HomeMy WebLinkAbout2025/10/28 - Regular PacketBoard of Mason County Commissioners
Draft Meeting Agenda
Commission Chambers
411 N 5th St, Shelton, WA 98584
October 28, 2025
9:00 a.m.
10.28.2
Commission meetings are live streamed at http://www.masonwebtv.com/
Regular Commission business meetings will be held in-person and via Zoom.
Please click the Zoom meeting link posted on the Mason County homepage and use the “raise hand” feature to be recognized
by the Chair to provide comment and testimony. Public comment and testimony can be provided in-person, via e-mail at
msmith@masoncountywa.gov; mail in to the Commissioners’ Office at 411 N 5th St, Shelton, WA 98584; or call (360) 427-
9670 ext. 419. If you need to listen to the Commission meeting via telephone, please provide your telephone number to the
Commissioners’ Office no later than 4:00 p.m. the Friday before the meeting.
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Correspondence and Organizational Business
4.1 Correspondence
4.2 Mason County & Shelton CTE Job Shadow Program Student Report:
Community Development - Chelsie Hannah, Ashlee Lewis, Ryan Kyzer, Alex German. Auditor’s Office –
Lalo Hernandez, Lane Stoney.
5. Open Forum for Citizen Input
Please see above options to provide public comment; 3 minutes per person, 15-minute time limit.
6. Adoption of Agenda
Items appearing on the agenda after “Item 10. Public Hearings” may be acted upon before 9:15 a.m.
7. Approval of Minutes – October 13 and October 20, 2025 Briefing minutes and the October 14, 2025 Regular
minutes.
8. Approval of Action Agenda
Items listed under “Action Agenda” may be enacted by one motion unless a Commissioner or citizen requests an item be
removed from the Action Agenda and considered a separate item.
8.1 Approval of Warrants & Treasurer Electronic Remittances
Claims Clearing Fund Warrant # 8116298-8116609 $ 1,881,254.47
Direct Deposit Fund Warrant # 120587-120994 $ 964,156.47
Salary Clearing Fund Warrant # 7009238-7009263 $ 621,912.56
8.2 Approval of an Interlocal Agreement (ILA) for Pacific Mountain Workforce Region Workforce Investment
Act Implementation.
8.3 Approval of a resolution establishing utility rate/fee increases for calendar years 2026 through 2030 for the
Rustlewood Water & Sewer System, Beards Cove Water System, North Bay/Case Inlet Sewer System, and
Belfair Sanitary Sewer System.
8.4 Approval to schedule two public hearings on November 25, 2025 at 9:15 a.m. to consider establishing a 25-
mph speed limit on Yates Road and Ellis Road, and to adopt ordinances implementing the changes.
8.5 Approval of the On-Site Park Host contract with Nicholas & Brianna Halvorson for Mason Lake Park for a
term of January 1, 2026 to December 31, 2028.
8.6 Approval of the On-Site Park Host contract with Randall Olson for Oakland Bay Historical Park for a term of
January 1, 2026 to December 31, 2028.
8.7 Approval of the On-Site Park Host contract with Bernie Games for Truman Glick Historical Park for a term of
January 1, 2026 to December 31, 2028.
8.8 Approval for the County Administrator to sign the Memorandum of Understanding (MOU) with the Mason
County Historical Society for cargo unit storage for an additional one year expiring December 31, 2026.
8.9 Approval to set a public hearing for Tuesday, November 25, 2025, at 9:15 a.m. to certify to the County
Assessor the amount of taxes levied for Current Expense and County Road for 2026; an increase to the Current
Expense and County Road property tax levies for 2026 may be considered.
8.10 Approval to set a public hearing for Monday, December 1, 2025, at 9:00 a.m. to consider adoption of the 2026
budget for Mason County; copies of the 2026 preliminary budget will be available to the public on November
17, 2025.
8.11 Approval for the Chair to sign Amendment No. 1 to Mason County Contract No. 23-079, the Interlocal
Agreement between Mason Conservation District and Mason County Environmental Health, extending the
period of performance to June 30, 2027.
8.12 Approval of the Summit Food Services Amendment No. 5 to Mason County Contract 20-019 for inmate food
services for an increased rate of 3.9% and to extend the contract to February 1, 2026.
8.13 Approval of the Resolution repealing Resolution Nos. 54 and 26-90, adopting updated Public Works Road
Department policies for Organization, Handling Public Complaints & Requests and Work for Others,
amending Resolution No. 2020-52 to reflect the updated Public Works organizational chart, and confirming
that these policies will be maintained administratively outside the Mason County Code.
8.14 Approval of the Resolution setting a hearing date with the Hearings Examiner for Wednesday, December 10,
2025, at 1:00 p.m. via Zoom to consider public comment on Road Vacation No. 425.
8.15 Approval of the Resolution to amend Resolution 2022-052, Attachment A to Ordinance 2024-080, and Mason
County Code Chapter 2.161 Financial Reserve and Contingency Policy for Mason County.
8.16 Approval for the Auditor to purchase the Hart Intercivic Verity Vanguard Voting System and to sign the purchase
order and Master Agreement
8.17 Approval to set a public hearing on Tuesday, November 25, 2025, at 9:15 a.m. to take public comment on
objections to the proposed roll of rates and charges of Lake Management District No. 1 Island Lake.
8.18 Approval of a Resolution to amend Resolution No. 2024-060 Determining the County’s 2026 Health Insurance
Contributions.
8.19 Approval for the County Administrator to sign the amendment to the FY24 Emergency Management Performance
Grant (EMPG) contract E25-112-2.
9. Other Business (Department Heads and Elected Officials)
10. 9:15 a.m. Public Hearings and Items Set for a Certain Time
Please see above options to provide public testimony.
No Public Hearings
11. Board’s Calendar and Reports
12. Adjournment
MASON COUNTY
TO: Board of Mason County Commissioners
Reviewed
FROM: Kariann Rutledge Ext. 380
DEPARTMENT: Support Services Action Agenda
DATE: October 28th, 2025 No. 4.1
ITEM: Correspondence
4.1.1 Received Letter from Federal Energy Regulatory Commission regarding Fish Habitat
and Monitoring Plan-Article 413, and L1RA for Tacoma Power, covering the
Cushman, Nisqually River, Cowlitz River, and Wynoochee Projects.
4.1.2 Received Memo from Port of Shelton regarding Port of Shelton Tax Levy for 2026.
4.1.3 Received Historic Preservation Commission Application from Caleb Cowles, Alisa
Woodruff, and Andrea Wilbur-Sigo.
Attachments: Originals on file with the Clerk of the Board.
Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,FERC
Memo
To: Mason County Assessor ~ ~
From: Wendy Smith, Executive Director
Port of Shelton
CC: Mason County Commissioners
Date: 10/8/2025
Re: Port of Shelton Tax Levy for 2026
I have attached a copy of the budget and levy resolutions passed by the Port of Shelton
Commission on October 7, 2025 for your use in preparing the tax assessments for levies imposed
in 2025 for collection in the year 2026.
The certified tax levy for 2026 collection in Resolution 25-04 is $920 ,000.00.
Please call me if you have any questions about the Port's budget or levy for next year.
21 W Sanderson Way, Shelton, WA 98584 (360) 426-1151 (360) 427-0231 fax www.portofshelton.com
Received 10/9/2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,Jennifer Beierle.
2026
Beginning Cash and Investments - January 1, 2026 7,792,875$
Operating Revenues/Expenses
Operating Revenues:
Sanderson Field Revenues 1,571,520
Johns Prairie Revenues 787,160
Total Operating Revenues 2,358,680
Operating Expenses:
Sanderson Field Expenses 337,250
Johns Prairie Expenses 104,000
General and Administrative Expenses 1,909,280
Total Operating Expenses 2,350,530
Net Operating Revenues and Expenses 8,150
Nonoperating Revenues/Expenses
Nonoperating Revenues:
Debt Proceeds (Notes Rec Prin/New Debt)3,517,647
Other Nonrevenues 240,000
Capital Contributions 1,035,703
Interest Income 163,585
Property Taxes (Ad Valorem)920,000
Miscellaneous Taxes 12,000
Proceeds on Sale of Assets 600,000
Insurance Proceeds - Building Replacement 2,769,154
Other Nonoperating Revenues 6,011
Total Nonoperating Revenues 9,264,100
Nonoperating Expenses:
Principal Paid on Long-Term Debt 122,619
Purchase of Capital Assets 9,462,864
Other Nonexpenses 240,000
Other Nonoperating Expenses 18,034
Interest Expense 32,366
Total Nonoperating Expenses 9,875,883
Net Nonoperating Revenue and Expenses (611,783)
Net Increase (Decrease) in Cash and Investments (603,633)
Ending Cash and Investments - December 31, 2026 7,189,242$
Port of Shelton
2026 Operating and Maintenance Budget - FINAL
1 OF 3
Port
Project
No.Project Title 2026
Grant - FAA #19-2024 (const)174,715$
Grant - WSDOT 948$
Port Cash (includes match requirement)23,154$
198,817$
Grant - FAA AIP (BIL funding) #20-2024 85,198$
Grant - WSDOT AIP (BIL funding)4,842$
Port Cash (includes match requirement)9,960$
100,000$
Grant - EDA 20,000$
Match - PUD funds 5,000$
25,000$
Grant - CERB Prospective Development Program 750,000$
Loan - CERB Prospective Development Program 1,750,000$
Port Funds - Insurance Recovery 2,769,154$
Port Cash (includes match requirement)-$
5,269,154$
Loan - CERB Committed Private Partner Program 1,750,000$
Port Cash (includes match requirement)1,009,893$
2,759,893$
TBD SF 6 Plex Roof - Hangar 79 65,000$
TBD SF Well House Improvements - Development Rd 10,000$
TBD SF Siding & Roofing - 450 BPL 250,000$
TBD SF RW 5 Approach Acquisition & Improvements 590,000$
915,000$
4,540,703$
4,727,161$
9,267,864$
Sanderson Field
SF Outside Funding
SF Port Resources
SF Miscellaneous Project Funded with Port Cash:
Total SF Misc Projects:
SF Total
SF Bldg Replacement - Engineering & Construction:
23.04.01
25.03.01
Total SF Bldg Replacement - Eng & Const Project:
SF Olympic Mountain Ice Cream Expansion - 130 W Corp Rd:
24.07.01
Total SF Olympic Mountain Ice Cream Expansion Project:
SF Airport Master Plan Update
23.05.01
Total SF Airport Master Plan Update Project:
SF Sanderson Substation - Feasibility Study:
24.12.01
Total SF Sanderson Substation Feasibility Project:
PORT OF SHELTON
2026 Capital Budget - FINAL
SF Taxiway Paving & Lighting - Construction:
23.03.01
Total SF Taxiway Paving & Lighting Project:
2 of 3
PORT OF SHELTON
2026 Capital Budget - FINAL
TBD JP Concrete Crush (130 Export)40,000$
40,000$
-$
40,000$
40,000$
TBD Car Lift for shop 5,000$
n/a Routine Capital 150,000$
155,000$
-$
155,000$
155,000$
2026
4,540,703$
4,922,161$
9,462,864$
2026
265,703$
20,000$
3,500,000$
750,000$
5,000$
2,769,154$
2,153,007$
9,462,864$
Port Funds
Total Funding by Source Detail
Port-Wide Outside Funding
Misc Port-Wide Port Resources
Misc Port-Wide Total
JP Total
FAA/WSDOT Grants
EDA Grant
CERB Loans
CERB Grants
PUD Match
Insurance Recovery
RECAP
All Properties Summary
Outside Funding
Port Funding
Total Funding
Funding by Source Detail
Port-Wide & Maintenance Miscellaneous Funded with Port Cash:
Total Port-Wide & Maintenance Misc Projects:
Johns Prairie
Port-Wide
JP Port Resources
JP Outside Funding
JP Miscellaneous Project Funded with Port Cash:
Total JP Misc Projects:
3 of 3
Entry #: 46 - Historic Preservation Commission Status: Submitted Submitted: 10/9/2025 1:37 PM
Advisory Board Name:
Historic Preservation Commission
Name:
Caleb Cowles
Today's Date:
10/9/2025
Address
Voting Precinct:
Phone
(
Email
Community Service:
Historic preservation commission
Employment:
Mason Co. Assessor's Office
What do you perceive is the role or purpose of this advisory board?
Overseeing and voting on Heritage Grants, Improving public awareness of historic structures
What interest or skills do you wish to offer this advisory board?
Pervious term, survey and appraisal skills
List any financial, professional, or voluntary affiliations that could create a potential conflict of interest:
N/A
Required Training:
Participation is dependent on attending certain trainings such as the Open Public Meetings Act (OPMA) and Public
Records Act (PRA) trainings at no cost to you. Will you be able to attend such trainings?
Yes or No:
Yes
How much time can you commit to this
advisory board:
Monthly
Are you a U.S. citizen and Mason
County resident?
Yes
*For Civil Service applications ONLY, what is
your political party?
Received 10.14.25Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,Luke Viscusi.
Entry #: 48 - Historic Preservation Commission Status: Submitted Submitted: 10/20/2025 9:36 AM
Advisory Board Name:
Historic Preservation Commission
Name:
Alisa Woodruff
Today's Date:
10/20/2025
Address
Voting Precinct:
Phone
(
Email
Community Service:
Cascade carnivore project
Employment:
Current: . Martins university adjunct faculty 3 years, northwest indian
college adjuct faulty 6 years.
Past: Northwest Indian college running start and site tech 3 years
Skokomish Tribe - various positions - 2001-2018 community health
representative, accounts payable, court records, public safety
administration
What do you perceive is the role or purpose of this advisory board?
I think this role- is to communicate - research and advise how mason county came to be, acknowledge the Indigenous communities, as well
as the Industries that have brough economical value to mason county.
What interest or skills do you wish to offer this advisory board?
Research skills, historal accounts of Indigenous communities,historical accounts of westward expansion, filing, communication, networking
List any financial, professional, or voluntary affiliations that could create a potential conflict of interest:
None
Required Training:
Participation is dependent on attending certain trainings such as the Open Public Meetings Act (OPMA) and Public
Records Act (PRA) trainings at no cost to you. Will you be able to attend such trainings?
Yes or No:
Yes
How much time can you commit to this
advisory board:
Daily
Are you a U.S. citizen and Mason
County resident?
Yes
*For Civil Service applications ONLY, what is
your political party?
Independent
Received 10.20.2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,Luke Viscusi.
Entry #: 47 - Historic Preservation Commission Status: Submitted Submitted: 10/19/2025 7:42 AM
Advisory Board Name:
Historic Preservation Commission
Name:
Andrea Wilbur-Sigo
Today's Date:
10/19/2025
Address
Voting Precinct:
Phone
(
Email
Community Service:
I currently set on several committees commission and boards at my
tribe but think I could help on a historical view of squaxin people
and Skokomish people
Employment:
I’m a self employed native carver and artist for over 30 years
What do you perceive is the role or purpose of this advisory board?
I would hope to share my native view and be a path way to working with the tribes of mason county along with helping the board make
important opinions to maintain the roots of our county
What interest or skills do you wish to offer this advisory board?
I’ve sat in the Squaxin island museum board for around 25 years now and working with several city’s in this state and believe I can help give a
different views from a deep rooted historic view as my great great grandfather is henry Allen a main informant to help William Welcome
Elmendorf and Myron Eells both write books that still help teach the history of the salish seas and beyond
List any financial, professional, or voluntary affiliations that could create a potential conflict of interest:
n/a
Required Training:
Participation is dependent on attending certain trainings such as the Open Public Meetings Act (OPMA) and Public
Records Act (PRA) trainings at no cost to you. Will you be able to attend such trainings?
Yes or No:
Yes
How much time can you commit to this
advisory board:
Monthly
Are you a U.S. citizen and Mason
County resident?
Yes
*For Civil Service applications ONLY, what is
your political party?
Received 10.20.2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, McKenzie Smith,Luke Viscusi.
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 13, 2025 | Page 1 of 3
Week of October 13, 2025
Monday October 13, 2025
8:30 A.M. Executive Session – RCW 42.30.110(1)(c) Sale of Real Property
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from
8:30 a.m. to 8:45 a.m. Travis Adams and Chris Pinkston were also in attendance.
8:45 A.M. Executive Session – RCW 42.30.110(1)(b) Acquisition of Real Property
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from
8:45 a.m. to 9:00 a.m. Travis Adams and Chris Pinkston were also in attendance.
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from
9:00 a.m. to 10:00 a.m. Travis Adams, Kayla Brinckmeyer, Kim Monroe and Cabot Dow were
also in attendance.
10:00 A.M. Public Health – David Windom
• Dave Windom and Jacob Ritter reported that Mason County Public Health coordinated
with Department of Health, Department of Emergency Management, and Hoodsport Fire
& EMS to distribute 82 air purifiers to lower-income households affected by smoke from
the Bear Gulch Fire. The collaboration improved community response capacity and
established a model for future emergency distributions.
• Dave reported that Public Health offices will be closed on October 31, 2025 for an all-
staff meeting.
• Melesa Casey requested approval to read a news release and open a Request for
Proposals (RFP) for the operation of a cold weather night-by-night emergency shelter
using the Consolidated Homeless Grant and local document recording fees funds for a
period of approximately December 1, 2025, through March 31, 2026. Approved to move
forward.
• Melissa explained the Law Enforcement Assisted Diversion (LEAD) program contract
process in more detail.
• David provided a brief budget update and will report back with additional information.
10:25 A.M. Public Works – Loretta Swanson
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Loretta Swanson requested approval to schedule two public hearings on November 25, 2025 at
9:15 a.m. to consider establishing a 25-mph speed limit on Yates Road and Ellis Road, and to
adopt ordinances implementing the changes. Approved to move forward.
• Loretta reported that the paved walking path has been completed on Shelton Springs Road.
• Loretta requested approval of a resolution establishing utility rate/fee increases for calendar years
2026 through 2030 for the Rustlewood Water & Sewer System, Beards Cove Water System, North
Bay/Case Inlet Sewer System, and Belfair Sanitary Sewer System. Approved to move forward.
• Loretta presented a revised Memorandum of Understanding (MOU) with the City of Bremerton
for sanitary sewer service for review to modify or approve authorizing the Chair to sign.
Additional information will be brought back for discussion.
• Loretta would like to acknowledge that October 28, 2025 is National First Responders Day.
11:05 A.M. Central Services – Travis Adams
Commissioners Neatherlin Tarzwell, and Trask were in attendance.
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 13, 2025 | Page 2 of 3
• Kim Monroe presented a request to authorize relocation assistance in the amount of $5,000 to
complete salary negotiations with a candidate for the Water and Wastewater Manager position.
Approved to move forward.
• Travis Adams presented the Interlocal Agreement (ILA) for Pacific Mountain Workforce Region
Workforce Investment Act Implementation. Approved to move forward.
• Travis presented a letter of support for PUD No. 1’s application for the Washington Grid
Resilience Program for funding of the Beacon Point Grid Resiliency project. Approved to move
forward.
• Travis presented a letter of support for PUD No. 1’s Department of Energy’s Grid Resilience State
and Tribal Formula Grants application to fund the second phase of their grid resiliency project.
Approved to move forward.
• Travis announced that the Employee Appreciation celebration will be held tomorrow in the
Commission Chambers.
• Travis presented an overview of a feasibility study based on the possibility of purchasing Mason
Lake recreation area. Barry Dunn and Kevin Shutty answered questions regarding the study. The
project will move forward with ongoing review.
• Jennifer Beierle presented the draft proposed changes to the Mason County Financial Reserve and
Contingency Policy. Approved to move forward.
• Jenn presented an overview of the 2026 Proposed Budget Draft – the Beginning Fund Balance at
$24 million; Current expense revenues $46,630,556; total salaries $38,231,579; operating
expenditure $19,016,419; ending fund balance 13,382,558; total Policy Level Requests (PLRs) for
the general fund $2,757,142; special funds beginning balance $63,638,394; total revenues
$62,397,952; beginning fund balance $126,036,952; salaries and benefits $16,459,698; total
operating expenditures $51,197,520; total ending fund balance $58,379,128.
12:00 P.M. Review of Department 2025/2026 Projects and priorities – Auditor
• Voting System Machine upgrade - $250,000
• Travel - $3,200
• Training - $1,700
• Supplies - $1,020
• Small equipment - $5,300
• Licensing overtime - $1,000
• Elections extra help - $2,258
• Elections overtime - $1,400
• Grant funded equipment upgrades - $6,000
1:15 P.M. Review of Department 2025/2026 Projects and priorities – Sheriff
• New deputy - $125,617
• Community Services Officer - $81,157
• IT Trackable Equipment - $11,000
• Travel - $95,900
• Capital Equipment - $784,000
• Small tools & minor equipment - $7,000
• K9 Equipment - $20,000
• Professional services - $44,000
• Evidence overtime - $4,000
• Patrol overtime - $247,000
• Patrol holiday overtime - $110,000
• Evidence holiday overtime - $1,000
• Jail holiday overtime - $4,000
• Jail professional services - $250,000
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 13, 2025 | Page 3 of 3
Tuesday October 14, 2025
8:30 A.M. Executive Session - RCW 42.30.110 (1)(i) Potential Litigation
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for potential litigation from 8:30
a.m. to 9:10 a.m. Nichole Wilston, Tami Beyer, Nathan Birklid, Jason Dracobly, Shane Shoeneberg,
Kevin Hanson, Kim Monroe, Travis Adams, Tim Whitehead, and Dan Sharp (WCRP) were also in
attendance.
11:00 A.M. Employee Service Awards
Respectfully submitted,
_________________________
McKenzie Smith,
Clerk of the Board
Prepared by Cami Olson
BOARD OF MASON COUNTY COMMISSIONERS
Sharon Trask, Pat Tarzwell, Randy Neatherlin,
Chair Vice -Chair Commissioner
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 20, 2025 | Page 1 of 4
Week of October 20, 2025
Monday, October 20, 2025
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from 9:00
a.m. to 9:30 a.m. Travis Adams, Kimberly Monroe, Kayla Brinckmeyer, Christopher Pinkston, Cabot
Dow, and Lindsey Smith were also in attendance.
9:30 A.M. Review of Department 2026 Budget Policy Level Requests – Juvenile Detention
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Retain detention correction officer - $86,457
9:35 A.M. Review of Department 2026 Budget Policy Level Requests – Superior Court
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Succession planning for Family Law Facilitator Judicial Assistant salary overlap - $25,782
• Protection Order Facilitator - $103,131
• Guardian Ad Litem Services - $8,000
• Copier & JAVS maintenance - $76,000
• Interpreter – $10,000
• Equipment/Furniture - $8,500
• Office supplies - $2,925
• Jury supplies - $250
• Facilitator supplies - $318
• Juror meals - $300
10:10 A.M. Review of Department 2026 Budget Policy Level Requests – District Court
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Interpreter - $18,000
• Overtime - $20,100
• Judge Pro Tempore - $15,000
10:30 A.M. Board of Health Interview
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Commissioners interviewed Jodi Cote for the Board of Health.
10:45 A.M. Public Health – David Windom
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Ian Tracy shared the contract amendment with Mason Conservation District (MCD) to extend the
contract to June 30, 2027, to allow time to conduct additional educational activities and spend down
the funds. Approved to move forward.
• David Windom provided a Public Health quarterly financial summary handout.
10:50 A.M. Jail – Chief Schoeneberg
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Chief Schoeneberg discussed the contract amendment with Summit Food Services to provide food
services to the Mason County Jail and Juvenile for an increased cost amount of 3.9% effective
February 1, 2025, for a one-year period. Approved to move forward.
10:53 A.M. Support Services – Travis Adams
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Tanessa Noll provided grant updates and discussed the plan to apply for the Paul Coverdell Forensic
Science Improvement – Competitive Grants Program for the Coroner’s Office to implement an autopsy
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 20, 2025 | Page 2 of 4
facility, develop policies, assist staff with continued education, equip the office with the needed
supplies, equipment, and renovation required for accreditation.
• Tanessa is working on an application for a disaster relief grant to assist funding the communication
upgrade needs for MACECOM.
• Jennifer Beierle shared the funding requests for .09 Rural County Sales & Use Tax (Fund No. 103)
from Public Utility District (PUD) No. 1 for the Jorstad Substation Project in the amount of $500,000;
PUD No. 3 for the Goldsborough Switching Station Project in the amount of $1 million; and City of
Shelton for the Shelton Springs Road Sewer Extension Project in the amount of $500,000, and Port of
Allyn for the Sweetwater Creek project for $32,000. Staff will create a draft application process and
bring back for discussion.
• Jennifer provided the September 2025 Financial Report. Current Expense revenue $35,374,231 at 80%.
Treasurer Department receipts $23,923,369 at 80%. Current Expense expenditure $38,260,139 at 67%.
Six-Year specific revenue streams: Community Development revenue $2,068,761; Detention and
Correction services $90,256; Current Expense property tax $5,504,875; Road Diversion property tax
$657,033; County Road property tax $6,536,642; Current Expense sales tax $7,934,598; Criminal
Justice tax $1,604,613; Rural Sales and Use tax $949,156; Homelessness Prevention filings $482,110;
Lodging Tax $792,356; and Real Estate Excise Tax (REET) 1 and 2 $1,244,298 each. Total collected
revenue $7,934,599; revenue budgeted $9.5 million; and projected end of year revenue $10,519,532.
Current Expense cash $24,164,649. Special Fund cash $66,972,224. Motor Pool expenditure
$1,248,720 at 59.46%. Special and Other Funds revenue $40,991,121 at 72%. Special and Other Funds
expenditure $37,896,994 at 54%. Total County debt $15,819,909. Remaining debt capacity
$203,161,663.
• Jennifer shared the 2026 proposed Budget draft.
• Jennifer asked to set a Public Hearing for Monday, December 1, 2025, at 9:00 a.m. to consider
adoption of the 2026 budget for Mason County. Approved to move forward.
• Jennifer asked to set a Public Hearing for Tuesday, November 25, 2025, at 9:15 a.m. to certify to the
County Assessor the amount of taxes levied for Current Expense and County Road for 2026. An
increase to the Current Expense and County Road property tax levies for 2026 may be considered.
Approved to move forward.
• John Taylor shared the contract renewals for Mason Lake, Oakland Bay, and Truman Glick parks.
Approved to move forward.
• John discussed renewing the Mason County Historical Society storage contract for an additional year
ending December 31, 2026. Approved to move forward.
11:30 A.M. Review of Department 2026 Budget Policy Level Requests – Support Services
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Parks & Trails – Two (2) zero-turn mowers - $50,000.
• Travel & training - $1,500.
11:40 A.M. Break
11:45 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Loretta Swanson discussed Road Vacation no. 425 and setting a hearing date with the Hearing
Examiner for Wednesday December 10, 2025, at 1:00 p.m. via Zoom. Approved to move forward.
• Mike Collins shared the updated Public Works Road Department policies for Organization, Complaint
Handling, and Work for Others to reflect current practices and ensure compliance with WAC 136-50-
050.
• Loretta discussed the Belfair Sewer project.
• Richard Dickinson reported a break-in at the Eels Hill facility, during which items were stolen. A
police report has been filed.
• Richard reported that a sewage spill occurred at a trailer park in the Allyn area.
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 20, 2025 | Page 3 of 4
12:05 P.M. Review of Department 2024/2025 Projects and Priorities – Public Works
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
ER & R Fund:
• Equipment replacement - $580,000.
Solid Waste:
• Minor facility improvements – $920,000
• Equipment replacement - $339,200
Water & Sewer Utility:
• All Utilities – replacement truck - $45,000
North Bay Sewer:
• Continued contract work with Kennedy-Jenks - $220,000
• Effluent filters replacement - $200,000
• Roof repairs to storage facility - $50,000
• Rebuild Allyn and TPU pump stations - $500,000
• Facility access road maintenance - $60,000
Rustlewood Sewer:
• Anticipated mixers and control - $50,000
Rustlewood Water:
• Operational expenses - $35,000
Beards Cove Water:
• Water meter conversion - $200,000
• Fire hydrants repair/replacement - $52,000
• Larson/Larson waterline & valve replacement - $330,000
Belfair Sewer:
• Engineering report for re-rating facility to address expansion - $200,000
• Membrane replacement and installation - $367,000
• UV system maintenance - $250,000
• Purchase replacement blowers - $150,000
• Purchase replacement irrigation system pump - $10,000
1:00 P.M. Planning Advisory Commission Joint Workshop
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Joint discussion between the Planning Advisory Commission (PAC) and the Board of County
Commissioners in review of the PAC recommendation and concerns regarding the 2025
Comprehensive Plan Update.
