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Home My WebLink About2025/10/06 - Briefing Packet Commission meetings are live streamed at http://www.masonwebtv.com/ and public comment is accepted via email msmith@masoncountywa.gov; mail to Commissioners Office, 411 N 5th Street, Shelton, WA 98584; or phone at (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via telephone, please provide your telephone number to the Commissioners’ office no later than 4:00 p.m. the Friday before the meeting. If special accommodations are needed, contact the Commissioners' office at Shelton (360) 427-9670 ext. 419 Briefing Agendas are subject to change, please contact the Commissioners’ office for the most recent version. Last printed 10/01/25 at 3:30 PM BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of October 06, 2025 Monday Noon WA State Association of Counties Zoom Meeting* Virtual Assembly *This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may attend this event and notification is provided per Mason County Code Chapter 2.88.020 - Special Meetings. Monday, October 06, 2025 Zoom link available on the Mason County website Commission Chambers Times are subject to change, depending on the amount of business presented 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion 10:00 A.M. Community Development – Kell Rowen 10:25 A.M. Public Health – David Windom 10:40 A.M. Public Works – Loretta Swanson Utilities & Waste Management 10:50 A.M. Central Services – Travis Adams 11:20 A.M. Break 11:35 A.M. Review of Department 2025/2026 Projects and Priorities - Assessor 11:50 A.M. Review of Department 2025/2026 Projects and Priorities – Public Health Commissioner Discussion – as needed Mason County Community Development Briefing October 6, 2025 Briefing Items → Community Wildfire Preparedness Plan (SWPP) – Randy Collins → Planning Advisory Commission Vacancies News Release – Kell Rowen → 2025 Draft Comprehensive Plan Periodic Update – Marissa Watson Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Randy Collins, Fire Marshal Ext: Click or tap here to enter text. Department: Community Development Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 6, 2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (Please ensure proper internal review channels have been followed, this is the responsibility of the requesting Department) Item: Consider funding of a Community Wildfire Preparedness Plan (CWPP) Background/Executive Summary: A CWPP is a comprehensive plan developed by a County and is used as a tool for fire and land managers, and residents to plan for wildfires. Some of its key components include: • Community Risk Assessment: Identifies area at risk including, homes, types of infrastructure, vegetation and natural resources • Recommendations for mitigation: Outlines projects such as fuels reduction, forest health restoration and steps homeowners can take to reduce structural ignitability. • Community preparedness and response: Focuses on educating residents and improving the community’s ability to respond to and recover from a wildfire event. Because any strategy used to accomplish these goals involves numerous agencies and a variety of community groups, CWPPs are prepared in concert with these stakeholders which typically include: PUD’s, Tribes, Fire Districts, Conservation Districts, Cities, HOAs, established Firewise groups, etc. Under the Healthy Forest Restoration Act, CWPP’s must be current (less than 10 years old), be approved by the State Forester and include current fire history, climatic conditions and mitigation efforts. Mason County’s first CWPP was prepared as a pro-bono class project by Western Washington University in 2012 (is no longer recognized) and does not reflect our growing fire history which has risen from 17 in 2010 to 154 in 2021. Since then, this trend has only accelerated with the following incidents: • McEwan Fire; burning 232 acres • Kamilche Point Fire: 48 acres • Toonerville Fire: 80 acres • Hamma Fire: 65 acres • Browns Creek: Fire 11 acres • Bear Gulch Fire: >20,000 acres, $43M to suppress & significant impacts on our economy. While the costs are significant, CWPP’s are essential for any program used to minimize fire risk and are the most effective tool to leverage grant opportunities to fund programs to reduce wildland fuels, protect critical infrastructure & promote community programs that allow residents to prepare for and survive wildfires. To that end, it represents an investment that usually results in a far greater return. It also represents a one-time cost. Associated Costs/Budget Impact $150,000- $200,000 dependent upon the extent of outreach Public Outreach: Because the purpose of a CWPP is to work with the community to develop the document, it is essential these stakeholders (PUD’s, Fire Agencies, HOA’s, Tribes, Conservation Districts, etc.) are engaged and play an active role in this process. Requested Action: Discuss funding a CWPP for Mason County through the RFP process. Attachment(s): None Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Kell Rowen Ext: 286 Department: Community Development Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 6, 2025 Agenda Date(s): October 14, 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: News Release: Planning Advisory Commission; three open positions. Background/Executive Summary: The Planning Advisory Commission has three open positions. One in District 1 and two in District 3. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): None Public Outreach: Normal public notice for briefings and Action Agenda. News Release. Requested Action: Place on the October 14, 2025 agenda to read the News Release. Attachment(s): News Release; PAC Roster Position Comm District 2 3 at Large 3 3 2 Name No. Jeff Carey 2 3 Earendil Stargard 4 Isaiah Johnston 5 6 7 Randy Lewis Phone Mason County Planning Advisory Commission Mailing Address Initial Appointment 9/27/2022 6/10/2025 6/10/2025 7/2/2024 Contact: Ke ll Rowen, Dept. of Community Services, Planning Division @ Ext. 286 Updated 9/30/2025 Term Expires 4/25/2027 1/31/2028 6/10/2029 6/10/2029 1/31/2029 1/31/2028 7/2/2028 NEWS RELEASE October 14, 2025 MASON COUNTY COMMISSIONERS’ OFFICE 411 N 5TH ST, BLDG 1, SHELTON, WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Planning Advisory Commission Vacancies Mason County is seeking applications for the Mason County Planning Advisory Commission. There are three open seats; one represented as Commissioner District 1 and two represented as Commissioner District 3. The Planning Advisory Commission is a seven-member citizen board appointed to advise the Board of County Commissioners on policies related to amendments to the Comprehensive Plan, Shoreline Master Program, Resource Ordinance and other development regulations including making recommendations on rezone applications. The Commission typically meets at least once per month on the third Monday at 6:00 p.m., with special meetings scheduled as necessary. Appointed Commissioners normally serve a four-year term. The Commissioner District 1 position will be filling a vacancy set to expire in January of 2028; the Commissioner District 3 positions expire in 2028 and 2029. Applications to serve on the board are being accepted until the positions are filled, and should be submitted to the Mason County Commissioners, 411 N. 5th St., Shelton, WA 98584. Application forms may be obtained from the Commissioner’s Office, (360) 427-9670 ext. 419 or visit our website at www.masoncountywa.gov. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair ______________________ Pat Tarzwell, Vice-Chair ______________________ Randy Neatherlin, Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Marissa Watson Ext: 367 Department: Community Development Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 6, 2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (Please ensure proper internal review channels have been followed, this is the responsibility of the requesting Department) Item: Mason County 2025 Draft Comprehensive Plan Periodic Update Background/Executive Summary: The Planning Advisory Commission, after receiving public comment, made a recommendation to the BOCC to approve and adopt the 2025 Draft Comprehensive Plan, as amended during the meeting and with recommendations. The recommendations were made by one of the four PAC members with all agreeing to send them along with the amended draft. Staff is currently working with SCJ to review the written comments received in response to the September version of the Draft Comprehensive Plan. The matrix with those comments and responses will be made available at a subsequent BOCC work session. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): None Public Outreach: The public participation summary can be reviewed on the 2025 Comprehensive Plan Update project page. All meetings have been advertised in the Journal, on the project webpage, and to members of the notification list. Requested Action: Discuss possible scheduling for a BOCC and PAC joint work session as well as any additional work session scheduling with the BOCC. Attachment(s): N/A 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, 9/29/25, 10/6/25 Agenda Date(s): 10/14/25 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: Law Enforcement Assisted Diversion (LEAD) Program Subcontract – Olympic Health & Recovery Services (OHRS) Background/Executive Summary: Public Health will continue to facilitate the Law Enforcement Assisted Diversion (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. