and try not to touch those things. • Listen to the voice, inflec�ons, names, slang and so forth that the robber uses. • Do Not leave the premises, call 911, or use your security call buton un�l it safe to do so. PROCEDURESS TO FOLLOW AFTER A ROBBERY These procedures should be familiar to all county employees, not just the revenue handler(s) for use a�er a robbery has occurred and once the robber has le� the building. • Close your cash drawer or cash register. • Lock the entrance door and no�fy your immediate supervisor about the robbery. • Department Head/Supervisor should ask any staff in the area to relocate to another area of the department. Staff should remain calm and be asked not to discuss the robbery un�l asked to do so by law enforcement. • Call 911 with the following informa�on. o Who you are (your name) o Your address (i.e street address, building number and department name) o What happened (i.e. I would like to report a robbery) o Where you are located (i.e. department name, 1st floor, 2nd floor ect.) • Protect the area where the robber may have le� fingerprints un�l the police/sheriff law enforcement arrives. • Complete the Suspect Descrip�on Report (See Appendix A). • Do Not speak to anyone un�l law enforcement responds arrives, then speak only to the law enforcement officer(s) responding to the scene and complete any required reports. • You may be asked to take the names and address of those who witnessed the robbery. 24 • No one except authori�es and your department official should be allowed in the facility a�er the robbery. • The affected department sharing the same building or a shared lobby with other departments must no�fy those departments that the robbery occurred and to please stay away from the area un�l a�er it has been cleared by law enforcement. GLOSSARY ACH – Automated Clearing House Transfer EFT – Electronic Fund Transfer An electronic payment system in the US that allows money to be transferred directly between financial ins�tu�on accounts. EFT covers all electronic payments, while ACH is a specific type of payment. In other words, all ACH payments are EFTs, but not all EFTs are ACH payments. Altered/Raised Currency Currency that has been changed or tampered with to atain a greater amount for the currency than its face value. This differs from counterfeit money, which is en�rely fake. Hold The restric�on of payment or part or all of the funds in a account. Beginning Cash - Beginning Cash Currency and coins in a cash revenue handler’s drawer or cash register at the beginning of the day. Cash - Ending Currency and coins in a revenue handler’s drawer or cash register a�er balancing at the end of the day. Cash Drawer/Cash Register Drawer Used to store currency, coin and checks during cash revenue handler’s shi� when comple�ng transac�ons. This drawer should be locked when the cash handler is away for any reason. Whether it is a cash drawer or a cash register, it must have the ability to be always locked, but especially when not in use. Check – Business/Personal Dra� or order on a bank to be drawn upon a deposit of funds for the payment of a certain sum of money to a person named or to a bearer and payable on demand. A writen order instruc�ng a financial ins�tu�on to pay a specific amount of money from the writer’s account to the payee named on the check. 25 Check – Cashier’s A cashier’s check is a check guaranteed by a bank, drawn on the bank’s own funds are signed by a cashier. Cashier’s checks are treated as guaranteed funds because the bank, rather than the purchaser, is responsible for paying the amount. A guaranteed form of payment issued by a financial ins�tu�on, drawn from its own funds, and signed by a financial ins�tu�on employee. Check – Money Order O�en used by people who do not have checking accounts. A secure alterna�ve to cash or personal check. One of the main benefits of a money order is that it is more trusted than a personal check, because it is prepaid. Money orders can be obtained at many loca�ons. Just like a check a money order may have a stop payment placed on it by the purchaser. Check MICR Line Magne�c Ink Character Recogni�on. Magne�c codes on the botom of a check that indicate bank financial ins�tu�on rou�ng number, account number, and check number and the dollar amount of check that provides a way for the a machine to read the check. Payee Check - Payee Party to whom a check is payable. Payer Check - Payer Party signing the check issuing the payment. Postdated Check Check – Post Dated Check dated ahead. It is not payable un�l the date writen on the check. A check writen with a future date, meaning the check should not be cashed un�l that date. DO NOT accept postdated checks. Stale Dated Check Check – Stale Dated Check is for a prior date 180 days or more before today’s date. Bank may no longer honor check. A check that is considered no longer valid because it has not been cashed or deposited within a certain period, typically six (6) months, a�er it was writen. Financial Ins�tu�ons are not obligated to accept or process a stale check. DO NOT accept stale dated checks. Returned Item Check – Returned Item An item returned unpaid by the bank. A check that cannot be processed by the 26 financial ins�tu�on because the account it was drawn on is closed or for other reasons funds are not available. Stop Payment Check – Stop Payment No�fica�on that a restric�on has been placed on one’s ability to cash a par�cular check. A A formal request made to a financial ins�tu�on to cancel a check or payment that has not yet been processed. Generally issued for a check has been lost or stolen, or if payment no longer should be made. A stop payment is ini�ated by the customer. Clearing Account A temporary holding account where transac�ons are recorded before being finalized and allocated to their specific accounts. Counterfeit Currency or coins that have been fraudulently manufactured. Crea�ng counterfeit money is a felony. Makers are subject to fines and imprisonment. Currency created illegally to resemble genuine currency, with the intent to deceive and defraud. Producing or using it is a criminal offense. Deposit To leave money with a bank financial ins�tu�on or Treasurer’s Office for credit to a bank an account or fund. Deposit Slip Paper slip or form on which the depositor lists cash and other items to be deposited. Dual Controls A situa�on in which two people work together coopera�vely in the verifica�on of one another’s work. Method of maintaining security whereby two individuals must be present during transac�ons involving risk. Dual control is accomplished through the property aggrega�on of key and combina�on assignments for entry into secured areas. Dual control is o�en used in conjunc�on with separa�on of du�es, which means different people should handle different parts of a process. For example, one person might ini�ate a payment, and another person must approve it. Embezzlement A fraud commited when an employee steals or assists another to steal. Fraudulent 27 misappropria�on of money or property entrusted to one’s care. A financial crime involving the the� or misappropria�on of money or property by someone who is entrusted with those assets due to their posi�on of trust, such as an employee or an agent. Endorsement Signature placed on the back of a nego�able instrument according to law, which transfers the instrument to another party. The signature of the check’s payee on the back of the check. It signifies the payee’s acceptance of the funds and approval for the check to be cashed or deposited. Financial Ins�tu�on A company engaged in the business of dealing with financial and monetary transac�ons such as deposits and currency exchange (bank, credit union, other). Financial Ins�tu�on Account Hold A temporary restric�on by a bank, credit union, ect. that prevents the account holder from accessing funds. It is o�en placed to protect the financial ins�tu�on and