Respectfully submitted,
_________________________
McKenzie Smith,
Clerk of the Board
Prepared by Cami Olson
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
October 20, 2025 | Page 4 of 4
BOARD OF MASON COUNTY COMMISSIONERS
Sharon Trask, Pat Tarzwell, Randy Neatherlin,
Chair Vice -Chair Commissioner
Board of Mason County Commissioners
Proceedings
Commission Chambers
411 N 5th St, Shelton, WA 98584
October 14, 2025
1. Call to Order – The Chairperson called the regular meeting to order at 9:15 a.m.
2. Pledge of Allegiance – Loretta Swanson led the flag salute.
3. Roll Call – Present: Commissioner District 1 – Randy Neatherlin; Commissioner District 2 –
Pat Tarzwell; Commissioner District 3 – Sharon Trask.
4. Correspondence and Organizational Business
4.1 Correspondence
4.1.1 Received Notice of Cannabis License Application for DEEPGROW INC and
SUPREME NATURE LLC..
4.1.2 Received Letter from Clay R. Gustaves at Williams. Regarding an Anticorrosion
Survey.
4.1.3 Received Letter from Federal Energy Regulatory Commission Regarding Responses
to BOC Recommendations 2.1 through 2.4 due by October 22, 2025, Cushman No. 1
Development, Cushman Project
4.1.4 Received Planning Advisory Commission Application From Cynthia Sund, Board of
Equalization Application from Todd Wilmovsky, and Housing Authority of Mason
County Application from Nashira Ellis..
4.1.5 Received Notice from Comcast regarding Drop of Root Sports
4.1.6 Received Renewal Notice from Washington State Liquor and Cannabis Board
4.1.7 Received Letter from PUD3 regarding County CWPP.
4.2 Luke Viscusi read the Historic Preservation Commission Open Positions News Release
4.3 Kell Rowen read the Planning Advisory Commissioner (PAC) Open Positions News Release
4.4 Kevin Guijosa read the 2026 Solid Waste Rate Increase News Release
4.5 Melissa Casey read the Request for Proposal – Single Adult Emergency Shelter News Release
5. Open Forum for Citizen Input
Al Niederrider from Shorecrest Beach Club discussed Animal Control funding and suggested
that the 18 homeowners associations (HOAs) in Mason County contribute to support the
program, noting that it is greatly needed. He expressed interest in helping with the budget and
provided his Beach Club card. The HOAs will be contacted to arrange a meeting with the
Commissioners and the Sheriff to discuss the proposal further.
Donna Duke, representing the Youth Connection, provided an update on their recent
activities. In September, the Shelton Center served 527 youth and the Belfair Center served
15, including several new participants. Four youth were assisted into permanent housing, and
additional households were prevented from becoming homeless. She noted that food supplies
are currently very low, and the organization has partnered with local coffee stands, banks, and
Tee’s Café to collect donations through the holidays. The Youth Connection will host a
Thanksgiving meal and the annual Christmas Giving Tree, which provides gifts to more than
75 youth each year. Duke also reported that the organization is submitting its final funding
application for a transitional housing project that will create 12 supportive housing units for
youth, with construction anticipated to begin in early 2026. She thanked the County for its
partnership and continued support in addressing youth homelessness.
October 14, 2025 | Page 2 of 4
Tom Dennis, Volunteer Radio Officer for Emergency Management, spoke regarding the
volunteer driver program. He shared that volunteers have historically assisted the Sheriff’s
Office and Emergency Management by driving county vehicles. However, approximately
five weeks ago, volunteers were informed by Risk Management that they could no longer
operate county vehicles. Dennis stated that this policy issue has delayed volunteer
certification and affected operations, as the programs rely heavily on volunteer drivers. He
requested that the Commissioners look into the matter to help resolve the situation, noting
that surrounding counties allow volunteers to drive similar vehicles.
5 Adoption of Agenda
Cmmr. Neatherlin requested the addition of item 8.13 to set a public hearing for the sale of Lots 3
& 4 Public Works Drive.
Cmmr. Neatherlin/Tarzwell moved and seconded to adopt the agenda as published with the
addition of item 8.13 to set a public hearing for November 4, 2025 at 9 a.m. for the sale of
lots 3 & 4 of Public Works Drive. Motion carried unanimously. Neatherlin-aye; Tarzwell-
aye; Trask-aye.
6 Approval of Minutes
Cmmr. Tarzwell/Neatherlin moved and seconded to adopt the September 30, 2025 Regular
Minutes and August 26, 2024, September 29, 2025 and October 6, 2025 Briefing Minutes as
presented. Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye.
7 Approval of Action Agenda
8.1 Approval of Warrants and Treasurer Electronic Remittances
Claims Clearing Fund Warrant # 8115829-8116297 $ 1,843,287.24
Direct Deposit Fund Warrant # 120177-120586 $ 981,113.40
Salary Clearing Fund Warrant # 7009201-7009237 $ 1,257,720.95
8.2 Approval to reappoint Arthur Witson to the Clean Water District Advisory Committee (CWDAC) for
an additional three-year term.
8.3 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.
8.4 Approval of a Resolution amending Resolution No. 2024-056 Veterans’ Advisory Board/Veterans’
Assistance.
8.5 Approval of the purchase of a QuickBooks subscription for the Vetarans’ Assistance Fund.
8.6 Approval to sign the State Homeland Security Program (SHSP) FY-24 Grant Contract #E25-209
amendment from the Washington State Military Department and US Department of Homeland
Security, reflecting equipment and subproject updates, with no change to the total contract amount.
8.7 Approval for the County Administrator to sign for fourteen (14) 2026 Enterprise Vehicle Lease
Replacements.
8.8 Approval for Facilities to purchase a surplus 2002 Ford F550 flatbed truck with sander and plow
attachment from Public Works for $1,000.
8.9 Approval of the Request for Proposal for the Operation of a Cold Weather Night-by-Night
Emergency Shelter for the period of approximately December 1, 2025 through March 31, 2025.
8.10 Approval of relocation assistance of $5,000 for the Water and Wastewater Manager position
salary negotiation.
8.11 Approval to sign the letter of support for Mason County PUD No. 1’s Grid Resiliency Project –
Beacon Point.
October 14, 2025 | Page 3 of 4
8.12 Approval to sign the letter of support for Mason County PUD No. 1’s Grid Resiliency Project-
Jorstad Substation Phase Two.
8.13 Approval to set a public hearing on November 4, 2025 at 9:15 a.m. to consider the sale of Lots 3
and 4 Public Works Drive
Cmmr. Neatherlin/Tarzwell moved and seconded to approve action items 8.1 through 8.13.
Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye
9 Other Business (Department Heads and Elected Officials)
Kell Rowan informed the Board that five high school students will be shadowing the
Department of Community Development starting today. The students are currently with
Human Resources but are expected to attend the upcoming public hearing before returning.
Kell noted that the Chair may pause the meeting to introduce the students when they arrive.
Kelly Frazier reported that October is both Breast Cancer Awareness Month and Domestic
Violence Awareness Month. County buildings, including the courthouse, have been decorated
with pink and purple lights in recognition of these causes. Kelly also noted that the buildings
will be lit green in November to honor Veterans Assistance.
10. 9:45 a.m. Public Hearings and Items Set for a Certain Time
10.1 Public Hearing to consider surplus of real property at 141 Hemlock, Elma, WA, Tax Parcel No.
61930-51-00075. Staff: Travis Adams
Travis Adams presented a request to declare Mason County parcel 61930-51-00075 as surplus
and authorize its sale through the County’s broker. Notice of the hearing was published on
September 25th and October 2nd in the Mason County Journal. The Board was asked to approve
the resolution declaring the parcel surplus.
No public testimony
Cmmr. Tarzwell/Neatherlin moved to approve the sale of surplus property at 141 Hemlock,
Elma, WA, Tax Parcel No. 61930-51-00075. Motion carried.
10.2 Public Hearing to consider public testimony and amendments to Mason County Code Chapter
5.18 Temporary Outdoor Public Events (TOPE), and to deliberate and vote on the TOPE
amendments. Staff: Kell Rowen
Kell Rowen and Ian Tracy presented the consideration of the amendments to Mason County Code
Chapter 5.18 Temporary Outdoor Public Events (TOPE).
No public testimony
Cmmr. Neatherlin/Tarzwell moved to approve the amendments to Mason County Code
Chapter 5.18 Temporary Outdoor Public Events (TOPE), establishing a two-year approval
timeframe. Motion carried.
Kim Monroe, HR Director for Mason County, provided an update on the County’s collaboration
with Shelton High School’s CTE program. The program introduces students to government
October 14, 2025 | Page 4 of 4
operations and potential career paths within Mason County. Kim invited the students to introduce
themselves and share their goals:
• Ryan Kaiser – Interested in understanding county operations and improving community
programs.
• Alex German – Assisting Ryan in projects to enhance the Shelton community.
• Emily Lewis – Working with Ryan and Alex to contribute to community improvements.
• Ashley Lewis – Gaining experience and learning skills for future career development.
• Chelsea Hannah – Working with peers to support community projects in Shelton.
Kim noted that students will participate in the program over the next few weeks and encouraged
them to return to a future Board meeting to share their experiences and insights. She also thanked
her assistant, Kayla, for her key role in coordinating the program.
11. Board’s Calendar and Reports – The Commissioners reported on meetings attended the past
week and announced their upcoming weekly meetings.
12. Adjournment – The meeting adjourned at 10:02 a.m.
ATTEST:
____________________________
McKenzie Smith, Clerk of the Board
Prepared by Cami Olson
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
_______________________________
Sharon Trask, Chair
_______________________________
Pat Tarzwell, Vice-Chair
________________________________
Randy Neatherlin, Commissioner
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No. 8.1
From: Kariann Rutledge Ext: 380
Department: Central Services Briefing: ☐
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): Click or tap here to enter text. Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Approval of Warrants & Treasurer Electronic Remittances
Claims Clearing Fund Warrant # 8116298-8116609 $ 1,881,254.47
Direct Deposit Fund Warrant # 120587-120994 $ 964,156.47
Salary Clearing Fund Warrant # 7009238-7009263 $ 621,912.56
Background/Executive Summary:
The Board approved Resolution no. 80-00 Payment of Claims Against County: Procedure Authorizing
Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that
the Board enter into the minutes of the County Commissioners the approval of claims listing warrant
numbers.
Claims Clearing YTD total $ 39,711,605.57
Direct Deposit YTD total $ 19,601,993.52
Salary Clearing YTD total $ 19,464,396.46
Budget Impact (amount, funding source, budget amendment, etc.):
See above.
Public Outreach:
N/A
Requested Action:
Approval of the aforementioned Claims Clearing Fund, Direct Deposit Fund, Salary Clearing Fund, and
Treasurer Electronic Remittance warrants.
Attachment(s):
Originals on file with Financial Services and the Treasurer’s Office; copies on file with the Clerk of the
Board
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Travis Adams Ext: 530
Department: County Administrator Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 13, 2025 Agenda Date(s): October 28, 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:
Interlocal Agreement for Pacific Mountain Workforce Region Workforce Investment Act Implementation
Background/Executive Summary:
At the September 18, 2025, Pacific Mountain Workforce (PacMtn) meeting the Elected Officials
Consortium approved an updated Interlocal Agreement (ILA). This update was required following the
most recent monitoring review conducted by the Washington State Employment Security Department to
ensure compliance with the Workforce Innovation and Opportunity Act (WIOA). This ILA establishes the
legal and governance framework for the Pacific Mountain Workforce Development Council and its
Consortium of county partners.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
N/A
Public Outreach:
N/A
Requested Action:
Approval of the Interlocal Agreement (ILA) for Pacific Mountain Workforce (PacMtn) Region Workforce
Investment Act Implementation.
Attachment(s):
Memorandum
ILA
8.2
PacMtn’s mission is to lead dynamic regional workforce through collaboration and investment that enhances
economic success.
201 5th Ave Suite 401, Olympia, WA 98501 | www.pacmtn.org
Mason County Commissioners
411 North 5th St
Shelton, WA 98584
Re: Interlocal Agreement for the Pacific Mountain Workforce Consortium
Dear Mason County Commissioners,
At the PacMtn Fall Convening on September 18, 2025, the Elected Officials Consortium
formally approved the updated Interlocal Agreement for the Pacific Mountain Workforce
Consortium. This update was required following the most recent monitoring review
conducted by the Washington State Employment Security Department to ensure compliance
with the Workforce Innovation and Opportunity Act (WIOA).
Execution of this agreement requires the approval and signatures of all County
Commissioners from each of the five member counties. We respectfully request that this
action item be placed on your Board of County Commissioners’ upcoming meeting agenda
for formal review and execution of signatures.
For your reference, attached is the memorandum presented to and approved by the
Consortium at the September 18 Fall Convening, which provides additional background on
the update and the process leading up to the action. The previous Interlocal Agreement and
the draft approved by the Consortium are also available on our website at pacmtn.org
PacMtn staff are available to provide supporting materials, answer questions, or attend the
meeting if needed. Please let us know if you would like us to coordinate participation.
Thank you for your continued partnership and commitment to the regional workforce system.
Sincerely,
William Westmoreland
Chief Executive Officer
Memorandum
To: Elected Officials Consortium
Date: September 18, 2025
Subject: Updated Interlocal Agreement
Recommendation and/or Recommended Motion
Recommend motion to approve the updated Interlocal Agreement as presented. Upon
approval, PacMtn staff will circulate the agreement for formal review and signature by each of
the five county commissions (Grays Harbor, Lewis, Mason, Pacific and Thurston.)
Overview
At the June 26, 2025 Consortium meeting, members discussed the required update to the
PacMtn Interlocal Agreement following findings from the Washington State Employment
Security Department monitoring review. On August 6, 2025, staff distributed a memorandum
and draft agreement to all Consortium members for review and discussion with your
respective County Commissions.
The Interlocal Agreement establishes the legal and governance framework for the Pacific
Mountain Workforce Development Council and its Consortium of county partners. Updating
and executing the revised agreement is necessary to maintain compliance with the Workforce
Innovation and Opportunity Act (WIOA) and ensure continued good standing with our
oversight agencies.
Process & Outreach to Date
To ensure transparency and ample opportunity for feedback, staff conducted the following
engagement steps ahead of the Sept. 18 action:
• June 26, 2025: Discussion on required updates during Consortium meeting.
• Aug 6, 2025: Drafted Interlocal Agreement sent to Consortium members; same day
posting to the PacMtn website.
• Aug 25, 2025: Optional Q&A session offered for Board/Consortium members.
Next Steps
• Pending Consortium approval, staff will provide the final document and signature
routing instructions to each county.
• Execution requires unanimous approval and signatures from all five counties.
Thank you for your continued leadership and collaboration in supporting a compliant and
effective governance structure for the region’s workforce system.
1
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INTERLOCAL AGREEMENT
For
PACIFIC MOUNTAIN WORKFORCE REGION WORKFORCE INVESTMENT ACT
IMPLEMENTATION
THIS INTERLOCAL AGREEMENT (hereinafter called “Agreement”) is hereby made by and between
GRAYS HARBOR COUNTY, LEWIS COUNTY, MASON COUNTY, PACIFIC
COUNTY, and THURSTON COUNTY, all municipal corporations, hereinafter referred to as Counties
or Parties.
It is hereby agreed as follows:
I. Preamble and Purpose
Since October 1, 1983, the Counties have worked together on workforce development. Through
previous Interlocal agreements, the Counties have established a five-county Consortium, called
Pacific Mountain Workforce Consortium. The region formed by the five counties has been
designated by the Governor of the State of Washington as one of the State’s workforce
development areas mandated by the Workforce Innovation and Opportunity Act of 2014
(WIOA). The Counties collaborated on formation of the Pacific Mountain Workforce
Development Council, which has been certified by the Governor of the State of Washington
pursuant to the Workforce Innovation and Opportunity Act of 2014 as the workforce
development board for the Consortium region.
This agreement is made under the authority of the Interlocal Cooperation Act of 1967, Chapter
39.34 RCW, which permits local governmental units to cooperate and to provide services and
facilities in a manner which will accord best with the geographic, economic, demographic and
other factors influencing the development of local communities.
The Parties continue to share the goal of improving the quality of the workforce, reducing the
dependency on welfare and enhancing the productivity and competitiveness of the region and the
nation by increasing the employment, retention and earnings and occupational skills attainment
by participants in workforce development programs within the Consortium region.
II. Terms
This Agreement shall be effective upon execution by all parties. Its term shall be reviewed and
approved by all parties for extension every five years, unless amended or terminated pursuant to
the provisions of Sections VIII and IX below.
III. Roles and Responsibilities
1. The Pacific Mountain Workforce Consortium of the five Counties that are party to this
Agreement shall continue for the purpose of delivery of workforce development programs, in
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the five-county region, funded primarily, but not exclusively, by the Act or subsequent
federal employment and training legislation.
2. Each County will appoint one County Commissioner and an alternate member to a
Consortium Board. The Consortium Board shall constitute the role of the Chief Elected
Official in accordance with Section 661.300(e) of the Act.
Duties of the Consortium Board, acting as the Chief Elected Official include:
1. Participate in development of the Pacific Mountain Workforce Development area strategic,
regional, and operations plan.
2. Approve the annual administrative and program budgets as developed by the Workforce
Development Council.
3. Certification that the Consortium and Council meet all requirements, federal and state, for
designation as a Local Workforce Development Area.
4. Adopt policies and procedures which require joint approval of the chief elected official and the
Workforce Development Council.
5. Develop and approve the appointment policy and procedures for Workforce Development
Council membership.
6. Approve the selection of the One-Stop Operator recommended by the Workforce Development
Council.
7. Develop formal agreement with the Workforce Development Council on the specific
responsibilities of each party.
8. Appoint the Consortium Board Chair as a non-voting member of the Workforce Development
Council Executive-Finance Standing Committee. The Consortium Board shall meet at least
quarterly to conduct required business of the Chief Elected Official. A quorum of the Consortium
Board will require presence of three of the five Counties be represented. Decisions will be made
by a majority of the members present.
9. The Consortium shall request that the Pacific Mountain Workforce Development Council (“the
Council”), a 501(c) (3) not for profit corporation of the State of Washington, continue to be
certified by the Governor of the State of Washington as the local workforce investment board for
the Consortium, provided that the Council membership includes at least three business
representatives from each of the Counties and also remains consistent with the adjusted
requirements of the Consortium, the State and provisions of the Opportunity Act and any
successor legislation. The Consortium of the five Counties intends to designate the Pacific
Workforce Development Council as the local grant recipient and fiscal agent for WIOA funds in
accordance with Section 107(d)(12)(B)(i) of the Opportunity Act, acting on behalf of the five
Counties effective July 1, 2014.
10. The Consortium Board shall enter into a written agreement with the Council that addresses the
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responsibilities of the Council to meet the requirements of the law:
1. Increase, for individuals in the United States particularly those individuals with
barriers to employment, access to and opportunities for the employment, education,
training, and support services they need to succeed in the labor market.
2. To support the alignment of workforce investment, education, and economic
development systems in support of a comprehensive, accessible, and high-quality
workforce development system in the Pacific Mountain Workforce Development
Area.
3. To improve the quality and labor market relevance of workforce investment,
education, and economic development efforts to provide the Region’s workers with
skills and credentials necessary to secure and advance in employment with family-
sustaining wages and to provide the Region’s employers with skilled workers the
employers need to succeed in the global economy.
4. To promote improvement in the structure of and delivery of services through the
Pacific Mountain workforce development system to better address the employment
and skill needs of workers, jobseekers, and employers.
5. To increase the prosperity of workers and employers in the Region, the economic
growth of communities, and Counties, and the global competitiveness of the State.
Council Responsibilities:
a. Review and re-write the by-laws of the Pacific Mountain Workforce Development Council to
include, at a minimum, definition of “conflict of interest” and prohibition of such perceived or
actual conflicts, based on standards set forth by the Internal Revenue Service; Perform all the
functions assigned by the Act and any future replacement of the legislation to the local
workforce council grant recipient and fiscal agent; described in Act.
b. Maintain accounting systems for grant awards pursuant to the Act and other funds intended to
be used for workforce development programs;
c. Obtain commercial liability insurance and errors and omissions coverage that is acceptable to
the Consortium Board;
d. Deliver programs of Workforce Development activities and obtain bonds for all employees
with financial control responsibilities;
e. Assure that funds and programs are allocated for the highest and best use for regional
workforce development pursuant to the law, state policy, and strategic plan requirements and
as approved by the Governor of the State of Washington.
f. Negotiate and award contracts in accordance with federal and state contracting requirements
to implement workforce development programs and the strategic plans and policies;
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Amendment 2025
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g. Develop and manage budgets for administrative and service delivery functions of Workforce
Development in the five-County region.
h. Develop service delivery contracts, conduct audits and oversight of service providers.
i. Conduct oversight for workforce development activities; ensure the appropriate use,
management and investment of funds to maximize performance outcomes.
j. Conduct an annual joint meeting of the Consortium and Council for the purposes of
reporting, updating, and coordinating regional activities.
k. Develop strategic local and regional plans pursuant to criteria established by the US
Department of Labor, Washington State Workforce Training and Education Coordinating
Board and the Employment Security Department;
l. Promote the participation of private sector employers and partnerships in the statewide
workforce system by connecting, brokering, and coaching activities. Convene, broker,
leverage system stakeholders and partnerships.
m. Coordinate the workforce activities carried out within the area with economic development
strategies and develop other employer linkages. Engage employers to promote economic
growth and emerging employment opportunities and education and training partners to align,
develop, and implement career pathways.
n. Identify, disseminate, and promote proven and promising strategies and initiatives to meet the
needs of regional employer and job seeker customers
o. Develop strategies for using technology to maximize the accessibility and effectiveness of the
local workforce development systems.
p. Negotiate and reach agreement on local performance measures with the Governor of the State
of Washington.
q. Establish goals, policies and performance accountability measures for workforce
development programs in the Consortium region.
r. Designate or certify one-stop operators, identify eligible providers of youth activities, and
identify eligible training providers for adults and dislocated workers for the diverse needs of
a region.
s. Annually assess the physical and programmatic accessibility of all one-stop centers in the
local area.
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Amendment 2025
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t. Assist the Governor in the development of a statewide employment statistics system.
u. Carry out all other necessary functions to administer and implement the workforce
investment programs.
11. Should the Pacific Mountain Workforce Development Council be unable or unwilling to carry
out the administrative and fiscal agent duties and functions of the Workforce Development Act,
or if performance of these duties is not satisfactory to the Consortium Board, a corrective action
plan will be developed. If the corrective action taken by the Council is not satisfactory to the
Consortium Board, the agreement between the Consortium and the Council may be terminated.
12. If any grant or contract sought by the Council requires a specific county local share of the total
amount contemplated by the grant or contract, that local share shall be contributed by the party
that will benefit by the grant or contract or by a sub-grantee or subcontractor that is contracting
for the performance of services contemplated by said grant or contract. Should such specific
local county match be required, prior approval of such commitment of required funds shall be
received before proceeding with the grant process or contract
13. All assets relevant to this Agreement shall be handled or transferred according to applicable local
or state procedures. In the event of termination of this Agreement, disposition of all property
acquired under this Agreement shall be in accordance with applicable federal or state law or
regulations.
IV. Hold Harmless and Indemnification
Each party agrees to indemnify and hold harmless the other parties, their elected officials and
appointed officers, employees, and agents from and against any and all claims, demands, and/or
causes of action of any kind or nature, including but not limited to attorney’s fees and costs,
arising from the action and/or inactions of the other parties, their elected officials and appointed
officers, employees, and agents in conjunction with this Agreement. In the event of concurrent
negligence of the parties, each party’s obligations hereunder shall apply only to the extent of
fault attributable to that party, its elected officials and appointed officers, employees, and agents.
V. Severability
If any one or more of the terms, provisions, promises, covenants, or conditions of this Agreement
shall to any extent be adjudged invalid, unenforceable, void, or voidable for any reason
whatsoever by a court of competent jurisdiction, each and all of the remaining terms, provisions,
promises, covenants and conditions of this Agreement shall not be affected thereby and shall be
valid and enforceable to the fullest extent permitted by law.
VI. Non-Discrimination
The Consortium and each of the parties shall comply with the nondiscrimination and equal
opportunity provisions of the Workforce Investment Act of 1988, including the implementing
regulations set forth at 29 CFR part 37 prohibiting discrimination based on race, ethnicity,
religion, gender, national origin, age, disability, political affiliation or belief, citizenship, sexual
orientation, or participation in a Workforce Investment Act financed program or activity. The
6
Amendment 2025
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Consortium and each of the parties shall also comply with the Washington Law against
Discrimination, Chapter 49.60 RCW.
VII. Jurisdiction
This Agreement has been and shall be construed as having been made and delivered within the
State of Washington and it is agreed by each Party hereto that this Agreement shall be governed
by the laws of the State of Washington, both as to interpretation and performance. Any action of
law, suit in equity or judicial proceeding for the enforcement of this Agreement or any provisions
thereof shall be instituted and maintained only in any of the courts of competent jurisdiction in
Washington State.
VIII. Amendment
This Agreement may be amended at any time by written agreement signed by each of the
Counties.
IX. Termination
Any County may terminate its participation in the Consortium by giving written notice to each of
the other parties to this Agreement of its intention to so terminate, provided that no termination
shall be effective except at the expiration of one complete calendar year following the calendar
year during which the notice is received.
7
Amendment 2025
AmA
THURSTON COUNTY
BOARD OF COUNTY COMMISSIONERS
Carolina Mejia, Commissioner – District 1
Rachel Grant, Commissioner – District 2
Tye Menser, Commissioner – District 3
Wayne Fournier, Commissioner – District 4
Emily Clouse – Commissioner - District 5
Date:__________________________________
Attest:
Clerk of the Board
APPROVED AS TO FORM:
JON TUNHEIM
PROSECUTING ATTORNEY
BY:___________________________
8
Amendment 2025
AmA
GRAYS HARBOR COUNTY
BOARD OF COUNTY COMMISSIONERS
Georgia Miller, Commissioner – District 1
Rick Hole, Commissioner – District 2
Vickie Raines, Commissioner – District 3
Date:__________________________________
Attest:
Clerk of the Board
APPROVED AS TO FORM:
NORMA TILLOTSON
PROSECUTING ATTORNEY
BY:___________________________
9
Amendment 2025
AmA
LEWIS COUNTY
BOARD OF COUNTY COMMISSIONERS
Sean D. Swope, Commissioner – District 1
Lindsey R. Pollock, DVM, Commissioner – District 2
Scott J. Brummer, Commissioner – District 3
Date:__________________________________
Attest:
Clerk of the Board
APPROVED AS TO FORM:
JONATHAN MEYER
PROSECUTING ATTORNEY
BY:___________________________
11
Amendment 2025
AmA
PACIFIC COUNTY
BOARD OF COUNTY COMMISSIONERS
Lisa Olsen, Commissioner – District 1
David Tobin, Commissioner – District 2
Jerry Doyle, Commissioner – District 3
Date:__________________________________
Attest:
Clerk of the Board
APPROVED AS TO FORM:
MICHAEL ROTHMAN
PROSECUTING ATTORNEY
BY:___________________________
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Richard Dickinson, U&W Manager Ext: 207
Department: Utilities & Waste Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 13 2025 Agenda Date(s): October 28, 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: Establishing Water/Sewer Utility Rate Increases for 2026-2030 calendar Years
Background/Executive Summary:
In May of 2024, the Board of County Commissioners passed Resolution 2024-030, which approved the
water rates and implemented a new tiered water billing structure for the 2024–2025 calendar years.
Over the last six months of 2025, Public Works staff and the Board of County Commissioners held four
(4) public workshops to review and evaluate utility rate scenarios for the 2026–2030 period. These
discussions focused on meeting the financial needs of the utility systems while considering customer
impacts.
Based on these workshops, the following approach was developed:
2026 10% rate increase for Belfair Sewer and Rustlewood Sewer and Water.
8% increase for North Bay/Case Inlet Sewer and Beard’s Cove Water.
2027 5% increase for all utilities in 2027.
2028 – 22030 Adjust by CPI-U for all utilities, with a minimum of 3% and a maximum of 5%.
This multi-year rate strategy is intended to move these county utilities systems towards financial
sustainability, maintain regulatory compliance, fund essential capital projects, and provide ratepayers with
predictable and manageable changes through 2030.
Associated Costs/Budget Impact:
Utilities and Waste will continue to seek additional funding through grant opportunities to help with
capital improvements.
Public Outreach:
Affected customers will receive formal notification of the adopted rate changes in advance of
implementation.
Requested Action:
Request the Board approve a resolution establishing utility rate/fee increases for calendar years 2026
through 2030 for the Rustlewood Water & Sewer System, Beards Cove Water System, North Bay/Case
Inlet Sewer System, and Belfair Sanitary Sewer System.