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): Fund Source: Health Care Authority Contract K7592-01; $832,408 subcontracted to service provider over the biennium and $156,647 retained by the County for Administration Public Outreach: N/A Requested Action: Approval of the Law Enforcement Assisted Diversion (LEAD) subcontract with Olympic Health & Recovery Services in the amount of $832,408 from July 1, 2025 through June 30, 2027 Attachment(s): OHRS LEAD 2025-2027 Subcontract Professional Services Contract (rev 07/2025) Page 1 MASON COUNTY PROFESSIONAL SERVICES CONTRACT CONTRACT # This CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and Olympic Health & Recovery Services, hereinafter referred to as "CONTRACTOR.” Contracted Entity Olympic Health & Recovery Services Address 670 Woodland Square Loop SE, Suite 301 City, State, Zip Code Lacey, WA 98503 Phone 360-763-5828 Primary Contact: Name, Title Joe Avalos, Executive Director Primary Contact: E-mail joe.avalos@tmbho.org Washington State UBI# 603-569-721 Federal EIN 47-5326968 Total Award/Contract Value $832,408 Contract Term July 1, 2025 – June 30, 2027 COUNTY and CONTRACTOR, as defined above, acknowledge, and accept the terms of this contract and EXHIBITS and have executed this contract on the date below to start as of the date and year referenced above. The rights and obligations of both parties to this contract are governed by this contract including any Special Terms and Conditions, General Terms and Conditions, and Exhibits. CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ______________________________ ___________________________________ Agency Name Sharon Trask, Chair ______________________________ ___________________________________ Authorized Signature Date ______________________________ APPROVED AS TO FORM: Print Name & Title ______________________________ ___________________________________ Date Tim Whitehead, Chief DPA Professional Services Contract (rev 07/2025) Page 2 Special Terms and Conditions CONTRACTOR agrees to the following: The award of funds does not guarantee that the CONTRACTOR will receive funding if special conditions are not met. The following documents are requirements and must be received within 30 days of the date of execution for the CONTRACTOR to submit an invoice and receive funding. If the agency has provided these documents under a previous contract, only updated documents need to be provided. For tracking purposes, please notify COUNTY on each item stating “no updates” if this is the case. 1. CONTRACT REQUIREMENTS to receive funding: a. Vendor Payment Form b. Certificate of Insurance (see Exhibit B Insurance Requirements) Funding Source: Health Care Authority Contract No: K7592-01 – Law Enforcement Assisted Diversion (LEAD) General Terms and Conditions Scope of Service: CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as identified in “Exhibit A Scope of Service,” during the CONTRACT period. In the event that CONTRACTOR expends the total award specified in “Exhibit C Budget” before the end of the CONTRACT duration, CONTRACTOR remains liable to provide COUNTY the services as identified in “Exhibit A Scope of Service.” No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. The term of this CONTRACT may be extended by mutual consent of the parties, provided, however, that the CONTRACT is in writing and signed by both parties. Amendments and Extension: This CONTRACT may be amended by mutual agreement of the parties. Such an amendment shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. The duration of this CONTRACT may be extended by mutual written consent of the parties, for a period of up to one year, and for a total of no longer than three years. Independent Contractor: The CONTRACTOR shall furnish CONTRACTOR's services as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit C Budget and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any Professional Services Contract (rev 07/2025) Page 3 other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Taxes: CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY at the present time or in the future. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in “Exhibit C Budget.” Where Exhibit C requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit C, by documentation of units of work actually performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, so as to comply with municipal auditing requirements. Acceptable invoices will be processed within 30 days of receipt. Unless specifically stated in Exhibit C or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"), COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Where required, COUNTY shall, upon receipt of appropriate documentation, compensate the CONTRACTOR, no more often than monthly, in accordance with COUNTY’s customary procedures, pursuant to the fee schedule set forth in Exhibit C. Professional Services Contract (rev 07/2025) Page 4 Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Billing Procedures and Payment: The funding awarded may only be used for eligible activities and expenses. COUNTY will pay CONTRACTOR upon acceptance of services provided and receipt of properly completed invoices, which shall be submitted to the COUNTY representative not more often than monthly. Exceptions to the single billing per month (or quarterly) can be made by the COUNTY on a case-by-case basis. The CONTRACTOR shall only be paid as a reimbursement of allowable costs incurred during each invoice period, according to the terms provided in Exhibit A, if the CONTRACTOR performs the services and submits all reporting to a satisfactory level. The COUNTY may, in its sole discretion, withhold payments claimed by the CONTRACTOR for services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition of this CONTRACT. No payments in advance or in anticipation of services or supplies to be provided under this CONTRACT shall be made by the COUNTY. No payment shall be made for any work performed by the CONTRACTOR, except for work identified and set forth in this CONTRACT. Unless otherwise provided for in this CONTRACT or any exhibits hereto, the CONTRACTOR will not be paid for any billings or invoices presented for costs incurred prior to the date of execution or after June 30, 2027. The CONTRACTOR is responsible for any audit exceptions or disallowable costs incurred by its own organization or that of its subcontractors. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Professional Services Contract (rev 07/2025) Page 5 Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of COUNTY. If subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the subcontractor fail to comply with any applicable term or condition of this contract. CONTRACTOR shall audit and monitor the activities of the subcontractor during the contract term to assure fiscal conditions and performance metrics are met. COUNTY will be included on any audit or monitoring activities and reports. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY’s interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any Professional Services Contract (rev 07/2025) Page 6 service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Debarment Certification: The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this contract by any Federal department or agency. Work Product: CONTRACTOR will provide COUNTY with all work product including; plans, data reports, prior to the release of the final payment for services. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY, to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor’s Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon Professional Services Contract (rev 07/2025) Page 7 request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Records Maintenance: CONTRACTOR agrees to keep records in an easily read form sufficient to account for all receipts and expenditures of contract funds. These records, as well as supporting documentation, will be archived by the CONTRACTOR’S office for at least six (6) years after the end of the contract. CONTRACTOR agrees to make such books, records, and supporting documentation available to the COUNTY for inspection when requested. Reporting and Other Contract Requirements: CONTRACTOR agrees to submit program and expense reports, as well as perform all other requirements outlined in “Exhibit A Scope of Service,” on or before the dates indicated therein. The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or disseminate the data provided in program reports, financial activity reports, or any other reports submitted to the COUNTY with respect to the program. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit B Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. CONTRACTOR Commitments, Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed Professional Services Contract (rev 07/2025) Page 8 officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been mutually negotiated by the parties. Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT. Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY. Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Public Health and Human Services Director and his or her designee, as COUNTY’s representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY’s right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Melissa Casey, Community Health Manager Mason County Public Health & Human Services 415 N. 6th Street Phone: 360-427-9670 Ext. 404 Fax: 360-427-7787 Professional Services Contract (rev 07/2025) Page 9 E-mail: mcasey@masoncountywa.gov Financial Contact: Casey Bingham, Finance Manager Mason County Public Health & Human Services 415 N. 6th Street Phone: 360-427-9670 Ext. 562 Fax: 360-427-7787 E-mail: caseyb@masoncountywa.gov Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY’s Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit C Budget. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Professional Services Contract (rev 07/2025) Page 10 Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available project funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit C Budget. Disputes: 1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. 2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief (including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit Professional Services Contract (rev 07/2025) Page 11 the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior to a written request or demand for arbitration issued under this Agreement are not subject to arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of Mason County and the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state, and county statutes, regulations, policies, and procedures B. Funding source agreement(s) including attachments C. Special Terms and Conditions D. General Terms and Conditions E. Exhibit A, Scope of Service F. Exhibit B, Insurance Requirements G. Exhibit C, Budget H. Health Care Authority Contract No: K7592-01 Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions, or understandings between the parties. Professional Services Contract (rev 07/2025) Page 12 EXHIBIT A SCOPE OF SERVICE Program: Law Enforcement Assisted Diversion (LEAD) Program Program Description: 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. 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. 