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Government olicy Manua6ard of County Commissioners
Grant County, Washington,
Electronic Communication
200.1 PURPOSE AND SCOPE
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The purpose of this policy is to establish guidelines for the proper use and application of
the Electronic Communications Systems provided by Grant County. Electronic communication
systems include, but are not limited to, electronic mail systems, network schedulers, voice
mail systems, facsimile devices, teleconferencing, cellular telephones and other electronic
communication media which generate, store, transmit and display messages for internal and
external Grant County business communication purposes.
Grant County provides employees in applicable positions and work needs with electronic
communication resources and authorized access for the purpose of efficiently conducting Grant
County business. Grant County reserves the right to change these policies, with or without prior
notice, at any time as may be required under the circumstances. Each department or office
may adopt a more strict set of policies regarding electronic communication resources and their
uses. Employees should discuss questions regarding electronic communication usage with their
manager, supervisor, Department Head or Elected Official.
200.2 POLICY
Employees shall use email and all other electronic communications systems in a professional
manner in accordance with this policy and current public records laws.
• These systems are the properties of Grant County and are to be returned upon
separation of employment.
• All electronic communication resources are provided by Grant County for the sole
purpose of performing business related tasks.
• Use of electronic communication resources at home is allowed only with previous
authorization.
• Grant County prohibits the use of electronic communication resources in ways that are
in violation of Grant County policy or policies, disruptive, offensive to others, illegal,
and/or harmful to morale.
• Employees should not leave voicemail messages or transmit e-mails that they would
not want someone other than the intended receiver to hear or read.
• Should an employee receive a voicemail message or e-mail that was clearly intended
for someone else, the employee is not authorized to use the information contained
within the message or discuss same with anyone other than their manager, supervisor,
Department Head or Elected Official.
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200.3 PRIVACY EXPECTATION
Employees forfeit any expectation of privacy with regard to emails accessed, transmitted,
received, or reviewed on any Grant County technology system (see the Information Technology
Use Policy for additional guidance).
200.3.1 MONITORING
To ensure that the use of Grant County electronic communication resources and records are
consistent with Grant County's legitimate business interests and obligations —which include but
are not limited to determining compliance with local, state or federal laws, assessing employee
performance, evaluating excessive and/or improper use, and/or investigating improper disclosure
of confidential information — Grant County reserves the right to review, monitor, intercept, copy,
delete and disclose all matters contained in or transmitted by such systems and records at any
time, with or without notice; and
Grant County reserves the right to override any passwords, encryption or codes for these
purposes.Grant County will use automated software to monitor any message sent electronically.
Grant County reserves the right to use any software and/or programs to retrieve information,
including deleted messages.
200.4 RESTRICTIONS ON USE OF EMAIL
A Department Head or Elected Official may impose additional restrictions regarding personal use;
however, all employees must abide by Grant County policy regardless of aDepartment Head or
Elected Official's position regarding personal use of Grant County resources.
Messages transmitted over the email and electronic communication systems are restricted to
official business activities, or shall only contain information that is essential for the accomplishment
of business -related tasks or for communications that are directly related to the business,
administration, or practices of Grant County.
Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing, or any
other Inappropriate messages on the email system is prohibited and may result in discipline.
Email messages addressed to the entire Grant County are only to be used for official business -
related items that are of particular interest to all users. In the event that an employee has questions
about sending a particular email or electronic communication, the employee should seek prior
approval from a manager, supervisor, Department Head or Elected Official.
It is a violation of this policy to transmit a message under another employee's name or email
address or to use the password of another to log into the system unless directed to do so by a
manager, supervisor, Department Head or Elected Official. Employees are required to lock or log
off the network or secure the workstation when the computer is unattended. This added security
measure will minimize the potential misuse of an employee's email, name, or password. Any
employee who believes the employee's password has become known to another person shall
change the password immediately.
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200.4.1 COPYRIGHTS
Users should be aware that federal copyright laws, regardless of whether a copyright notice
appears on the work, might protect any information, software or graphic on the Internet. Users
may not duplicate or transmit such material or download shareware without written authorization
from the Director of Technology Services.
200.4.2 SECURITY
Technology Services must authorize any and all applications and users are required to scan
freeware3 shareware or any downloaded application for viruses using authorized procedures and
software.
(a) Users must never open, execute or run unsolicited binary code email aftachments.
(b) Users are required to take all necessary steps to prevent unauthorized access to
County information.