Attachment(s):
1. Resolution
2. 2026-2030 Rates
2. Resolution No. 2024-030
RESOLUTION NO. 2025-___
ESTABLISHING WATER/SEWER UTILITY RATE INCREASES FOR 2026–2030 FOR:
RUSTLEWOOD WATER & SEWER SYSTEM, BEARDS COVE WATER SYSTEM, NORTH
BAY/CASE INLET AND BELFAIR SANITARY SEWER SYSTEMS
WHEREAS, Mason County owns and operates the North Bay/Case Inlet Water Reclamation Facility,
Belfair Water Reclamation Facility, Beard’s Cove Water System, and Rustlewood Water and Sewer Systems;
and
WHEREAS, the operation, maintenance, and capital improvements of these utility systems require
sufficient revenue through user rates and fees; and
WHEREAS, it is the responsibility of the Board of Mason County Commissioners to establish utility rates
and fees that ensure the financial sustainability of each enterprise fund; and
WHEREAS, rates must be periodically reviewed and adjusted to reflect increases in operational costs,
inflation, and planned capital investments; and
WHEREAS, the Board of Commissioners desires to establish a multi-year rate plan to provide customers
with predictable rate adjustments and ensure ongoing funding for reliable service delivery; and
WHEREAS, public outreach and commissioner briefings have been conducted to share proposed rate
changes and solicit customer feedback; and
WHEREAS, the Board previously suspended CPI-U-based adjustments for calendar years 2024 and 2025
per Resolution No. 2024-030; and
WHEREAS, the Board now intends to resume CPI-U-based rate adjustments beginning in 2028, with
limitations to promote rate stability.
NOW, THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners that the
following utility rate adjustments are adopted:
Section 1: 2026 Rate Adjustments
Effective January 1, 2026:
• Belfair Sewer and Rustlewood Sewer and Water rates shall increase by 10%.
• North Bay/Case Inlet Sewer and Beard’s Cove Water rates shall increase by 8%.
• Beard’s Cove water tiered rates shall adjust by 100%.
Section 2: 2027 Rate Adjustments
Effective January 1, 2027:
• All water and sewer utility rates shall increase by 5%.
• Additionally, Beard’s Cove tiered rates shall increase by $1.00.
Section 3: 2028–2030 Rate Adjustments
Effective January 1, 2028:
• Annual utility rate adjustments shall be based on the Consumer Price Index for All Urban Consumers
(CPI-U), with a minimum annual increase of 3% should the CPI-U fall below, and a maximum annual
increase of 5% should the CPI-U be above.
RESOLUTION NO.-ID4- 0 3 D
WATER/SEWER RATE INCREASE FOR
RUSTLEWOOD WATER & SEWER SYSTEM,
BEARDS COVE WATER SYSTEM,
NORTH BAY/CASE INLET AND BELFAIR SANITARY SEWER SYSTEM
A RESOLUTION SUSPENDING ANNUAL CONSUMER PRICE IINDEX FOR
URBAN CONSUMERS (CPI-U) UTILITY RATE INCREASES FOR
2024-2025 CALENDAR YEAR
WHEREAS, Mason County owns and operates the North Bay/Case Inlet Water Reclamation
Facility, Belfair Water Reclamation Facility, Beard's Cove water system, and Rustlewood Water and
Sewer systems; and
WHEREAS,the provisions of water and wastewater utility services and activities
within Mason County requires collection of rates, charges and fees to operate and maintain
these facilities; and
WHEREAS, it is the role and responsibility of Mason County Board of
Commissioners to set policy for Water and Sewer Utility Systems, including monthly service
rates,connection and permit fees and other related charges sufficient to cover the cost of utility
operation, debt, and capital improvements; and
WHEREAS,the objective is to ensure that each individual enterprise fund is capable of self-
sustainability; and
WHEREAS,water and sewer utility rates are currently adjusted based on the CPI-U and water
rates are a flat rate for all users; and
WHEREAS, Commissioners intend to discontinue the utilization of the CPI-U adjustment set
forth in Chapter13 of the County Code; and
WHEREAS,the Rustlewood and Beard's Cove water systems are metered and consumption-
based rates promote rate-payer equity and water conservation; and
WHEREAS, it is equitable to charge duplex and townhome sewer customers the same as
single-family residences; and
WHEREAS,the Belfair sewer system was recently expanded and a new connection charge
calculated; and
WHEREAS,the county has conducted a series of community outreach meetings; as well as
several public commissioner briefing, aimed at discussing various scenarios for each utility and
providing Commissioners with customer feedback and input for deliberation; and
NOW THEREFORE,IT IS ESTABLISHED THAT the Board of Mason County
Commissioners hereby adopt county water and sewer rates and fees as outlined below and
shown in Exhibit A:
1. Rate adjustments based on the CPI-U for the calendar years 2024 and 2025 are suspended.
2. Current rates established in Resolution No. 2022-092 remain in effect until July 1, 2024 for
the Belfair,North Bay/Case Inlet and Rustlewood sewer utilities. Rate adjustments for
2025 will be reviewed and adjusted during the annual budget process.
3. Current rates established in Resolution No. 2022-092 remain in effect until January 1, 2025
for the Rustlewood and Beard's Cove water utilities. A base plus tiers structure for water
utility rates based on consumption becomes effective on that date.
4. Townhomes and duplexes shall be subject to the same sewer rates applied to single-family
residences.
5. The Belfair sewer connection fee is revised from $11,300 to $13,113 per ERU effective
July 1, 2024
DATED this -} day of 2024.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY,WASHINGTON
McKenzie Smi , CkA of the Board RarVy Neatherlin,Chair
APPROVED AS TO FORM: 9 S
Kevin Shutty,Vic - hair
7
Tim Whitehea, DPA f
Sharon Trask, Commissioner
Exhibit A
MASON COUNTY UTILITIES & WASTE
2024 RATES
Belfair Sewer Utility
Effective 07/01/2024 Rate
Monthly Rate 110.54 per ERU
Duplex Rate(per Unit) 110.54 per ERU
Grinder Pump Fee 6,730.00
Connection Fee 13,113.00 Plus additional permit fee
North Bay/Case Inlet Sewer Utility
Effective 07/01/2024 Rate
Monthly Rate 120.00 per ERU
Duplex Rate(per Unit) 120.00 per ERU
Grinder Pump/Empty Lot 87.48
Grinder Pump Fee 6,730.00
Connection Fee 11,954.72 Plus additional permit fee
Rustlewood Sewer Utility
Effective 07/01/2024 Rate
Monthly Rate 118.15 per ERU
Connection Fee 6,065.72 Plus additional permitfee
Beard's Cove Water Utility
Rate
Monthly Rate 44.32
Connection Fee 2,426.30 Plus additional permit fee
Rustlewood Water Utility
Rate
Monthly Rate 44.32
Connection Fee 2,426.30 Plus additional permit fee
Other Fees
Rate
Connection Permit Fee 150.00 Due upon issuance
Inspection Fee 75.00
Shop Rate 75.00 Per hour
Plan Review 75.00 Per hour
Modification Fee 35.00
Transfer Ownership Fee 15.00
All rates subject to change by the Mason County Board of Commissioners)
CF=Cubic Feet 1 Cubic Foot=7.48 Gallons
Page 1 of 2
Exhibit A
MASON COUNTY UTILITIES & WASTE
2025 RATES
Beard's Cove Water Utility
Effective 01/01/2025 Rate Water Consumption Tiers
Monthly Rate 44.32 0-400 CF
Tier#1 2.50 401-700 CF*
Tier#2 3.25 701-1200 CF*
Tier#3 4.00 1201+ CF*
Connection Fee 2,426.30 Plus additional permit fee
Per 100 CF
Rustlewood Water Utility
Effective 01/01/2025 Rate Water Consumption Tiers
Monthly Rate 55.00 0-400 CF
Tier#1 10.00 401-700 CF*
Tier#2 15.00 701-1000 CF*
Tier#3 20.00 1001-1300 CF*
Tier#4 25.00 1301+ CF*
Connection Fee 2,426.30 Plus additional permit fee
Per 100 CF
Other Fees
Rate
Connection Permit Fee 150.00 Due upon issuance
Inspection Fee 75.00
Shop Rate 75.00 Per hour
Plan Review 75.00 Per hour
Modification Fee 35.00
Transfer Ownership Fee 15.00
All rates subject to change by the Mason County Board of Commissioners)
CF= Cubic Feet 1 Cubic Foot=7.48 Gallons
Page 2 of 2
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Michael Collins, PLS, PE, County Engineer Ext: 450
Department: Public Works Briefing: ☒
Action Agenda: ☒
Public Hearing: ☒
Special Meeting: ☐
Briefing Date(s): October 13, 2025 Agenda Date(s): October 28, 2025- Set Hearing
November 25, 2025 - Hearing
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: Establishing Speed Limits on Yates Road and Ellis Road
Background/Executive Summary:
Yates Road (County Road No. 36600) and Ellis Road (County Road No. 15960) were both previously
designated as primitive roads under Resolution No. 2024-055. This summer, both roads were improved with
upgraded surfaces—Yates Road with a bituminous surface treatment (BST) and Ellis Road with an asphalt
surface.
The Department of Public Works has completed engineering and traffic investigations on both roads. Based on
the findings, it is recommended that a 25 MPH posted speed limit be established on each road segment.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
Costs for sign installation are funded by the Road Fund.
Public Outreach:
• Hearing notice published in the Mason-County Shelton Journal
• County Website under “Latest News”
• Posted at both road locations
Requested Action:
Requesting the Board to authorize the following actions:
1. October 28, 2025, Regular Agenda:
• Schedule two public hearings for November 25, 2025, at 9:15 AM to consider
establishing a 25-mph speed limit on Yates Road and Ellis Road.
2. November 28, 2025, Two Public Hearings, adopting an ordinance to approve:
• Establishing a 25 MPH speed limit on Yates Road (County Road No. 36600)
• Establishing a 25 MPH speed limit on Ellis Road (County Road No. 15960)
Attachment(s):
1. Traffic Investigations
2. Hearing Notice
3. Ordinances
4. Road Location Maps
MASON COUNTY
DEPARTMENT of PUBLIC WORKS
100 W PUBLIC WORKS DRIVE
SHELTON, WASHINGTON 98584
MEMORANDUM
DATE: October 8, 2025
TO: Mike Collins, PE, Deputy Director/County Engineer
Cc: Loretta Swanson, Director of Public Works
FROM: Dave Smith, PE, Engineering and Construction Manager
SUBJECT: Establish Speed Limit on Ellis Road
Ellis Road was recently upgraded from a gravel surface to a paved surface from milepost (MP) 0.00 to
MP 0.720. Currently, Ellis Road is designated as a primitive road under RCW 36.75.300. As such, it has
not been posted with speed limit or warning signs, consistent with state requirements for primitive roads.
With the newly paved surface and the installation of additional signage, Ellis Road no longer qualifies as
a primitive road within the defined mileposts. Therefore, it is necessary and appropriate to establish a
posted speed limit for this section of the road.
Recommendation
Ellis Road functions as a low-volume residential road. Following an engineering review conducted after
paving was completed, the Department of Public Works recommends:
• Establishing a speed limit of 25 miles per hour (mph)
• Limits: From MP 0.00 to MP 0.720
The road will also be evaluated for any additional warning signs needed to support safety and compliance
with applicable standards.
NOTICE OF HEARINGS
NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will
hold a Two public hearings in the Commissioners Chambers of Mason County Courthouse
Building I, 411 North Fifth Street, Shelton, Washington 98584 and live stream at
http://masonwebtv.com/ on Tuesday, November 25, 2025 at 9:15am.
SAID HEARINGS will be to consider establishing a 25-mph speed limit on Yates Road from
and Ellis Road.
Public testimony will be available in-person or via Zoom. The URL is available on the County
website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand” feature
to be recognized by the Chair to provide your testimony. You can also email testimony to
msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA 98584;
or call (360) 427-9670 ext. 230.
If special accommodations are needed, please contact the Commissioners' office,
(360) 427-9670 ext. 419.
DATED this ______day of ________________, 2025.
BOARD OF COMMISSIONERS
MASON COUNTY, WASHINGTON
McKenzie Smith, Clerk of the Board
Bill: Mason County
Department of Public Works
100 W Public Works Drive
Shelton, WA 98584
cc: Commissioners
Community Development
Public Works
Shelton Journal: Publ. 2t: 11/6/25& 11/13/25
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Cassidy Perkins for John Taylor Ext. 535
Department: Parks & Trails Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 10/20/2025
Agenda Date: 10/28/2025
Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ Information Technology ☐ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board’s Use Only:
Item Number: __________
Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken
Ordinance/Resolution No. __________ Contract No. __________ County Code: __________
Item: Mason County Park Host Agreements
Background/Executive Summary:
The Mason County Park Hosts from the following parks would like to renew their contracts that are set to
expire on December 31, 2025, for 2-year terms:
Mason Lake County Park
Oakland Bay Historical Park
Truman Glick County Park
Requested Action: Approval to renew the Mason County Park Host contracts for Mason Lake County
Park, Oakland Bay Historical Park, and Truman Glick County Park for an additional 2-year terms.
Attachments: Agreements
Park Host Contract 01/01/2026 Page 1 of 3
MASON COUNTY PARKS AND TRAILS On-site Park Host
CONTRACTUAL AGREEMENT
AGREEMENT made between _ Nicholas & Brianna Halvorson__, of Mason County, hereinafter referred to
as On-site Park Host and MASON COUNTY PARKS AND TRAILS DEPARTMENT, State of Washington, County of
Mason, State of Washington, hereinafter referred to as Contractor.
RECITALS: Park Host is willing to be contracted by Contractor, and Contractor is willing to contract the Park
Host, on the terms, covenants, and conditions set forth hereinafter including such terms, covenants and
conditions as may be set forth hereinafter.
SECTION ONE – DUTIES. Contractor hereby engages Park Host as the Park Host of MASON COUNTY PARKS
AND TRAILS DEPARTMENT, Mason Lake Park - 6010 E Mason Lake Drive W, Grapeview, Washington.
The duties of MASON COUNTY PARKS AND TRAILS Park Host specifically require:
♦ Being at the Mason County Park site during the hours of darkness and during the day on Friday, Saturday,
Sunday and Holidays. Time off during the week is allowable, please notify the contractor.
♦ Park Host will open and close the park daily in accordance with park hours as deemed so by Contractor. The
evening security round shall consist of ensuring the doors of all buildings or restrooms are locked, gates are
shut and locked, and all guests are off the grounds.
♦ Conduct a daily park inspection, advising Mason County Parks and Trails Department of any hazardous or
unsafe condition that may exist; any broken fixtures, lighting or plumbing and any vandalism to the park
facilities.
♦ Perform light maintenance of park grounds as directed, i.e. stock and clean restrooms, litter pick-up, and
other duties as assigned.
♦ Park Host agrees to call the Mason County Sheriff or 911 if anything out of the ordinary is observed or heard;
but under no condition or situation will attempt to apprehend the person(s) so acting.
♦ Requests for off duty time shall be negotiated with the Contractor.
♦ Park Host is required to make the appropriate contacts if any situation should require intervention by parks
staff or law enforcement. Contact persons are:
1. Carl Olson 360-427-9670, extension 535
Cell: 360-490-0539
Home: 360-432-0465
2. John Taylor 360-427-9670, extension 806
Cell: 360-463-9448
OR
Emergency: 911
Park Host hereby accepts and agrees to such engagement, subject to the general supervision and pursuant to the
orders, advice and direction of related services and duties as may be assigned to him/her from time to time by
Contractor, subject to mutual consideration of Section Three.
SECTION TWO - TERMS. The term of this agreement shall be from January 1, 2026 to December 31,
2028.
Park Host Contract 01/01/2026 Page 2 of 3
SECTION THREE - COMPENSATION TO PARK HOST/RESIDENT. Contractor shall provide for Park Host,
and Park Host shall accept from Contractor, in full payment for Park Host services the following: A designated
park host site located at the park. Be it understood that the Park Host shall be responsible for providing his/her
telephone carrier and long distance service. Contractor shall provide electrical utilities, water, septic and garbage
service.
SECTION FOUR – PARK HOST/RESIDENT BENEFITS. It is understood and agreed by both Contractor and
Park Host that Park Host is not an employee of Contractor and shall not receive the benefits available to Mason
County Employees including, but not limited to: vacation time, sick leave, personal holiday, medical insurance,
dental insurance, vision insurance, etc. It is further agreed by the Contractor to carry Industrial Insurance
coverage on the Park Host.
SECTION FIVE – CONDITIONS OF SERVICE. Park Host shall maintain designated residential area in a neat,
orderly manner, and shall prevent the accumulation of debris, or any other material or objects which are not
compatible to the environment of the park area such as metal, lumber or wood products, abandoned vehicles or
appliances, tires or any other like materials.
No services or activities shall be undertaken on Mason County Parks Property which result in compensation or
benefit to the Park Host. There shall be no unauthorized or private use of park.
All residents at the County-owned premises shall undergo a Washington State Patrol Background Check that
indicates they are acceptable for involvement with youth activities. No illegal activities involving the Park Host
shall be undertaken or allowed to take place on or about the park properties or Park Host residence.
Only the Park Host shall be allowed to operate County-owned equipment, and then, only in the performance of
work approved by the County.
Residence in County-owned facilities is restricted to the Contractor and their immediate family. Residence shall
be defined as any extended stay of more than one week in a calendar month. Immediate family shall mean the
spouse and or legal dependants of the Contractor.
SECTION SIX - CONFLICTING OBLIGATION. In cases of emergency or conflicting obligation, the Park Host
is responsible for the continued completion of the duties specified in this contract. If the Park Host is unable to
resolve the conflict, Mason County Parks and Trails Director must be notified.
SECTION SEVEN - CONTRACT AUTHORITY RESERVED BY COUNTY. Notwithstanding anything contained
herein to the contrary, Contractor shall not have the right to make any contracts or commitments for, or on
behalf of the County without the written consent of the County
SECTION EIGHT - ENTIRE AGREEMENT. This Agreement, together with any Attachments, represents the
obligations of both the County and the Contractor in their entirety. No other representations, whether verbal or
in writing, that are not contained herein, shall be binding upon the parties.
SECTION NINE - AMENDMENT OF AGREEMENT. This Agreement may be changed or modified only with the
mutual agreement of both the Contractor and the Park Host, and only then upon approval through the
appropriate processes then in effect for the County for the obligations contained in any modification or change.
SECTION TEN - TERMINATION. This agreement may be terminated by either party, without cause, upon six
weeks written notice to the other. In case of any violation of the terms of this Agreement by Contractor, or the
physical inability of the Contractor to perform the required duties, the County may terminate employment
immediately, with compensation only to the date of such termination.
SECTION ELEVEN - SEVERABILITY. In the event that any competent court finds any specific term or
Park Host Contract 01/01/2026 Page 3 of 3
provision of this Agreement invalid, the remaining terms and provisions shall be in full force and effect as if such
provisions were not contained herein.
SECTION TWELVE - CHOICE OF VENUE. It is the intention of the parties that all suits and special
proceedings pertaining to the enforcement of this Agreement shall be in accordance with and pursuant to the
laws of the State of Washington. Any actions or matters shall come before the courts of Mason County,
Washington for actions and/or decisions.
SECTION THIRTEEN - TERMINATION FOR DISABILITY. Notwithstanding anything in this agreement to
the contrary, Contractor is hereby given the option to terminate this agreement in the event that Park Host shall,
during the term hereof, become permanently disabled, as the term permanently disabled is hereinafter fixed and
defined. Such option shall be exercised by Contractor giving notice to Park Host by registered mail, addressed to
him/her at 1344 Pottery Ave., Port Orchard WA 98366 or at such other address as Contractor shall
designate in writing. On the giving of such notice, this Agreement shall cease on the last day of the month in
which the notice is mailed, with the same force and effect as if such last day of the month were the date
originally herein set forth as the termination date thereof.
For the purpose of this agreement, Park Host shall be deemed to have become permanently disabled if, during
any year of the term hereof, because of ill health, physical or mental disability or for other cause beyond his/her
control he/she shall have been continuously unable or unwilling or shall have failed to perform his/her duties for a
total period of thirty (30) days, irrespective of whether or not such days are consecutive. For the purpose hereof,
the term any year of the term hereof, is defined to mean any 12-month calendar year period during the Park
Host’s affiliation with the Contractor in the capacity of Mason County Parks and Trails Park Host.
SECTION FOURTEEN - SAFETY POLICY. It shall be a condition of employment to follow all safety practices
set forth in Mason County Accident Prevention Procedures and Policy (MC Ord. Chapter 2.124) and the State of
Washington (WAC 296-800).
IN WITNESS WHEREOF, the parties have executed this agreement at Shelton, Washington on this, the
_____day of ________, 20____.
ON-SITE PARK HOST
___________________________
Nicholas Halvorson
___________________________
Brianna Halvorson
Date: _______________________
ATTEST:
____________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
____________________________
Tim Whitehead, Chief Deputy Prosecutor
BOARD OF MASON COUNTY COMMISSIONERS
_______________________________
Sharon Trask, Chair
______________________________
Pat Tarzwell, Vice-Chair
______________________________
Randy Neatherlin, Commissioner
Park Host Contract Page 1 of 4
MASON COUNTY PARKS AND TRAILS On-site Park Host
CONTRACTUAL AGREEMENT
AGREEMENT made between Randall Olson, of Mason County, hereinafter referred to as On-site Park Host and
MASON COUNTY PARKS AND TRAILS DEPARTMENT, State of Washington, County of Mason, State of Washington,
hereinafter referred to as Contractor.
RECITALS: Park Host is willing to be contracted by Contractor, and Contractor is willing to contract the Park
Host, on the terms, covenants, and conditions set forth hereinafter including such terms, covenants and
conditions as may be set forth hereinafter.
SECTION ONE – DUTIES. Contractor hereby engages Park Host as the Park Host of MASON COUNTY PARKS
AND TRAILS DEPARTMENT, Oakland Bay Historical Park, 1570 E Agate Bay Rd, Shelton, Washington.
The duties of MASON COUNTY PARKS AND TRAILS Park Host specifically require:
♦ Obtain the on-boarding training required by Mason County including, but not limited to, Sexual Harassment,
Safe Lifting, Slip, Trip and Fall. This training is available electronically and can be obtained off-site or at the
Human Resources Office.
♦ Being at the Mason County Park site during the hours of darkness and during the day on Friday, Saturday,
Sunday and Holidays. Time off during the week is allowable, please notify the contractor.
♦ Park Host will open and close the park daily in accordance with park hours as deemed so by Contractor. The
evening security round shall consist of ensuring the doors of all buildings or restrooms are locked, gates are
shut and locked, and all guests are off the grounds.
♦ Conduct a daily park inspection, advising Mason County Parks and Trails Department of any hazardous or
unsafe condition that may exist; any broken fixtures, lighting or plumbing and any vandalism to the park
facilities.
♦ Perform light maintenance of park grounds as directed, i.e. stock and clean restrooms, litter pick-up, and
other duties as assigned.
♦ Park Host agrees to call the Mason County Sheriff or 911 if anything out of the ordinary is observed or heard;
but under no condition or situation will attempt to apprehend the person(s) so acting.
♦ Requests for off duty time shall be negotiated with the Contractor.
♦ Park Host is required to make the appropriate contacts if any situation should require intervention by parks
staff or law enforcement. Contact persons are:
1. Carl Olson 360-427-9670, extension 535
Cell: 360-490-0539
2. John Taylor 360-427-9670, extension 806
Cell: 360-463-9448
OR
Emergency: 911
Park Host hereby accepts and agrees to such engagement, subject to the general supervision and pursuant to the
orders, advice and direction of related services and duties as may be assigned to him/her from time to time by
Contractor, subject to mutual consideration of Section Three.
Park Host Contract Page 2 of 4
SECTION TWO - TERMS. The term of this agreement shall be from January 1, 2026, to December 31,
2028.
SECTION THREE - COMPENSATION TO PARK HOST/RESIDENT. Contractor shall provide for Park Host,
and Park Host shall accept from Contractor, in full payment for Park Host services the following: A designated
park host site located at the park. Be it understood that the Park Host shall be responsible for providing his/her
telephone carrier and long-distance service. Contractor shall provide electrical utilities, water, septic and garbage
service.
SECTION FOUR – PARK HOST/RESIDENT BENEFITS. It is understood and agreed by both Contractor and
Park Host that Park Host is not an employee of Contractor and shall not receive the benefits available to Mason
County Employees including, but not limited to: vacation time, sick leave, personal holiday, medical insurance,
dental insurance, vision insurance, etc. It is further agreed by the Contractor to carry Industrial Insurance
coverage on the Park Host.
SECTION FIVE – CONDITIONS OF SERVICE. Park Host shall maintain designated residential area in a neat,
orderly manner, and shall prevent the accumulation of debris, or any other material or objects which are not
compatible to the environment of the park area such as metal, lumber, or wood products, abandoned vehicles or
appliances, tires or any other like materials.
No services or activities shall be undertaken on Mason County Parks Property which result in compensation or
benefit to the Park Host. There shall be no unauthorized or private use of the park.
All residents at the County-owned premises shall undergo a Washington State Patrol Background Check that
indicates they are acceptable for involvement with youth activities. No illegal activities involving the Park Host
shall be undertaken or allowed to take place on or about the park properties or Park Host residence.
Only the Park Host shall be allowed to operate County-owned equipment, and then, only in the performance of
work approved by the County.
Residence in County-owned facilities is restricted to the Contractor and their immediate family. Residence shall
be defined as any extended stay of more than one week in a calendar month. Immediate family shall mean the
spouse and or legal dependents of the Contractor.
Upon termination of the contract the Park Host shall remove all personal belongings, vehicles, etc. from the
premises by the final day of the contract.
SECTION SIX - CONFLICTING OBLIGATION. In cases of emergency or conflicting obligation, the Park Host
is responsible for the continued completion of the duties specified in this contract. If the Park Host is unable to
resolve the conflict, Mason County Parks and Trails Manager must be notified.
SECTION SEVEN - CONTRACT AUTHORITY RESERVED BY COUNTY. Notwithstanding anything contained
herein to the contrary, Contractor shall not have the right to make any contracts or commitments for, or on
behalf of the County without the written consent of the County.
SECTION EIGHT - ENTIRE AGREEMENT. This Agreement, together with any Attachments, represents the
obligations of both the County and the Contractor in their entirety. No other representations, whether verbal or
in writing, that are not contained herein, shall be binding upon the parties.
SECTION NINE - AMENDMENT OF AGREEMENT. This Agreement may be changed or modified only with the
mutual agreement of both the Contractor and the Park Host, and only then upon approval through the
appropriate processes then in effect for the County for the obligations contained in any modification or change.
SECTION TEN - TERMINATION. This agreement may be terminated by either party, without cause, upon six
weeks written notice to the other. In case of any violation of the terms of this Agreement by Contractor, or the
Park Host Contract Page 3 of 4
physical inability of the Contractor to perform the required duties, the County may terminate employment
immediately, with compensation only to the date of such termination.
SECTION ELEVEN - SEVERABILITY. In the event that any competent court finds any specific term or
provision of this Agreement invalid, the remaining terms and provisions shall be in full force and effect as if such
provisions were not contained herein.
SECTION TWELVE - CHOICE OF VENUE. It is the intention of the parties that all suits and special
proceedings pertaining to the enforcement of this Agreement shall be in accordance with and pursuant to the
laws of the State of Washington. Any actions or matters shall come before the courts of Mason County,
Washington for actions and/or decisions.
SECTION THIRTEEN - TERMINATION FOR DISABILITY. Notwithstanding anything in this agreement to
the contrary, Contractor is hereby given the option to terminate this agreement in the event that Park Host shall,
during the term hereof, become permanently disabled, as the term permanently disabled is hereinafter fixed and
defined. Such option shall be exercised by Contractor giving notice to Park Host by registered mail, addressed to
him/her at PO Box 741, Allyn, 98524 or at such other address as Contractor shall designate in writing. On the
giving of such notice, this Agreement shall cease on the last day of the month in which the notice is mailed, with
the same force and effect as if such last day of the month were the date originally herein set forth as the
termination date thereof.
For the purpose of this agreement, Park Host shall be deemed to have become permanently disabled if, during
any year of the term hereof, because of ill health, physical or mental disability or for other cause beyond his/her
control he/she shall have been continuously unable or unwilling or shall have failed to perform his/her duties for a
total period of thirty (30) days, irrespective of whether or not such days are consecutive. For the purpose hereof,
the term any year of the term hereof, is defined to mean any 12-month calendar year period during the Park
Host’s affiliation with the Contractor in the capacity of Mason County Parks and Trails Park Host.