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. LEAD Deliverables: • Maintain an average caseload of twenty (20) active participants per case manager. • Implement referral functions, to include, but not limited to: o Accepting referrals to identify possible LEAD program participants. o 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. o Referring program participants to local community agencies for appropriate services, including but not limited to the following:  Substance use;  Mental health; and  Behavioral health assessment and treatment. o Upon request, participate in presentations to key state and local stakeholders on progress. • Maintain employees and/or contract support positions, including, but not limited to the following positions, or their equivalents, as approved by the HCA Contract Manager: o Outreach Coordinator; o Clinical Supervisor; and o Case Manager • Provide intensive case management services that shall adhere to the LEAD core principles recognized by the LEAD Support Bureau. • Coordinate with the COUNTY for guidance regarding: o Training on policies and protocols for LEAD referrals and diversion-eligible offenses; Professional Services Contract (rev 07/2025) Page 13 o 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:  Reduction in arrests, time spent in custody, and/or recidivism for the LEAD program participants;  Increase access to and utilization of non-emergency community behavioral health and/or substance use services;  Reduction in the utilization of emergency services.  Increased resilience, stability, and well-being for LEAD program participants; and  Reduction in cost for the justice system in comparison to processing cases as usual through the justice system. • Assist in tracking and providing quarterly LEAD activity, information, graphics, screenshots, and narratives. Format/components: o Excel spreadsheet template, as provided by the COUNTY, or other format/method, as approved by the COUNTY:  Referral type  Admitted to LEAD  Race  Gender  Age  Housing status  Intake  1st response system  Participant engagement  Service connections o Narrative  Description of barriers identified that impact service provision  Narrative on attempts to resolve barriers, including plans and timeline for addressing them  Number of days between initial referral and intake assessment for participants  Staffing changes since the last reporting period, with explanations of positions and locations impacted  Participant success stories or programmatic accomplishments of note  Significant programmatic growth accomplishments or achievements  Have any partnerships (new or existing) contributed to program success this period?  Describe trends in participant needs or characteristics observed in this reporting period. Professional Services Contract (rev 07/2025) Page 14 EXHIBIT B INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, CONTRACTOR will maintain insurance in conformance with the requirements set forth below. CONTRACTOR will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to COUNTY. A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, property damage, and products/completed operations, including without limitation, blanket contractual liability. 2. Workers’ Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits for CONTRACTOR's, no less than $1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. 4. Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement. Coverage shall include acts, errors, or omissions arising from professional services, including housing placement, case management, compliance reporting, and administration of grant funds. 5. Cyber Liability Coverage. CONTRACTOR shall maintain cyber liability insurance with limits of not less than $1,000,000 per claim and $2,000,000 aggregate. Such coverage shall include privacy liability, network security, breach response, notification, credit monitoring, regulatory defense, and system restoration expenses related to the use and access of HMIS and other client data. Professional Services Contract (rev 07/2025) Page 15 6. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to County for injury to employees of Contractor, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of County following receipt of proof of insurance as required herein. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions. 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3. All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY, or must specifically allow the named insured to waive subrogation prior to a loss. 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent. 5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages required and, b) an additional insured endorsement to CONTRACTOR’s general liability policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004. CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any Professional Services Contract (rev 07/2025) Page 16 other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage includes a self-insured retention, the self-insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self-insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 11. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII. Professional Services Contract (rev 07/2025) Page 17 13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14. CONTRACTOR agrees to require insurers, to provide notice to COUNTY thirty (30) days prior to cancellation of such liability coverage or of any material alteration or non-renewal of any such coverage, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any subcontractors, joint ventures or any other party engaged by or on behalf of contractor in relation to this agreement. Certificate(s) are to reflect that the issuer will provide thirty (30) days’ notice to COUNTY of any cancellation of coverage. 15. COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR’s compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. Professional Services Contract (rev 07/2025) Page 18 EXHIBIT C BUDGET Budget Category FY26 FY27 Biennium Notes Salaries & Benefits $245,431 $245,431 $490,862 Mileage $1,325 $1,325 $2,650 Other Direct Supports $51,318 $51,318 $102,636 Training, office equipment, office supplies, office rent, fuel (leased vehicles) Client Supports $80,000 $80,000 $160,000 Administration (10%) $38,130 $38,130 $76,260 Total $416,204 $416,204 $832,408 Payment: In the event State, Federal, or local funding changes, the COUNTY reserves the right to amend the payment terms and the amount awarded in this contract. Approved invoices will be disbursed according to the vendor payment schedule of the County Auditor’s Office. Refer to the Billing Procedures and Payment clause of this contract for additional information. All COUNTY-provided templates must be used and not modified without the county's written permission. The COUNTY can change the reporting requirements by notifying the CONTRACTOR. Payment will be considered timely within 30 days of receipt of invoice. Monthly Financial Invoice: • Submit monthly invoices electronically to Monte Arnold (marnold@masoncountywa.gov) no later than the 10th of each month following the month in which services were provided. • Monthly billing, on average, not to exceed $36,000/month. If the invoice has a significant increase or decrease in totals, include a brief budget narrative in the email submission. Action Items: • News Release: 2026 Solid Waste Rate Increases Discussion Items: Commissioner Follow-Up Items: Upcoming Items: MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING October 6, 2025 Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Kevin Guijosa, Solid Waste Manager Ext: 207 Department: Utilities & Waste Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 6, 2025 Agenda Date(s): October 14, 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: News Release – 2026 Solid Waste Rate Increases Background/Executive Summary: In accordance with Resolution No. 2022-27, adopted by the Board of Mason County Commissioners in 2022, solid waste disposal rates at all Mason County Transfer and Drop Box Stations (Shelton, Hoodsport, Union, and Belfair) will increase by 2.8% effective January 1, 2026. This annual rate adjustment is based on the August Consumer Price Index for All Urban Consumers (CPI-U) for the Seattle-Tacoma-Bellevue area. The rate increase is necessary to help cover the rising operational costs of managing the County’s solid waste system. Associated Costs/Budget Impact: This rate adjustment supports cost recovery for the continued operation and maintenance of Mason County’s solid waste facilities. No additional funding from the General Fund is anticipated. Public Outreach: • News release to be posted on the Mason County website • Provided to list of local outlets and organization listed on news release • Rate charts for each facility (Belfair, Hoodsport, Union, Eells Hill) provided as attachments Requested Action: Read at the October 14, 2025 Commission Meeting. Attachment(s): 1. News Release 2. Belfair, Hoodsport and Union 2026 Rates 3. Eells Hill 2026 Rates 4. Resolution No. 20222-27 RESOLUTION NO. 20l2-D1. lREPLACING RESOLUTION 61-13 SOLID WASTE UTILITY FEE RATES WHEREAS, RCW 36.32.120 states " ... the board of County Commissioners ... have the care of the county property and the management of the county funds and business." WHEREAS, the Mason County Solid Waste Utility Fund (No. 402-000-000) is an enterprise fund and generally accepts account principles required that fees for goods and services in an enterprise fund be adequate to cover the costs of the operations of the enterprise; and WHEREAS, Resolution No. 61-13, adopted November 5, 2013, increased Solid Waste Utility fees each year by the amount of the October to October Consumer Price Index (CPI U) for the Olympia Metropolitan Area; and, WHEREAS, as required by RCW ?0A.205.160, the County shall provide seventy-five days' notice to collection companies of changes in tipping fees; and, WHEREAS, as required by RCW 35A.2 l. l 52, the County shall provide at least forty-five days' notice to public ratepayers prior to proposed effective date of the rate increase; and, WHEREAS, to meet these requirements, staff is recommending to increase each year hereafter by the amount of the August to August Consumer Price Index (CPI) for the Seattle-Tacoma - Bellevue Area; and, NOW, THEREFORE, BE IT RESOLVED, that the Board of Mason County Commissioners does hereby: 1.Replaces Resolution Number 61-13 and all previous resolutions relating to Solid Waste Utility fee rates. 