the customer and can last from a few days to a week, depending on the reason. Forgery The altera�on of a document or instrument with fraudulent intent. Fraud An atempt to obtain funds in other than appropriate and legal means. Guaranty/Bond Deposits Money deposited with the county treasurer’s office and held in trust during a specified period of �me. This money is generally refundable if not needed or specific criteria have been met. Iden�fica�on Informa�on piece A document (i.e. drivers license) that guarantees that its holder is truly who he or she claims to be and who it detailed on the informa�on piece. Imprest Account A loan or advance of money. An account established for a specific purpose, typically handling small, rou�ne expenses or making change. (i.e. pety cash, cash drawers/registers). It is characterized by a fixed balance that is periodically replenished 28 a�er funds are spent. This ensures that a predetermined amount is always available for the designated purpose. Loss of Money A cash revenue handler obtains physical custody of money and then due to negligence, the� or other reasons cannot deposit that money with the county treasurer. Monies Money A type of currency (i.e. cash, coins, checks, money orders, cashier checks, dra�s, warrants or travelers checks. Only accept US forms of currency or money. No Recourse When a department is unable to stop or reverse services for a customer whose check for such service is returned for non-payment. NSF – Non-Sufficient Funds Checks or ACH transac�ons returned by a bank financial ins�tu�on due to insufficient funds in such bank account. Overage Amount by which cash or its equivalent exceeds the proper balance. An uninten�onal collec�on error made by a revenue handler. Where the physical amount of cash is over the expected amount. Such overages will be accounted for using the appropriate FUND AND BAR. Over/Short Account Policy Specific account whose departments can use to document when a deposit is over or short. Departments may adopt the Treasurer’s policy of $10.00 threshold for over/short. When it makes financial sense for a department to accept an amount other than the exact amount due. Departments must adopt a policy threshold for over/short transac�ons and account for such transac�ons using the appropriate FUND AND BARS. Pety Cash – now iden�fied under Imprest A revolving fund for very limited purposes. They provide a given amount of cash on hand, the primary purpose being to provide change. Some pety cash funds are used for small expenditures and reimbursed by voucher. 29 Revenue See monies Money generated from normal business opera�ons. Shortage An uninten�onal collec�on error made by the cash revenue handler such as he/she did not obtain physical custody of money or a change making error. Where the physical amount of cash is short from the expected amount. Such overages will be accounted for using the appropriate FUND AND BAR. Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Jennifer Beierle Ext: 532 Department: Central Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 9/22/25 Agenda Date(s): 9/30/25 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: Washington State Conservation Commission Contract for the Voluntary Stewardship Program – Amendments #1 & #2, and Amendment #6 to MC Contract #19-053 with Mason Conservation District Background/Executive Summary: The Washington State Conservation Commission (SCC) has provided contract #K2620 in the amount of $290,000 to support the Voluntary Stewardship Program (VSP) from July 1, 2025 through June 30, 2027. The County contracts with Mason Conservation District to serve as a Lead Entity for the VSP responsible for completing a VSP Work Plan as detailed in RCW36.70A.700-790. The VSP is an option incentive- based program approach to protecting critical areas while promoting agriculture. The SCC has made two contract amendments available. Amendment #1 provides up to $40,000 of VSP capital funds to initiate approved projects and Amendment #2 adds $105,000 under Intermediate Outcomes and Programs/Projects, bringing the total contract amount to $435,000. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): None Public Outreach: N/A Requested Action: Approval of Amendment #1 in the amount of $40,000 and Amendment #2 in the amount of $105,000 to contract #K2620 with the Washington State Conservation Commission for the Voluntary Stewardship Program (VSP) effective July 1, 2025, through June 30, 2027, and approval of the interlocal agreement Amendment #6 to contract #19-053 with Mason Conservation District as the lead entity on the contract. Attachment(s): SCC Amendment #1 SCC Amendment #2 Mason Conservation District Amendment #6 to Contract #19-053 #K2620 Amendment #1 Page 1 of 3 Washington State Conservation Commission (SCC) And Mason County Contract K2620 Amendment #1 Total Amendment Award Value: $40,000 Period of Performance: 7/17/2025 – 6/30/2027 Purpose: This amendment amends contract #K2620 between SCC and County with the following changes to Exhibit A Statement of Work and Exhibit B Budget. All other terms and conditions remain in full force and effect. Purpose: Additional allocation of $40,000 of VSP capital funds to initiate any projects approved through CPDS and scoring a minimum of 20 points in accordance with the VSP Program Guidelines (Guidelines). Contract Appendix B Scope of Work is amended to add Capital Funding Projects: 1) Identify, develop, and fund capital project(s) utilizing the capital funding allocated to the county at the outset of the biennium, per the Guidelines. This work includes: A. Coordinating with one or more project partners to develop capital projects that achieve work plan goals or benchmarks and meet minimum eligibility requirements as defined in the Guidelines. B. Obligating the entire $40,000 initial allocation for capital projects by December 31, 2025, through CPDS. i. Obligation of funds does not imply that the funds must be spent by the obligation deadline – only that the proposed projects in CPDS have been approved to proceed. #K2620 Amendment #1 Page 2 of 3 ii. Any unobligated capital funds shall be returned to the COMMISSION no later than January 31, 2026, following the procedures set forth in the Manual. C. Entering proposed capital projects into CPDS for review and approval by COMMISSION staff. County and/or TSP shall not proceed with work on any proposed capital project until SCC Commission staff approve and notify County in writing of approved projects. D. Tracking all capital cost-share projects for inclusion in any upcoming five-year report, as required by the Guidelines. BUDGET The total amendment amount for Amendment 1, not to exceed $40,000, to be awarded as Outcome 2 Capital Funds. County has up to $40,000 of VSP Capital funds for Cost share and DIP awards. The $40,000 is inclusive of Technical Assistance therefore Counties have $40,000 total funding, of which up to $8,000 may be used for technical assistance on approved projects. Technical Assistance may not exceed 25% of the approved project amount. #K2620 Amendment #1 Page 3 of 3 EXECUTION All other terms and conditions of the contract remain in full force and effect. THIS AMENDMENT is executed by the persons signing below, who warrant they have the authority to execute this Amendment. State Conservation Commission County ________________________________ _________________________________ Date__________________ Date__________________ James Thompson, Executive Director Name and Title Date:August 15, 2025 To: Mason Conservation District Reference: Contract No. K2620-VSP Mason, Mason County VSP From: Conservation Commission Subject: Unilateral Amendment to Change this Contract This amendment unilaterally amends the contract #K2620-VSP Mason, changing the contract budget by $105,000.00 and the match budget by $0.00 under Intermediate Outcomes and Programs/Projects listed below. WASHINGTON STATE CONSERVATION COMMISSION FORMAL AMENDMENT #2 Outcome Program Amendment Description Budget AmountProject Match Amount 3.0 Ogg TA NB $9,500.0041000VSTA 3.0 Ogg CS NB $40,500.0041000VSCS 4.0 Campbell TA NB $2,000.0041000VSTA 4.0 Campbell CS NB $9,000.0041000VSCS 5.0 Chavez TA NB $8,000.0041000VSTA 5.0 Chavez CS NB $36,000.0041000VSCS $105,000.00Total for Amendment #2 $0.00 Date __________________________________________________________________________________ Nicole Boyes, Administrative Services September 16, 2025 Date __________________________________________________________________________________ Contractor Authorized Signature _________________________________________ Print Name MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 2025-2027 Biennium Contract Amendment Between Mason County and Mason Conservation District 1 AMENDMENT 6 to MC CONTRACT #19-053 INTERLOCAL AGREEMENT between MASON COUNTY and MASON CONSERVATION DISTRICT This Amendment, issued pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW, extends the Interlocal Agreement, MC Contract #19-053, dated July 1, 2019, relating to the Voluntary Stewardship Program, for a two-year period through June 30, 2027. 