SECTION FOURTEEN - SAFETY POLICY. It shall be a condition of employment to follow all safety practices
set forth in Mason County Accident Prevention Procedures and Policy (MC Ord. Chapter 2.124 -
https://library.municode.com/wa/mason_county/codes/code_of_ordinances?nodeId=TIT2ADPE_CH2.124SAPOAC
PRPR ) and the State of Washington (WAC 296-800).
IN WITNESS WHEREOF, the parties have executed this agreement at Shelton, Washington on this, the
_____day of _________________, 20____.
ON-SITE PARK HOST
___________________________
Randall Olson
Date: __________________________
ATTEST:
_________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
____________________________
Tim Whitehead, Chief Deputy Prosecutor
BOARD OF MASON COUNTY COMMISSIONERS
_______________________________
Sharon Trask, Chair
______________________________
Pat Tarzwell, Vice-Chair
______________________________
Randy Neatherlin, Commissioner
Park Host Contract Page 1 of 3
MASON COUNTY PARKS AND TRAILS On-site Park Host
CONTRACTUAL AGREEMENT
AGREEMENT made between Bernie Games of Mason County, hereinafter referred to as On-site Park Host and
MASON COUNTY PARKS AND TRAILS DEPARTMENT, State of Washington, County of Mason, State of Washington,
hereinafter referred to as Contractor.
RECITALS: Park Host is willing to be contracted by Contractor, and Contractor is willing to contract the Park
Host, on the terms, covenants, and conditions set forth hereinafter including such terms, covenants and
conditions as may be set forth hereinafter.
SECTION ONE – DUTIES. Contractor hereby engages Park Host as the Park Host of MASON COUNTY PARKS
AND TRAILS DEPARTMENT, Truman Glick Park, Matlock, Washington.
The duties of MASON COUNTY PARKS AND TRAILS Park Host specifically require:
♦ Being at the Mason County Park site during the hours of darkness and during the day on Friday, Saturday,
Sunday and Holidays. Time off during the week is allowable, please notify the contractor.
♦ Park Host will open and close the park daily in accordance with park hours as deemed so by Contractor. The
evening security round shall consist of ensuring the doors of all buildings or restrooms are locked, gates are
shut and locked, and all guests are off the grounds.
♦ Conduct a daily park inspection, advising Mason County Parks and Trails Department of any hazardous or
unsafe condition that may exist; any broken fixtures, lighting or plumbing and any vandalism to the park
facilities.
♦ Perform light maintenance of park grounds as directed, i.e. stock and clean restrooms, litter pick-up, and
other duties as assigned.
♦ Park Host agrees to call the Mason County Sheriff if anything out of the ordinary is observed or heard; but
under no condition or situation will attempt to apprehend the person(s) so acting.
♦ Requests for off duty time shall be negotiated with the Contractor.
♦ Park Host is required to make the appropriate contacts if any situation should require intervention by parks
staff or law enforcement. Contact persons are:
1. Carl Olson 360-427-9670, extension 535
Cell: 360-490-0539
2. John Taylor 360-427-9670, extension 806
Cell: 360-463-9448
OR
Emergency: 911
Park Host hereby accepts and agrees to such engagement, subject to the general supervision and pursuant to the
orders, advice and direction of related services and duties as may be assigned to him/her from time to time by
Contractor, subject to mutual consideration of Section Three.
SECTION TWO - TERMS. The term of this agreement shall be from January 1, 2026 to December 31,
2028.
Park Host Contract Page 2 of 3
SECTION THREE - COMPENSATION TO PARK HOST/RESIDENT. Contractor shall provide for Park Host,
and Park Host shall accept from Contractor, in full payment for Park Host services the following: A designated
park host site located at the park. Be it understood that the Park Host shall be responsible for providing his/her
telephone carrier and long distance service. Contractor shall provide electrical utilities, water, septic and garbage
service.
SECTION FOUR – PARK HOST/RESIDENT BENEFITS. It is understood and agreed by both Contractor and
Park Host that Park Host is not an employee of Contractor and shall not receive the benefits available to Mason
County Employees including, but not limited to: vacation time, sick leave, personal holiday, medical insurance,
dental insurance, vision insurance, etc. It is further agreed by the Contractor to carry Industrial Insurance
coverage on the Park Host.
SECTION FIVE – CONDITIONS OF SERVICE. Park Host shall maintain designated residential area in a neat,
orderly manner, and shall prevent the accumulation of debris, or any other material or objects which are not
compatible to the environment of the park area such as metal, lumber or wood products, abandoned vehicles or
appliances, tires or any other like materials.
No services or activities shall be undertaken on Mason County Parks Property which result in compensation or
benefit to the Park Host. There shall be no unauthorized or private use of park.
All residents at the County-owned premises shall undergo a Washington State Patrol Background Check that
indicates they are acceptable for involvement with youth activities. No illegal activities involving the Park Host
shall be undertaken or allowed to take place on or about the park properties or Park Host residence.
Only the Park Host shall be allowed to operate County-owned equipment, and then, only in the performance of
work approved by the County.
Residence in County-owned facilities is restricted to the Contractor and their immediate family. Residence shall
be defined as any extended stay of more than one week in a calendar month. Immediate family shall mean the
spouse and or legal dependants of the Contractor.
SECTION SIX - CONFLICTING OBLIGATION. In cases of emergency or conflicting obligation, the Park Host
is responsible for the continued completion of the duties specified in this contract. If the Park Host is unable to
resolve the conflict, Mason County Parks and Trails Director must be notified.
SECTION SEVEN - CONTRACT AUTHORITY RESERVED BY COUNTY. Notwithstanding anything contained
herein to the contrary, Contractor shall not have the right to make any contracts or commitments for, or on
behalf of the County without the written consent of the County
SECTION EIGHT - ENTIRE AGREEMENT. This Agreement, together with any Attachments, represents the
obligations of both the County and the Contractor in their entirety. No other representations, whether verbal or
in writing, that are not contained herein, shall be binding upon the parties.
SECTION NINE - AMENDMENT OF AGREEMENT. This Agreement may be changed or modified only with the
mutual agreement of both the Contractor and the Park Host, and only then upon approval through the
appropriate processes then in effect for the County for the obligations contained in any modification or change.
SECTION TEN - TERMINATION. This agreement may be terminated by either party, without cause, upon six
weeks written notice to the other. In case of any violation of the terms of this Agreement by Contractor, or the
physical inability of the Contractor to perform the required duties, the County may terminate employment
immediately, with compensation only to the date of such termination.
SECTION ELEVEN - SEVERABILITY. In the event that any competent court finds any specific term or
provision of this Agreement invalid, the remaining terms and provisions shall be in full force and effect as if such
Park Host Contract Page 3 of 3
provisions were not contained herein.
SECTION TWELVE - CHOICE OF VENUE. It is the intention of the parties that all suits and special
proceedings pertaining to the enforcement of this Agreement shall be in accordance with and pursuant to the
laws of the State of Washington. Any actions or matters shall come before the courts of Mason County,
Washington for actions and/or decisions.
SECTION THIRTEEN - TERMINATION FOR DISABILITY. Notwithstanding anything in this agreement to
the contrary, Contractor is hereby given the option to terminate this agreement in the event that Park Host shall,
during the term hereof, become permanently disabled, as the term permanently disabled is hereinafter fixed and
defined. Such option shall be exercised by Contractor giving notice to Park Host by registered mail, addressed to
him/her at 1291 W. Ford Rd., Matlock, WA 98560 or at such other address as Contractor shall designate in
writing. On the giving of such notice, this Agreement shall cease on the last day of the month in which the notice
is mailed, with the same force and effect as if such last day of the month were the date originally herein set forth
as the termination date thereof.
For the purpose of this agreement, Park Host shall be deemed to have become permanently disabled if, during
any year of the term hereof, because of ill health, physical or mental disability or for other cause beyond his/her
control he/she shall have been continuously unable or unwilling or shall have failed to perform his/her duties for a
total period of thirty (30) days, irrespective of whether or not such days are consecutive. For the purpose hereof,
the term any year of the term hereof, is defined to mean any 12-month calendar year period during the Park
Host’s affiliation with the Contractor in the capacity of Mason County Parks and Trails Park Host.
SECTION FOURTEEN - SAFETY POLICY. It shall be a condition of employment to follow all safety practices
set forth in Mason County Accident Prevention Policy and the State of Washington.
IN WITNESS WHEREOF, the parties have executed this agreement at Shelton, Washington on this, the
_____day of ________, 20____.
ON-SITE PARK HOST
___________________________
Bernie Games
___________________________
Date: __________________________
ATTEST:
_________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
____________________________
Tim Whitehead, Chief Deputy Prosecutor
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: Cassidy Krall for John Taylor Ext: 535
Department: Parks & Trails Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 10/20/2025 Agenda Date(s): 10/28/2025
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item: Mason County Historical Society Storage Contract
Background/Executive Summary: The Mason County Historical Society has a cargo container for
storage located at MCRA. They would like to renew their contract to continue to have their storage
container at the MCRA location for an additional year.
Budget Impact (amount, funding source, budget amendment, etc.): MCHS will pay for additional cost of
any electrical use if heating is necessary. Otherwise, no impact to the budget.
Public Outreach: N/A
Requested Action: Approve the renewal of the MCRA storage use contract for the Mason County
Historical Society for an additional year, ending December 31, 2026.
Attachment(s): Contract agreement
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): 10/20/2025 Agenda Date(s): 10/28/2025, PH Date: 11/25/2025
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:
Approval to set a public hearing for Tuesday, November 25, 2025, at 9:15 a.m. to certify to the County
Assessor the amount of taxes levied for Current Expense and County Road for 2026. An increase to the
Current Expense and County Road property tax levies for 2026 may be considered.
Background/Executive Summary:
Pursuant to RCW 84.52.070, the Commissioners must certify to the County Assessor the amount of taxes
levied upon the property in the county for county purposes by adoption of a resolution, on or before the
15th day of December in each year, and on or before the first Monday in December the respective amounts
of taxes levied by the board for each taxing district, within or coextensive with the county, for district
purposes..
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
The estimated levies for Current Expense and County Road are included in the 2026 proposed budget.
Public Outreach:
The notice of public hearing will be advertised in the Shelton-Mason County Journal for two weeks prior
to the hearing.
Requested Action:
Approval to set a public hearing for Tuesday, November 25, 2025, at 9:15 a.m. to certify to the County
Assessor the amount of taxes levied for county purposes and the amount of taxes levied for each taxing
district for 2026. An increase to the Current Expense and County Road property tax levies for 2026 may
be considered.
Attachment(s):
NOTICE OF HEARING
NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold
a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton,
WA 98584 on Tuesday, November 25, 2025 at 9:15 A.M.
SAID HEARING will be to take public comment on the certification to the County Assessor
the amount of taxes levied for county purposes and the amount of taxes levied for each taxing
district for 2026. An increase to the Current Expense and County Road property tax levies for 2026
may be considered.
Public testimony will be available in-person or via Zoom. The URL is available on the County
website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand”
feature to be recognized by the Chair to provide your testimony. You can also email testimony to
msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA
98584; or call (360) 427-9670 ext. 230.
If special accommodations are needed, please contact the Commissioners' office, (360) 427-
9670 ext. 419.
DATED this 28th day of October, 2025.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
__________________________________
McKenzie Smith, Clerk of the Board
Bill: Commissioners
411 N 5th St
Cc: Commissioners
Assessor
Shelton Journal: Publ. 2t: 11/6/2025 & 11/13/2025
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): 10/20/2025 Agenda Date(s): 10/28/2025, PH Date: 12/1/2025
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:
Approval to set a public hearing for Monday, December 1, 2025, at 9:00 a.m. to consider adoption of the
2026 budget for Mason County. Copies of the 2026 preliminary budget will be available to the public on
November 17, 2025.
Background/Executive Summary:
Pursuant to RCW 84.52.070, the Commissioners must hold a public hearing on the 2026 preliminary
budget to allow taxpayers to “appear and be heard for or against any part of the budget”. The public
hearing also allows county departments to publicly testify if they so desire.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
2026 Adopted Budget.
Public Outreach:
The 2026 proposed budget will be posted on the County’s website: www.masoncountywa.gov by
November 17, 2025.
Requested Action:
Approval to set a public hearing on Monday, December 1, 2025, at 9:00 a.m. to consider adoption of the
2026 budget for Mason County. Copies of the 2026 preliminary budget will be available to the public on
November 17, 2025.
Attachment(s):
NOTICE OF HEARING
NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold
a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton,
WA 98584 on Monday, December 1, 2025 at 9:15 A.M.
SAID HEARING will be to take public comment on the adoption of the 2026 Mason
County Budget. The 2026 preliminary budget will be available to the public on November 17,
2025. You may request a copy via email msmith@masoncountywa.gov; or go to our website:
www.masoncountywa.gov.
Public testimony will be available in-person or via Zoom. The URL is available on the County
website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand”
feature to be recognized by the Chair to provide your testimony. You can also email testimony to
msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA
98584; or call (360) 427-9670 ext. 230.
If special accommodations are needed, please contact the Commissioners' office, (360) 427-
9670 ext. 419.
DATED this 28th day of October, 2025.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
__________________________________
McKenzie Smith, Clerk of the Board
Bill: Commissioners
411 N 5th St
Cc: Commissioners
Shelton Journal: Publ. 2t: 11/6/2025 & 11/13/2025
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Ian Tracy Ext: 544
Department: Public Health Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 20th, 2025 Agenda Date(s): October 28th, 2025
Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ IT ☒ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item: Period of performance extension for contract with Mason Conservation District
Background/Executive Summary: Mason County is currently under contract with Mason Conservation
District to perform public outreach and education related to property maintenance and water quality.
Under this contract we have met all of our deliverables, but still have unspent funds. We would like to
extend the period of performance for this contract to June 30, 2027 which will allow time to conduct
additional educational activities and spend down the funds.
Budget Impact (amount, funding source, budget amendment, etc.): N/A
Public Outreach: N/A
Requested Action: Approval for the Chair to sign the contract extension.
Attachment(s): Amendment 1 to MC Contract #23-079
2025-2027 Amendment 1 Between Mason Conservation District and Mason County Environmental
Health 1
AMENDMENT 1 to MC CONTRACT #23-079
INTERLOCAL AGREEMENT between
MASON CONSERVATION DISTRICT
And
MASON COUNTY ENVIRONMENTAL HEALTH
Mason Conservation District and Mason County Environmental Health wish to amend Contract
#23-079, dated October 10, 2023, relating to Mason County Environmental Health Community
Engagement, by extending the period of performance to June 30, 2027
1.0 PERIOD OF PERFORMANCE
The period of performance of this Amendment shall commence on date of execution and
be completed by June 30, 2027, unless either extended by agreement of the parties or
terminated sooner, as provided under the Interlocal Agreement.
2.0 SCOPE OF WORK
The scope of work shall stay the same.
3.0 EFFECTIVE DATE
The effective date of this Amendment shall be October 21, 2025.
All other terms and conditions of the Interlocal Agreement, MC Contract #23-079, shall remain in
full force and effect.
Dated this _______ day of __________________________, 2025.
MASON CONSERVATION DISTRICT:
______________________________
Jason Ragan, Chair
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY ENVIRONMENTAL HEALTH
____________________________________
Sharon Trask, Chair
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Shane Schoeneberg Ext: 303
Department: Jail Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 20, 2025 Agenda Date(s): October 28, 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:
Summit Food Services
Background/Executive Summary:
Summit Food has been providing Jail food services to the Mason County Jail and Juvenile since 2017.
The current contract expired on February 1, 2025. This contract has been renegotiated and is up for
approval.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
Increase of 3.9% to the contract; total annual expense is dependent on Jail inmate population.
Public Outreach:
N/A
Requested Action:
Approval of the contract amendment with Summit Food Services increasing cost by 3.9% effective
February 1, 2025 for a one-year period.
Attachment(s):
Amendment
Page 1 of 2
AMENDMENT #5 TO THE FOOD SERVICE AGREEMENT
This Amendment is made and entered into by and between Mason County Sheriff’s Office (“Client”), and
Summit Food Service, LLC (“Company”) (collectively “the Parties”).
WHEREAS, the Parties have entered into a certain Food Service Agreement (the
“Agreement”), effective February 1, 2017;
WHEREAS, the Parties have agreed to extend the Agreement with a pricing adjustment; and
WHEREAS, the Parties now desire to amend said Agreement upon the terms and conditions stated
herein.
NOW, THEREFORE, the Parties, intending to be legally bound hereby, mutually agree as follows:
1.Term. This Agreement shall be extended for an additional year beginning February 1, 2025. Per
section 3.1 of the Agreement, the term shall automatically renew for additional one-year periods
thereafter unless otherwise terminated per the Agreement.
2.Payment Arrangement. Per section 9.5 of the Agreement, pricing shall be amended to reflect that
Company shall charge per the following scale:
Payment terms
CPI Adjustment: 3.9%
Population Current New
30 - 39 $ 6.3814 $ 6.6303
40 - 49 $ 5.1969 $ 5.3996
50 - 59 $ 4.4552 $ 4.6290
60 - 69 $ 3.8650 $ 4.0158
70 - 79 $ 3.4379 $ 3.5720
80 - 89 $ 3.1160 $ 3.2376
90 - 99 $ 2.7973 $ 2.9064
100 - 109 $ 2.6595 $ 2.7633
110 - 119 $ 2.4953 $ 2.5927
120 - 129 $ 2.3544 $ 2.4463
130 - 139 $ 2.2355 $ 2.3227
Staff Meals $ 368.2000 $ 382.5598
Juvenile Meals $ 3.8650 $ 4.0158
3.Change in Conditions. Section 9.4 of the Agreement shall be amended to the following language:
The financial terms set forth in this Agreement, and all other obligations assumed by Company
hereunder, are based on conditions in existence on the date Company commences operations
including, without limitation, population; labor costs; tariffs; inmate labor; applicable
Governmental Rules; food and supply costs; provision of equipment and utilities; state of the
Premises; and federal, state and local sales, use and excise taxes (the “Conditions”). Further,
Client acknowledges that in connection with the negotiation and execution of this Agreement,
Company has relied upon Client’s representations regarding existing and future conditions (the
“Representations”). In the event of change in the Conditions, inaccuracy of the Representations,
Page 2 of 2
or if Client requests any significant change in the Food Services as provided under this Agreement,
the financial terms and other obligations assumed by Company shall be renegotiated to reflect a
proportionate increase in Company’s charges to the Client. Company will provide a thirty (30) day
notice of such increased charges. In the case that Client provides inmate labor to assist with duties
under the Agreement, Client acknowledges that Client is solely responsible for any pay,
compensation, benefits or other remuneration (if any) payable to the inmate. If Company sustains
increases in its operational costs (e.g. product or labor costs), Company, with written notification
to Client, may increase its prices for items to recover such increased costs.
This Amendment is effective as of February 1, 2025. All other terms and conditions of the original
Agreement (as modified from time to time) shall remain in full force and effect unless otherwise amended
as provided in the Agreement.
CLIENT: Mason County Sheriff’s Office (MSCO) COMPANY: Summit Food Service, LLC
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Mike Collins, PLS, PE, County
Engineer Ext: 450
Department: Public Works Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 20, 2025 Agenda Date(s): October 28, 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: Updating Public Works Road Department Policies in Accordance with WAC 136-50-050
Background/Executive Summary:
WAC 136-50-050 requires counties to adopt written policies for five key areas related to the
operation of the County Road Department:
1. Organization
2. Complaint Handling
3. Work for Others
4. County Road Standards (adopted via Ordinance 2024-028)
5. Survey Monument Preservation (adopted via Resolution 2023-010)
The Board previously adopted updates to policies for Road Standards and Survey Monument
Preservation. Staff have now updated the remaining policies—Organization, Complaint
Handling, and Work for Others—to reflect current practices and ensure compliance with WAC
136-50-050.
These policies were originally adopted through Resolutions No. 54 and 26-90 and were codified
in Mason County Code Section 2.52 and 2.76. However, to streamline policy management, these
policies will no longer be codified but instead maintained administratively and adopted solely by
resolution.
This action also amends Resolution No. 2020-52 to update the Public Works Department’s
organizational chart to reflect the current structure.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
None
Public Outreach:
N/A
Requested Action:
Request that the Board adopt the resolution repealing Resolutions No. 54 and 26-90, adopting
updated Public Works Road Department policies for Organization, Handling Public Complaints
& Requests and Work for Others, amending Resolution No. 2020-52 to reflect the updated Public
Works organizational chart, and confirming that these policies will be maintained
administratively outside the Mason County Code.
Attachments:
1. Resolution
2. Attachments A through C
3. Repealed Code Chapters 2.52 and 2.76
RESOLUTION NUMBER 2025-____
A RESOLUTION REPLACING CHAPTERS 2.52 AND 2.76 OF THE MASON COUNTY
CODE; REPLACING RESOLUTIONS NO. 54, 26-90 AND 09-18; ADOPTING
UPDATED PUBLIC WORKS ROAD DEPARTMENT POLICIES IN COMPLIANCE
WITH WAC 136-50-050; AND AMENDING RESOLUTION NO. 2020-52 TO REFLECT
AN UPDATED ORGANIZATIONAL CHART
WHEREAS, WAC 136-50-050 requires counties to adopt written policies for County Road
Departments in the following five areas:
1. Organization
2. Complaint Handling
3. Work for Others
4. County Road Standards
5. Survey Monument Preservation; and
WHEREAS, Mason County has previously adopted updated policies for Road Standards
(Ordinance 2024-028) and Survey Monument Preservation (Resolution 2023-010); and
WHEREAS, the policies for Organization, Complaint Handling, and Work for Others have now
been updated to reflect current operations and to ensure compliance with WAC 136-50-050; and
WHEREAS, these policies were previously included in Chapter 2.52 and 2.76 of the Mason
County Code and in Resolutions No. 54, 26-90 and 09-18, and the County has determined that
these administrative policies are more appropriately adopted and maintained outside the County
Code; and
NOW, THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners:
Section 1: Repeal of County Code Chapters
The following chapters of the Mason County Code are hereby repealed in their entirety and
removed from the Code:
• Chapter 2.52 ("Public Works Road Department Policies") and
• Chapter 2.76 ("Public Works Department")
Section 2: Replacement of Outdated Resolutions
Resolutions No. 54, 26-90, and 09-18 are hereby repealed in full.
Section 3: Adoption of Updated Policies
The following updated Public Works Road Department policies are hereby adopted and will be
maintained administratively by the Public Works Department in compliance with WAC 136-50-
050:
• Attachment A – Organization (includes the updated Public Works Department
organization chart, superseding the chart previously adopted by Resolution No. 2020-05)
• Attachment B – Handling Public Complaints & Requests
• Attachment C – Work for Others
These policies are not codified in the Mason County Code but shall remain in effect until
amended or replaced by further Board action.
Section 4: Amendment to Organizational Chart
Resolution No. 2020-52 is hereby amended to reflect the current departmental structure. The
updated organizational chart, included as part of Attachment A – Organization, shall serve as the
official chart of the Public Works Department for all administrative and reporting purposes.
ADOPTED this ___ day of __________, 2025.
ATTEST:
______________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
______________________________
Tim Whitehead, Ch. DPA
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
__________________________________
Sharon Trask, Chair
__________________________________
Pat Tarzwell, Vice Chair
__________________________________
Randy Neatherlin, Commissioner
MASON COUNTY PUBLIC WORKS DEPARTMENT
EXHIBIT A
ORGANIZATION
Resolution No._____________
Adopted: __________________
Purpose:
This policy is designed to ensure the efficient and organized management of the Mason
County Public Works Department, in accordance with WAC 136 -50-050(1). This policy
defines the organizational structure of the department and provides clear direction
regarding the roles and responsibilities of staff.
Section 1. Organizational Structure:
The Public Works Department is organized to effectively manage and oversee the county’s
infrastructure, facilities, operations, systems, and services. The department's organizational
chart clearly outlines the reporting structure and functional divisions within the
department. Employees should refer to the current organizational chart for a visual
representation of department hierarchy.
1. Roles and Responsibilities:
Each position within the Public Works Department is defined by a detailed job
description outlining key responsibilities, required qualifications, and reporting
relationships. Job descriptions are designed to ensure that employees understand
their individual responsibilities and how their work contributes to the overall
objectives of the department.
2. Reference Materials:
• Organization Chart: The most current organizational chart is available on the
County website or can be obtained from Public Works or the Human
Resources Department.
• Job Descriptions: Detailed job descriptions for all positions within the
department are available for reference on the County website under the
Human Resources Department or copies can be obtained from the Human
Resources Department.
• Personnel Policies: The Personnel Policies, outlining employment standards,
benefits, and employee rights, are available on the MC intranet site or may
be obtained from the Human Resources Department.
• Collective Bargaining Agreements: Current collective bargaining agreements
(CBAs), which outline the terms and conditions of employment for
represented employees, including wages, hours, and working conditions, are
available on the County intranet or can be obtained through the Human
Resources Department. Employees covered by a bargaining unit are
encouraged to review their applicable agreement and direct any questions to
their union representative or the Human Resources Department.
3. Employee Expectations:
All employees are expected to familiarize themselves with the department’s
organizational structure and their respective job descriptions to maintain clear
communication, accountability, and efficient operations within the department. Any
questions regarding the structure or job description should be directed to your
supervisor or the Human Resources Department.
Section 2: Staffing and Recruitment
1. Staffing Needs:
The Department will assess staffing needs based on operational requirements and
available budget. A periodic review of staffing will be conducted to ensure that the
department is adequately staffed to perform its duties efficiently.
2. Recruitment and Hiring:
Hiring for positions within the Department will be conducted in a fair and
transparent manner, in accordance with county policies and applicable laws.
Positions will be filled based on merit and qualifications.
Section 3: Training and Development
1. Ongoing Training:
Employees of the Department will receive ongoing training to ensure they are
equipped with the necessary skills and knowledge to perform their duties
effectively. Required training will be scheduled by supervisors, and additional
training opportunities will be discussed between the employee and their supervisor
based on operational needs and professional development goals.
2. Leadership Development:
The Human Resources Department, in collaboration with department supervisors,
will implement leadership development programs for current and potential
supervisors. This initiative is designed to ensure a continuous pipeline of qualified
leaders capable of effectively managing department operations. Supervisors are
encouraged to identify and mentor potential leaders within their teams, and HR will
provide support in facilitating relevant training and development opportunities.
Section 4: Communication and Coordination
1. Internal Communication:
Effective communication within the department will be promoted through regular
meetings, memos, and digital communication platforms. The Department will foster
a culture of open communication and transparency to ensure that all employees are
informed of department policies, procedures, and operational priorities.
2. External Communication:
The Department will also maintain regular communication with other county
departments, the Board of County Commissioners, and the public. This includes
providing updates on projects, addressing public concerns, and responding to
requests for information.
Section 5: Compliance and Accountability
1. Regulatory Compliance:
The Department will comply with all relevant federal, state, and local regulations,
including WAC 136-50-050(1), which governs the organizational structure of county
road departments.
2. Performance Evaluation:
Per County policy, all regular employees should be formally evaluated in writing by
their immediate supervisor and/or Department head or designee during the
probationary period or trial service period and at least annually thereafter.
3. Public Accountability:
The Department is committed to maintaining transparency and accountability to the
public. Regular updates are provided to the Board of County Commissioners
regarding department activities, including solid waste, utility facilities, road
conditions, ongoing projects, and financial expenditures.
Section 6: Approval and Review
This organizational chart and policy shall be updated by the Public Works Director and
Deputy Directors when updates are required to ensure it remains in compliance with WAC
136-50-050(1) and reflects the department's operational needs. Any updates to the policy
shall be submitted to the Board of County Commissioners for approval by resolution.