2.Confirms current 2022 Solid Waste Utility fee rates are shown in Exhibit A-1 and A-2. 3.Provides approval of Solid Waste Utility fee rates shall increase each year by current year rates hereafter by the amount of the August to August Consumer Price Index (CPI U) for the Seattle -Tacoma -Bellevue Area. EFFECTIVE this \ 1-\-h day of 'f\V'<\\ ATTEST: ro00n . ·dbMCKENZIE�rar' Clerk of the Board APPROVED AS TO FORM: C Lt� TIM WHITEHEAD Ch. Civil Prosecutor 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON 4+��L/ ./. -SHARON TRASK, Vice Chair 4NE!i;�j:IN, Commissioner Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator October 6, 2025 Specific Items for Review → Update Veterans’ Advisory Board Operating Policy and Procedures – Travis Adams → Purchase Quickbooks Program for Veterans’ Assistance – Travis Adams → State Homeland Security Program Grant Contract – Tammi Wright → Purchase of Surplus Truck – Kelly Frazier → 2026 Enterprise Vehicle Lease Replacements – Jennifer Beierle → 2026 Proposed Budget Draft – Jennifer Beierle Administrator Updates Commissioner Discussion Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Travis Adams Ext: 530 Department: Central Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 10/06/2025 Agenda Date(s): 10/14/2025 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: Update Veterans’ Advisory Board Operating Policy and Procedures Background/Executive Summary: RCW 73.08.010 authorizes Counties to establish a Veterans’ Assistance Program to address the needs of local indigent Veterans and their families. The program is funded by the Veterans’ Assistance Fund (VAF) created under RCW 73.08.080 and the Veterans’ Advisory Board (VAB) was established under RCW 73.080.035. The VAB administers the Veterans’ Assistance Program. Staff met with the VAB on August 13, 2025 and September 10, 2025 to discuss updates to the VAB policy. Changes include: • Increasing the yearly assistance amount to $2,400. • Allowing assistance to be used for fuel purchases. • Including language establishing a five year term limit for assistance, with any request for continued support beyond that period to be submitted to the VAB for review and approval on a case-by-case basis. • Including language regarding the VAB allocating VAF funds, up to a maximum of $4,000 per year, for additional necessity items, at the VAB’s request to support events benefiting indigent veterans. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): Minimal Public Outreach: N/A Requested Action: Approval of the Resolution amending the Mason County Veterans’ Advisory Board Operating Policy & Procedures per the recommendation of the Veterans’ Advisory Board (VAB). Attachment(s): Resolution Policy MASON COUNTY VETERANS' ADVISORY BOARD OPERATING POLICY & PROCEDURES Amendments are effective October 8, 2024DATE. Mason County, Washington ____________________________ Randy Neatherlin, Chair ____________________________ Kevin Shutty, Vice-Chair ATTEST: ____________________________ Sharon Trask, Commissioner ____________________________ McKenzie Smith, Clerk of the Board MASON COUNTY Page 2 of 9 Adopted September 2024DATE VETERANS’ ADVISORY BOARD OPERATING POLICY & PROCEDURES TABLE of CONTENTS I. Organizational Policies .............................................................................................................................. 3 II. Financial Policies ..................................................................................................................................... 3 III. Policy Establishing Board ....................................................................................................................... 4 IV. Eligibility Policies .................................................................................................................................. 5 V. Referral to Other Services ........................................................................................................................ 5 VI. Appeal and Resolution Policy............................................................................................................... 65 VII. Application Procedures ......................................................................................................................... 6 VIII. Processing of Packet Procedures ........................................................................................................ 87 IX. Records, Files, Forms and Reports ......................................................................................................... 8 X. List of Attachments (Att.) ........................................................................................................................ 8 Page 3 of 9 Adopted September 2024DATE I. Organizational Policies a. All RCWs (Revised Code of the State of Washington) within Chapter 73.08 RCW VETERAN'S RELIEF, with other RCWs and Mason County Resolutions will be used and referred to throughout this policy. b. The purpose of the Mason County Veteran's Assistance Fund (VAF) is to provide relief as set forth in RCW 73.08.010 to indigent and suffering veterans, their families, and the families of deceased indigent veterans. c. Any honorably discharged veterans or veterans with a General Discharge Under Honorable Conditions or a General Discharge with Other than Honorable Conditions (Administrative Discharge), as outlined in RCW 41.04.005 and RCW 41.04.007, and meeting the criteria in I-b may apply. The veteran has to have served as a member in any branch of the armed forces of the United States, including the national guard and armed forces reserves, and fulfilled their initial military service obligation or as a member of the armed forces reserves, national guard, or coast guard, and have been called into federal service by a presidential select reserve call up for at least one hundred and eighty (180) cumulative days. Accepted documents include the following: DD-214 showing Honorable, General Under Honorable or Other Than Honorable (OTH) Discharge; DD215 Correction to Military Record DD-214; Honorable or General Under Honorable Discharge Certificate; Reserve Discharges & Certificates; National Guard Discharge NGB22, DD256, Certificates, and United States Department of Veteran Affairs Health ID Card with acceptable secondary proof of income to prove honorable discharge status. d. These policies and procedures are subject to review annually by the Veteran’s Advisory Board (VAB). 1) If a revision is made, it is so noted, and a narrative of revision is put in VAB minutes. 2) If no revisions are made, the date of review is noted, and put in VAB minutes. 3) Post Commanders will be advised concerning any revisions and reviews recommended by the VAB. 4) The Mason County Board of County Commissioners (BOCC) has final approval of all revisions. e. The VAB will meet the second Wednesday of each month at 8:45 a.m. at Memorial Hall located at 210 W Franklin Street in Shelton, WA. f. A quorum must be met to conduct any business that may come before the board. g. If a quorum is not met, the Chair may contact other members via phone/text messaging or by e-mail. h. Upon reaching a member, and member agrees to be part of the meeting, thus creating a quorum, the Chair must remain in contact with the member throughout the meeting. II. Financial Policies a. The funds for creating a Veterans' Assistance Fund (VAF) RCW 73.08.080, is generated from a tax levied by the BOCC, use of the fund is governed by same RCW. b. Approval of the one thousand eight hundred ($1,800)two thousand four hundred ($2,400) dollars for assistance shall be granted only for the following: 1) Rent or mortgage i. First, last, deposit, and/or move in/move out costs 2) Utilities: i. Electric ii. Water iii. Natural Gas iv. Wastewater (sewer) 3.) Miscellaneous items: i. Necessity Items (refer to list – Attachment A) a. Single two hundred dollars ($200.00) b. Married three hundred dollars ($300.00) c. Plus an additional one hundred dollars ($100.00) per dependent ii. Firewood or propane iii. Clothing Page 4 of 9 Adopted September 2024DATE iii.iv. Fuel 4) Other Items i. Obtain State identification card (one time only) c. Exclusions will include, but are not limited to alcohol, tobacco, and lottery tickets. d. Purchases in excess of the amount written on the check are the responsibility of the applicant. e. No cash back will be given to the applicant if purchases are less than the amount written on the check. f. All requests for assistance will be approved by the Veterans Service Officer (VSO), with final approval by the BOCC. g. If it is determined an applicant needs assistance due to any event, catastrophic illness, or other significant change in circumstance which comes into being unexpectedly and is beyond the applicants' management or control, the VSO may request in writing that Mason County consider approval of an amount not to exceed a two thousand ($2,000.00) dollar lifetime limit per applicant. A Veteran does not need to be defined as indigent to be eligible for catastrophic funds. h. The intent of the VAF is not to replace assistance from any other agency, and assistance is granted on a "case-by-case" basis only. i. The VAF is not intended to provide continuing assistance on a routine basis. i.j. When an applicant’s use of the VAF reaches a term of five (5) years, any request for continued assistance shall be submitted to the VAB for consideration and approval on a case-by-case basis. j.k. The VAF shall not duplicate other available assistance for the purposes as noted in II (b). III. Policy Establishing Board a. RCW 73.08.035 states each county must establish a Veteran's Advisory Board, the Board shall advise the BOCC on the needs of local indigent veterans, the resources available to local indigent veterans, and programs that could benefit the needs of local indigent veterans and their families. b. The VAB is comprised of veterans from the community "at large", and representatives from nationally recognized veterans' service organizations within Mason County. Per said RCW, no fewer than a majority of the board members shall be members from a nationally recognized veterans' service organization and only veterans are to serve on the board. Service on the board is voluntary. c. Mason County Resolution No. 05-15 allows for appointment of two members residing in Mason County from each Nationally Recognized