1.0 2.0 3.0 4.0 PERIOD OF PERFORMANCE It is the intent of the parties that the period of performance will be consistent with the timelines set forth in RCW 36.70A.720-760, subject to available funding. Subject to its other provisions, the period of performance of this Amendment shall commence on July 1, 2025 and be completed on June 30, 2027, unless either extended by agreement of the parties or terminated sooner, as provided under the Interlocal Agreement. SCOPE OF WORK The Mason Conservation District shall furnish the necessary personnel, equipment, material and/or service(s), or contract with third parties to accomplish the same, and otherwise do all things necessary for or incidental to the performance of the work as set forth in Attachment A-Scope of Work. PAYMENT Compensation for the work provided in accordance with this Amendment has been established under the terms of chapter 39.34.130 RCW. The parties have estimated that the cost of accomplishing the work herein will not exceed $435,000. Mason County will directly bill the Washington State Conservation Commission for these expenses. EFFECTIVE DATE The effective date of this Amendment shall be July 1, 2025. All other terms and conditions of the Interlocal Agreement, MC Contract #19-053, shall remain in full force and effect. Dated this day of , 2025. MASON CONSERVATION DISTRICT: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Jason Ragan, Chair Sharon Trask, Chair APPROVED AS TO FORM: Tim Whitehead, Chief DPA MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 2025-2027 Biennium Contract Amendment Between Mason County and Mason Conservation District 2 ATTACHMENT A-SCOPE OF WORK COUNTY is responsible for the overall administration of the Mason County VSP including program and fiscal responsibilities and compliance. COUNTY has designated the DISTRICT as the Lead Entity responsible for administering VSP funds and coordinating the VSP Watershed Work Group. 1) Organize, convene, and maintain a watershed group. This includes providing necessary staff support and facilitation for the watershed group. Assist the watershed group in the implementation of the approved VSP work plan, including A. Working closely with the watershed group and technical service providers to ensure full compliance with the requirements and intent of VSP. B. Ensure that every effort is made to maintain effective communication between the watershed group, the technical service providers, the COUNTY, local stakeholders, and participating state and federal agencies and personnel. C. The DISTRICT will organize members of a VSP watershed group with representatives from a variety of stakeholder groups including but not limited to tribes, environmental groups, and agriculture. Organization of a vetted core watershed group comprised of a broad representation of key watershed stakeholders and, at a minimum, representatives of agricultural and environmental groups and tribes that agree to participate. The DISTRICT will encourage existing lead entities, watershed planning units, or other integrating organizations to serve as the watershed group. D. The DISTRICT will develop and/or maintain watershed group meeting bylaws, rules, and/or policies. E. The DISTRICT will provide facilitation for watershed group meetings or other actions of the watershed group. 2) Implement the VSP work plan, including implementing the requirements of the VSP and RCW Chapter 36.70A.700-760. Implementation includes: A. Identifying critical areas and agricultural activities within those critical areas. B. Identifying a public outreach plan to contact landowners. C. Identifying and designating entity(ies) to provide landowner assistance (voluntary stewardship plans). D. Identifying measurable programmatic and implementation goals and benchmarks. E. Reviewing and incorporating applicable water quality, watershed management, farmland protection, and required species recovery data and plans. F. Seeking input from tribes, agencies and stakeholders. MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 2025-2027 Biennium Contract Amendment Between Mason County and Mason Conservation District 3 G. Developing goals for participation by agricultural operators conducting commercial and noncommercial agricultural activities in the watershed necessary to meet the protection and enhancement benchmarks of the work plan. H. Ensuring outreach and technical assistance is provided to producers and operators in the various watersheds of the county. I. Creating measurable benchmarks that, within ten years after receipt of funding, are designed to result in (i) the protection of critical areas functions and values and (ii) the enhancement of critical areas functions and values through voluntary, incent ive based measures. J. Incorporating into the work plan any existing development regulations relied upon to achieve the goals and benchmarks for protection of critical areas. K. Establishing baseline monitoring for (i) participation and implementation of voluntary stewardship plans and projects, (ii) stewardship activities, and (iii) the effects on critical areas and agriculture relevant to protection and enhancement benchmarks. L. Developing timelines for periodic evaluations, adaptive management, and provide written reports of plan status and/or accomplishments to the COMMISSION. M. Coordinating monitoring programs with other state agency activities. N. Meeting any other requirement for the successful implementation of VSP in RCW 36.70A.720. Deliverables: 1) Organize, convene and maintain a watershed group that meets regularly and as necessary for implementation of the county VSP work plan. 2) Implement the VSP work plan, including implementing the requirements of the VSP and RCW Chapter 36.70A.700-760. A. Two year status reports. No later than August 30, 2025, provide the written biennial report to the COMMISSION. The biennial report must provide the status of plans and accomplishments of the work plan to COMMISSION. The biennial report should include a summary of how plan implementation is affecting each of the following: 1) The protection and enhancement of critical areas within the area where agricultural activities are conducted; 2) The maintenance and improvement of the long-term viability of agriculture; 3) Reducing the conversion of farmland to other uses; 4) The maximization of the use of voluntary incentive programs to encourage good riparian and ecosystem stewardship as an alternative to historic approaches used to protect critical areas; MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 2025-2027 Biennium Contract Amendment Between Mason County and Mason Conservation District 4 5) The leveraging of existing resources by relying upon existing work