EXHIBIT Al
Legend
Direct Line of Authority
Statutory Requirements for
Reporting to County Engineer
Provides HR Services to
Deputy Director & County Engineer
Direct Statutory Authority
Citizens of Mason County
Board of County Commissioners
Commissioner — District 1
Commissioner— District 2
Commissioner— District 3
County Administrator
Public Works & Utilities Director
1 FTE
UTILITIES & WASTE MANAGEMENT
Deputy Director Public Works/U&W Mgmt. -1 FTE
WATER & WASTEWATER
Utility & Waste Manager —1 FTE
Water &Wastewater Operator - 8 FTE
SOLID WASTE OPERATIONS
Solid Waste Operations Program Manager -1 FTE
Solid Waste Attendant — 6 FTE
Solid Waste Operator - 5 FTE
Personnel Analyst
1 FTE
County Engineer
1 FTE
SURVEY
County Surveyor - 1 FTE
Party Chief -2 FTE
Right of Way Agent - 1 FTE
GIS Analyst - 2 FTE
FINANCE
Finance Manager -1 FTE
Road/ER&R Accounting - 2 FTE
Utilities Accounting -3 FTE
ENGINEERING & CONSTRUCTION
Engineering & Construction Manger -1 FTE
Asst. Engineering & Construction Manager -1 FTE
Engineer - 4 FTE
Engineering Construction Tech - 3 FTE
Engineer Intern - 0.5 FTE
Environmental Coordinator —1 FTE
Sign Shop Foreman - 1 FTE
Sign Shop - 3 FTE
ROAD OPERATIONS & MAINTENANCE/ER&R
Road Oper. & Maintenance Manager -1 FTE
ROAD OPERATIONS & MAINTENANCE
Road Operations & Maintenance Supervisor — 3 FTE
Equipment Operator -13 FTE
Truck Driver -11 FTE
Part Time Seasonal Help — (8) 0.5 FTE
EQUIPMENT RENTAL & REVOLVING (ER&R)
Equipment Maintenance Supervisor -1 FTE
Mechanic -4 FTE
Radio/Up Fit Tech —1 FTE
Part -Time Central Shop Assistant- .5 FTE
ADMINISTRATION
Office Administrator —1 FTE
Administrative Assistant - 3 FTE
MASON COUNTY PUBLIC WORKS ROAD DEPARTMENT
EXHIBIT B
Handling Public Complaints & Requests Policy
Resolution No._____________
Adopted: _________________
Purpose: This policy is established in accordance with WAC 136-10-050(3) of the "Standards of Good
Practice" set forth by the County Road Administration Board. It is adopted to provide a standardized
approach for handling complaints and requests made by citizens related to any services or activities
conducted by the Department.
1. DEFINITIONS
a) County Engineer: The official responsible for overseeing the public works operations,
including maintenance and repair of infrastructure, responding to requests and complaints,
and ensuring compliance with safety standards and regulations.
b) Complaint: A citizen's expression of dissatisfaction regarding services, conditions, or actions
taken by the Department of Public Works.
c) Request: A formal inquiry or suggestion for services, maintenance, improvements, or policy
clarification, including requests for new services or modifications to existing .
d) Routine Maintenance: Scheduled, non-urgent tasks designed to maintain the quality and
safety of infrastructure, such as road resurfacing, tree trimming along roadways, or routine
inspections of utilities and waste management facilities.
e) Non-Emergency Request: A request that does not pose immediate risk but still requires
attention. Examples include pothole repair, general road maintenance, road condition
concerns, or issues related to critical solid waste, water or sewer services.
f) Emergency: A situation that immediately threatens public safety, property, or infrastructure
requiring urgent action. Examples include road obstructions, water over roadways, missing
stop signs, or issues related to solid waste, water, or sewer services.
g) Disaster Emergency: A major event resulting in the loss or severe damage of infrastructure,
such as the loss of a roadway, bridge, or utility failure, requiring immediate and coordinated
action to mitigate widespread impact and restore essential services.
2. OBJECTIVES
Employees of the Department of Public Works shall:
1) Investigate all requests promptly and responsibly, determining the necessary actions to
address them and, whenever possible, communicate the findings and actions to the citizen
making the request.
2) Ensure no request is overlooked and make certain that the citizen understands their concerns
have been heard and valued.
3) Assess the urgency of the reported issues and take appropriate corrective action in alignment
with department policies.
4) Maintain an electronic record of all requests, per state archive statutes and for future
reference.
3. TYPES OF ISSUES OR REQUESTS
The Department of Public Works handles a variety of requests and complaints. Below are the main
categories, with examples of specific issues or services within each category:
A. County Roads and Rights of Way
Includes issues related to:
• Potholes and road repairs
• Road resurfacing or re-striping
• Drainage issues (flooding on roads due to blocked culverts or poor drainage)
• Traffic signs (installation, repair, or replacement of signs)
• Overgrown vegetation or trees blocking roadways
• Road closures or detours
B. County Solid Waste
Includes requests or complaints regarding:
• Solid waste facility operations (landfill or transfer stations)
C. Water/Wastewater or Septic Connections
Includes issues related to:
• Water quality concerns (contamination, discoloration, or pressure issues)
• Sewer line repairs or blockages
• Water main breaks or leaks
• New water/sewer connections or disconnections
• Septic system issues (inspections or maintenance)
• Wastewater treatment plant concerns (operational issues or odor complaints)
4. RECEIVING COMPLAINTS & REQUESTS
A. Submitting Complaints and Requests:
Citizens can submit complaints and requests through various methods:
• online Mason County Contact Us
• phone: (360) 427-9670 (Solid Waste) Ext. 207; (Roads) Ext. 450
• in-person visits: 100 W Public Works Drive, Shelton, WA 98584
• After hours non-emergencies: (360) 426-4441
• After hours Emergencies: 911
Required information:
The following information and details are necessary to ensure a smooth process:
• Name, address, email, and telephone number
• Road name, and approximate mileposts (when applicable)
• Solid waste, water or sewer station (when applicable)
• Detailed information to answer the following questions:
1. What is the request?
2. Where is the problem located?
3. When did the problem originate?
4. What was the cause of the problem?
B. Categorizing and Prioritizing Requests
• Categorization: Upon receiving a complaint or request, the Department will
categorize as either:
• Non-Emergency: Regular maintenance or service requests (e.g., potholes, road
signs, road conditions).
• Emergency: Requires immediate action (e.g., road closure, public safety risk).
• Prioritization:
▪ Non-emergency requests will be investigated, evaluated, and promptly corrected
whenever possible and appropriate. Requests that must be scheduled into the
maintenance or construction plans will be incorporated into the appropriate schedule
where feasible. All work will be done expeditiously as possible but will remain dependent
on resource availability and overall work priority. When appropriate, and/or requested,
the citizen shall be contacted regarding the disposition of the request.
▪ Emergency requests are prioritized and escalated immediately to relevant personnel for
action to address the situation.
C. Assignment: Once categorized the request or complaint, depending on the nature, will be :
• Reported to management and may be evaluated by the director and/or deputy
Director.
• Assigned to the appropriate department staff using the Citizen Request
software for tracking.
D. Action:
• The citizen tracking system is updated to reflect either resolution or that the complaint or
request was determined to be outside the county’s jurisdiction.
E. Tracking and Documentation
A. Citizen Request Information System:
• All complaints and requests will be logged into and tracked in the Citizen Request system,
which will record the following details:
▪ Request date
▪ Staff member that received request
▪ Road name, number, and district
▪ Request received by letter, telephone, email or in person
▪ Request type
▪ Directed to (assigned personnel)
▪ Request Detail
▪ Citizen name, address and contact information
▪ Actions taken (investigation/completion), dates and by
▪ Detailed notes of outcome or resolution provided
5. Emergency Procedures
A. Immediate Action:
• Emergency complaints will be responded to immediately to ensure public safety.
These will be reported directly to department staff, then logged into the Citizen Request
system with a note of who was directly notified.
• Employees or assigned personnel will take appropriate steps to mitigate the
emergency.
B. Notification to Authorities:
• For large-scale emergencies (e.g., natural disasters, large accidents), the Director of Public
Works Director or their designees will notify emergency services and relevant authorities
immediately.
MASON COUNTY PUBLIC WORKS DEPARTMENT
EXHIBIT C
WORK BY THE ROAD DEPARTMENT FOR OTHER
PUBLIC AGENCIES AND COUNTY DEPARTMENTS
Resolution No._____________
Adopted: __________________
Purpose: It is the policy of Mason County to permit the County Road Department to
perform work for other public agencies and Mason County departments when such work is
in the public interest and can be accomplished without adversely affecting the County’s
road-related responsibilities.
2. Eligible Agencies
Eligible entities for interagency work include:
• Other departments within Mason County government
• Other counties
• Cities and towns
• Port districts
• School districts
• State and federal agencies
• Federally recognized tribes
• Other public entities as defined by RCW 39.34.020
3. Request and Approval Procedures
A. External Agencies
• A standard interlocal agreement must be executed between Mason County and the
requesting public agency, and approved by the Mason County Board of
Commissioners, before any work may be performed.
• After the agreement is in place, individual work requests may be submitted under
the terms of that agreement. Each request must include:
o A detailed scope of work
o The proposed funding source
o A timeline or project schedule
• The Mason County Engineer shall review the request to assess technical feasibility,
workload capacity, legal compliance, and resource availability.
• If the work can be accommodated, the County shall provide a cost estimate based
on current labor, equipment, and material rates.
• The requesting agency must sign the estimate to indicate agreement with the price
and scope. The signed estimate will serve as formal authorization for the Road
Department to proceed with the work.
B. Mason County Departments
• When a county department requests work to be performed by the County Road
Department, it must submit a written request to the Public Works Director, County
Engineer or designee via email or hard copy. The request must include:
o A description of the work requested
o Financial considerations
o The expected timeline for performance or completion
• The County Engineer shall examine the request. Based on the scope and feasibility of
the work, the Engineer will either: modify, disapprove or approve the request under
delegated authority as outlined below in Section 6.
• All intra-county work shall be performed on a reimbursable cost basis. Payment shall
be made to the Mason County Treasurer within thirty (30) days of the billing
statement issued by the County Road Department. All funds shall be deposited into
the County Road Fund.
4. Interlocal Agreements
• All work with external agencies must be governed by a written interlocal agreement
pursuant to RCW 39.34.030.
• Such agreements shall be executed by the Board unless the Board has formally
delegated that authority.
• Agreements shall be filed with the Mason County Auditor or posted publicly per
RCW 39.34.040.
5. Reimbursement and Cost Recovery
• Mason County shall be fully reimbursed for all costs, including but not limited to
labor, equipment, materials, and applicable administrative overhead.
• The County Engineer shall ensure that rates are consistent with Mason County’s
current fee schedules and applicable laws, including any federal or state funding
requirements.
6. Delegation of Authority
The Board of Mason County Commissioners delegates authority to the Public Works
Director, County Engineer, or their designee to approve work requested by other Mason
County departments, provided the work is within the requesting department’s allocated
budget as adopted by the Board.
It is the sole responsibility of the requesting department to ensure that funding for the
requested work is available within its current budget appropriation before submitting the
request for approval.
Requests from county departments that exceed their approved budget authority must be
submitted to the Board of County Commissioners for review and authorization prior to the
commencement of any work.
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Tina Schaefer, Right of Way Agent Senior, on
behalf of Mike Collins, PLS, PE Deputy
Director/County Engineer
Ext: 456
Department: Public Works Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 20, 2025 Agenda Date(s): October 28, 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: Road Vacation Order No. 425 – Set Hearing date with Hearing Examiner
Vacate all that portion of the West half of the alley adjacent to Lots 6-10 in Block 57; and the East
half of the alley adjacent to Lots 7-10, in Block 58 to the centerline of Eberhart Street; and the East
half of the alley from the centerline of Eberhart Street adjacent to Lots 1-2, in Block 42; All in the
plat of the Town of Allyn, recorded in Volume 1 of plats, page 17, in the Northeast quarter of
Section 20, Township 22 North, Range 1 West, W.M. in Mason County, Washington.
Background/Executive Summary:
Derek Floyd owns Lots 1 and 2, in Block 42, along with a 1/2 interest in Lots 6-10, in Block 57, all in the
plat of the Town of Allyn, as recorded in Volume 1 of plats, page 17. Marty Million and Renae Million
own Lots 9-10, in Block 58, in the plat of the Town of Allyn, as recorded in Volume 1 of plats, page 17.
Renae Floyd owns Lots 7 & 8, in Block 58, along with a 1/2 interest in Lots 6-10, in Block 57, all in the
plat of the Town of Allyn, as recorded in Volume 1 of plats, page 17. Derek Floyd, Marty Million and
Renae Million aka Renae Floyd, have petitioned for the vacation of the deeded rights of way.
The requested right of ways are unopened and have never been maintained. The right of ways were
dedicated to the public on September 6, 1889, when the plat of the Town of Allyn was originally filed.
An Engineer’s Report has been prepared for the Hearing Examiner, and Public Works acknowledges the
rights of way were vacated by operation of law, pursuant to the Session Laws of 1889-1890.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
Petitioners have paid the required administrative fee of $1,000 for the acknowledgment of the vacation by
operation of law of the rights of ways.
The rights of way are classified as “Class C” per MCC 12.20.040, 12.20.050, & 12.20.060, therefore no
compensation other than the Administrative Fee is due.
Public Outreach:
The Notice of Intent to vacate will be published in the Shelton Journal two times and posted in three
locations, as required by RCW 36.87.050.
Requested Action:
Recommend the Board approve and execute the resolution setting a hearing date with the Hearings
Examiner for Wednesday December 10, 2025, at 1:00pm via zoom to consider public comment on Road
Vacation No. 425.
Attachment(s):
1. Engineer’s Report
2. Resolution -Hearing Notice
1
MASON COUNTY
DEPARTMENT of PUBLIC WORKS
100 W PUBLIC WORKS DRIVE
SHELTON, WASHINGTON 98584
MEMORANDUM
DATE: September 24, 2025
TO: Mason County Hearings Examiner
FROM: Tina Schaefer, Right of Way Agent Senior, on behalf of Mike Collins, County
Engineer, and Deputy Director
Cc: Mike McIrvin, County Surveyor & Dave Smith, Engineering and Construction
Manager
SUBJECT: ENGINEER’S REPORT – ROAD VACATION FILE NO. 425
Vacate all that portion of the West half of the alley adjacent to Lots 6-10 in
Block 57; and the East half of the alley adjacent to Lots 7-10, in Block 58 to
the centerline of Eberhart Street; and the East half of the alley from the
centerline of Eberhart Street adjacent to Lots 1-2, in Block 42; All in the
plat of the Town of Allyn, recorded in Volume 1 of plats, page 17, in the
Northeast quarter of Section 20, Township 22 North, Range 1 West, W.M.
in Mason County, Washington.
BACKGROUND:
Derek Floyd owns Lots 1 and 2, in Block 42, along with a 1/2 interest in Lots 6-10, in Block
57, all in the plat of the Town of Allyn, as recorded in Volume 1 of plats, page 17. Marty
Million and Renae Million own Lots 9-10, in Block 58, in the plat of the Town of Allyn, as
recorded in Volume 1 of plats, page 17. Renae Floyd owns Lots 7 & 8, in Block 58, along
with a 1/2 interest in Lots 6-10, in Block 57, all in the plat of the Town of Allyn, as recorded
in Volume 1 of plats, page 17.
The above property owners have petitioned for the vacation of the dedicated right of ways
as attached on Exhibit A. The requested right of ways are unopened and have never been
maintained. The right of ways were dedicated to the public on September 6, 1889, when
the plat of the Town of Allyn was originally filed.
Vacating this area would clear the cloud on title for these property owners. Public Works
acknowledges the right of ways were vacated by operation of law, pursuant to the Session
Laws of 1889-1890.
2
In compliance with RCW 36.87.40, at the Board of County Commissioners and County
Engineer’s direction, Public Works Department staff examined that portion of the right-of-
ways requested to be vacated and solicited comments on the proposed vacation. Our
findings are the following:
1. The right of way is unopened, and no records indicate it was opened or maintained.
2. The right of way is vacated by Operation of Law, pursuant to the Session Laws of
1889-1890.
3. The right of way is classified as “Class C” per MCC 12.20.040, 12.20.050, & 12.20.060,
therefore no compensation other than the Administrative Fee is due.
4. The petitioners have paid in full the required administrative fee of $1,000.00,
pursuant to MCC 12.20.080.
Public Notice
Public notice has been provided as required by RCW 36.87.050, both by posting at the site
and by publishing in the county official newspaper.
Recommendation
Public Works recommends the formal acknowledgment of the vacation by Operation of Law
of all that portion of the West half of the alley adjacent to Lots 6-10 in Block 57; and the
East half of the alley adjacent to Lots 7-10, in Block 58 to the centerline of Eberhart Street;
and the East half of the alley from the centerline of Eberhart Street adja cent to Lots 1-2, in
Block 42; All in the plat of the Town of Allyn, recorded in Volume 1 of plats, page 17, in the
Northeast quarter of Section 20, Township 22 N orth, Range 1 West, W.M. in Mason County,
Washington.
The vacated area will be subject to existing easements for ingress, egress, and drainage or
other purposes, if any, and in accordance with RCW 36.87.140, and retaining an easement
in favor of Mason County for any utilities present in the vacated right of ways.
Attachments:
• Legal Description: Exhibit A
• Petition: Exhibit B pages 1 - 5
• Aerial Plat Map: Exhibit C
• Photos – Exhibit D pages 1 - 4
EXHIBIT A
Legal Description for Road Vacation No. 425
Vacate all that portion of the West half of the alley adjacent to Lots 6-10 in Block 57; and
the East half of the alley adjacent to Lots 7-10, in Block 58 to the centerline of Eberhart
Street; and the East half of the alley from the centerline of Eberhart Street adjacent to Lots
1-2, in Block 42; All in the plat of the Town of Allyn, recorded in Volume 1 of plats, page
17, in the Northeast quarter of Section 20, Township 22 North, Range 1 West, W.M. in
Mason County, Washington.
Road Vacation # 425 EXHIBIT B
Road Vacation # 425 EXHIBIT B
Road Vacation # 425 EXHIBIT B
Road Vacation # 425 EXHIBIT B
Road Vacation # 425 EXHIBIT B
EXHIBIT C
EXHIBIT D
Looking Northerly between Blocks 57 & 58.
EXHIBIT D
Looking Northerly by Eberhart Street and Alley adjacent to Lots 1 & 2 in Block 42
EXHIBIT D
Looking Southerly adjacent to Eberhart Street and Alley by Blocks 42, 57 & 58
EXHIBIT D
Looking Southerly between Blocks 57 and 58
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): 10/13/2025 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:
Draft proposed changes to the Mason County Financial Reserve and Contingency Policy, Resolution No.
2022-052
Background/Executive Summary:
Proposed draft updates to Mason County’s Financial Reserve and Contingency Policy are attached.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
The County budgets the reserved fund balances in the annual budget.
Public Outreach:
Sent to the Finance Committee and Audit Committee for review.
Requested Action:
Request the Board review the draft proposed changes to the Mason County Financial Reserve and
Contingency Policy.
Attachment(s):
• Draft Resolution for Financial Reserve and Contingency Policy updates
• Estimated Cash Reserve Balances at 1/1/26
Printed From Mason County OMS
Printed from Mason County OMS
RESOLUTION NO. ______
AMENDING RESOLUTION 20221-05234, ATTACHMENT A TO ORDINANCE 2024-080, AND
MASON COUNTY CODE CHAPTER 2.161
IN THE MATTER OF ESTABLISHING A FINANCIAL RESERVE AND CONTINGENCY
POLICY FOR MASON COUNTY, WASHINGTON
WHEREAS, the Mason County Board of County Commissioners, as the county legislative
authority and the Mason County Finance Committee deem it to be fiscally responsible to maintain
cash flow reserves in the County Funds and to provide sufficient reserve funds as required by law to
cover bond covenants, the smooth running of the County and pay current obligations;
NOW THEREFORE BE IT RESOL YEO by the Mason County Board of County
Commissioners that the Financial Reserve and Contingency Policy be adopted as part of the County
Budget process to achieve the goals outlined.
A. General Policy
The County shall maintain reserves required by law, ordinance and/or bond covenants. All
expenditures drawn from reserve accounts shall require prior Board approval unless previously
authorized by the Board for expenditure within the County's annual budget.
The County Finance Committee will review annually the required reserve levels necessary to meet the
reserves established herein. If it is determined that the reserves should be adjusted, the County Finance
Committee shall propose an amendment to these policies.
If reserves and/or fund balances fall below required levels as set by this policy, the County shall
include within its annual budget a plan to restore reserves and/or fund balance to the required levels.
The County's annual general fund budget shallwill be adopted in the positive, with expenditures not
exceeding revenues, excluding beginning and ending fund balances, unless one or more any of the
following conditions exist:
1. tThe Mason County Board of Mason County Commissioners develop a plan to restore the
shortfall to the reserve balances within one calendar year;
2. tThe offset of expenditures over revenue is due to "one-time" expenditures, or;
3. tThe offset is due to conservative budgeting and the net revenue over expenditures for the
previous calendar year is at least equal to the amount of the excess in expenditures over
revenues in the current budget year;
4. The County’s available cash balance exceeds established reserve targets in the General Fund
Operating Reserves..
The County will allocate any funds from unanticipated excess revenues and/or unexpended budget
authority in the year following the actual recognition of these funds first to funding reserves as set
out in this policy then to other unanticipated expenditures.
All reserves will be presented in the County's annual budget.
B. General Fund Operating Reserves
The County will maintain a General Fund Operating Reserve to provide for adequate cash flow,
budget contingencies, and insurance reserves. Under this policy, General Operating Reserves will
be budgeted in the range of 15% - 25% of the prior calendar year's actual expenditures, excluding
beginning and ending fund balances.
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C. General Fund Contingency Reserve
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The County will maintain a Contingency Fund and shall maintain a Rreserve equal to $1,000,000
to provide a financial cushion in the event of unexpected economic downturns, major
unplanned expenditures, or other fiscal emergencies.to cover revenue shortfalls
resulting from unexpected economic changes or recessionary periods or to provide funds in the
event of major unplanned expenditures the County could face.
D. General Fund Technology Replacement Reserves
The County will maintain a Technology Replacement Reserve for replacement of costs entity wide
to cover computer hardware, software, or telephone equipment identified in the County's
Technology Replacement listing. The required level of reserve will equal each year's scheduled
costs. For example, if the 2019 equipment costs are budgeted at $100,000 the fund reserve balance
must equal or exceed $100,000. Contributions will be made through assessments to the using funds
and departments and maintained on a per asset basis.
E.• General Fund Equipment and Vehicle Replacement Reserves
The County will maintain a General Fund Rreserve for the replacement of vehicles and equipment
identified on the County's equipment replacement listing. The required level of reserves will equal
each year's scheduled replacement costs. For example, if the 202619 equipment replacement costs
are budgeted at $11,000,000, the fund reserve balance must equal or exceed must equal or
exceed $1,0100,000. Contributions will be made through assessments to the
using funds and departments and maintained ona per asset basis.Contributions
will be made through assessments to the using funds and departments and maintained on a per
asset basis.
F.• General Fund Accrued Leave Reserve
The County will maintain an Accrued Leave Reserve to cover the cost of the liability in its Accrued
Leave Account. The reserve will be at least sufficient to cover one years estimated accrued leave
payout as well as any accrued leave payouts known and required to be paid out in future years.
G.• General Fund Capital Facilities Reserve
The County will maintain a Capital Facilities Reserve equal to $5,000,000, or other amount set by
the Board and adopted during the annual budget process. The purpose of the reserve is to pay for
capital costs or future debt payments included in the Capital Facilities Plan.
H. General Fund Restricted Fund Balance Reserves
The County will maintain a Reserve account in the annual budget to reflect the approximate cash balance
amounts for those General Fund departments and programs that contain restricted funds which must be
carried forward from year to year to accurately track cash balances. The departments currently included are:
No. 125 – Community Development
No. 126 – Historical Preservation
No. 205.290 – Sheriff Jail Commissary
No. 205.295 – Sheriff Donations
I
H. I. Sales and Use Tax Fund Reserve
The County will maintain a Sales and Use Tax Fund Reserve equal to 15% to 25% of the prior
calendar year's actual expenditures, excluding beginning and ending fund balances.
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Commented [JB1]: I’m recommending this reserve be
removed. The County already charges individual budgets for
computer replacements and has accounts for additional,
unknown costs in the IT Rates adopted each year. If we do
have a technology replacement reserve, we could add it
formally to this policy in the Information Technology Fund.
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Commented [JB2]: The County already budgets for
vehicle replacement expense annually. The reserve would be
for unexpected costs like the replacement of wrecked
vehicles.
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I. J. County Road Fund Operating Reserves
The County will maintain a County Road Fund Operating Reserve to provide for adequate cash
flow. Under this policy, General Operating Reserves will be budgeted in the range of 15% - 25%
of the prior calendar year's actual expenditures, excluding beginning and ending fund balances.
J. K. County Road New Road Projects Fund Reserve
The County will maintain a County Road New Road Projects Fund Reserve equal to $4,000,000,
or other amount set by the Board and adopted during the annual budget process.
L. Lodging Tax Fund Reserve
The County shall maintain a Reserve account, as recommended by the Lodging Tax Committee, to provide
for future tourism-related expenditures when funds are available to reserve. The Board of County
Commissioners retains the authority to modify or eliminate the reserve amount at any time. The reserve
amount may be adopted as part of the County’s annual budget.
K.• REET 2 Fund Reserve
The County will maintain a REET 2 Fund Reserve to provide for future debt payments within the
Belfair Wastewater & Water Reclamation Fund. The reserve will increase each year, economic
conditions permitting, by up to one-half of the scheduled transfer amount from the REET 2 Fund
into the Belfair Sewer Fund until the reserve is equal to $3,000,000, or other amount set by the
Board and adopted during the annual budget process.
K. Information Technology Fund Reserve
The County will maintain an Information Technology Fund Reserve equal to $100,000, or other
amount set by the Board and adopted during the annual budget process. The purpose of the reserve is
to pay for unexpected countywide information technology related expenditures.
L.D. Equipment Rental & Revolving Fund Reserve
The County will maintain an Equipment Rental & Revolving Fund Balance Reserve equal to 15% -
25% of the prior calendar year's actual expenditures, excluding beginning and ending fund
balances.
M. Utility Enterprise Fund Reserves
The County will strive to establish and maintain a Utility Enterprise Fund Reserve equal to 15% -
25% of the prior calendar year’s actual operating expenditures, excluding beginning and ending
fund balances. When funds fall below this reserve, the county will prepare and implement a
financial improvement plan.
N. Utility Enterprise Fund Capital Reserves
The County will strive to establish and maintain a Capital Reserve equal to the amount set by the
board and adopted during the annual budget process. The purpose of the reserve is to pay for
capital costs or future debt payments included in the capital facilities plan.
Approved this _____of , 20225
. Mason County Board of Commissioners
BOARD OF COUNTY COMMISSIONERS
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__________________________________
Sharon Trask, Chair
__________________________________
Pat Tarzwell, Commissioner
__________________________________
Randy Neatherlin, Commissioner
FINANCE COMMITTEE CHAIR
__________________________________
Brittany Pearson, Treasurer
ATTEST:
_____________________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
_____________________________________
Tim Whitehead, Chief DPA
C: Accounting, Treasurer, Public Works, Budget & Finance
1
Printed From Mason County OMS
Printed from Mason County OMS
RESOLUTION NO. _______
AMENDING RESOLUTION 2022-052, ATTACHMENT A TO ORDINANCE 2024-080, AND
MASON COUNTY CODE CHAPTER 2.161
FINANCIAL RESERVE AND CONTINGENCY POLICY FOR MASON COUNTY,
WASHINGTON
WHEREAS, the Mason County Board of County Commissioners, as the county legislative
authority and the Mason County Finance Committee deem it to be fiscally responsible to maintain
cash flow reserves in the County Funds and to provide sufficient reserve funds as required by law to
cover bond covenants, the smooth running of the County and pay current obligations.
NOW THEREFORE BE IT RESOLVED by the Mason County Board of County
Commissioners that the Financial Reserve and Contingency Policy be adopted as part of the County
Budget process to achieve the goals outlined.
A. General Policy
The County shall maintain reserves required by law, ordinance and/or bond covenants. All
expenditures drawn from reserve accounts shall require prior Board approval unless previously
authorized by the Board for expenditure within the County's annual budget.
The County Finance Committee will review annually the required reserve levels necessary to meet
the reserves established herein. If it is determined that the reserves should be adjusted, the County
Finance Committee shall propose an amendment to these policies.
If reserves and/or fund balances fall below required levels as set by this policy, the County shall
include within its annual budget a plan to restore reserves and/or fund balance to the required levels.
The County's annual general fund budget shall be adopted in the positive, with expenditures not
exceeding revenues, excluding beginning and ending fund balances, unless one or more of the
following conditions exist:
1. The Board of Mason County Commissioners develop a plan to restore the shortfall to the reserve
balances within one calendar year;
2. The offset of expenditures over revenue is due to "one-time" expenditures;
3. The offset is due to conservative budgeting and the net revenue over expenditures for the previous
calendar year is at least equal to the amount of the excess in expenditures over revenues in the
current budget year;
4. The County’s available cash balance exceeds established reserve targets in the General Fund
Operating Reserves.
The County will allocate any funds from unanticipated excess revenues and/or unexpended budget
authority in the year following the actual recognition of these funds first to funding reserves as set
out in this policy then to other unanticipated expenditures.
All reserves will be presented in the County's annual budget.