Veterans' Service Organizations to be appointed to the Veteran's Advisory Board, and two members "at large". d. The VAB will consist of a ten (10) member board; members are appointed as follows: 1) American Legion (2 members) 2) Veterans of Foreign Wars (2 members) 3) 40 et 8 (2 members) 4) Disabled American Veterans (2 members) 5) Two (2) Mason County resident veteran (at large) e. Commanders of these organizations will not be members of the VAB. f. Commanders will appoint the members from their organization to serve on the VAB for the purpose of overseeing the VAF. g. These members may be appointed or removed at the discretion of their commander. h. The first appointment of members shall be three (3) members for a three (3) year term, and four (4) members for a two (2) year term. i. Thereafter all terms will be two (2) year terms. j. The BOCC reserves the right to disallow VAB appointee for cause. Formatted: Indent: Left: 0", Hanging: 0.25" Formatted: Indent: Left: 0" Formatted: Font: Formatted: Indent: Left: 0" Formatted: Font: (Default) Times New Roman, 10 pt Page 5 of 9 Adopted September 2024DATE j.k. The VAB may allocate VAF funds for additional necessity items, at the VAB’s request, to support events benefiting indigent veterans. Eligible purchases may include, but are not limited to, winter and outdoor living essentials such as tents, sleeping bags, boots, and rain gear, not to exceed $4,000 per calendar year. Unused funds will not carry over to the following year. Purchases will be made by the BOCC office under the direction of the VAB. IV. Eligibility Policies a. RCW 73.08.005 and other provisions in RCW Title 73 shall govern eligibility assistance to indigent and suffering veterans and/or families. b. The county defines "indigent and suffering" to mean the current poverty level as defined by the United States Department of Health and Human Services (HHS) found at https://aspe.hhs.gov/poverty- guidelines c. Family members entitled to apply for assistance shall be defined as spouse or domestic partner, surviving spouse or surviving domestic partner, and dependent children of a living or deceased veteran. d. Applicants must be a resident of Mason County for at least ninety (90) days. e. Applicant and anyone over the age of 18 in the household must present proof of residency and income. Income verification must be from within the previous twelve (12) months. If no income, an affidavit must be signed by both the veteran and household member(s) (Attachment B). f. An applicant may use hotel/motel receipts as proof of residence, provided that: 1) All receipts show a minimum of a 90 (ninety) day stay with in Mason County. 2) The 90 (ninety) day stay must be continuous. 3) All receipts must be in the applicant’s name. 4) All receipts must be original (no copies). g. Under the federally established poverty guidelines, the gross income after taxes and deductions for medical insurance premium, including Medicare, of the veteran and all members of the household must be at or below 150% of the poverty guidelines established by the HHS. h. Veterans making above the 150% and who do not have an emergency financial situation will not be eligible for assistance. i. An applicant may have a source of income above the aforementioned 150% and still be considered indigent on an emergency basis. j. Lack of funds because of bad financial management of an adequate source of income does not make the applicant indigent. V. Referral to Other Services a. As per RCW 73.08.070 the county shall assist indigent veterans with burial or cremation costs of three hundred ($300.00) dollars minimum or up to two thousand four hundred ($2,400) one thousand eight hundred ($1,800) dollars. b. The burial assistance is in addition to prior two thousand four hundred ($2,400) one thousand eight hundred ($1,800.00) dollars limitation as outlined in II-b. c. In an effort to maximize dollars and provide for as many as possible applicants, and when appropriate, the veteran may be referred by the VSO to other veteran services and to other community resources for services. d. Applicants must provide either a death certificate or working death certificate in addition to the invoice from the funeral home. Page 6 of 9 Adopted September 2024DATE VI. Appeal and Resolution Policy a. If an applicant has either by accident or on purpose falsely filed a claim, or has misused monies from the Veterans’ Assistance Fund, the following will apply: 1) A letter is given to the applicant, from the County, denying further use of this fund, until the false claim is resolved. 2) A copy of that letter will be sent to the Veterans' Service Office, to be placed in the offending applicant’s file. 3) The applicant’s file will then be “Red Flagged”, and denied further use until the problem is resolved. b. To resolve the claim, the applicant can clear their name by: 1) If applicant feels this is unjustified, they may appeal in writing to the Veterans' Advisory Board within fifteen (15) days of notification. 2) The appeal will be reviewed by the VAB at the next regular scheduled meeting and a decision will be made no later than the next regular scheduled meeting. 3) Approval or disapproval requires a "Super Majority" vote by the entire VAB. 4) The applicant may file an appeal, in writing, with the Mason County Commissioners. A decision in regard to appeal may take up to 30 days. c. The applicant may repay any and all monies that have come into question and may not have access to these funds for one (1) year after payment. d. If the applicant elects not to do VI. b. or VI. c. there will be a two (2) year probationary wait period. After the wait period is over, the applicant must "in writing" request to receive these funds once more, a decision will be forthcoming. e. If it is found that the applicant has done this two (2) times, they will be permanently denied from using this fund. VII. Application Procedures a. Upon arriving at the VSO office, the applicant will be asked to sign-in. b. The applicant is then screened about their assistance needs, residence, income, and eligibility, an "Assistance Fund Application (AFA) (Attachment C) must be filled out as part of the application process. c. If the applicant does not have all needed information or documentation, they will be given the "Veterans' Assistance Fund Documents Checklist" (Attachment E) to help them gather the needed information. d. If an applicant cannot show proof of service, a "Standard Form 180" (Attachment F) will be given to them to be filled out and sent in, they can also go to the VA at American Lake to get proof of service. e. If two or more applicants are sharing the same physical residency, all income is considered as one. f. Only one application may be used for any single physical residency. g. If an applicant has a "Sub-Lease Agreement", then VII (j) will apply. h. When an applicant has requested assistance for rent or mortgage payment, II. (b)(1) and has gone through the screening process. The VSO will call the landlord to inform them that the veteran has applied for assistance and that a letter of "Recommendation for Payment" (Attachment G) will be forthcoming. Page 7 of 9 Adopted September 2024DATE i. The applicant will then be given a form "Rental/Mortgage Verification" (Attachment D) to be given to the landlord. This form must be filled out by the landlord or lien holder, notarized, and sent back or taken to the VSOs' office. The VSO will then verify all information on the form. j. Shared dwelling: 1) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV (c), the rental amount will be prorated by the number of people living in the dwelling. 2) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV (c), the utility expenses will be prorated by the number of people living in the dwelling. 3) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV (c), the firewood/propane expenses will be prorated by the number of people living in the dwelling. k. When an applicant has requested assistance for utilities (electric, water, or natural gas) II (b)(2) and has gone through the screening process, a copy of the utility bill must be provided for payment. If the applicant has a past due amount and is at risk of shut off, the utility company will be contacted. When an applicant is on a utility prepay account, the utility company must provide the daily rate applicable to the prepay account. This daily rate must be attached to the applicant’s AFA. The provided daily rate will be multiplied by thirty (30) days to determine the total needed assistance amount. l. Some utilities companies, i.e., City of Shelton utilities, include garbage within the water bill, in this situation where the bill is "combined", the whole bill is paid. m. The VSO will call the utilities company to verify the current amount to be paid and inform them that the veteran has applied for assistance and that a letter of "Recommendation for Payment" (Attachment G) will be forthcoming. n. When the applicant requests assistance for firewood or propane and has gone through the screening process, the VSO will call a vendor to confirm prices and amount needed. The VSO will inform the vendor that the veteran has applied for assistance and that a letter of "Recommendation for Payment" (Attachment G) will be forthcoming, VII (J)(3) also applies. o. The VSO will then fill out a "Purchase Order" (Attachment H) to be sent with "Assistance Fund Application" (AFA) (Attachment C) for approval. An invoice must be provided in order for payment to be remitted. p. When an applicant requests Miscellaneous Items or Other Items and has gone through the screening process, the VSO will, to the best of their ability, determine the needs of the applicant. q. The VSO will fill out the “Assistance Fund Application" (AFA) (Attachment C), determine the amount, the vendor, and have the applicant sign the application with a full understanding of the request. r. Necessity Item check(s) are issued various increments for a maximum of four (4) checks. New applicants will be given an itemized list of authorized items that may be purchased (Attachment A). s. After all needed information and documentation is gathered from the applicant and outside sources, the AFA is then filled out and the packet is complete. t. It is the VSOs' responsibility to ensure all information in the packet is correct and verified. u. When the completed packet is sent on to MCC, it will have a copy of "Recommendation for