and plans in counties and local watersheds, as well as existing state and federal programs to the maximum extent practicable to achieve program goals; 6) Ongoing efforts to encourage and foster a spirit of cooperation and partnership among county, tribal, environmental, and agricultural interests to better assure the program success; 7) Ongoing efforts to improve compliance with other laws designed to protect water quality and fish habitat; and 8) A description of efforts showing how relying upon voluntary stewardship practices as the primary method of protecting critical areas and does not require the cessation of agricultural activities. B. Five year review and evaluation report. If a Five year VSP report is due during this contract period, than no later than the current deadline for submittal of the report to the COMMISSION, and in conjunction with the county watershed group, facilitate, develop, assist and submit the five year report to the director of the COMMISSION. See RCW 36.70A.720 (2) (b) (i) and (c) (i). When submitting the five-year review and evaluation report to the COMMISSION, as per RCW 36.70A.720 and RCW 36.70A.730, the DISTRICT agrees to use the COMMISSION’S Guide and Template. The Guide is available for download on the COMMISSION’s VSP web page: (https://www.scc.wa.gov/vsp/implementation). The Template will be provided or made available by the COMMISSION to the DISTRICT. C. At five year intervals from the date of receipt of funding, each county watershed group must submit a report to the director of the Commission and the COUNTY on whether it has met the work plan's protection and enhancement goals and benchmarks. The five year review and evaluation report should include a summary of how plan implementation is satisfying the flowing plan elements through VSP implementation: 1) Develop goals for participation by agricultural operators conducting commercial and noncommercial agricultural activities in the watershed necessary to meet the protection and enhancement benchmarks of the work plan; 2) Ensure outreach and technical assistance is provided to agricultural operators in the watershed; 3) Create measurable benchmarks that, within ten years after the receipt of funding, are designed to result in (i) the protection of critical area functions and values and (ii) the enhancement of critical area functions and values through voluntary, incentive-based measures; 4) Work with the entity providing technical assistance to ensure that individual stewardship plans contribute to the goals and benchmarks of the work plan; 5) Incorporate into the work plan any existing development regulations relied upon to achieve the goals and benchmarks for protection; MASON COUNTY VOLUNTARY STEWARDSHIP PROGRAM 2025-2027 Biennium Contract Amendment Between Mason County and Mason Conservation District 5 6) Establish baseline monitoring for: (i) Participation activities and implementation of the voluntary stewardship plans and projects; (ii) stewardship activities; and (iii) the effects on critical areas and agriculture relevant to the protection and enhan cement benchmarks developed for the watershed; 7) Conduct periodic evaluations, institute adaptive management, and provide a written report of the status of plans and accomplishments to the county and to the commission within sixty days after the end of each biennium; 8) Assist state agencies in their monitoring programs; and 9) Satisfy any other reporting requirements of the program. 10) The COUNTY agrees that VSP cost-share projects funded using any amount of COMMISSION VSP funds shall be reported in the Conservation Practices Database System (CPDS). D. Ensure that the COMMISSION has the most recent version of the COUNTY’s VSP work plan by providing to the COMMISSION’s Project Officer, identified herein in APPENDIX D – RESPONSIBLE INDIVIDUALS, the most current version of the COUNTY’s VSP work plan, which includes all attachments and / or appendices. This can be accomplished by sending the COMMISSION an electronic link which the COMMISSION can use to download the plan. E. Provide to the COMMISSION’s VSP Contract Manager, no later than 120 days from the date this agreement is signed by the DISTRICT, an implementation budget designed to ensure all requirements related to VSP implementation are accounted for during the performance of this agreement, and to ensure that the two-year and five-year reporting requirements will be met. Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Travis Adams Ext: Click or tap here to enter text. Department: Central Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 9/22/25 Agenda Date(s): 9/30/25 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: Letter of support for Peninsula Alliance Background/Executive Summary: Peninsula Alliance is submitting for additional funding to better serve the residents of Mason County. We have held a strong relationship with Peninsula Alliance for many years now. They are vital to the community of Mason County as well as the individuals whom they assist daily. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): N/A Public Outreach: N/A Requested Action: Approval for County Administrator to sign letter of support for Peninsula Alliance funding request for grant project. Attachment(s): Letter __________________________________________________________________________________________________________ 9/30/2025 Thurston/Mason Developmental Disabilities 412 Lily Rd. NE Olympia, WA 98506 Re: 2026-2027 Thurston Mason Developmental Disabilities Community Grant Project Dear Review Panel, We are writing to express our strong support for Peninsula Alliance and its proposal to continue and expand essential services for Mason County residents. We are confident that endorsing this proposal will positively inform funding decisions and help sustain critical programs that serve some of our most vulnerable community members. Mason County remains committed to enhancing access to services for individuals with intellectual and developmental disabilities (IDD). Currently, approximately 318 residents live with an IDD diagnosis, and we rely on qualified, trusted partners to ensure they receive consistent, high-quality support. Over the years, Peninsula Alliance has proven to be one of those trusted partners. Their dedication, professionalism, and genuine compassion for the individuals they serve have had a lasting impact on our community. Their team consistently demonstrates a deep commitment to improving lives, and we fully support their efforts to expand these vital services. Should you require any additional information or support from Mason County, please don’t hesitate to reach out. We deeply value the important work being carried out and are ready to assist in any way we can. Sincerely, Sharon Trask, Pat Tarzwell, Randy Neatherlin, County Commission Chair County Commissioner County Commissioner Mason County Commissioners 411 North 5th Street Shelton, WA 98584 (360) 427-9670 ext. 530 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Melissa Casey Ext: 404 Department: Public Health Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 9/22/25 Agenda Date(s): 9/30/25 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: Health Care Authority Contract Amendment – Law Enforcement Assisted Diversion (LEAD) Program Background/Executive Summary: LEAD is a model framework that supports community-based alternatives to jail and prosecution for people whose unlawful behavior stems from unmanaged substance use, mental health challenges, or extreme poverty. LEAD is designed to provide care coordination for people with complex, ongoing, unmet behavioral health needs and/or income instability who may lack shelter/housing, income, food, health care, and social networks, and for whom existing systems prove inaccessible, overly complicated, or insufficiently responsive. The program strives to yield results that include a reduction in arrests, time spent in custody, and/or recidivism; increase access to and utilization of non-emergency community behavioral health and/or substance use services; reduction in the utilization of emergency services; and reduction in cost for the justice system in comparison to processing cases as usual through the justice system. Public Health will continue to facilitate the LEAD Program by subcontracting to a licensed behavioral health service agency, Olympic Health & Recovery Services, which will provide intensive case management services to individuals recently arrested and/or at high risk for arrest and divert willing individuals known to commit offenses related to behavioral health conditions to social services in lieu of jail booking and prosecution. There is no carryover funding from the prior contract; therefore, the total maximum compensation for the biennium is $989,055. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): $989,055 total contract amount from Washington State Health Care Authority; amounts to be passed through to subcontractor and retained for Mason County Administration to be determined Public Outreach: N/A Requested Action: Move contract to 9/30/25 action agenda for approval Attachment(s): HCA Contract No: K7592-01 Washington State 1 LEAD Services Health Care Authority HCA Contract No. K7592-01 CONTRACT AMENDMENT for Law Enforcement Assisted Diversion (LEAD) HCA Contract No.: K7592 Amendment No.: 01 THIS AMENDMENT TO THE CONTRACT is between the Washington State Health Care Authority and the party whose name appears below, and is effective as of the date set forth below. CONTRACTOR NAME CONTRACTOR doing business as (DBA) Mason County Public Health and Human Services CONTRACTOR ADDRESS CONTRACTOR CONTRACT MANAGER 415 N 6th Street Shelton, WA 98584 Name: Melissa Casey Email: mcasey@masoncountywa.gov AMENDMENT START DATE AMENDMENT END DATE CONTRACT END DATE July 1, 2025 June 30, 2027 June 30, 2027 Prior Maximum Contract Amount Amount of Increase Total Maximum Compensation $515,000.00 $989,055.00 $1,504,055.00 WHEREAS, HCA and Contractor previously entered into a Contract for Law Enforcement Assisted Diversion (LEAD), and; WHEREAS, HCA and Contractor wish to amend the Contract pursuant to Section 4.4, Amendments, to continue existing work through State Fiscal Year 2027; NOW THEREFORE, the parties agree the Contract is amended as follows: 1. Section 3, Special Terms and Conditions, Subsection 3.2, Term, is amended to extend the Contract End Date to June 30, 2027. 2. Section 3, Special Terms and Conditions, Subsection 3.3, Compensation, Subsection 3.3.1, is amended to increase Total Maximum Compensation by $989,055.00 from $515,000.00 to $1,504,055.00. 3. The following attachments previously incorporated into this Contract no longer apply: a. Attachment 2, Budget and Staffing Plan; b. Attachment 3, Narrative Report; c. Attachment 4, Monthly LEAD Implementation Reports - Staffing; d. Attachment 5, Monthly LEAD Implementation Reports – Flex Funds; and e. Attachment 6, End of Year Report. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 2 LEAD Services Health Care Authority HCA Contract No. K7592-01 4. Attachments are hereby attached and incorporated herein as follows: a. Attachment 1a, Statement of Work; b. Attachment 2, LEAD Operational Work Group (OWG) Meeting Report Template; c. Attachment 3, LEAD Policy Coordinating Group (PCG) Meeting Report Template; d. Attachment 4, Technical Assistance (TA) Report; e. Attachment 5, LEAD Quarterly Report Template; and f. Attachment 6, LEAD Site Self-Assessment Report Template. 5. This Amendment will be effective July 1, 2025 (“Effective Date”). 6. All capitalized terms not otherwise defined herein have the meaning ascribed to them in the Contract. 7. All other terms and conditions of the Contract remain unchanged and in full force and effect. The parties signing below warrant that they have read and understand this Amendment and have authority to execute the Amendment. This Amendment will be binding on HCA only upon signature by both parties. CONTRACTOR SIGNATURE PRINTED NAME AND TITLE DATE SIGNED HCA SIGNATURE PRINTED NAME AND TITLE DATE SIGNED Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Annette Schuffenhauer 9/10/2025Chief Legal Officer Melissa Casey Washington State 3 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a ATTACHMENT 1a Statement of Work 1. Purpose The Contractor shall facilitate the Law Enforcement Assisted Diversion (LEAD) Program, providing services that adhere to the core principles of LEAD as noted in Substitute Senate Bill (SSB) 5380 and Revised Code of Washington (RCW) 71.24.589, which indicates that HCA must partner with the national LEAD Support Bureau to expand availability of Law Enforcement Assisted Diversion (LEAD) Programs statewide. 2. Background In 2020, the LEAD model was used as a template to establish pilot site programs in Mason, Snohomish, Thurston, and Whatcom Counties. LEAD is a field-based program involving case management and coordination with law enforcement. Contacts with individuals often happen in the field (e.g., someone camping in a park). Rather than law enforcement arresting individuals, the LEAD contractor is contacted, and a LEAD Case Manager arrives at the scene to evaluate the individual’s capacity and eligibility for LEAD services. 3. Definitions 3.1 DBHR (Division of Behavioral Health and Recovery) – A division within HCA that provides funding, training, and Technical Assistance (TA) to community-based providers for prevention, intervention, treatment, and recovery support services to people in need. 3.2 LEAD (Law Enforcement Assisted Diversion) – A model framework that supports community- based alternatives to jail and prosecution for people whose unlawful behavior stems from unmanaged substance use, mental health challenges, or extreme poverty. The LEAD model originated in Seattle in 2011 and is founded on evidence-based core principles that include advancing safety, health, and equity by equipping communities with improved ways to respond to issues flowing from unmet behavioral health needs and extreme poverty. LEAD is designed to provide care coordination for people with complex, ongoing, unmet behavioral health needs and/or income instability who may lack shelter/housing, income, food, health care, and social networks and for whom existing systems prove inaccessible, overly complicated, or insufficiently responsive. 3.3 LEAD Program Director – A member of the Contractor’s staff. 3.4 LEAD Support Bureau – A national organization that provides strategic guidance and TA to local entities and for implementation and administration of LEAD programs with fidelity to the LEAD core principles. 3.5 PDA (Purpose.Dignity.Action.) – Formerly known as the Public Defenders Association. PDA provides TA for the LEAD program site selection, implementation, and evaluation. It is a third- party organization that advocates for social service programs in Washington State and serves as the parent organization supporting the National LEAD Support Bureau and LEAD efforts statewide. 3.6 Recovery Navigator Program – RCW 71.24.115 outlines the scope of activities for the Recovery Navigator Program as a pre-arrest diversion program operated by the regional behavioral health administrative service organizations in Washington State. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 4 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a 4. The HCA Contract Manager shall: 4.1 Work together with the Contractor to ensure that the Contractor’s administration of the program adheres to LEAD standards and requirements. 4.2 Respond to questions and issues, as needed. 4.3 Coordinate the provision of TA and training. 4.4 Monitor program development and implementation, and ongoing operations. 