B. General Fund Operating Reserves
The County will maintain a General Fund Operating Reserve to provide for adequate cash flow,
budget contingencies, and insurance reserves. Under this policy, General Operating Reserves will
2
Printed From Mason County OMS
Printed from Mason County OMS
be budgeted in the range of 15% - 25% of the prior calendar year's actual expenditures, excluding
beginning and ending fund balances.
C. General Fund Contingency Reserve
The County will maintain a Contingency Reserve equal to $1,000,000 to provide a financial
cushion in the event of unexpected economic downturns, major unplanned
expenditures, or other fiscal emergencies.
D. General Fund Equipment and Vehicle Replacement Reserves
The County will maintain a General Fund Reserve for the replacement of vehicles and equipment
identified on the County's equipment replacement listing. The required level of reserves will equal
each year's scheduled replacement costs. For example, if the 2026 equipment replacement costs are
budgeted at $1,000,000, the fund reserve balance must equal or exceed $1,000,000.
E. G eneral Fund Accrued Leave Reserve
The County will maintain an Accrued Leave Reserve to cover the cost of the liability in its Accrued
Leave Account. The reserve will be at least sufficient to cover one years estimated accrued leave
payout as well as any accrued leave payouts known and required to be paid out in future years.
F. General Fund Capital Facilities Reserve
The County will maintain a Capital Facilities Reserve equal to $5,000,000, or other amount set by
the Board and adopted during the annual budget process. The purpose of the reserve is to pay for
capital costs or future debt payments included in the Capital Facilities Plan.
G. General Fund Restricted Fund Balance Reserves
The County will maintain a Reserve account in the annual budget to reflect the approximate cash balance
amounts for those General Fund departments and programs that contain restricted funds which must be
carried forward from year to year to accurately track cash balances. The departments currently included are:
• No. 125 – Community Development
• No. 126 – Historical Preservation
• No. 205.290 – Sheriff Jail Commissary
• No. 205.295 – Sheriff Donations
H. Sales and Use Tax Fund Reserve
The County will maintain a Sales and Use Tax Fund Reserve equal to 15% to 25% of the prior
calendar year's actual expenditures, excluding beginning and ending fund balances.
I. County Road Fund Operating Reserves
The County will maintain a County Road Fund Operating Reserve to provide for adequate cash
flow. Under this policy, General Operating Reserves will be budgeted in the range of 15% - 25%
of the prior calendar year's actual expenditures, excluding beginning and ending fund balances.
J. County Road New Road Projects Fund Reserve
The County will maintain a County Road New Road Projects Fund Reserve equal to $4,000,000,
or other amount set by the Board and adopted during the annual budget process.
K. Lodging Tax Fund Reserve
The County shall maintain a Reserve account, as recommended by the Lodging Tax Committee, to provide
3
Printed From Mason County OMS
Printed from Mason County OMS
for future tourism-related expenditures when funds are available to reserve. The Board of County
Commissioners retains the authority to modify or eliminate the reserve amount at any time. The reserve
amount may be adopted as part of the County’s annual budget.
L. REET 2 Fund Reserve
The County will maintain a REET 2 Fund Reserve to provide for future debt payments within the
Belfair Wastewater & Water Reclamation Fund. The reserve will increase each year, economic
conditions permitting, by up to one-half of the scheduled transfer amount from the REET 2 Fund
into the Belfair Sewer Fund until the reserve is equal to $3,000,000, or other amount set by the
Board and adopted during the annual budget process.
M. Information Technology Fund Reserve
The County will maintain an Information Technology Fund Reserve equal to $100,000, or other
amount set by the Board and adopted during the annual budget process. The purpose of the reserve is
to pay for unexpected countywide information technology related expenditures.
N. Equipment Rental & Revolving Fund Reserve
The County will maintain an Equipment Rental & Revolving Fund Balance Reserve equal to 15% -
25% of the prior calendar year's actual expenditures, excluding beginning and ending fund
balances.
O. Utility Enterprise Fund Reserves
The County will strive to establish and maintain a Utility Enterprise Fund Reserve equal to 15% -
25% of the prior calendar year’s actual operating expenditures, excluding beginning and ending
fund balances. When funds fall below this reserve, the county will prepare and implement a
financial improvement plan.
P. Utility Enterprise Fund Capital Reserves
The County will strive to establish and maintain a Capital Reserve equal to the amount set by the
board and adopted during the annual budget process. The purpose of the reserve is to pay for capital
costs or future debt payments included in the capital facilities plan.
Approved this _____of , 2025
BOARD OF COUNTY COMMISSIONERS
__________________________________
Sharon Trask, Chair
__________________________________
Pat Tarzwell, Commissioner
__________________________________
Randy Neatherlin, Commissioner
FINANCE COMMITTEE CHAIR
__________________________________
Brittany Pearson, Treasurer
4
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Printed from Mason County OMS
ATTEST:
_____________________________________
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
_____________________________________
Tim Whitehead, Chief DPA
C: Accounting, Treasurer, Public Works, Budget & Finance
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Steve Duenkel Ext: 468
Department: Auditor Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): October 27, 2025 Agenda Date(s): October 28, 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: Purchase of Hart Intercivic Verity Vanguard Voting System Machine.
Background/Executive Summary: Executive Order (EO) 14248, “Preserving and Protecting the
Integrity of American Elections, requires shall the Federal Elections Assistance Commission to take
appropriate action to review and, if appropriate, re-certify voting systems to Voluntary Voting System
Guidelines 2.0 (VVSG 2.0). The Hart Verity Vanguard system is the only system certified to VVSG 2.0
criteria.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.): $165,108.74
This price reflects as ‘first mover’ discount. Funds to be allocated from HAVA Grant and Auditor’s
Machine & Equipment Special Fund 109.
Public Outreach: N/A
Requested Action: Request Board of County Commissioners Approval for the Auditor to purchase the
Hart Intercivic Verity Vanguard System, sign the purchase order, and sign the Master Agreement.
Attachment(s):
Mason Co WA
101025 Vanguard Master Agreement DRAFTv3.pdf
Vanguard Master Agreement_02202025 1
VANGUARD
MASTER AGREEMENT
This Master Agreement (“Agreement”), entered into effective as of _______________, 202__ (“the Effective Date”) by and
between Hart InterCivic, Inc., a Texas corporation (“Hart”) and the Customer set forth below (”Customer”), sets forth the terms and
conditions pursuant to which Customer may procure from Hart certain hardware (“Hardware”), software (“Software”) licenses and support
services (“Software Support Services”), warranty services (“Warranty Services”), and/or design, engineering, software development,
project management, operational training, election event support, and/or other professional services (“Professional Services”), from
time to time. Hardware and Software may be referred to as “Products” and Warranty Services, Software Support Services and/or
Professional Services may be referred to as “Services.” Products may be “Hart Hardware,” and “Hart Proprietary Software,” (i.e. “Hart
Products”) or “Third Party Hardware” and “Sublicensed Software” (i.e. “Third Party Products”). The foregoing may be referred to
together as the “Vanguard System.”
Hart agrees to sell or provide to Customer Products and Services according to this Agreement, which includes all Exhibits.
Customer agrees to all terms and conditions of this Agreement. Pricing and other material terms of Customer’s initial commitment are as
set forth in the Quote attached hereto as Exhibit A-1. This Agreement comprises the complete and exclusive agreement for the sale and
license of the Products and the provision of the Services. Customer acknowledges it has read and understands this Agreement (including
all Exhibits) and is entering into this Agreement only on the basis of the terms set forth herein.
Agreed and Accepted:
Customer Hart
Name: __________________________Hart InterCivic, Inc.
Address: __________________________ PO Box 80649
__________________________ Austin, Texas 78708-0649
__________________________ Attn.: Julie Mathis, CEO
Phone: __________________________800-223-4278
Facsimile: _________________________ 800-831-1485
E-mail: __________________________jmathis@hartic.com
Executed By:_______________________ __________________________
Name: __________________________ Julie Mathis
Title: __________________________ President & CEO
This Agreement is not effective until executed by both parties.
Each person signing this Agreement represents and warrants that he or she is duly authorized and has legal capacity to execute and
deliver this Agreement.
Mason County, WA
411 N 5th St.
Shelton, WA 98584
(360) 427-9670
sduenkel@masoncountywa.gov
Vanguard Master Agreement_02202025 2
1. ORDERING
Customer may request quotations for Products or Services from time to time. The existence of this Agreement does not obligate
Customer to request a quotation or purchase any Products or Services from Hart. Any Customer request for quotation must include
the following information: (a) description of requested Product or Services; (b) unit quantity and/or desired term; (c) Hart’s part
number and/or vendor part number, if applicable; (d) current unit price as provided by Hart, if applicable; (e) correct shipping
address, if applicable; and (f) any other order information required by Hart. Customer may only make a request for quotation via
email and other Hart approved electronic ordering methods, including facsimile. All Hart issued quotations are valid for thirty (30)
days except as specifically stated on the quotation. If the quotation is approved by Customer via signature or other Hart approved
method within thirty (30) days, Hart will provide notice of its acceptance via (i) countersignature following the date on which it
receives Customer’s approval of the Hart quotation or (ii) shipment of any portion of the associated Product(s) or commencement
of Professional Services, as applicable. Failure to provide such acceptance shall be deemed Hart’s rejection of the order. Hart
reserves the right to accept or reject any order initiated by Customer in Hart’s sole discretion. Only quotations approved by
Customer and accepted by Hart (each, a “Quote”) will obligate the parties to the terms of such quotations and this Agreement with
respect to the applicable Products and/or Services. Each Quote shall be subject to the terms and conditions of this Agreement and
shall be attached by reference hereto as Exhibit A (Exhibit A-1 for the first Products and Services sold and/or licensed and
successive Exhibit As (i.e. A-2, A-3, etc.) for any additional Products and Services).
2. PRICING
2.1. Products. Prices for Products shall be set forth in the applicable Quote. All prices are exclusive of shipping and packing costs and
insurance which shall be borne by Customer.
2.2. Annual License and Support Fee.. The “Annual Fee” is the combined fee for licensing (in the case of Hart Proprietary Software),
sublicensing (in the case of Sublicensed Software, if any), and Software Support Services (a “License and Support
Subscription”). The Annual Fee for the initial License and Support Subscriptions is included in the price for the applicable
Product(s). The initial Annual Fee for subsequently ordered License and Support Subscriptions shall be similarly included in the
price for the applicable Product(s), and unless otherwise specified, shall be pro-rated so as to be co-terminus with the initially-
ordered License and Support Subscriptions. The Annual Fee for License and Support Subscription renewal terms will be set forth
in the applicable invoice. Hart may adjust the amount of the Annual Fee for a License and Support Subscription renewal term by
notifying Customer of any fee adjustment with the invoice in which the adjustment is made. Unless adjusted by Hart, the Annual
Fee for a License and Support Subscription renewal term will be the same as the Annual Fee for the previous License and Support
Subscription term.
2.3. Other Services. Pricing for Professional Services shall be set forth in the applicable Quote, or if not specified, at Hart’s then-
current hourly rates. Pricing for any Extended Hart Hardware Limited Warranty (defined below) shall be set forth in the applicable
invoice.
2.4. Additional Charges. Additional charges may apply to Services e.g., travel, communication and other expenses. There will be an
additional charge at Hart’s current technician’s rate per hour for any technical work required as a result of other than Hart-
recommended equipment purchased by the Customer for use with the Products.
2.5. Taxes. All prices are exclusive of applicable taxes which will be calculated by Hart upon shipment of the corresponding Products.
All taxes shall be payable by Customer, unless Customer presents Hart with a proper certificate of exemption from such tax. If
Customer challenges the applicability of any such tax, Customer shall pay the tax and may thereafter seek a refund. In the event
Hart is required to pay any tax at time of sale or thereafter, Customer shall promptly reimburse Hart therefor.
3. PAYMENT
3.1. Products. Except as otherwise provided in the applicable Quote, amounts due for Products shall be billed upon shipment and
shall be paid in full within thirty (30) days after delivery.
3.2. Annual Fee. The Annual Fee for License and Support Subscription renewal terms shall be paid by Customer before expiration of
the previous License and Support Subscription term.
3.3. Other Services. Amounts due for Professional Services shall be billed upon the earlier to occur of: (a) shipment of any portion of
the associated Products, and (b) commencement of such Professional Services. All amounts due for Professional Services shall
be paid within thirty (30) days of receipt of invoice. Amounts due for Extended Hart Hardware Limited Warranty shall be paid before
expiration of the existing warranty coverage.
3.4. Payment Mechanics. Customer will pay all amounts due under this Agreement in U.S. Dollars. All payments are to be made to
Hart at its principal office in Austin, Texas, as set forth on the signature page or to such other location, such as a Lockbox, as may
Vanguard Master Agreement_02202025 3
be designated by Hart on the invoice or in a notice to Customer. Hart reserves the right to require C.O.D. payment, a letter of
credit, or other security for payment if it determines that such terms are required to assure payment. Customer shall promptly notify
Hart in writing of any change to Customer’s name, address, or billing information.
3.5. Late Fees. Hart may impose interest at the lower of: (a) one and one-half percent (1½%) per month, or (b) the highest rate of
interest then permitted by applicable law for all past due balances, compounded monthly and rounded to the next highest whole
month. Customer also agrees to pay or reimburse all fees and expenses reasonably incurred by Hart in collecting any amounts
due under this Agreement, including, but not limited to, all attorneys’ fees associated therewith. Hart shall have the right, in addition
to any and all other rights and remedies available at law or in equity, to delay or cancel any Product deliveries, to reduce or cancel
any or all quantity discounts extended to Customer, and/or to suspend or terminate Software licenses, sublicenses and/or the
provision of Services if Customer is in default of payments or any other material term of this Agreement.
3.6. Billing Disputes. If any dispute exists between the parties concerning the amount due or due date of any payment, Customer
shall promptly pay the undisputed portion. Such payment will not constitute a waiver by Customer or Hart of any of their respective
legal rights and remedies against each other. Customer has no right of set-off.
4. HARDWARE SPECIFIC TERMS
4.1. Delivery. Hart will provide estimated shipment dates upon acceptance of Customer’s approved quotation. Shipment dates on
Quotes are approximate only and Hart will not be subject to liability for late or delayed shipment. In the event Customer is unable
to receive delivery of the Hardware following shipment on a mutually agreed upon shipment date, Hart, at its sole option and
convenience, may deliver such Products to storage at any suitable location including Hart’s facilities. All costs incurred by Hart for
the storage of such Hardware shall be borne by Customer.
4.2. Hart Legacy Voting System Product Pick-Up. If Customer has Hart legacy voting system (HLVS) products, Hart will pick up and
salvage the HVLS products. Customer may retain databases and reports stored on such products solely to comply with legal
requirements for record retention. Customer may retain minimal necessary computers and copies of HLVS software for access to
records retention databases. Customer agrees to remove all HLVS software from all retained computers at the close of the records
retention period. Upon request, Customer will provide Hart with written certification that such software has been deleted. All
retained Hart confidential or proprietary information, including all HLVS software, will remain subject to applicable confidentiality
terms.
4.3. Hardware Acceptance. Customer shall examine all Hardware promptly upon receipt thereof. Within ten (10) business days of
such receipt, Customer shall notify Hart in writing of any manner in which Customer claims that the Hardware fails to conform to
their applicable specifications. If no written notification is received by Hart within such period, the Hardware delivered hereunder
shall be deemed accepted by Customer (“Hardware Acceptance”). Hardware will be deemed conforming if it meets Hart’s
published specification for such Hardware and any specifications identified on the applicable Quote. Upon Customer’s Hardware
Acceptance, any defects in material or workmanship shall be addressed pursuant to the warranty in Section 9 below.
4.4. Title and Transportation. Hardware is shipped from Hart’s designated shipping point. Title transfer and transfer of risk of loss or
damage shall be deemed to occur upon Hart making such Hardware available to the carrier at Hart’s designated shipping point.
Hart reserves the right to select the method and routing of transportation and the right to make delivery in installments unless
otherwise specified in the applicable Quote but in no event will the carrier be deemed the agent of Hart. Notwithstanding the
foregoing, if Customer chooses a financing option offered by Hart, then title to Hardware will pass to Customer according to the
terms of the finance agreement.
4.5. Changes and Cancellation. Customer may not change or cancel an order after approval of the applicable quotation. Hart may
not change or cancel a Quote after it has accepted Customer’s approval thereof. Any changes or cancellations following such
times will be at the non-cancelling party’s sole discretion and upon terms dictated by the non-cancelling party. In the event that
Customer requests a rescheduling of any Hardware delivery and such request is accepted by Hart, Customer agrees to promptly
pay Hart’s standard reschedule charge.
5. SOFTWARE SPECIFIC TERMS
5.1. License.
5.1.1. Software. Subject to the terms and conditions of this Agreement and for so long as Customer has a current License and Support
Subscription in effect with respect thereto, Hart grants to Customer (a) a personal, nonexclusive, nontransferable (other than as
provided below with respect to Utilities), and limited license to use the Hart Proprietary Software (which includes “Firmware,”
meaning the Hart Proprietary Software embedded in any Vanguard System device that allows execution of the software
functions) and (b) a personal, nonexclusive, nontransferable, and limited sublicense to use the Sublicensed Software, if
applicable, in each case, to conduct election activity in accordance with the applicable Software’s intended use and
Documentation. For a list of Hart Proprietary Software ordered by Customer and licensed by Hart pursuant to Exhibit A-1 and
this Agreement, see Exhibit C. With this right to use, Hart will provide Customer, and Customer will be permitted to use, only
the run-time executable code and associated support files of the Software for Customer’s internal data processing requirements
Vanguard Master Agreement_02202025 4
as part of the Vanguard System. The Software may be used only on the Hardware or other computer systems authorized by
Hart in writing. Customer’s use of the Software will be limited to the number of licenses specified in the applicable Quote. Only
Customer and its authorized employees, agents or contractors may use or access the Software, provided that solely with respect
to data converters, localization programs, and other Software specifically identified in writing by Hart as a “utility” (“Utilities”),
Customer may transfer the Utilities to third party contractors engaged to assist Customer with the preparation and administration
of Customer’s election(s) (“Third Party Service Providers”) for the sole purpose of such Third Party Service Provider’s use for
the benefit of Customer, provided further that Customer ensures that any Third Party Service Provider shall, as a condition to
receiving and/or using the Utilities, agrees to Hart’s then-current end user license agreement provided with the Utilities. For
applicable components, voters are also authorized to interact with the Software, in a manner consistent with user instructions,
for the sole purpose of producing a Cast Vote Record during the course of an election.
5.1.2. Embedded Third Party Software. To the extent Hart Proprietary Software contains embedded third party software (e.g. open
source software), third party licenses may apply. More information concerning embedded third party software can be found in
the application’s “Help->About” and is available upon written request. Such embedded third party software is distinguished from
“Sublicensed Software” which is stand-alone software not part of Hart Proprietary Software that may be included under this
Agreement.
5.2. Records and Audit. Customer shall keep clear, complete and accurate books of account and records with respect to the usage
of Software licensed hereunder, including without limitation with respect to access thereto (including by any Third Party Service
Providers to any Utilities). Licensee shall retain such books and records for a period of five (5) years from the date of cessation of
any such usage, notwithstanding any expiration or termination of this Agreement. Customer agrees that during the term of this
Agreement and such period, Hart, the licensors of any Sublicensed Software, and their representatives may periodically inspect,
conduct, and/or direct an independent accounting firm to conduct an audit, at mutually agreed-upon times during normal business
hours, of the computer site, computer systems, and appropriate records of Customer to verify Customer’s compliance with the
terms of the licenses and sublicenses granted to Customer. If any such examination discloses unauthorized usage, then Customer,
in addition to paying such payment then due and without limiting Hart’s remedies, shall pay the reasonable fees for the audit.
5.3. Restrictions.
5.3.1. To protect the integrity and security of the Vanguard System, Customer shall comply with the following practices and shall not
deviate from them without the express written consent of Hart: (a) Customer shall use the Software and Hardware only in
connection with the Vanguard System, and Customer may only use Hart branded or approved peripherals and Consumables
(defined below) with the Vanguard System; (b) Customer shall not install or use other software on or with the Hardware or
Software or network the Hardware or Software with any other hardware, software, equipment, or computer systems; and (c)
Customer shall not modify the Hardware or Software. If Customer uses the Software and Hardware in combination with other
software and equipment (other software or equipment being those not provided by Hart or its designees), and the combination
infringes Hart proprietary patent claims outside the scope of the software license granted to Customer under Section 5.1, Hart
reserves its rights to enforce its patents with respect to those claims. Furthermore, using a Vanguard System with any paper,
including ballot stock and thermal paper rolls, not expressly authorized by Hart in writing may result in inaccurate election
tabulations and results as well as defects, errors, or malfunctions that are excluded from coverage under the Hart Hardware
Limited Warranty. HART DISCLAIMS AND CUSTOMER RELEASES HART FROM ANY LIABILITY ASSOCIATED WITH THE
USE OF UNAUTHORIZED PAPER, INCLUDING ANY CLAIM, LIABILITY OR RECOURSE ASSOCIATED WITH INACCURATE
VOTE TABULATIONS.
5.3.2. Customer shall not, under any circumstances, cause or permit the adaptation, conversion, reverse engineering, disassembly, or
de-compilation of any Software. Customer shall not use any Software for application development, modification, or
customization purposes, except through Hart.
5.3.3. Customer shall not assign, transfer (other than as permitted by Section 5.1.1), sublicense, time-share, or rent the Software or
use it for facility management or as a service bureau. This restriction does not preclude or restrict Customer from contracting
for election services for other local governments located within Customer’s jurisdictional boundaries. Customer shall not copy
or duplicate the Software. All use of Software and Hardware on which the Software resides shall take place and be for activities
within Customer’s jurisdictional boundaries, except for in cases of joint elections conducted cooperatively with neighboring
jurisdictions. All copies of the Software, in whole or in part, must contain all of Hart’s or the third-party licensor’s titles, trademarks,
copyright notices, and other restrictive and proprietary notices and legends (including government-restricted rights) as they
appear on the copies of the Software provided to Customer. Customer shall notify Hart of the following: (a) the location of all
Software and all copies thereof and (b) any circumstances known to Customer regarding any unauthorized possession or use
of the Software.
5.3.4. Customer shall not publish any results of benchmark tests run on any Software.
5.3.5. The Software is not developed or licensed for use in any nuclear, aviation, mass transit, or medical application or in any other
inherently dangerous applications. Customer shall not use the Software in any inherently dangerous application and agrees
that Hart and any third-party licensor will not be liable for any claims or damages arising from such use.
Vanguard Master Agreement_02202025 5
5.3.6. If Customer does not comply with any provisions of this Section 5.3, Hart shall have the right, in addition to any and all other
rights and remedies available at law or in equity, to suspend or terminate Software licenses and sublicenses granted under
Section 5.1 and/or its obligation to provide Services.
6. DOCUMENTATION
Hart will provide Customer with one (1) electronic copy of the standard user-level documentation and operator’s manuals and
where applicable, environmental specifications (collectively, the “Documentation”) for the Product installed at the Customer’s
location before the first election for which the Product will be used, following installation.
7. PROPRIETARY RIGHTS
7.1. Reservation of Rights. Customer acknowledges and agrees that the Products and Services, and any and all related patents,
copyrights, trademarks, service marks, trade names, documents, logos, software, microcode, firmware, information, ideas,
concepts, know-how, data processing techniques, documentation, diagrams, schematics, equipment architecture, improvements,
code, updates, trade secrets and material are the property of Hart and its licensors. Customer agrees that the sale of the Hardware,
license of the Software and provision of Services does not, other than as expressly set forth herein, grant to or vest in Customer
any right, title, or interest in such proprietary property. All patents, trademarks, copyrights, trade secrets, and other intellectual
property rights, whether now owned or acquired by Hart with respect to the Products and Services, are the sole and absolute
property of Hart and its licensors. Customer shall not, under any circumstances, cause or permit the adaptation, conversion,
reverse engineering, disassembly, or de-compilation of any Product(s), or copy, reproduce, modify, sell, license, or
otherwise transfer any rights in any proprietary property of Hart. Further Customer shall not remove any trademark, copyright,
or other proprietary or restrictive notices contained on any Hart Documentation, and all copies will contain such notices as are on
the original electronic media. All ideas, concepts, know-how, data processing techniques, documentation, diagrams, schematics,
firmware, equipment architecture, software, improvements, code, updates, and trade secrets developed by Hart personnel (alone
or jointly with others, including Customer) in connection with Confidential Information, including the Vanguard System, will, as
between the parties, be the exclusive property of Hart.
7.2. Customer Suggestions and Recommendations. Customer may propose, suggest, or recommend changes to the Products and
Services at any time. Such proposals, suggestions, or recommendations will become Hart’s property and are hereby assigned to
Hart. Hart may include any such proposals, suggestions, or recommendations, solely at Hart’s option, in subsequent periodic
Product and Services updates, without restriction or obligation. Hart is under no obligation to change, alter, or otherwise revise the
Products or Services according to Customer’s proposals, suggestions, or recommendations.
7.3. License Back. I f Customer possesses or comes to possess a licensable or sub-licensable interest in any issued patent with claims
that read upon the Vanguard System, its method of operation, or any component thereof, Customer hereby grants and promises
to grant a perpetual, irrevocable, royalty-free, paid-up license, with right to sublicense, of such interest to Hart permitting Hart to
make, have made, use, and sell materials or services within the scope of the patent claims.
7.4. No Implied Licenses. There are no implied licenses under this Agreement, and any rights of a party that are not expressly granted
to the other party hereunder are reserved. In furtherance of the foregoing and not in limitation, Thermal paper used with the
Vanguard System is based on a patented design, and the mere purchase of a Vanguard System does not constitute an express
or implied license to make or have such paper made.
8. SOFTWARE SUPPORT SERVICES
8.1. Description of Software Support Services. Subject to the terms and conditions of this Agreement and for so long as Customer
has the requisite number of License and Support Subscriptions in effect for the Software, Hart will provide Customer the Software
Support Services described below. Software Support Services under this Section do not cover any of the exclusions from warranty
and support coverage as described under Section 9. A quotation for Professional Services may be provided by Hart in those
situations where Customer requests Software support services in addition to the services described under this Section.
8.1.1. Software Support Services. Software Support Services will consist of assisting the Customer in the use of Software for purposes
of election administration, including functions related to pre-election and post-election testing and general operation of the
Vanguard System. Assistance is available via phone and email through the Hart Customer Support Center. See Exhibit B for
Hart Customer Support contact information and hours.
Software Support Services may consist of periodic updates to Hart Proprietary Software, at Hart’s discretion.
Consumable, shipping and on-site service charges for update releases of Software will apply and there may be feature charges
for update or enhancement releases of Software.
9. WARRANTY AND EXTENDED WARRANTY
Vanguard Master Agreement_02202025 6
9.1. Certification. Where applicable, Vanguard System components that require certification will meet the certification requirements in
place on the date of shipment.
9.2. Hart Hardware Limited Warranty. Hart warrants that during the warranty period, the Hart Hardware purchased by Customer will
be free from defects in materials and workmanship and will substantially conform to the performance specifications stated in the
Operator’s Manuals for such Hart Hardware provided to Customer by Hart. The warranty period for new Hart Hardware (other
than Consumables) is one (1) year, beginning ten (10) days after the date of receipt. The warranty period for used and/or
refurbished Hart Hardware is ninety (90) days, beginning ten (10) days after the date of receipt. Hart Consumables are warranted
only to be free from manufacturing defects for a period of ninety (90) days, beginning ten (10) days after the date of receipt. Hart
will, at Hart’s sole discretion, replace or repair any Hart Hardware that does not comply with this warranty. To request Warranty
Service, Customer must contact Hart in writing within the warranty period. Hart may elect to conduct any repairs at Customer’s
site, Hart’s facility, or any other location specified by Hart. Upon request, Customer shall ship, at Customer’s expense, the non-
conforming Hart Hardware to the location specified by Hart. Any replacement Hart Hardware provided to Customer under this
warranty may be new or reconditioned. Hart may use new and reconditioned parts in performing warranty repairs and building
replacement products. If Hart repairs or replaces Hart Hardware, its warranty period is not extended and will terminate upon the
end of the warranty period of the replaced or repaired Hart Hardware. Hart owns all replaced Hart Hardware and all parts removed
from repaired products. Customer acknowledges and agrees that this warranty is contingent upon and subject to Customer’s
proper use of the Vanguard System and the exclusions from warranty coverage and Software Support Services set forth in Section
9.5. This warranty does not cover any Hart Hardware that has had the original identification marks and/or numbers removed or
altered in any manner. This warranty does not include any type of routine maintenance service or preventative maintenance
service. The limited warranty provided in this Section 9.2 (the “Hart Hardware Limited Warranty”) shall be extended after the
initial warranty period as set forth in Section 13.2.3 (an “Extended Hart Hardware Limited Warranty”), provided that Extended
Hart Hardware Limited Warranties expressly exclude all consumable items, including, but not limited to, all types of batteries, toner
cartridges, vDrives and paper (“Consumables”). The remedies set forth in this Section are the full extent of Customer’s remedies
and Hart’s obligations regarding this warranty. If the Vanguard System is required to be reconfigured, modified, or otherwise
changed after the Effective Date due to the Customer’s or a local, state, or federal government certification change(s) or due to
any statutory changes or new requirements, upon Customer’s written request, Hart will determine the feasibility and cost of the
required changes and advise the Customer of the same. Upon mutual written agreement to move forward with the changes and
receipt from the Customer of the stated fees, Hart will complete the required changes to the Customer’s Vanguard System. THIS
LIMITED WARRANTY DOES NOT APPLY TO ANY THIRD PARTY HARDWARE.