(c) Users must keep passwords secure and unknown to all other persons and refrain from
sharing accounts. Authorized users are responsible for the security of their passwords
and accounts. Authorized users should take steps to prevent unauthorized access to
their accounts by locking and logging off when their device(s)will be unattended.
(d) All messages to and from in-house or outside legal counsel seeking or giving advice
should be clearly marked, "PRIVILEGED AND CONFIDENTIAL; ATTORNEY/CLIENT
COMM U N ICATION". To preserve the attorney -client privilege, never send or forward
messages to or from counsel to anyone outside the County without prior authorization
from legal counsel.
(e) Authorized users may use encryption software when sending proprietary or
confidential information via external email. Use of encryption software is prohibited
except with written authorization from the Assistant Director of Technology Services in
accordance with the above statement regarding proprietary or confidential information.
(f) Users should be especially sensitive when transmitting confidential data; consider
whether other forms of communication are more appropriate.
(g) Users may not access a computer account that belongs to another user.
(h) Users must use their own login ID and password only, are responsible for all activity
on their login ID and must immediately report any known or suspected compromise of
the login ID or password to the Technology Services department.
0 Users shall , not install any program without authorization from Technology
Services. They may not knowingly or recklessly run or install (or cause another
employee to run or install) a program, such as a "worm" or "virus", intended to damage
or place an excessive load on the County's electronic communication resources.
(j) Before sending an e-mail, ensure that only appropriate recipients have been
designated. Make sure the electronic distribution lists are updated as necessary.
200.4.3 PROHIBITED USES
Employees are expressly prohibited from certain uses of Grant County electronic communication
resources, which include, but are not limited to, the following:
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(a) To send, store, view, or willingly receive material that is, including but not limited to,
fraudulent, harassing, sexually explicit, profane, obscene, intimidating, defamatory,
or otherwise unlawful or inappropriate. Users encountering or receiving this type
of material must immediately report the incident to their manager, supervisor,
Department Head, Elected Official or Technology Services, except as it may pertain
to work or as authorized by law.
(b) To produce, distribute, or store commercial or personal advertisements, employee -
owned business materials, solicitation, promotions, political materials, etc..
(c) Deliberate acts that waste electronic communication resources or unfairly monopolize
resources to the exclusion of others, including sending mass mailings or chain
letters, subscribing to non -business -related list servers and mailing lists, spending
unnecessary time on the Internet, engaging in online "chat groups", or otherwise
causing network traffic unrelated to legitimate County business.
(d) To copy software for use on a personal computer. Provide copies of software to any
independent contractors or clients of Grant County or to any third party.
(e)in
stall nstall software on any of Grant County's workstations of servers, including
downloading any software from the internet or another online service, or installing
screensavers, without the authorization of Technology Service.
(f) To modify, revise, transform, recast, adapt, reverse -engineer, disassemble, or
decompile any software, t
(g) To use "spoofing", obscuring the origin of any message, using an assumed name,
or utilization of any other means to disguise one's identity or send a message under
another individuals name in any email or other correspondence.
(h) Any use that violates local, state, or federal laws.
(i) Users must immediately report to their manager, supervisor, Department Head,
Elected Official or the Assistant Director of Technology Services any violation of the
above -prohibited activities.
200.5 EMAIL RECORD MANAGEMENT
Email may, depending upon the individual content, be a public record and must be managed in
accordance with the established records retention schedule and in compliance with state law.
The Public Records Officer should ensure that email messages are retained and recoverable as
outlined in the Records Maintenance and Release Policy.
200.5.1 PROPERTY OF GRAFT COUNTY
All electronic communication resources and all information transmitted by and received from or
stored on Grant County systems are the property of Grant County.
(a) Such resources are subaectto disclosure to law enforcement or government officials or
to other third parties through subpoena or other process, including, without limitation,
requests for public records, as well as disciplinary proceedings.
(b) Users should have no expectation of privacy as to any information created or
maintained in or on Grant County's property or transmitted or stored through Grant
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County's electronic communication resources, except as otherwise provided by law,
such as attorney -client privileged and confidential communications.
(c) Users are required to allow authorized personnel, including their manager, supervisor,
Department Head or Elected Official access to review all information created, stored,
sent or received on Grant County's electronic communications resources.
(d) Despite security precautions, there is no absolute in preventing or ensuring
unauthorized access of stored files.