5. The Contractor shall administer the LEAD program in fidelity to the LEAD Model, as referenced in RCW 71.24.589, and in coordination with the HCA Contract Manager, including, but not limited to: 5.1 Align program efforts with other pre-existing, similar work in the region (e.g. Recovery Navigator Program under RCW 71.24.115 and arrest and jail alternative under RCW 36.28a.455). 5.2 Develop case management protocols necessary to maintain LEAD standards and requirements for the purposes of independent site evaluations. 5.3 Establish and maintain effective procedures, programs, and/or processes to ensure appropriate program operations and the submission of program monitoring reports to HCA associated with this Contract. 5.4 Implement referral functions, to include, but not limited to: 5.4.1 Accepting referrals to identify possible LEAD program participants. 5.4.2 Tracking the use of external referral links to receive referrals from program partners and other social service resources in the community who identify possible program participants. 5.4.3 Referring program participants to local community agencies for appropriate services, including but not limited to the following: a. Substance use; b. Mental health; and c. Behavioral health assessment and treatment. 5.4.4 Monitoring the program to ensure that referrals are sufficient to occupy the funded case managers within or near an average caseload of twenty (20) active participants, per case manager. 5.5 Providing a periodic satisfaction survey to participants, officers, and stakeholders within the last quarter of the LEAD program. Use the participant surveys to evaluate LEAD program participation and engagement. 5.6 Upon request, participating in presentations to key state and local stakeholders on progress. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 5 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a 6. The Contractor, through the LEAD Program Director, shall coordinate with national LEAD Support Bureau for guidance regarding: 6.1 Training on policies and protocols for LEAD referrals and diversion-eligible offenses; 6.2 Developing and refining a LEAD program site evaluation plan, to the extent this is not provided for by other statewide evaluation initiatives, with the intent of yielding results that include but are not limited to: 6.2.1 Reduction in arrests, time spent in custody, and/or recidivism for the LEAD program participants; 6.2.2 Increase access to and utilization of non-emergency community behavioral health and/or substance use services; 6.2.3 Reduction in the utilization of emergency services. 6.2.4 Increased resilience, stability, and well-being for LEAD program participants; and 6.2.5 Reduction in cost for the justice system in comparison to processing cases as usual through the justice system. 6.3 Providing intensive case management services that shall adhere to the LEAD core principles recognized by the LEAD Support Bureau. 6.4 Maintaining the governance structure consisting of an executive committee, called the Policy Coordinating Group (PCG) and the Operational Work Group (OWG) to include, but not limited to: 6.4.1 The purpose of the PCG is to support the development and modification of any overarching policies to reflect the program site’s intentions, and to develop the local vision for the program, including (but not limited to) eligibility criteria and referral policies. Membership may include, but is not limited to: a. Community-based organizations; b. Local government; c. Law enforcement making referrals to the LEAD program; d. Prosecutors considering cases involving LEAD participants; e. LEAD project managers; f. Public health experts; and g. Organizations led by and representing individuals with past justice system involvement, and/or civil rights organizations addressing racial and/or disability justice. 6.4.2 The OWG shall be made up of members appointed by the PCG to facilitate the regular operations of the LEAD program. 6.4.3 Ensure that the LEAD program is managed to achieve expected outcomes that are measurable and will be used in the future to evaluate the performance and to ensure accountability for the use of this funding. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 6 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a 6.4.4 Coordination of care for LEAD participants through identifying, monitoring, discussing, and addressing operational, administrative, and client-specific issues. 6.4.5 Schedule, convene, facilitate, and keep records of meetings, at least monthly, in coordination with the HCA Contract Manager. a. Meetings may be scheduled as frequently as necessary to maintain the integrity and operation of LEAD. b. As needed, to inform decisions made by the PCG, the LEAD Program Director shall coordinate and schedule presenters and subject matter experts to address members at LEAD PCG meetings. c. Work with PDA and the HCA Contract Manager to determine if an alternate schedule is needed. 6.4.6 Develop and provide an agenda to LEAD OWG and/or PCG members for each meeting. a. Discussions regarding specific program participants at meetings shall be permitted only if the program participant has provided a signed Release Of Information (ROI) form to LEAD staff or a LEAD OWG or PCG member. b. Ensure that the LEAD program is managed to achieve expected outcomes that are measurable and will be used in the future to evaluate the performance and to ensure accountability for the use of this funding. c. The LEAD Program Director will meet at least monthly with, and provide all meeting agendas, minutes, and pertinent documents to, the HCA Contract Manager. d. Provide OWG reports to the HCA Contract Manager via the MFT portal, and in accordance with the due dates, rates and instructions referenced in Section 7, Deliverables Table and Attachment 2, LEAD Operational Work Group Meeting (OWG) Report Template. e. Provide PCG reports to the HCA Contract Manager via the MFT portal, and in accordance with the due dates, rates and instructions referenced in Section 7, Deliverables Table and Attachment 3, LEAD Policy Coordinating Group (PCG) Report Template. 6.5 TA 6.5.1 The LEAD Program Director will participate in TA calls with the PDA TA team at least quarterly, or more often, if applicable. 6.5.2 The LEAD Program Director/Coordinator will follow the guidance provided by PDA TA team. 6.5.3 The Contractor will provide TA reports prepared by the LEAD Program Director to the HCA Contract Manager via the MFT portal, and in accordance with the due dates, rates and instructions referenced in Section 7, Deliverables Table, and Attachment 4, Technical Assistance (TA) Report Template. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 7 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a 6.6 Maintaining employees and/or contract support positions, including, but not limited to the following positions, or their equivalents, as approved by the HCA Contract Manager: 6.6.1 Outreach Coordinator; 6.6.2 Clinical Supervisor; and 6.6.3 Case Manager. 6.7 Provide quarterly reports to the HCA Contract Manager via the MFT portal, and in accordance with the due dates, rates and instructions referenced in Section 7, Deliverables Table, and Attachment 5, LEAD Quarterly Report Template. 6.8 Self-assessment 6.8.1 Work with the HCA Contract Manager to facilitate a self-assessment; and 6.8.2 After the self-assessment is completed, provide a completed report to the HCA Contract Manager via the MFT portal, and in accordance with the due dates, rates and instructions referenced in Section 7. Deliverables Table, and Attachment 6, LEAD Site Self- Assessment Report Template. 7. Deliverables Table 7.1 The Contractor shall provide reports in accordance with the referenced Attachments, due dates and rates. 7.1.1 The HCA Contract Manager shall provide templates to Contractor as needed. 7.1.2 The Contractor shall use the current templates and format to fulfill reporting deliverables. 7.2 The Contractor shall transmit all reports via the Washington Technology Solutions (WaTech) Managed File Transfer (MFT) portal. 