9.3. Hart Proprietary Software Limited Warranty. Hart warrants that beginning ten (10) days after receipt of the Hart Proprietary
Software and for so long as Customer has the requisite number of License and Support Subscriptions in effect, the Hart Proprietary
Software will perform substantially according to the functional specifications described in the Operators’ Manuals for such Hart
Proprietary Software provided to Customer by Hart. To request Warranty Service, Customer must contact Hart in writing within
the warranty period. Failure to conform to the warranty must be reported in writing and be accompanied with sufficient detail to
enable Hart to reproduce the error and provide a remedy or suitable corrective action (a solution that will allow the Software to
function appropriately). Hart will make commercially reasonable efforts to remedy or provide a suitable workaround for defects,
errors, or malfunctions covered by this warranty that have a significant adverse effect upon operation of the Hart Proprietary
Software. Because not all errors or defects can or need to be corrected, Hart does not warrant that all errors or defects will be
corrected. Customer acknowledges and agrees that this warranty is contingent upon and subject to Customer’s proper use of the
Vanguard System and the exclusions from warranty coverage and Software Support Services set forth in Section 9.5. The
remedies set forth in this Section 9.3 are the full extent of Customer’s remedies and Hart’s obligations regarding this warranty.
THIS LIMITED WARRANTY DOES NOT APPLY TO ANY SUBLICENSED SOFTWARE.
9.4. Professional Services Warranty. Hart represents and warrants that any Professional Services shall be performed in a
professional and workmanlike manner.
9.5. Exclusions from Warranty and Software Support Services. The warranties under this Section and Software Support Services
under Section 8 do not cover defects, errors, or malfunctions that are caused by any external causes, including, but not limited to,
any of the following: (a) Customer’s failure to follow operational, support, or storage instructions as set forth in applicable
documentation; (b) the use of incompatible media, supplies, parts, or components; (c) modification or alteration of the Vanguard
System, or its components, by Customer or third parties not authorized by Hart; (d) use of equipment or software not supplied or
authorized by Hart; (e) external factors (including, without limitation, power failure, surges or electrical damage, fire or water
damage, air conditioning failure, humidity control failure, or corrosive atmosphere harmful to electronic circuitry); (f) failure to
maintain proper site specifications and environmental conditions; (g) negligence, accidents, abuse, neglect, misuse, or tampering;
(h) improper or abnormal use or use under abnormal conditions; (i) use in a manner not authorized by this Agreement or use
inconsistent with Hart’s specifications and instructions; (j) use of Software on equipment that is not in good operating condition; (k)
acts of Customer, its agents, servants, employees, or any third party; (l) servicing or support not authorized by Hart; (m) Force
Majeure; or (n) Consumables, unless expressly set forth in Section 9.2. In any case where Hart Proprietary Software interfaces
with third party software, including but not limited to, the Customer’s voter registration system, non-Hart election management
system, early voting validation system, non-Hart election systems, absentee envelope management systems, or other like systems,
Hart will not be responsible for proper operation of any Software that interfaces with the third party software should such third party
software be updated, replaced, modified, or altered in any way. Hart will also not be responsible for the proper operation of any
Software running on Customer’s computer equipment, should Customer install a new computer operating system on said
equipment without advising Hart of such changes and receiving Hart’s written approval. Hart will not be responsible for the proper
Vanguard Master Agreement_02202025 7
operation of any Software should it be configured or operated in any manner contrary to that described herein. A quote for
Professional Services may be provided by Hart in those situations where the Customer requests Hart’s review and approval of any
system changes or repair or replacement or support services as a result of exclusions from warranty coverage and Software
Support Services.
9.6. Third Party Hardware and Sublicensed Software Excluded. HART MAKES NO REPRESENTATIONS OR WARRANTIES AS
TO THIRD PARTY HARDWARE AND SUBLICENSED SOFTWARE, IF ANY, PROVIDED BY HART TO CUSTOMER, ALL OF
WHICH IS SOLD, LICENSED, OR SUBLICENSED TO CUSTOMER “AS IS,” OTHER THAN AS MAY BE PROVIDED IN ANY
PASS-THROUGH WARRANTY DESCRIBED BELOW. HART HAS NO RESPONSIBILITY OR LIABILITY FOR THIRD PARTY
HARDWARE AND SUBLICENSED SOFTWARE, IF ANY, PROVIDED BY HART’S DISTRIBUTORS OR OTHER THIRD PARTIES
TO CUSTOMER. If Hart sells, licenses, or sublicenses any Third Party Hardware or Sublicensed Software to Customer, Hart will
pass through to Customer, on a nonexclusive basis and without recourse to Hart, any third-party manufacturer’s warranties
covering the Hardware or Software, but only to the extent, if any, permitted by the third-party manufacturer or third-party licensor.
Customer agrees to look solely to the warranties and remedies, if any, provided by the manufacturer or third-party licensor. A list
of Third Party Hardware and Sublicensed Software will be provided by Hart upon written request from the Customer. The
disclaimers in this Section 9.6 are not intended to apply to embedded third party software integrated within the Hart Proprietary
Software, contemplated by Section 5.1.
9.7. Limited Remedies. HART’S SOLE RESPONSIBILITY FOR MALFUNCTIONS AND DEFECTS IN PRODUCTS AND SERVICES
IS LIMITED TO REPAIR AND REPLACEMENT AS SET FORTH IN, AND TO THE EXTENT SET FORTH IN, THIS SECTION 9.
10. PROFESSIONAL SERVICES
Subject to the terms and conditions of this Agreement, Hart will provide Customer (a) operational training and on-site support at
the first election in which the Products are used, and (b) the Professional Services described in each Quote. Professional Services
days cannot be exchanged for Product fees, Annual Fees, or fees for other Services. If Professional Services days are not used
prior to sixty (60) days after the date of the Customer’s first election in which any corresponding Product is used, Hart’s Professional
Services obligations shall expire and unused days will be billed to the Customer without recovery of amounts paid in advance for
Professional Services.
11. REPRESENTATIONS AND WARRANTIES
11.1. Due Organization. Each party represents that it is duly organized, validly existing, and in good standing in the jurisdiction of its
organization, and that it has the requisite power and authority to execute and deliver this Agreement and to carry out the
transactions contemplated by this Agreement.
11.2. Conflicting Agreements. Each party represents and warrants that it has no outstanding agreement or obligation that is in conflict
with any of the provisions of this Agreement, or that would preclude it from complying with the provisions hereof.
12. CUSTOMER RESPONSIBILITIES
12.1. Independent Determination. Customer acknowledges it has independently determined that the Products purchased under this
Agreement meet its requirements.
12.2. Cooperation. Customer agrees to cooperate with Hart and promptly perform Customer’s responsibilities hereunder. Customer
will (a) provide adequate working and storage space for use by Hart personnel near the applicable Hardware; (b) provide Hart full
access to the Products and sufficient computer time, subject to Customer’s security rules; (c) follow Hart’s procedures for placing
Warranty Service or Software Support Service requests and determining if Warranty Service is required; (d) follow Hart’s
instructions for obtaining Software Support Service and Warranty Services; (e) provide a memory dump and additional data in
machine-readable form if requested; (f) reproduce suspected errors or malfunctions in Software; (g) provide timely access to key
Customer personnel and timely respond to Hart’s questions; and (h) otherwise cooperate with Hart in its performance under this
Agreement.
12.3. Site Preparation. Customer shall prepare and maintain the installation site in accordance with instructions provided by Hart.
Customer is responsible for environmental requirements, electrical interconnections, and modifications to facilities for proper
installation, in accordance with Hart’s specifications. Any delays in preparation of the installation site will correspondingly extend
Hart’s delivery and installation deadlines.
12.4. Site Maintenance; Proper Storage. Customer shall maintain the appropriate operating environment, in accordance with Hart’s
specifications, for the Products and all communications equipment, telephone lines, electric lines, cabling, modems, air
conditioning, and all other equipment and utilities necessary for the Products to operate properly. Customer shall properly store
the Products when not in use.
12.5. Use. Customer is exclusively responsible for supervising, managing, and controlling its use of the Products, including, but not
limited to, establishing operating procedures and audit controls, supervising its employees, making timely data backups, inputting
Vanguard Master Agreement_02202025 8
data, ensuring the accuracy and security of data input and data output, monitoring the accuracy of information obtained, and
managing the use of information and data obtained. Customer will ensure that its personnel are, at all times, educated and trained
in the proper use and operation of the Products and that the Products are used in accordance with applicable manuals, instructions,
and specifications.
12.6. Backups. Customer is solely responsible for timely data backups, and Customer will maintain backup data necessary to replace
critical Customer data in the event of loss or damage to data from any cause. Hart is not liable for data loss.
13. TERM AND TERMINATION
13.1. Term.
13.1.1. Of Agreement. Unless earlier terminated as set forth herein, the initial term of this Agreement is one (1) year commencing on
the Effective Date.
13.1.2. Of License and Support Subscription. Unless earlier terminated as set forth herein, the initial term of the initial License and
Support Subscriptions is one (1) year commencing on the date of shipment of the applicable Product. Unless otherwise provided
in the applicable Quote, the initial term of subsequently ordered License and Support Subscriptions shall be pro-rated so as to
be co-terminus with the initially ordered License and Support Subscriptions.
13.1.3. Of Hart Hardware Limited Warranty. Unless earlier terminated as set forth herein, the initial warranty period for new Hart
Hardware is one (1) year commencing ten (10) days after date of receipt.
13.2. Renewals.
13.2.1. Of Agreement. This Agreement shall automatically renew for successive periods of one (1) year following the initial term unless
one party notifies the other of its intent not to renew not less than ninety (90) days prior to the end of the then-current term.
13.2.2. Of License and Support Subscriptions. During the term of the Agreement, License and Support Subscriptions shall automatically
renew for successive periods of (1) year following the initial term unless one party notifies the other of its intent not to renew not
less than ninety (90) days prior to the end of the then-current term.
13.2.3. Of Hart Hardware Limited Warranties. During the term of the Agreement, the Hart Hardware Limited Warranty shall automatically
extend for successive periods of (1) year following the initial warranty period unless one party notifies the other of its intent not
to extend not less than ninety (90) days prior to the end of the then-current warranty period. Renewal of this Agreement and the
License and Support Subscription do not, in themselves, extend the Hart Hardware Limited Warranty or any extension thereof.
13.3. Termination. This Agreement shall automatically terminate or expire as set forth herein and may be terminated by either party if
the other party is in material breach of the terms of this Agreement and fails to cure such breach within thirty (30) days after written
notice of such breach has been given. Additionally, Customer may terminate this Agreement, on no less than thirty (30) days prior
written notice to Hart, at the start of any fiscal year for which applicable fiscal and procurement laws and regulations prohibit
Customer’s fulfillment of its payment obligations hereunder, provided that such termination shall not relieve Customer of any
payment obligations incurred prior to the date of termination.
13.4. Effect of Expiration and Termination. Expiration of this Agreement shall not affect any License and Support Subscription or Hart
Hardware Limited Warranty then in effect unless the parties specifically agree in writing, and this Agreement shall continue to
govern such License and Support Subscriptions and Hart Hardware Limited Warranties until they are terminated or performance
has been completed. Subject to the foregoing, upon any expiration or termination of this Agreement, all rights and obligations
hereunder shall be of no further force or effect, provided that Sections 3, 5.2-5.3, 7, 9.5-9.7, 12, 13.4 and 14-18 shall survive.
14. CONFIDENTIALITY
14.1. Definition. “Confidential Information” means any information related to Hart’s business or the Vanguard System, including but not
limited to technical data, trade secrets, know-how, research, product plans, products, services, personnel lists or information,
customers, customer lists, markets, software, developments, inventions, processes, formulas, technology, designs, drawings,
engineering, hardware configuration information, marketing, finances, or other business information. Confidential Information
includes, without limitation, all Products, Services, Documentation and support materials, and the terms and conditions of this
Agreement.
14.2. Non-Use and Non-Disclosure. Customer will keep in confidence and protect Confidential Information (electronic or hard copy)
from disclosure to third parties and restrict its use to uses expressly permitted under this Agreement. Customer shall take all
reasonable steps to ensure that the trade secrets and proprietary data contained in the Products and the other Confidential Information
are not disclosed, copied, duplicated, misappropriated, or used in any manner not expressly permitted by the terms of this Agreement.
Customer shall keep the Software and all tapes, diskettes, CDs, and other physical embodiments of them, and all copies thereof, at a
Vanguard Master Agreement_02202025 9
secure location and limit access to those employees who must have access to enable Customer to use the Software. Customer
acknowledges that unauthorized disclosure of Confidential Information may cause substantial economic loss to Hart or its suppliers
and licensors. Customer further acknowledges that Confidential Information, including but not limited to the Products, may
constitute critical voting infrastructure, and that public disclosure of such Confidential Information would threaten the security of
critical voting infrastructure.
14.3. Public Information Requests. Hart acknowledges Confidential Information may be subject to disclosure as prescribed by
applicable freedom of information or public records law. Customer agrees to promptly notify Hart upon receipt of any such request
seeking Confidential Information and seek Hart’s position on the appropriate course of action in response to such request.
Customer agrees to make best efforts as permitted by applicable law to protect Hart’s Confidential Information from disclosure,
shall invoke every applicable process or procedure available under applicable freedom of information or public records laws to
oppose disclosure of Hart’s Confidential Information, and shall make all applicable arguments opposing disclosure of Hart’s
Confidential Information to the extent permitted by law.
14.4. Return of Confidential Information. Upon termination or expiration of this Agreement or, if earlier, upon termination of
Customer’s permitted access to or possession of Confidential Information, Customer shall return to Hart all copies of the
Confidential Information in Customer’s possession (including Confidential Information incorporated in software or writings,
electronic and hard copies). Upon termination of Customer’s license or sublicense of Software, Customer shall immediately
discontinue all use of the Software and return to Hart or destroy at Hart’s option, the Software, including Firmware, and all related
Documentation (electronic and hard copy) and all archival, backup, and other copies of Software, Firmware and Documentation,
and provide certification to Hart of such return or destruction. Return or destruction may include hard drives and/or component
flash drive devices.
14.5. Customer Employees, Agents and Contractors. Customer will inform its employees and other agents and contractors of their
obligations under this Section 14 and shall be fully responsible for any breach thereof by such personnel.
15. INDEMNIFICATION
15.1. Indemnity. Hart, at its own expense, will defend Customer against any third party claim that the Hart Hardware or Hart Proprietary
Software infringes an issued United States patent, registered United States copyright, or misappropriates trade secrets protected
under United States law, and shall indemnify Customer against and pay any costs, damages and reasonable attorneys' fees
attributable to such claim that are finally awarded against Customer, provided Customer (a) gives Hart prompt written notice of
such claims; (b) permits Hart to control the defense and settlement of the claims; and (c) provides all reasonable assistance to
Hart in defending or settling the claims.
15.2. Remedies. As to Hart Hardware or Hart Proprietary Software that is subject to a claim of infringement or misappropriation, Hart
may (a) obtain the right of continued use of the Hart Hardware or Hart Proprietary Software for Customer or (b) replace or modify
the Hart Hardware or Hart Proprietary Software to avoid the claim. If neither alternative is available on commercially reasonable
terms, then, at the request of Hart, any applicable Software license and its charges will end, Customer will cease using the
applicable Hart Hardware and Hart Proprietary Software, Customer will return to Hart all applicable Hart Hardware and return or
destroy all copies of the applicable Hart Proprietary Software, and Customer will certify in writing to Hart that such return or
destruction has been completed. Upon return or Hart’s receipt of certification of destruction, Hart will give Customer a credit for the
price paid to Hart for the returned or destroyed Hart Hardware and Hart Proprietary Software, less a reasonable offset for use and
obsolescence.
15.3. Exclusions. Hart will not defend or indemnify Customer if any claim of infringement or misappropriation (a) is asserted by an
affiliate of Customer; (b) results from Customer’s design or alteration of any Hardware or Software; (c) results from use of any Hart
Hardware or Hart Proprietary Software in combination with any non-Hart product, except to the extent, if any, that such use in
combination is restricted to the Vanguard System designed by Hart; (d) relates to Sublicensed Software or Third Party Hardware
alone; or (e) arises from Customer-specified customization work undertaken by Hart or its designees in response to changes in
Hart Proprietary Software or Sublicensed Software that are made in response to Customer specifications.
15.4. EXCLUSIVE REMEDIES. THIS SECTION 15 STATES THE ENTIRE LIABILITY OF HART AND CUSTOMER’S SOLE AND
EXCLUSIVE REMEDIES FOR INFRINGEMENT AND TRADE SECRET MISAPPROPRIATION.
16. DISCLAIMERS AND LIMITATIONS OF LIABILITY
16.1. Disclaimer of Warranty. EXCEPT FOR THE EXPRESS LIMITED WARRANTIES APPLICABLE TO THE PRODUCTS AND
SERVICES SET FORTH IN SECTION 9, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, (A) THERE ARE NO
WARRANTIES, EXPRESS OR IMPLIED, BY OPERATION OF LAW OR OTHERWISE UNDER THIS AGREEMENT, AND (B)
HART DISCLAIMS ALL EXPRESS AND IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED
WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE, MERCHANTABILITY, TITLE AND NONINFRINGEMENT FOR
ALL PRODUCTS AND SERVICES. CUSTOMER IS SOLELY RESPONSIBLE FOR ASSURING AND MAINTAINING THE
BACKUP OF ALL CUSTOMER DATA. UNDER NO CIRCUMSTANCES WILL HART BE LIABLE TO CUSTOMER OR ANY THIRD
PARTY FOR THE LOSS OF OR DAMAGE TO CUSTOMER DATA. THE EXPRESS LIMITED WARRANTIES REFERENCED
Vanguard Master Agreement_02202025 10
ABOVE EXTEND SOLELY TO CUSTOMER AND DO NOT INCLUDE ANY TYPE OF ROUTINE MAINTENANCE SERVICE OR
PREVENTATIVE MAINTENANCE SERVICE. SOME STATES (OR JURISDICTIONS) DO NOT ALLOW LIMITATIONS ON
IMPLIED WARRANTIES, SO THE ABOVE LIMITATION MAY NOT APPLY.
16.2. Limitations of Liability. NOTWITHSTANDING ANYTHING TO THE CONTRARY IN THIS AGREEMENT, TO THE MAXIMUM
EXTENT PERMITTED BY APPLICABLE LAW, HART WILL NOT BE LIABLE TO CUSTOMER FOR ANY SPECIAL, INDIRECT,
INCIDENTAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES (INCLUDING LOST PROFITS) OR FOR LOST DATA SUSTAINED
OR INCURRED IN CONNECTION WITH THE PRODUCTS, SERVICES, OR THIS AGREEMENT, EVEN IF ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES, REGARDLESS OF THE FORM OF ACTION AND WHETHER OR NOT SUCH DAMAGES
ARE FORESEEABLE. IN ADDITION, HART’S TOTAL LIABILITY TO CUSTOMER FOR DAMAGES ARISING OUT OF OR
RELATING TO THE PRODUCTS, SERVICES, AND THIS AGREEMENT WILL IN NO EVENT EXCEED THE TOTAL AMOUNT
ACTUALLY PAID BY CUSTOMER TO HART UNDER THIS AGREEMENT UNDER THE QUOTE FOR THE PRODUCT OR
SERVICE GIVING RISE TO THE APPLICABLE CLAIM. HART IS NOT LIABLE FOR DAMAGES CAUSED IN ANY PART BY
CUSTOMER’S NEGLIGENCE OR INTENTIONAL ACTS OR, EXCEPT AS EXPRESSLY SET FORTH HEREIN, FOR ANY CLAIM
AGAINST CUSTOMER OR ANYONE ELSE BY ANY THIRD PARTY. SOME JURISDICTIONS DO NOT ALLOW THE
EXCLUSION OR LIMITATION OF DAMAGES, SO THE ABOVE EXCLUSIONS AND/OR LIMITATIONS MAY NOT APPLY TO
CUSTOMER. THE PARTIES AGREE THAT THE LIABILITY AND WARRANTY LIMITATIONS SET FORTH IN THIS AGREEMENT
ARE A REASONABLE ALLOCATION OF RISK AND LIABILITY CONSIDERING THE RESPECTIVE BENEFITS OBTAINED
HEREUNDER. THE FOREGOING LIMITATIONS SHALL APPLY NOTWITHSTANDING THE FAILURE OF ESSENTIAL
PURPOSE OF ANY LIMITED REMEDY HEREIN.
16.3. Third Party Products, Services and Referrals. Hart may direct Customer to, or Customer might independently locate, third
parties having products or services that may be of interest to Customer for use in conjunction with the Products or Services
(including Third Party Service Providers, defined above). Notwithstanding any Hart recommendation, referral, or introduction,
Customer will independently investigate and test such products and services and will have sole responsibility for determining
suitability of the same. Hart has no liability with respect to claims relating to or arising from use of such products and services,
including, without limitation, claims arising from failure of such products to provide proper time and date functionality, and/or results
flowing from Third Party Service Providers’ utilization of the Utilities.
17. DISPUTE RESOLUTION
17.1. Disputes and Demands. The parties will attempt to resolve any claim or controversy related to or arising out of this Agreement,
whether in contract or in tort (“Dispute”), on a confidential basis according to the following process, which either party may start
by delivering to the other party a written notice describing the dispute and the amount involved (“Demand”).
17.2. Negotiation and Mediation. After receipt of a Demand, authorized representatives of the parties will meet at a mutually agreed-
upon time and place to try to resolve the Dispute by negotiation. If the Dispute remains unresolved after this meeting, either party
may start mandatory nonbinding mediation under the commercial mediation rules of the American Arbitration Association (“AAA”)
or such other mediation process as is mutually acceptable to the parties.
17.3. Injunctive Relief. Notwithstanding the other provisions of this Section 17, if either party seeks injunctive relief, such relief may be
sought in a court of competent jurisdiction without complying with the negotiation and mediation provisions of this Section.
17.4. Time Limit. Neither mediation under this section nor any legal action, regardless of its form, related to or arising out of this
Agreement may be brought more than two (2) years after the cause of action first accrued.
18. GENERAL PROVISIONS
18.1. Entire Agreement. This Agreement and the Exhibits hereto are the entire agreement between the parties with respect to the
subject matter contemplated herein, and supersede all prior negotiations and agreements with respect thereto. Hart makes no
representations or warranties with respect to this Agreement or its Products or Services that are not included herein. The use of
preprinted Customer forms, such as a request for quote (RFQ), request for proposal (RFP), purchase orders or acknowledgments,
in connection with this Agreement is for convenience only and no terms, provision or conditions thereof will have any effect on the
rights, duties or obligations of the parties under, or otherwise modify, this Agreement, regardless of any failure by Hart to object to
such terms, provisions or conditions. If any conflict exists between the terms and conditions of this Agreement and those set forth
in an Exhibit, the terms and conditions of this Agreement will govern, except to the extent otherwise explicitly stated in such Exhibit
by precise reference to the specific term or condition in the Agreement that the Exhibit is to control and prevail over. This Agreement
may not be amended or waived except in writing signed by an officer of the party to be bound thereby.
18.2. Interpretation. This Agreement will be construed according to its fair meaning and not for or against either party. Headings are
for reference purposes only and are not to be used in construing the Agreement. All words and phrases in this Agreement are to
be construed to include the singular or plural number and the masculine, feminine, or neuter gender as the context requires. The
words “include” and “including” (whether or not followed by “but not limited to” or “without limitation”) shall not be construed as
terms of limitation, but shall mean “including, but not limited to,” unless the context clearly indicates otherwise.
Vanguard Master Agreement_02202025 11
18.3. GOVERNING LAW. THIS AGREEMENT WILL BE GOVERNED BY THE LAWS OF THE STATE OF TEXAS, WITHOUT REGARD
TO ITS CONFLICT OF LAW PROVISIONS, UNLESS CUSTOMER IS A GOVERNMENTAL SUBDIVISION OF ANOTHER STATE,
IN WHICH CASE THE LAWS OF THE STATE IN WHICH CUSTOMER IS A GOVERNMENTAL SUBDIVISION WILL CONTROL.
18.4. Severability. Whenever possible, each provision of this Agreement will be interpreted to be effective and valid under applicable
law; but if any provision is found to be invalid, illegal, or unenforceable, then such provision or portion thereof will be modified to
the extent necessary to render it legal, valid, and enforceable and have the intent and economic effect as close as possible to the
invalid, illegal, or unenforceable provision. If it is not possible to modify the provision to render it legal, valid, and enforceable, then
the provision will be severed from the rest of the Agreement and ignored. The invalidity, illegality, or unenforceability of any
provision will not affect the validity, legality, or enforceability of any other provision of this Agreement, which will remain valid and
binding.
18.5. Force Majeure. “Force Majeure” means a delay encountered by a party in the performance of its obligations under this Agreement
that is caused by an event beyond the reasonable control of the party, but does not include any delays in the payment of monies
due by either party. Without limiting the generality of the foregoing, “Force Majeure” will include, but is not restricted to, the following
types of events: acts of God or public enemy; acts of governmental or regulatory authorities (other than, with respect to Customer’s
performance, the Customer and its governing entities); fires, floods, epidemics, or serious accidents; unusually severe weather
conditions; failure of third parties to timely provide software, hardware, materials, or labor contemplated herein including by reason
of strikes, lockouts, or other labor disputes. If any event constituting Force Majeure occurs, the affected party shall notify the other
party in writing, disclosing the estimated length of the delay and the cause of the delay. If a Force Majeure or other such event
occurs, the affected party will not be deemed to have violated its obligations under this Agreement, and time for performance of
any obligations of that party will be extended by a period of time necessary to overcome the effects of the Force Majeure.
18.6. Compliance with Laws. Customer and Hart shall comply with all federal, state, and local laws in the performance of this
Agreement, including all applicable laws, rules and regulations governing use of the Products. Products provided under this
Agreement may be subject to U.S. and other government export control regulations. Customer shall not export or re-export any
Products.
18.7. Assignment. Hart may assign this Agreement or its interests herein including the right to receive payments, without Customer’s
consent. Customer will be notified in writing if Hart makes an assignment of this Agreement. Customer shall not assign this
Agreement or any licenses granted hereunder without the express written consent of Hart, such consent not to be unreasonably
withheld.
18.8. Independent Contractors. The parties to the Agreement are independent contractors and the Agreement will not establish any
relationship of partnership, joint venture, employment, franchise, or agency between the parties. Neither party will have the power
to bind the other or incur obligations on the other’s behalf without the other’s prior written consent. Hart’s employees, agents, and
subcontractors will not be entitled to any privileges or benefits of Customer employment. Customer’s employees, agents, and
contractors will not be entitled to any privileges or benefits of Hart employment.
18.9. Notices. Any notice required or permitted to be given under this Agreement by one party to the other must be in writing and shall
be given and deemed to have been given immediately if delivered in person to the address set forth on the signature page for the
party to whom the notice is given, or on the fifth (5th) business day following mailing if placed in the United States Mail, postage
prepaid, by registered or certified mail with return receipt requested, addressed to the party at the party’s address set forth on the
signature page. Each party may change its address for notice by giving written notice of the change to the other party.
18.10. Trademarks. Verity™, Vanguard™, Hart InterCivic™ and such Product names indicated as trademarked names of Hart are
trademarks of Hart.
18.11. Attorneys’ Fees. In any court action at law or equity which is brought by one of the parties to enforce or interpret the provisions
of this Agreement, the prevailing party will be entitled to reasonable attorneys’ fees, in addition to any other relief to which that
party may be entitled.
18.12. Equitable Relief. The parties agree that a material breach of the confidentiality provisions of this Agreement or restrictions set
forth herein would cause irreparable injury to Hart for which monetary damages alone would not be an adequate remedy, and
therefore Hart shall be entitled to equitable relief in addition to any other remedies it may have hereunder or at law, without the
requirement of posting bond or proving actual damages.