Payment" as a cover sheet (Attachment G) or "Assistance Fund Application" (Attachment C). v. The VSO reserves the right to refuse service to disorderly or abusive individuals. Service will be refused to individuals under the influence of alcohol and/or drugs. Applicants who are disorderly or abusive to Mason County employees or volunteers will not be provided assistance and will be asked to leave the building. Page 8 of 9 Adopted September 2024DATE VIII. Processing of Packet Procedures a. Once the packet is received at the BOCC office, it is date stamped and reviewed to ensure all information is correct and supporting documentation is provided. b. Applications submitted to the BOCC for processing that have been determined to meet the necessary guidelines will have checks issued within three business days. c. Applicants who pick up their check(s), must have proper picture ID and must sign for check(s). Check(s) are sent out by mail the next business day following approval. d. Necessity item check(s) are printed with: "No Alcohol or Tobacco", "No Cash Back". e. Some delays may result if a legal holiday falls within the time period or if there are insufficient funds to release the check. f. A weekly list of "Approval of Expenditures" is sent to the VSO's office from the BOCC office. g. A monthly list of “Approval of Expenditures” is sent to the BOCC. IX. Records, Files, Forms, and Reports a. It will be the responsibility of the VAB Chair, acting in concert with the VSO’s to establish and maintain a record of each applicant requesting and /or receiving assistance from the VAF. b. The VSO will provide forms and reports of attendants, decisions, and record-keeping for clientele, e.g., forms for vendors, initial applications, and VAB decisions. c. Each October, the VAB, acting in concert with the VSOs shall produce an annual report for the BOCC, containing the following information: 1) The number of requests for assistance received during the calendar year. 2) The number of requests for assistance for which assistance was given. 3) The number of requests for assistance for which assistance was not provided and a narrative description of the reasons assistance were not provided. 4) The total dollar value of assistance provided on a monthly basis. 5) A narrative description of non-monetary assistance provided by the VAB. 6) Meeting minutes as an attachment. 7) A copy of appeals as an attachment. d. If any section of these policies or procedures is determined to be in conflict with federal, state, or county laws, ordinances or directives, then said section will be void and the aforementioned laws, ordinances or directives shall prevail. X. Attachments (Att.) A. VAF Necessity Itemized List B. Affidavit of Income C. Assistance Fund Application (AFA) D. Rental/Mortgage Verification E. Veteran's Assistance Documents Checklist (S&S form) F. Request Pertaining to Military Records (Standard Form 180) G. Recommendation for Payment H. Mason County Veterans Service Office-Purchase Order Page 9 of 9 Adopted September 2024DATE MASON COUNTY VETERANS' ADVISORY BOARD OPERATING POLICY & PROCEDURES Amendments are effective DATE. Mason County, Washington ____________________________ Randy Neatherlin, Chair ____________________________ Kevin Shutty, Vice-Chair ATTEST: ____________________________ Sharon Trask, Commissioner ____________________________ McKenzie Smith, Clerk of the Board MASON COUNTY Page 2 of 9 Adopted DATE VETERANS’ ADVISORY BOARD OPERATING POLICY & PROCEDURES TABLE of CONTENTS I. Organizational Policies .............................................................................................................................. 3 II. Financial Policies ..................................................................................................................................... 3 III. Policy Establishing Board ....................................................................................................................... 4 IV. Eligibility Policies .................................................................................................................................. 5 V. Referral to Other Services ........................................................................................................................ 5 VI. Appeal and Resolution Policy................................................................................................................. 6 VII. Application Procedures ......................................................................................................................... 6 VIII. Processing of Packet Procedures .......................................................................................................... 8 IX. Records, Files, Forms and Reports ......................................................................................................... 8 X. List of Attachments (Att.) ........................................................................................................................ 8 Page 3 of 9 Adopted DATE I. Organizational Policies a. All RCWs (Revised Code of the State of Washington) within Chapter 73.08 RCW VETERAN'S RELIEF, with other RCWs and Mason County Resolutions will be used and referred to throughout this policy. b. The purpose of the Mason County Veteran's Assistance Fund (VAF) is to provide relief as set forth in RCW 73.08.010 to indigent and suffering veterans, their families, and the families of deceased indigent veterans. c. Any honorably discharged veterans or veterans with a General Discharge Under Honorable Conditions or a General Discharge with Other than Honorable Conditions (Administrative Discharge), as outlined in RCW 41.04.005 and RCW 41.04.007, and meeting the criteria in I-b may apply. The veteran has to have served as a member in any branch of the armed forces of the United States, including the national guard and armed forces reserves, and fulfilled their initial military service obligation or as a member of the armed forces reserves, national guard, or coast guard, and have been called into federal service by a presidential select reserve call up for at least one hundred and eighty (180) cumulative days. Accepted documents include the following: DD-214 showing Honorable, General Under Honorable or Other Than Honorable (OTH) Discharge; DD215 Correction to Military Record DD-214; Honorable or General Under Honorable Discharge Certificate; Reserve Discharges & Certificates; National Guard Discharge NGB22, DD256, Certificates, and United States Department of Veteran Affairs Health ID Card with acceptable secondary proof of income to prove honorable discharge status. d. These policies and procedures are subject to review annually by the Veteran’s Advisory Board (VAB). 1) If a revision is made, it is so noted, and a narrative of revision is put in VAB minutes. 2) If no revisions are made, the date of review is noted, and put in VAB minutes. 3) Post Commanders will be advised concerning any revisions and reviews recommended by the VAB. 4) The Mason County Board of County Commissioners (BOCC) has final approval of all revisions. e. The VAB will meet the second Wednesday of each month at 8:45 a.m. at Memorial Hall located at 210 W Franklin Street in Shelton, WA. f. A quorum must be met to conduct any business that may come before the board. g. If a quorum is not met, the Chair may contact other members via phone/text messaging or by e-mail. h. Upon reaching a member, and member agrees to be part of the meeting, thus creating a quorum, the Chair must remain in contact with the member throughout the meeting. II. Financial Policies a. The funds for creating a Veterans' Assistance Fund (VAF) RCW 73.08.080, is generated from a tax levied by the BOCC, use of the fund is governed by same RCW. b. Approval of the two thousand four hundred ($2,400) dollars for assistance shall be granted only for the following: 1) Rent or mortgage i. First, last, deposit, and/or move in/move out costs 2) Utilities: i. Electric ii. Water iii. Natural Gas iv. Wastewater (sewer) 3.) Miscellaneous items: i. Necessity Items (refer to list – Attachment A) a. Single two hundred dollars ($200.00) b. Married three hundred dollars ($300.00) c. Plus an additional one hundred dollars ($100.00) per dependent ii. Firewood or propane iii. Clothing Page 4 of 9 Adopted DATE iv. Fuel 4) Other Items i. Obtain State identification card (one time only) c. Exclusions will include, but are not limited to alcohol, tobacco, and lottery tickets. d. Purchases in excess of the amount written on the check are the responsibility of the applicant. e. No cash back will be given to the applicant if purchases are less than the amount written on the check. f. All requests for assistance will be approved by the Veterans Service Officer (VSO), with final approval by the BOCC. g. If it is determined an applicant needs assistance due to any event, catastrophic illness, or other significant change in circumstance which comes into being unexpectedly and is beyond the applicants' management or control, the VSO may request in writing that Mason County consider approval of an amount not to exceed a two thousand ($2,000.00) dollar lifetime limit per applicant. A Veteran does not need to be defined as indigent to be eligible for catastrophic funds. h. The intent of the VAF is not to replace assistance from any other agency, and assistance is granted on a "case-by-case" basis only. i. The VAF is not intended to provide continuing assistance on a routine basis. j. When an applicant’s use of the VAF reaches a term of five (5) years, any request for continued assistance shall be submitted to the VAB for consideration and approval on a case-by-case basis. k. The VAF shall not duplicate other available assistance for the purposes as noted in II (b). III. Policy Establishing Board a. RCW 73.08.035 states each county must establish a Veteran's Advisory Board, the Board shall advise the BOCC on the needs of local indigent veterans, the resources available to local indigent veterans, and programs that could benefit the needs of local indigent veterans and their families. b. The VAB is comprised of veterans from the community "at large", and representatives from nationally recognized veterans' service organizations within Mason County. Per said RCW, no fewer than a majority of the board members shall be members from a nationally recognized veterans' service organization and only veterans are to