7.3 The contractor shall notify the HCA program manager via email within five (5) business days after documents are uploaded into the MFT portal, attaching the A-19 invoice to the email for any reports provided. 7.4 The Contractor may invoice for indirect costs to cover administrative and operational expenses, as long as the Total Maximum Compensation noted for Deliverable 6 for the Contract is not exceeded. 7.5 For reports that are due quarterly, the following is how the quarters are identified: Quarter Range Q1 July – September Q2 October – December Q3 January – March Q4 April - June Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 8 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a 7.6 Report Tables 7.6.1 Report Table for SFY2026 # Description Att Rate Date Range Due Date Amount Direct Costs 1. Submit LEAD OWG meeting minutes detailing topics discussed, actions taken, and any future action items assigned 2 $17,000.00 per month x 12 months July 2025 through June 2026 July 2025 – June 2026: Due the 15th of each month, following each month of service $204,000.00 2. Submit PCG meeting minutes detailing topics discussed, actions taken and any further items assigned 3 $17,000.00 per quarter x 4 quarters Q1-Q4 SFY2026: The 15th of the month following the end of each quarter $68,000.00 3. Submit reports demonstrating monthly TA calls with the PDA TA team 4 $68,000.00 4. Submit LEAD Quarterly Reports 5 $68,000.00 5. Submit a copy of your annual LEAD site self- assessment, with site development plan 6 $41,570.45 per report x 1 copy February 15, 2026 $41,570.45 Subtotal, Direct Costs $449,570.45 6. Indirect (administrative) costs N/A Up to 10% of each monthly invoice July 2025 through June 2026 July 2025 – June 2026: Due the 15th of each month, following each month of service $44,957.05 Total Maximum Compensation for deliverables completed in SFY2026 $494,527.50 Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 9 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 1a 7.6.2 Report Table for SFY2027 # Description Att Rate Date Range Due Date Amount Direct Costs 1. Submit LEAD OWG meeting minutes detailing topics discussed, actions taken, and any future action items assigned 2 $17,000.00 per month x 12 months July 2026 through June 2027 July 2026 – May 2027: Due the 15th of each month, following each month of service June 2027: With final invoice $204,000.00 2. Submit PCG meeting minutes detailing topics discussed, actions taken and any further items assigned 3 $17,000.00 per quarter x 4 quarters Q1-Q3 SFY2027: The 15th of the month following the end of each quarter Q4 SFY2027: With final invoice $68,000.00 3. Submit reports demonstrating monthly TA calls with the PDA TA team. 4 $68,000.00 4. Submit LEAD Quarterly Reports 5 $68,000.00 5. Submit a copy of your annual LEAD site self-assessment, with site development plan 6 $41,570.45 per report x 1 copy February 15, 2027 $41,570.45 Subtotal, Direct Costs $449,570.45 6. Indirect (administrative) costs N/A Up to 10% of each monthly invoice July 2026 through June 2027 July 2026 – May 2027: Due the 15th of each month, following each month of service June 2027: With final invoice $44,957.05 Total Maximum Compensation for deliverables completed in SFY2027 $494,527.50 Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 10 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 2 ATTACHMENT 2 LEAD Operational Work Group (OWG) Meeting Report Template 1. Purpose: Provide ongoing details and status of the activities of all local LEAD Operational Workgroup (OWG) meetings. 2. Format: Word document template, as provided by the HCA Contract Manager 3. Components: 3.1. Date; 3.2. Name of person completing this report; 3.3. Number of the Contractor’s OWG meetings that were held during the current report month; 3.4. Narrative description of any actions taken or assigned tasks denoting future activities that came out of any meetings that took place; and 3.5. Attached a copy of the meeting agenda, showing the following: 3.5.1. Date; 3.5.2. Time; 3.5.3. Participants; and 3.5.4. Topics. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 11 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 3 ATTACHMENT 3 LEAD Policy Coordinating Workgroup (PCG) Report Template 1. Purpose: Provide ongoing details and status of the activities of all local LEAD Policy Coordinating Group (PCG) meetings. 2. Format: Word document template, as provided by the HCA Contract Manager 3. Components: 3.1. Date; 3.2. Name of the person completing the report; 3.3. Number of the Contractor’s Policy Coordinating Group (PCG) meetings that were held during the current report month; 3.4. Narrative description of any actions taken or assigned tasks denoting future activities that came out of any meetings that took place. 3.5. Attached copy of the meeting agenda, showing the following: 3.5.1. Date; 3.5.2. Time; 3.5.3. Participants; and 3.5.4. Topics. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 12 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 4 ATTACHMENT 4 Technical Assistance (TA) Report Template 1. Purpose: Provide ongoing details and status of TA activities 2. Format: The Contractor may submit monthly LEAD TA meeting minutes or use this template for this report. LEAD Program Technical Assistance Report Health Care Authority - Division of Behavioral Health and Recovery MONTHLY PROGRESS REPORT Report Month/Year ☐ July ☐ August ☐ September ☐ October ☐ November ☐ December ☐ January ☐ February ☐ March ☐ April ☐ May ☐ June Year ________ Name of individual completing Report: Please enter responses for each question below, for the month indicated. If the deliverable is incomplete, please list your Plan of Correction (POC) that includes lead person, actions to be taken, and target date for completion. 1. List any tech assistance sessions with the LEAD WA TA team that occurred in the current month 1.1 If no, please explain; 1.2 If yes, please provide a short narrative that includes: 1.2.1 Date; 1.2.2 Time; 1.2.3 Staff members involved; 1.2.4 Topics; 1.2.5 Concerns, and 1.2.6 Other relevant information. 2. Have any new training or informational materials been developed as part of presentations or outreach efforts for your program. If yes, please attach a copy of such materials to this report. 3. Was there any communication or outreach with local stakeholders (whether organizations or individuals) during this report period? 4. Describe any other significant program milestones. 5. Summarize any barriers encountered and plans to overcome with a timeline. 6. Please attach any other relevant materials created that are being developed or revised. Have TA needs changed since the last reporting period? If yes, describe what has shifted and why. 7. Are there recurring or systemic challenges that TA alone has not resolved? Please describe and note if additional structural, funding, or policy support is needed. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 13 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 5 ATTACHMENT 5 LEAD Quarterly Report Template 1. Purpose: Assist in tracking and providing quarterly LEAD activity information, graphics, screenshots and narratives. 2. Format/Components: 3.1 Excel spreadsheet template, as provided by the HCA Contract Manager, or other format/method, as approved by the HCA Contract/Program Manager. 