18.13. Government Use. The use, duplication, reproduction, release, modification, disclosure, or transfer of the Products, no matter how
received by the United States Government, is restricted in accordance with the terms and conditions contained herein. All other
use is prohibited. Further, the Products were developed at Hart’s private expense and are commercial in nature. By using or
receiving the Products, the Government user agrees to the terms and conditions contained in this Agreement including the terms
and conditions contained in this paragraph.
18.14. Counterparts. This Agreement may be executed in multiple counterparts, any one of which will be considered an original, but all
of which will constitute one and the same instrument. The parties agree that signatures transmitted and received via electronic
means shall be treated as original signatures and shall be deemed valid, binding and enforceable by and against the parties.
Vanguard Master Agreement_02202025 12
Vanguard Master Agreement_02202025 13
Exhibit A-1
Quote for Initial Order
$165,108.74Grand Total
Mason County, WAAccount Name
00015554Quote Number
Confidential - Not for Redistribution
Item Description Unit Price Quantity Total Price
Vanguard Flex Ballot marking device $4,400.00 3 $13,200.00
Vanguard
Accessible Booth Wheelchair-accessible voting booth w/ transport bag for Vanguard Flex $500.00 3 $1,500.00
Vanguard Flex
Integrated Privacy
Screen
Integrated privacy screen for Vanguard Flex $79.00 3 $237.00
Vanguard Access Detachable ATI module for use with Vanguard Flex or Vault $520.00 3 $1,560.00
Verity
Headphones Headphones for Vanguard Flex units $20.00 3 $60.00
Vanguard Boost On-demand ballot printer $5,190.00 2 $10,380.00
HP LaserJet Pro
4001dn Printer Laser printer for Vanguard Boost $525.00 2 $1,050.00
Printer Tray
Extender Extender to support 22" ballots on HP printer for Vanguard Boost $380.00 2 $760.00
Vanguard
Workspace Vanguard Workspace software; includes Define, Deploy, and Results $22,500.00 1 $22,500.00
Vanguard Test
Decks Vanguard Workspace module for creation of pre-marked test decks and results files $6,000.00 1 $6,000.00
Vanguard Capture Vanguard Capture software $6,750.00 1 $6,750.00
Vanguard Capture
(Additional Seat)Vanguard Capture software $5,400.00 1 $5,400.00
Vanguard
Workstation
Workstations for Vanguard software w/ 5-year warranty. Two (2) configured with
Workspace and Test Decks (one active and one backup), two (2) configured with
Capture Seat 1 (one active and one backup) and one (1) configured as Capture Seat
2.
$5,900.00 5 $29,500.00
24" Flat Panel
Monitor Monitor for use with Vanguard Workstation 5
Canon DR-G2140
Central Scanner
w/ Imprinter
Central ballot scanner w/ 1-year warranty (preventative maintenance sold separately);
annual warranty and maintenance is optional and available separately from a trusted
Hart partner
$11,550.00 2 $23,100.00
Imprinter Ink
Cartridge, Canon
Scanner
$580.00 2 $1,160.00
IntoPrint SP1360
Printer Ballot printer w/ 1-year on-site warranty $7,775.00 1 $7,775.00
Toner Cartridge,
IntoPrint SP1360,
Black
Black toner cartridge for IntoPrint SP1360 printer (approximate yield 38,000 pages)$200.00 1 $200.00
Brother
EX415DW Printer Laser printer for report printing $895.00 3 $2,685.00
vDrive Proprietary memory device for use with voting system (compatible with Vanguard)$94.00 30 $2,820.00
Verity Key Electronic security token $155.00 2 $310.00
Vanguard
Security Token 2-factor authentication key for Vanguard software $95.00 8 $760.00
Verity Voting
Device Battery Rechargeable battery for Verity voting device $140.00 3 $420.00
14
$165,108.74Grand Total
Mason County, WAAccount Name
00015554Quote Number
Confidential - Not for Redistribution
Hart will provide Returning Customer Discount above if customer executes a Verity Vanguard Master Agreement within 30
Please fax with signature to or scan and email to
to order.ktrethewey@hartic.com
Instructions
Net 30Payment Terms
11/7/2025Expiration Date
(360) 427-9670Phone
sduenkel@masoncountywa.govEmailSteve DuenkelContact Name
411 N 5th St.
Shelton, WA 98584
Ship ToP.O. Box 400
Shelton, WA 98584
Bill To
$43,880.00Total Annual
Recurring Fees
$165,108.74
$13,493.74
($13,833.00)
$165,448.00
$2,750.00
$162,698.00Subtotal
Shipping and Handling (Estimated)
Solution Price
Returning Customer Discount
Tax
Grand Total
Battery Charger, 1
Bay 1-bay charger for Verity voting device battery $185.00 1 $185.00
Vanguard Starter
Pack
Includes qty 1 case of thermal ballot paper (8.5x11), qty 1 case of Security Ticket
Stock, qty 1 Vault Calibration Kit, and qty 1 Flex Cleaning Kit $386.00 1 $386.00
New
Implementation
Services
Includes training, acceptance testing, project management, and on-site support for the
first election on the Vanguard voting system. Additional services, if required, must be
purchased separately.
$24,000.00 1 $24,000.00
Annual Recurring Fees (Beginning Year 2)
Item Description Unit Price Quantity Total Price
License and Support w/ Extended Warranty -
Vanguard Flex
Annual fee for license and support with extended warranty
for Vanguard Flex $255.00 3 $765.00
License and Support w/ Extended Warranty -
Vanguard Boost
Annual fee for license and support with extended warranty
for Vanguard Boost $275.00 2 $550.00
License and Support - Vanguard Workspace Annual license and support fee for Vanguard Workspace $22,500.00 1 $22,500.00
License and Support - Vanguard Capture Annual license and support fee for Vanguard Capture $6,750.00 1 $6,750.00
License and Support - Vanguard Capture
(Additional Seat)
Annual license and support fee for Vanguard Capture
(Additional Seat)$5,400.00 1 $5,400.00
Biennial Maintenance Annual fee for Biennial Maintenance of Vanguard devices
(Vault, Flex, Boost)$1,915.00 1 $1,915.00
License and Support - Vanguard Test Decks Annual license and support fee for Vanguard Test Decks $6,000.00 1 $6,000.00
Customer Contact
General Information
Terms and Conditions
15
$165,108.74Grand Total
Mason County, WAAccount Name
00015554Quote Number
Confidential - Not for Redistribution
Title: ________________________________________________
Date: ________________________________________________
Name: ______________________________________________
Customer Approval: ____________________________________
Director of SalesTitle
Signature
Ken TretheweyPrepared By
days of system certification by the State of Washington.
Subsequent License and Support will be billed annually per contract terms.
Please note: Shipping & Handling charges listed are estimates only. Due to global supply chain and delivery issues, actual
shipping & handling charges may be significantly higher. Pricing subject to inventory availability at time of quote execution
and acceptance.
Taxes will be calculated in conjunction with the Customer based on the final approved price list.
Hart Approval
Customer Approval
16
Vanguard Master Agreement_02202025 17
Exhibit B
Hart Customer Support Contact Information and Hours
The following contact information is to be used by Customer for submitting support requests to Hart:
Customer Support Center 1-866-275-4278 (1-866-ASK-HART)
Customer Support Center Fax 1-512-252-6925 or 1-800-831-1485
E-mail Address hartsupport@hartic.com
Hart Switchboard
Hours of Operation
After Hours
1-800-223-HART (4278)
7AM-6PM Central Time, M-F
Leave voicemail with contact information for return call
(The rest of this page has been intentionally left blank
Vanguard Master Agreement_02202025 18
Exhibit C
HART PROPRIETARY SOFTWARE
Hart Proprietary Software ordered by Customer and licensed by Hart pursuant to Exhibit A-1 and this Agreement include the
following:
SOFTWARE/FIRMWARE NAME VERSION NUMBER
Any future releases or updates to the software versions listed above will be documented in Hart Release Notes and Version
Verification documents. Such releases and updates shall be considered Hart Proprietary Software licensed under this Agreement
(The rest of this page has been intentionally left blank.)
Verity Vanguard Define/Deploy 1.0.1
Verity Vanguard Results 1.0.1
Verity Vanguard Capture 1.0.1
Verity Vanguard Test Decks 1.0.1
Verity Vanguard Flex 1.0.1
Verity Vanguard Boost 1.0.1
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): October 27, 2025 Agenda Date(s): October 28, 2025
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Notice of Hearing Island Lake LMD #1
Background/Executive Summary:
Public hearing must be held prior to finalization of LMD roll of rates and charges. Hearing date shall be
set for Tuesday November 25, 2025
Budget Impact (amount, funding source, budget amendment, etc.):
N/A
Public Outreach:
Publish notice of hearing to the Mason Journal November 6 and 13, 2025
Requested Action:
Set hearing date for Tuesday November 25, 2025
Attachment(s):
Island Lake LMD Notice of Hearing
NOTICE OF HEARING
NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold
a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton,
WA 98584 on Tuesday, November 25, 2025, at 9:15 a.m.
SAID HEARING will be to take public comment on objections to the proposed roll of rates
and charges of Lake Management District No. 1 (LMD) for Island Lake located in Mason County,
WA per Resolution of Intention No. 2025-042, adopted by the Board of Mason County
Commissioners on June 10, 2025.
The proposed roll of rates and charges is available for public perusal at the Mason County
Commissioners’ Office, 411 North 5th Street, Shelton, WA 98584, Monday through Friday, 8:00
am to 4:00 pm, until the Hearing. The estimated amount that will be raised by the LMD rates in
2026 is $50,000. The total estimated LMD rate revenue for the 15 year LMD is $343,980. The
formula of rates and charges that is to be used to establish the 2026 assessment for the LMD is 62
cents per thousand valuation. It is anticipated that revenue bonds or notes payable from such rates
and charges will be issued to finance the activities of the LMD.
Public testimony will be available in-person or via Zoom. The URL is available on the County
website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand”
feature to be recognized by the Chair to provide your testimony. You can also email testimony to
msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA
98584; or call (360) 427-9670 ext. 230.
If special accommodations are needed, please contact the Commissioners' office, (360) 427-
9670 ext. 419.
DATED this 28th day of October, 2025.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
__________________________________
McKenzie Smith, Clerk of the Board
Bill: Commissioners,
411 North 5th St. Shelton
Cc: Commissioners
Assessor
Treasurer
Shelton Journal: Publ. 2t: November 6, 2025 & November 13, 2025
LMD
Year Year Inflator
Annual
Inflation
Amount
Assessment
Before Inflator
Total
Proposed
Assessment Activity
1 2026 50,000.00$
Initial Comprehensive Study,
Treatment, Monitoring & Risk
Reserve
2 2027 15,000.00$ Study, Treatment, & Monitoring
3 2028 5%750.00$ 15,000.00$ 15,750.00$ Study, Treatment, & Monitoring
4 2029 5%787.50$ 15,750.00$ 16,537.50$ Study, Treatment, & Monitoring
5 2030 5%826.88$ 16,537.50$ 17,364.38$ Study, Treatment, & Monitoring
6 2031 5%868.22$ 17,364.38$ 18,232.59$ Study, Treatment, & Monitoring
7 2032 5%911.63$ 18,232.59$ 19,144.22$ Study, Treatment, & Monitoring
8 2033 5%957.21$ 19,144.22$ 20,101.43$ Study, Treatment, & Monitoring
9 2034 5%1,005.07$ 20,101.43$ 21,106.51$ Study, Treatment, & Monitoring
10 2035 5%1,055.33$ 21,106.51$ 22,161.83$ Study, Treatment, & Monitoring
11 2036 5%1,108.09$ 22,161.83$ 23,269.92$ Study, Treatment, & Monitoring
12 2037 5%1,163.50$ 23,269.92$ 24,433.42$ Study, Treatment, & Monitoring
13 2038 5%1,221.67$ 24,433.42$ 25,655.09$ Study, Treatment, & Monitoring
14 2039 5%1,282.75$ 25,655.09$ 26,937.84$ Study, Treatment, & Monitoring
15 2040 5%1,346.89$ 26,937.84$ 28,284.74$ Study, Treatment, & Monitoring
Total Proposed Assessment:343,979.48$
Island Lake Management District #1 Budget Proposal
Assessment beginning in the year 2026 and ending in the year 2040
Exhibit A to Resolution No. _______________
Mason County
Agenda Request Form
To: Board of Mason County Commissioners
From: Kim Monroe/Meghan Andrews
Ext. 422
Department: Human Resources
Briefing: 0
Action Agenda: 0
Public Hearing: 0
Special Meeting: 0
Briefing Date(s): 10/27/2025
Agenda Date: 10/28/2025
Internal Review: 0 Finance N Human Resources N Legal 0 Information Technology
(This is the responsibility of the requesting Department)
N Risk
Below for Clerk of the Board's Use Only:
Item Number:
County Code:
Approved: 0 Yes 0 No 0 Tabled 0 No Action Taken
Ordinance/Resolution No. Contract No.
Item:
Approval to set an Agenda Item on the October 28, 2025 to increase the 2026 non -represented medical contribution by
$52 per month, from $1,570 per month to $1,622 per month and to adopt County's 2026 health insurance contributions
set forth below. RCW 3.16.070 states that the Board of County Commissioners shall fix the compensation of all
employees.
Contribution of $1,622 per month, per employee (2026 rate):
MEDICAL- It is recommended that the Board adopt, effective January 1, 2026, the County's health insurance
contribution rates for Elected Officials, eligible Non -Represented Employees, and any Collective Bargaining
Agreements (Community & Family Health, Public Defenders, Probation, Prosecutors Support Staff, Public Defense
Support Staff, Sheriff's Office Lieutenants Guild, Deputy Prosecutors and General Services) in place and ratified on
January 1, 2026, who participate in PEBB medical and utilizing the pooling method, and resulting in a distribution as
follows:
$1,202.13 per month per Employee for those individuals enrolled in PEBB medical as an employee only (no
dependent coverage). This contribution also covers dental, vision, and basic life insurance.
$2,009.47 per month per Employee for those individuals enrolled in PEBB medical as an employee with one or more
dependents. This contribution also covers dental, vision, and basic life insurance.
Background/Executive Summary:
$52 medical increase for Elected Officials and Non -Represented employees maintains parity with recommended
increases proposed for the members of the current Collective Bargaining Agreements within the County
Budget Impact (amount, funding source, budget amendment):
2026 Budget
Public Outreach (news release, community meeting, etc.):
N/A
Requested Action:
Approval place an amendment to resolution 2024-060 on the October 28, 2025, action for the County's 2026 health
insurance contributions to the following:
• Effective January 1, 2026 for participants of the PEBB Medical program, which allocates through the pooling method,
$1,202.13 per month County contribution for employees with single enrollments on medical, and $2,009.47 with
dependent enrollments, for Teamsters Probation, Community & Family Health, Non -Represented, Elected Officials,
Sheriff's Lieutenants Guild, Public Defenders, Prosecutors Support Staff, Public Defense Support Staff, Deputy
Prosecutors and General Services.
Attachments_ :
Resolution
Pooling Calculation Details
PEBB Medical Premium charts
COMMUNITY FAMILY HEALTH, ELECTED OFFICIALS, NON REPRESENTED, PUBLIC DEFENDERS, PROBATION,
PROSECUTORS SUPPORT STAFF, PUBLIC DEFENDERS SUPPORT STAFF and MCSO LT's
PEBB - Medical - Dental - Vision 2026
ty premium contribution using the pooling method, effective January 1, 2026 by Resolution 2025-)oc -All pooled @ 2026 rate of $1,622
The Covi
DRAFT
Kaiser Permanente W
LLASSII.
Copays Annual Deductibles Max out-of-pocket
$15 Primary Care $175/Person
$30 Specialist
$525/Family
PREMIUM
$2,000/Person COUNTY POOLED CONTRIBUTION
$4,000/Family
EMPLOYEE PAYS (Payroll Deduction)
Employee
$1,152.64
$1,202.13
NONE
EE/Spouse
$2,125.64
$2,009.47
$116.17
EE/Children
$1,882.39
$2,009.47
NONE
Full Family
$2,855.39
$2,009.47
$845.92
Kaiser Permanente WA
VALUE
Kaiser Permanente WA
CDHP
$30 Primary Care
$50 Specialist
10%/Primary Care
10 % Specialist
$250/Person
$750/Family
$1,650/Person
$3,300/Family
PREMIUM
$3,000/Person COUNTY POOLED CONTRIBUTION
$6,000/Family
$5,100/Person
$10,200/Family
EMPLOYEE PAYS (Payroll Deduction)
PREMIUM
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
$1,161.56 $2,143.48
$1,202.13 $2,009.47
$1,898.00 $2,879.92
$2,009.47 $2,009.47
NONE
$134.01
$1,041.73 $1,902.56
$1,202.13 $2,009.47
NONE
$870.45
$1,701.94 $2,504.44
$2,009.47 $2,009.47
NONE
NONE
NONE
$494.97
Kaiser Permanente WA
SOUND CHOICE
(Must live or work in Snohomish, King,
Pierce or Thurston County)
0 Primary Care
15% Specialist
$125/Person
$375 Family
PREMIUM
$2,000/Person COUNTY POOLED CONTRIBUTION
$4,000/Family
EMPLOYEE PAYS (Payroll Deduction)
$1,113.80 $2,047.96
$1,202.13 $2,009.47
$1,814.42 $2,748.58
$2,009.47 $2,009.47
NONE
$38.49
NONE
$739.11
Uniform Medical Plan Classic
Uniform Medical Plan Select
Uniform Medical Plan CDHP
Uniform Medical Plan PLUS or
Uniform Medical Plan Plus UW
Medicine ACN
(Must live in Snohomish, King, Kitsap,
Pierce, Spokane, Yakima, Skagit or
Thurston County)
Tobacco Use Surcharge
15% Primary Care
15% Specialist
$250/Person
$750/Family
20% Primary Care $750/Person
20% Specialist $2,250/Family
15% Primary Care $1,650/Person
15% Specialist $3,300/Family
0% Primary Care
15% Specialist
$125/Person
PREMIUM
$2,000/Person COUNTY POOLED CONTRIBUTION
$4,000/Family EMPLOYEE PAYS (Payroll Deduction)
PREMIUM
$3,500/Person COUNTY POOLED CONTRIBUTION
$7,000/Family EMPLOYEE PAYS (Payroll Deduction)
PREMIUM
$4,200/Person COUNTY POOLED CONTRIBUTION
$8,400/Family EMPLOYEE PAYS (Payroll Deduction)
PREMIUM
$2,000/Person COUNTY POOLED CONTRIBUTION
$375/Family $4,000/Family EMPLOYEE PAYS (Payroll Deduction)
$1,156.32
$1,202.13
NONE
$2,133.00 '
$2,009.47
$123.53
$1,093.39 $2,007.14
$1,202.13 $2,009.47
$1,888.83 $2,865.51
$2,009.47 $2,009.47
NONE
$856.04
$1,778.70 $2,692.45
$2,009.47 $2,009.47
NONE
NONE
$1,073.72 $1,966.54
$1,202.13 $2,009.47
NONE
$682.98
$1,757.92 $2,592.41
$2,009.47 $2,009.47
NONE
NONE
$1,100.86 $2,030.12
$1,202.13 $2,009.47
NONE
$582.94
$1,797.81 $2,727.07
$2,009.47 $2,009.47
NONE
$20.65
$25.00 $25.00
NONE
$25.00
$717.60
$25.00
Spouse Waiver Premium Surcharge
Medical Waived
$0.00
$50.00
$0.00
$50.00
$179.64
$179.64
$179.64
$179.64
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DENTAL Deductibles Max out-of-pocket
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VISION OPTIONS
BASIC LIFE AND AD&D Insurance
Uniform Dental Group #3000
Delta Dental PPO
$50/Person $150/Family
You pay amounts over
$1,750
Davis Vision by MetLife
EyeMed
MetLife Vision - Default Plan
Basic Life $35,000 Basic AD&D $5,000
May enroll in supplemental Term Life Insurance without providing
evidence of insurability if enrolled no later than 60 days after
becoming eligible.
VTL - Self pay - you receive bill at home.
May enroll in optional LTD within 31 days of initial eligibility for PEBB
benefits. After 31 days must also complete Evidence of Insurability
form.
Delta Care Group #3100
Managed care w/limited dentists
NONE
No General Plan
Maximum
Willamette Dental (Group WA82)
Managed care & their facilities
NONE
No General Plan
Maximum
Kaiser P
151i'e�`T
Kaiser Permanente WA
VALUE
GENERAL SERVICES AND DEPUTY PROSECUTORS
PEBB - Medical Benefits & WCIF - Dental Vision Life Benefits 2026
The County premium contribution using the pooling method, effective January 1, 2026 by Resolution 2025-xx - All pooled @ 2026 rate of $1,622
Copays
$15 Primary Care
$30 Specialist
Annual Deductibles
$175/Person
$525/Family
Max out-of-pocket
$2,000/Person
$4,000/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
Employee
$1,043.26
$149.95
EE/Spouse
$2,016.26
$149.95
EE/Children
$1,773.01
$149.95
Full Family
$2,746.01
$149.95
$1,193.21 $2,166.21
$1,202.13 $2,009.47
$1,922.96
$2,009.47
$2,895.96
$2,009.47
NONE
$156.74
NONE
$886.49
$30 Primary Care
$50 Specialist
$250/Person
$750/Family
$3,000/Person
$6,000/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
$1,052.18 $2,034.10
$149.95 $149.95
$1,788.62
$149.95
$2,770.54
$149.95
$1,202.13 $2,184.05
COUNTY POOLED CONTRIBUTION $2,009.47 $2,009.47
EMPLOYEE PAYS (Payroll Deduction)
NONE
$174.58
$1,938.57
$2,009.47
NONE
$2,920.49
$2,009.47
$911.02
Kaiser Permanente WA
CDHP
10%/Primary Care
10% Specialist
$1,650/Person
$3,300/Family
$5,100/Person
$10,200/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
$932.35
$1,793.18
$149.95 $149.95
$1,592.56
$149.95
$2,395.06
$149.95
$1,082.30 $1,943.13
$1,202.13 $2,009.47
$1,742.51
$2,009.47
$2,545.01
$2,009.47
NONE
NONE
NONE
$535.54
Kaiser Permanente WA
SOUND CHOICE
(Must live or work in Snohomish, King,
Pierce or Thurston County)
0 Primary Care
15% Specialist
$125/Person
$375 Family
$2,000/Person
$4,000/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
$1,004.42 $1,938.58
$149.95
$149.95
$1,705.04
$149.95
$2,639.20
$149.95
$1,154.37 $2,088.53
$1,202.13 $2,009.47
$1,854.99
$2,009.47
$2,789.15
$2,009.47
NONE
$79.06
NONE
$779.68
Uniform Medical Plan Classic
15% Primary Care
15% Specialist
$250/Person
$750/Family
$2,000/Person
$4,000/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
$1,046.94
$149.95
$2,023.62
$149.95
$1,779.45
$149.95
$2,756.13
$149.95
$1,196.89 $2,173.57
$1,202.13 $2,009.47
$1,929.40
$2,009.47
$2,906.08
$2,009.47
NONE
$164.10
NONE
$896.61
Uniform Medical Plan Select
20% Primary Care
20% Specialist
$750/Person
$2,250/Family
$3,500/Person
$7,000/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
$984.01 $1,897.76
$149.95
$149.95
$1,669.32
$149.95
$2,583.07
$149.95
$1,133.96 $2,047.71
$1,202.13 $2,009.47
$1,819.27
$2,009.47
$2,733.02
$2,009.47
NONE
$38.24
NONE
$723.55
Uniform Medical Plan CDHP
Uniform Medical Plan PLUS or
Uniform Medical Plan Plus UW Medicine
ACN
(Must 'lye In Snohomish, King, Kltsap, Pierce, Spokane,
Yakima, Skagit or Thurston County)
15% Primary Care
15% Specialist
0% Primary Care
15% Specialist
$1,650/Person
$3,300/Family
$125/Person
$375/Family
Please visit Healthcare Authority PEBB "My Account" for detailed medical plan Information
Tobacco Use Surcharge
$4,200/Person
$8,400/Family
$2,000/Person
$4,000/Family
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
PREMIUM
WCIF DENTAL VISION LIFE
PREMIUM TOTAL
COUNTY POOLED CONTRIBUTION
EMPLOYEE PAYS (Payroll Deduction)
$964.34 $1,857.16
$149.95 $149.95
$1,648.54
$149.95
$2,483.03
$149.95
$1,114.29 $2,007.11
$1,202.13 $2,009.47
$1,798.49
$2,009.47
$2,632.98
$2,009.47
NONE
$996.60
NONE
$1,925.86
$149.95 $149.95
NONE
$1,693.55
$149.95
$623.51
$2,622.81
$149.95
$1,146.55 $2,075.81
$1,202.13
$2,009.47
$1,643.50
$2,009.47
$2,772.76
$2,009.47
NONE
$66.34
NONE
$763.29
$25.00
$25.00
$25.00
$25.00
Spouse Waiver Premium Surcharge
$0.00
$50.00
$0.00
$50.00
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DENTAL
VISION
LIFE
Delta Dental
VSP $175
Frame
Allowance
Basic
$24,000
Willamette (Managed Care & their facilities)
Reduced by $0.50
Dependent
$1,000
RESOLUTION NO. 2025-
AMEND RESOLUTION NO. 2024-060 DETERMINING THE COUNTY'S
2026 HEALTH INSURANCE CONTRIBUTIONS
WHEREAS, RCW 36.40.080 states that the Board of County Commissioners shall fix and determine each
item of the budget separately and shall by resolution adopt the budget; and
WHEREAS, RCW 36.16.070 states that the Board shall fix the benefit compensation of all employees; and
WHEREAS, the Board has determined that the County's contribution towards health insurance premiums
for Elected Officials, eligible non -represented employees, shall increase by $52 per month for a total
contribution of $1,622 (One thousand six hundred and twenty-two dollars) per month, effective January 1,
2026; and
WHEREAS, the Board has determined the County's contribution towards health insurance premiums for
Elected Officials, eligible non -represented employees, and those members of the Collective Bargaining
Agreements who participate in PEBB medical insurance to utilize the pooling method; and
NOW THEREFORE BE IT RESOLVED, effective January 1, 2026, for Elected Officials, eligible non -
represented employees, and the following Collective Bargaining Agreements who participate in PEBB:
Teamsters Community & Family Health, General Services, Probation, Prosecutor's Support Staff, and IAM
Woodworkers Public Defense Support Staff, Sheriffs Lieutenants Guild, Public Defenders, Deputy
Prosecutors and General Services utilizing a pooling method to allocate contributions to be resulting in a
distribution as follows:
• $1,202.13 per month per Employee for those individuals enrolled in PEBB medical as an employee
only (no dependent coverage). This contribution also covers dental, vision, and basic life
insurance.
• $2,009.47 per month per Employee for those individuals enrolled in PEBB medical as an employee
with one or more dependents. This contribution also covers dental, vision, and basic life insurance.
Approved this day of 2025.
BOARD OF COUNTY COMMISSIONERS
Sharon Trask, Commissioner
Kevin Shutty, Commissioner
Randy Neatherlin, Chairperson
Attest:
McKenzie Smith, Clerk of the Board
Approved
Tim Whitehead, Chief Deputy Prosecutor
cc: Financial Services, Payroll
Human Resources
All Elected Officials and Department Heads
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 27, 2025 Agenda Date(s): October 28, 2025
Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
FY24- Emergency Management Performance Grant (EMPG) contract E25-112-2 amendment.
Background/Executive Summary:
This request seeks approval to amend the original work plan and budget. The proposed changes include
an increase in the amount allocated for CodeRED due to price increases from the previous year. The
equipment rental line item has been removed, as the individual who was to perform the work is no longer
employed. Additionally, laptop monitors have been removed from the budget since they were purchased
with other grant funds. The amount allocated for Project 4 (CERT backpacks) has increased.
Amendment Details:
• Revise Attachment A – Special Terms and Conditions, Article I: Key Personnel, as described
on Page 2 of the Amendment.
• Revise the original Work Plan (Attachment D), as described on Page 2 of the Amendment.
• Revise the original Budget (Attachment F), as described on Page 2 of the Amendment.
Budget Impact (amount, funding source, budget amendment, etc.):
No impact on the budget.
Public Outreach:
NA
Requested Action:
Request the County Administrator’s signature on the grant contract amendment E24-112 -2 to finalize the
agreement and allow project activities to proceed.
The amendment has been submitted to the Prosecutor’s Office for legal review.
Attachment(s):
EMGP Grant Amendment #E25-112 -2
Signature Authorization Form