serve on the board. Service on the board is voluntary. c. Mason County Resolution No. 05-15 allows for appointment of two members residing in Mason County from each Nationally Recognized Veterans' Service Organizations to be appointed to the Veteran's Advisory Board, and two members "at large". d. The VAB will consist of a ten (10) member board; members are appointed as follows: 1) American Legion (2 members) 2) Veterans of Foreign Wars (2 members) 3) 40 et 8 (2 members) 4) Disabled American Veterans (2 members) 5) Two (2) Mason County resident veteran (at large) e. Commanders of these organizations will not be members of the VAB. f. Commanders will appoint the members from their organization to serve on the VAB for the purpose of overseeing the VAF. g. These members may be appointed or removed at the discretion of their commander. h. The first appointment of members shall be three (3) members for a three (3) year term, and four (4) members for a two (2) year term. i. Thereafter all terms will be two (2) year terms. j. The BOCC reserves the right to disallow VAB appointee for cause. Page 5 of 9 Adopted DATE k. The VAB may allocate VAF funds for additional necessity items, at the VAB’s request, to support events benefiting indigent veterans. Eligible purchases may include, but are not limited to, winter and outdoor living essentials such as tents, sleeping bags, boots, and rain gear, not to exceed $4,000 per calendar year. Unused funds will not carry over to the following year. Purchases will be made by the BOCC office under the direction of the VAB. IV. Eligibility Policies a. RCW 73.08.005 and other provisions in RCW Title 73 shall govern eligibility assistance to indigent and suffering veterans and/or families. b. The county defines "indigent and suffering" to mean the current poverty level as defined by the United States Department of Health and Human Services (HHS) found at https://aspe.hhs.gov/poverty- guidelines c. Family members entitled to apply for assistance shall be defined as spouse or domestic partner, surviving spouse or surviving domestic partner, and dependent children of a living or deceased veteran. d. Applicants must be a resident of Mason County for at least ninety (90) days. e. Applicant and anyone over the age of 18 in the household must present proof of residency and income. Income verification must be from within the previous twelve (12) months. If no income, an affidavit must be signed by both the veteran and household member(s) (Attachment B). f. An applicant may use hotel/motel receipts as proof of residence, provided that: 1) All receipts show a minimum of a 90 (ninety) day stay with in Mason County. 2) The 90 (ninety) day stay must be continuous. 3) All receipts must be in the applicant’s name. 4) All receipts must be original (no copies). g. Under the federally established poverty guidelines, the gross income after taxes and deductions for medical insurance premium, including Medicare, of the veteran and all members of the household must be at or below 150% of the poverty guidelines established by the HHS. h. Veterans making above the 150% and who do not have an emergency financial situation will not be eligible for assistance. i. An applicant may have a source of income above the aforementioned 150% and still be considered indigent on an emergency basis. j. Lack of funds because of bad financial management of an adequate source of income does not make the applicant indigent. V. Referral to Other Services a. As per RCW 73.08.070 the county shall assist indigent veterans with burial or cremation costs of three hundred ($300.00) dollars minimum or up to two thousand four hundred ($2,400) dollars. b. The burial assistance is in addition to prior two thousand four hundred ($2,400) dollars limitation as outlined in II-b. c. In an effort to maximize dollars and provide for as many as possible applicants, and when appropriate, the veteran may be referred by the VSO to other veteran services and to other community resources for services. d. Applicants must provide either a death certificate or working death certificate in addition to the invoice from the funeral home. Page 6 of 9 Adopted DATE VI. Appeal and Resolution Policy a. If an applicant has either by accident or on purpose falsely filed a claim, or has misused monies from the Veterans’ Assistance Fund, the following will apply: 1) A letter is given to the applicant, from the County, denying further use of this fund, until the false claim is resolved. 2) A copy of that letter will be sent to the Veterans' Service Office, to be placed in the offending applicant’s file. 3) The applicant’s file will then be “Red Flagged”, and denied further use until the problem is resolved. b. To resolve the claim, the applicant can clear their name by: 1) If applicant feels this is unjustified, they may appeal in writing to the Veterans' Advisory Board within fifteen (15) days of notification. 2) The appeal will be reviewed by the VAB at the next regular scheduled meeting and a decision will be made no later than the next regular scheduled meeting. 3) Approval or disapproval requires a "Super Majority" vote by the entire VAB. 4) The applicant may file an appeal, in writing, with the Mason County Commissioners. A decision in regard to appeal may take up to 30 days. c. The applicant may repay any and all monies that have come into question and may not have access to these funds for one (1) year after payment. d. If the applicant elects not to do VI. b. or VI. c. there will be a two (2) year probationary wait period. After the wait period is over, the applicant must "in writing" request to receive these funds once more, a decision will be forthcoming. e. If it is found that the applicant has done this two (2) times, they will be permanently denied from using this fund. VII. Application Procedures a. Upon arriving at the VSO office, the applicant will be asked to sign-in. b. The applicant is then screened about their assistance needs, residence, income, and eligibility, an "Assistance Fund Application (AFA) (Attachment C) must be filled out as part of the application process. c. If the applicant does not have all needed information or documentation, they will be given the "Veterans' Assistance Fund Documents Checklist" (Attachment E) to help them gather the needed information. d. If an applicant cannot show proof of service, a "Standard Form 180" (Attachment F) will be given to them to be filled out and sent in, they can also go to the VA at American Lake to get proof of service. e. If two or more applicants are sharing the same physical residency, all income is considered as one. f. Only one application may be used for any single physical residency. g. If an applicant has a "Sub-Lease Agreement", then VII (j) will apply. h. When an applicant has requested assistance for rent or mortgage payment, II. (b)(1) and has gone through the screening process. The VSO will call the landlord to inform them that the veteran has applied for assistance and that a letter of "Recommendation for Payment" (Attachment G) will be forthcoming. Page 7 of 9 Adopted DATE i. The applicant will then be given a form "Rental/Mortgage Verification" (Attachment D) to be given to the landlord. This form must be filled out by the landlord or lien holder, notarized, and sent back or taken to the VSOs' office. The VSO will then verify all information on the form. j. Shared dwelling: 1) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV (c), the rental amount will be prorated by the number of people living in the dwelling. 2) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV (c), the utility expenses will be prorated by the number of people living in the dwelling. 3) In the case of a veteran sharing a dwelling with another person who is not a family member as defined in Operating Policy item IV (c), the firewood/propane expenses will be prorated by the number of people living in the dwelling. k. When an applicant has requested assistance for utilities (electric, water, or natural gas) II (b)(2) and has gone through the screening process, a copy of the utility bill must be provided for payment. If the applicant has a past due amount and is at risk of shut off, the utility company will be contacted. When an applicant is on a utility prepay account, the utility company must provide the daily rate applicable to the prepay account. This daily rate must be attached to the applicant’s AFA. The provided daily rate will be multiplied by thirty (30) days to determine the total needed assistance amount. l. Some utilities companies, i.e., City of Shelton utilities, include garbage within the water bill, in this situation where the bill is "combined", the whole bill is paid. m. The VSO will call the utilities company to verify the current amount to be paid and inform them that the veteran has applied for assistance and that a letter of "Recommendation for Payment" (Attachment G) will be forthcoming. n. When the applicant requests assistance for firewood or propane and has gone through the screening process, the VSO will call a vendor to confirm prices and amount needed. The VSO will inform the vendor that the veteran has applied for assistance and that a letter of "Recommendation for Payment" (Attachment G) will be forthcoming, VII (J)(3) also applies. o. The VSO will then fill out a "Purchase Order" (Attachment H) to be sent with "Assistance Fund Application" (AFA) (Attachment C) for approval. An invoice must be provided in order for payment to be remitted. p. When an applicant requests Miscellaneous Items or Other Items and has gone through the screening process, the VSO will, to the best of their ability, determine the needs of the applicant. q. The VSO will fill out the “Assistance Fund Application" (AFA) (Attachment C), determine the amount, the vendor, and have the applicant sign the application with a full understanding of the request. r. Necessity Item check(s) are issued various increments for a maximum of four (4) checks. New applicants will be given an itemized list of authorized items that may be purchased (Attachment A). s. After all needed information and documentation is gathered from the applicant and outside sources, the AFA is then filled out and the packet is complete. t. It is the VSOs' responsibility to ensure all information in the packet is correct and verified. u. When the completed packet is sent on to MCC, it will have a copy of "Recommendation for Payment" as a cover