3.1.1 Referral type (screen shot provided below) 3.1.2 Admitted to LEAD (screen shot provided below) 3.1.3 Race (screen shot provided below) Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 14 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 5 3.1.4 Gender (screen shot provided below) 3.1.5 Age (screen shot provided below) 3.1.6 Housing status (screen shot provided below) 3.1.7 Intake (screen shot provided below) Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 15 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 5 3.1.8 1st response system (screen shot provided below) 3.1.9 Participant engagement (screen shot provided below) 3.1.10 Service connections (screen shot provided below) Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 16 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 5 3.2 Word document narrative 3.2.1 Name of LEAD site 3.2.2 Contract # 3.2.3 Date 3.2.4 Describe key partnerships 3.2.5 Key successes 3.2.6 Work accomplished 3.2.7 Challenges: 1. Description of barriers identified that impact service provision. 2. Narrative on attempts to resolve barriers, including plans and timeline for addressing them. 3. Number of days between initial referral and intake assessment for participants. 4. Staffing changes since the last reporting period, with explanations of positions and locations impacted. 5. Participant success stories or programmatic accomplishments of note. 6. Significant programmatic growth accomplishments or achievements. 7. Have any partnerships (new or existing) contributed to program success this period? Describe how these partnerships are supporting participant engagement or outcomes. 3.2.8 Describe any trends in participant needs or characteristics observed in this reporting period (e.g., increases in co-occurring disorders, housing insecurity, age groups)? 3.3 Metrics in an Excel spreadsheet, or equivalent tables/graphics, as approved by the HCA Contract Manager 1. AGGREGATED DEMOGRAPHICS FOR INDIVIDUALS ADMITTED, INCLUDING BUT NOT LIMITED TO: a. RACE: 0 b. GENDER: 0 c. AGE: 0 d. HOUSING STATUS: 0 2. AGGREGATED NUMBERS FROM THE INITIAL LEAD INTAKE : a. SELF-REPORTED BEHAVIORAL HEALTH: 0 b. EMPLOYMENT STATUS (EX: WORKING, NOT WORKING, JOB SEEKING ACTIVITIES): 0 c. FAMILY STATUS: 0 d. FINANCIAL AND INCOME STATUS: 0 Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 17 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 5 3. NUMBER OF POLICE CONTACTS RELATED TO CRIMINAL BEHAVIOR/SUSPECTED CRIMINAL BEHAVIOR: 4. NUMBER OF ARRESTS-CATEGORIZE BY TYPE: 5. NUMBER OF CONTACTS WITH FIRE/EMERGENCY MEDICAL SYSTEM (EMS): 6. NUMBER OF TIMES TEAM MEMBERS MEETS WITH PARTICIPANTS-CATEGORIZED BY TYPE: a. CASE MANAGEMENT: 0 b. PEER COUNSELING: 0 c. BRIEF OUTREACH: 0 7. NUMBER OF REFERRALS TO SERVICE-CATEGORIZED BY TYPE: a. MENTAL HEALTH: 0 b. SUBSTANCE USE DISORDER (SUD): 0 c. MEDICAL: 0 d. HOUSING: 0 e. INSURANCE: 0 f. BENEFITS: 0 g. FOOD: 0 h. SHELTER: 0 i. EMPLOYMENT: 0 j. OTHER: 8. NUMBER OF CONNECTIONS TO SERVICES-CATEGORIZED BY TYPE: a. MENTAL HEALTH: 0 b. SUBSTANCE USE DISORDER (SUD): 0 c. MEDICAL: 0 d. HOUSING: 0 e. INSURANCE: 0 f. BENEFITS: 0 g. FOOD: 0 h. SHELTER: 0 i. EMPLOYMENT: 0 j. OTHER Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C Washington State 18 LEAD Services Health Care Authority HCA Contract No. K7592-01 Attachment 6 ATTACHMENT 6 LEAD Site Self-Assessment Report Template 1. Purpose: Assist in tracking and providing quarterly LEAD activity information, graphics, screenshots and narratives. 2. Format: Word document template, as provided by the HCA Contract Manager 3. Components: 3.1 Work with LEAD TA to set up instruction and training for the site development tool and submit a copy of your results by February 15th of each year. 3.2 Please submit results to the MFT portal and email grace.burkhart@hca.wa.gov within three (3) days of MFT portal submission. Docusign Envelope ID: 5D9979E0-6541-4F2B-BF49-B898BF94410C 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): 22 September Agenda Date(s): Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ IT ☒ Risk ☐ Other (This is the responsibility of the requesting Department) Item: Contract amendment for Youth Connections Background/Executive Summary: o Strike “Page 16, Eviction Prevention, Item 7: “Before any rental arrears payments are made the household must be connected to the Dispute Resolution Center.” o Replace with “Youth Connections should work with their local Dispute Resolution Centers (DRC) if one exists within the service area. DRCs can be an essential pathway to collaborate and negotiate for mutual gain to prevent evictions and maintain positive landlord relationships.” o Strike Page 17 item 7 “Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program” o Replace with “Youth Connection may Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program Budget Impact (amount, funding source, budget amendment, etc.): None Public Outreach: Briefing Requested Action: Approve contract change Attachment(s): 1 Contract Between Mason County and Shelton Family Center dba The Youth Connection Professional Services Contract #25-032 Amendment #1 IT IS MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows: • EXHIBIT A: SCOPE OF SERVICE o Strike “Page 16, Eviction Prevention, Item 7: “Before any rental arrears payments are made the household must be connected to the Dispute Resolution Center.”  Replace with “Youth Connections should work with their local Dispute Resolution Centers (DRC) if one exists within the service area. DRCs can be an essential pathway to collaborate and negotiate for mutual gain to prevent evictions and maintain positive landlord relationships.” o Strike Page 17 item 7 “Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program”  Replace with “Youth Connection may Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program ALL OTHER TERMS AND CONDITIONS of the original Contract and any subsequent amendments hereto remain in full force and effect. IN WITNESS WHEREOF, the undersigned has affixed his/her signature in execution thereof on the ______day of , 2025. CONTRACTOR MASON COUNTY PUBLIC HEALTH & HUMAN SERVICES __________________________________ _________________________________________ Susan Kirchoff, Executive Director David Windom, Director Shelton Family Center Mason County Public Health & Human Services Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Travis Adams/South Mason Fire Ext: Click or tap here to enter text. Department: Central Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 9/29/2025 Agenda Date(s): 9/30/2025 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: Notice of Public Hearing- South Mason Fire District Territory Withdrawal Background/Executive Summary: South Mason Fire District (SMFD) has voted on the withdrawal of Squaxin Island Tribe territory. Commissioners must hold a separate public hearing to affirm the findings by SMFD per RCW 57.28.060-.080. Attached is the Notice of Public Hearing set for 10/28/2025. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): N/A Public Outreach: Public hearing to be held on 10/28/2025 in regards to this matter Requested Action: Approval to set a public hearing on October 28, 2025 at 9:15 a.m. to take public comment on the withdrawal of identified Squaxin Island Tribe parcels from the South Mason Fire & Rescue District. Attachment(s): SMF Findings of fact and conclusions Notice of Public Hearing SMFD NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton, WA 98584 on Tuesday, October 28th, 2025 at 9:15 a.m. SAID HEARING will be to take public comment on the withdrawal of identified Squaxin Island Tribe parcels from the South Mason Fire & Rescue District Public testimony will be available in-person or via Zoom. The URL is available on the County website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand” feature to be recognized by the Chair to provide your testimony. You can also email testimony to msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA 98584; or call (360) 427-9670 ext. 230. If special accommodations are needed, please contact the Commissioners' office, (360) 427- 9670 ext. 419. DATED this 30th day of September, 2025. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON __________________________________ McKenzie Smith, Clerk of the Board Bill: Central Services 411 N 5th Street Shelton, WA 98584 Cc: Commissioners Public Works Shelton Journal: Publ. 2t: October 9, 2025 & October 16, 2025