sheet (Attachment G) or "Assistance Fund Application" (Attachment C). v. The VSO reserves the right to refuse service to disorderly or abusive individuals. Service will be refused to individuals under the influence of alcohol and/or drugs. Applicants who are disorderly or abusive to Mason County employees or volunteers will not be provided assistance and will be asked to leave the building. Page 8 of 9 Adopted DATE VIII. Processing of Packet Procedures a. Once the packet is received at the BOCC office, it is date stamped and reviewed to ensure all information is correct and supporting documentation is provided. b. Applications submitted to the BOCC for processing that have been determined to meet the necessary guidelines will have checks issued within three business days. c. Applicants who pick up their check(s), must have proper picture ID and must sign for check(s). Check(s) are sent out by mail the next business day following approval. d. Necessity item check(s) are printed with: "No Alcohol or Tobacco", "No Cash Back". e. Some delays may result if a legal holiday falls within the time period or if there are insufficient funds to release the check. f. A weekly list of "Approval of Expenditures" is sent to the VSO's office from the BOCC office. g. A monthly list of “Approval of Expenditures” is sent to the BOCC. IX. Records, Files, Forms, and Reports a. It will be the responsibility of the VAB Chair, acting in concert with the VSOs to establish and maintain a record of each applicant requesting and /or receiving assistance from the VAF. b. The VSO will provide forms and reports of attendants, decisions, and record-keeping for clientele, e.g., forms for vendors, initial applications, and VAB decisions. c. Each October, the VAB, acting in concert with the VSOs shall produce an annual report for the BOCC, containing the following information: 1) The number of requests for assistance received during the calendar year. 2) The number of requests for assistance for which assistance was given. 3) The number of requests for assistance for which assistance was not provided and a narrative description of the reasons assistance were not provided. 4) The total dollar value of assistance provided on a monthly basis. 5) A narrative description of non-monetary assistance provided by the VAB. 6) Meeting minutes as an attachment. 7) A copy of appeals as an attachment. d. If any section of these policies or procedures is determined to be in conflict with federal, state, or county laws, ordinances or directives, then said section will be void and the aforementioned laws, ordinances or directives shall prevail. X. Attachments (Att.) A. VAF Necessity Itemized List B. Affidavit of Income C. Assistance Fund Application (AFA) D. Rental/Mortgage Verification E. Veteran's Assistance Documents Checklist (S&S form) F. Request Pertaining to Military Records (Standard Form 180) G. Recommendation for Payment H. Mason County Veterans Service Office-Purchase Order Page 9 of 9 Adopted DATE Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Travis Adams Ext: 530 Department: Central Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 10/06/2025 Agenda Date(s): 10/14/2025 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: Authorize purchase of a Quickbooks subscription for the Veterans’ Assistance Fund Background/Executive Summary: RCW 73.08.010 authorizes Counties to establish a Veterans’ Assistance Program to address the needs of local indigent Veterans and their families. The program is funded by the Veterans’ Assistance Fund (VAF) created under RCW 73.08.080 and the Veterans’ Advisory Board (VAB) was established under RCW 73.080.035. The VAB administers the Veterans’ Assistance Program. Staff met with the VAB on August 13, 2025 and September 10, 2025, to discuss the potential purchase of a QuickBooks subscription to enhance the financial management of the VAF. This software will enable us to transition away from manually writing checks and maintaining handwritten financial logs. Implementing QuickBooks will streamline our accounting and record-keeping processes, reduce the risk of errors, and allow us to provide veterans with professionally printed assistance vouchers. The estimated cost of the QuickBooks subscription is currently offered at a promotional rate of $57.50 per month for the first three months, followed by a regular rate of $115 per month. Approval has already been obtained from the Finance and the IT Steering Committees. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): Minimal Cost for both the Quickbooks subscription and checks will be covered by the Veterans’ Assistance Fund. Public Outreach: N/A Requested Action: Approval of the purchase of a Quickbooks subscription for the Veterans’ Assistance Fund Attachment(s): None Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Tammi Wright for John Taylor Ext: 806 Department: Emergency Management Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 6, 2025 Agenda Date(s): October 14, 2025 Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ IT ☐ Risk ☐ Other (This is the responsibility of the requesting Department) Item: State Homeland Security Program (SHSP) FY-24 Grant Contract #E25-209 for $19,580 from Washington State Military Department (EMD) and US Department of Homeland Security amendment. Background/Executive Summary: This SHSP grant contract was originally approved on December 3, 2024. An amendment was required to adjust for changes in equipment needs and to add additional subprojects, which also necessitated an update to the spend plan. Importantly, the overall contract amount remains unchanged. Amendment Details: • Grant End Date: Extended from October 31, 2025, to July 31, 2026. • Workplan Adjustment: The original workplan for Operational Communications decreased from $19,580 to $16,440 due to revised radio needs for MCSO. • New Subproject: Subproject #2 was added, allocating $3,100 for equipment to support the coroner’s mass fatality trailer. • Budget: Adjusted to reflect the above changes, with no change to total grant award. • Key Personnel: Updated to reflect current assignments Budget Impact (amount, funding source, budget amendment, etc.): No impact to the budget. Public Outreach: NA Requested Action: Approve the signing of the State Homeland Security Program (SHSP) FY-24 Grant Contract # E25-209 amendment for $19,580 from Washington State Military Department (EMD) and US Department of Homeland Security. The amendment has been approved as to form by legal. Attachment(s): Homeland Security Grant Agreement Amendment #E25-209-1 Signature Authorization Form Mason County Agenda Request Form To: Board of Mason County Commissioners Item No. From: Kelly Frazier Ext: 519 Department: Facilities & Grounds Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 6, 2025 Agenda Date(s): October 14, 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: Surplus Truck Purchase Background/Executive Summary: Public Works has a 2002 Ford F550 flatbed truck with a plow and sander on it. Facilities would be able to plow and sand or salt all of our alley and parking lots with this vehicle. This would add one vehicle to our fleet, but I down-fitted one of Park’s old cars, and they did not add a vehicle, so that we would be the same number of white vehicles. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): $1,000 Public Outreach: N/A Requested Action: Approval for Facilities to purchase the 2002 Ford F550 flatbed surplus truck from Public Works. Attachment(s): Kelly Blue Book Motor City Auction 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): 10/6/2025 Agenda Date(s): 10/14/25 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: 2026 Enterprise Vehicle Lease Replacements Background/Executive Summary: Mason County began leasing vehicles from Enterprise in 2020. Under the original plan, 4 - 5non-sheriff “white fleet” vehicles (those with little or no upfit costs) were to be replaced each year. Enterprise has completed a cost analysis estimating that replacing an additional 14 of these 2020 model year vehicles in 2026 would generate approximately $15,000 in savings for the County in that year. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): See attached. Public Outreach: N/A Requested Action: Review Enterprise’s estimated cost savings and approval for the County Administrator to sign for the purchase of 14 replacement vehicles for 2026. Attachment(s): Enterprise cash flow impact over the next 12 months Cash Flow If Replaced (Outlay/Proceeds)Cash Flow If NOT Replaced (Outlay/Proceeds) Loss in Equity $0 ($14,910) Proceeds from resale ($174,003)$0 Down Payment $174,003 $0 Total Payments over 18 vehicles (Includes Tax)$86,091 $95,663 Annual Maintenance Cost $6,076 $12,977 Downtime $1,657 $3,539 Payment for Fuel $17,396 $18,528 Total $111,220 $130,708 Estimated annual savings per vehicle: $1,083 4 of the 18 vehicles are already scheduled to be replaced in 2026. 15 22 18 400 $13,200.00 1700 $56,100.00 Cash Flow Impact Over Next 12 Months *Total Projected savings from Enterprise to replace 18 white fleet (not pursuit rated) vehicles from the year 2020 in the year 2026 is $19,488. Replacing remaining 14 vehicles would result in an estimated savings of $15,000 in 2026. 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): 10/6/2025 Agenda Date(s): Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other (Please ensure proper internal review channels have been followed, this is the responsibility of the requesting Department) Item: Overview of the 2026 Proposed Budget Draft Background/Executive Summary: The 2026 proposed summary budget includes the Board of County Commissioner’s maintenance level budget as of September 29, 2025. Policy Level Requests (those requests above Maintenance Level) are also included in this presentation. Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): See attached. Public Outreach: The 2026 proposed budget summary and detail will be posted on the County’s website: www.masoncountywa.gov by November 17, 2025. The public is invited to comment throughout the budget process. Requested Action: Request the Board review the draft 2026 Mason County Budget for the General Fund by Department and all other County funds at the fund level. Attachment(s): 2026 Mason County Summary Draft Budget as of October 6, 2025: General Fund by Department & all County funds at the fund level Policy Level Requests listed by General Fund Departments and Special Funds