(e) Deleted messages or files are recoverable, often months or years after the initial and/
or final communication.
200.6 NETIQUETTE
Users should exercise the same care in crafting emails and other electronic documents as they
would for any other written communication. The quality of an employee's writing will reflect either
positively or negatively on Grant County. The following criteria should always be applied:
(a) Write down only what you mean and communicate it directly; do not use double
meanings, innuendo, sarcasm, nicknames, or slang. E-mail may appear "informal"
when it is composed, but not when it is read.
(b) Users should ensure that each of their electronic communications is truthful and
accurate.
(c) Always strive to use proper grammar and correct punctuation.
(d) Whenever there is confusion regarding the material, which cannot be clarified within
two electronic messages, use another form of communication, such as the telephone.
(e) Statements about co-workers, providers, and the people we serve, etc. that is
degrading is prohibited.
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h1day of2 ,lyGovernnt Policy Manggl0rd of County Commissioners
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201.1 PURPOSE AND SCOPE
This policy establishes the guidelines for Grant County employees who must appear in court
relating to Grant County business. It will allow Grant County to cover any related work absences
and keep the Board of County Commissioners informed about relevant legal matters.
201.2 POLICY
Employees will respond appropriately to all subpoenas and any other court -ordered appearances.
201.3 SUBPOENAS
Only employees authorized to receive a subpoena on behalf of Grant County or any of its
employees may do so.
201.3.1 SPECIAL NOTIFICATION REQUIREMENTS
Any employees who are subpoenaed to testify, agree to testify, or provide information on behalf or
at the request of any party other than Grant County or the prosecutor shall notify their immediate
supervisors without delay regarding:
(a) Any civil case where Grant County or one of its employees, as a result of the
employee's official capacity, is a party.
(b) Any civil case where any other city, county, state, or federal unit of government or a
member of any such unit of government, as a result of the member's official capacity,
is a party.
(c) Any criminal proceeding where the employee is called to testify or provide information
on behalf of the defense.
(d) Any civil action stemming from the employee's work activity or because of the
employee's association with Grant County.
(e) Any personnel or disciplinary matter when called to testify or to provide information by
a government entity other than the Grant County.
The supervisor will then notify theBoard of County Commissioners and the appropriate prosecuting
attorney if applicable. TheBoard of County Commissioners should determine if additional legal
support is necessary.
No employee shall be retaliated against for testifying in any matter.
201.3.2 WORK -RELATED SUBPOENAS
Grant County will compensate employees who appear in their official capacities on matters arising
out of their official duties.
Grant County should seek reimbursement for the employee's compensation for appearances on
civil subpoenas through the attorney of record who subpoenaed the employee.
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201.3.3 OTHER SUBPOENAS
Employees receiving valid subpoenas for actions unrelated to their employment or appointment
with Grant County will not be compensated for their appearance. Arrangements for time off shall
be coordinated through their immediate supervisors.
201,4 FAILURE TO APPEAR
Any employee who fails to comply with the terms of any properly served subpoena or court -ordered
appearance may be subject to discipline. This includes properly served orders to appear that were
issued by a state administrative agency.
201.5 COURTROOM PROTOCOL
When. appearing in court, employees shall:
(a) Be punctual and prepared to proceed immediately with the case for which they are
scheduled to appear.
(b) Dress and prepared to proceed immediately with the case for which they are scheduled
'to appear.
(c) Observe all rules of the court in which they are appearing and remain alert to change
in the assigned courtroom where their matter is to be heard.
201.5.1 TESTIMONY
Before the date of testifying, the subpoenaed employee should review relevant reports or
documents in order to be prepared for court.
201.5.2 RECORDS
When an employee is directed by a subpoena to appear in court with records, that employee
should notify the Public Records Officer promptly after receiving the subpoena that the specified
records are needed for court.
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Governm nt Policy Manua
Board of County Commissioners
Grant County, Washington
Limited English Proficien
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202.1 PURPOSE AND SCOPE
This policy provides guidance to employees when communicating with individuals with limited
English proficiency (LEP) (42 USC § 2000d).
202.1.1 DEFINITIONS
Definitions related to this policy include:
Authorized interpreter - A person who has been screened and authorized by Grant County to
act as an interpreter and/or translator for others.
Interpret or interpretation - The act of listening to a communication in one language (source
language) and orally converting it to another language (target language), while retaining the same
meaning.
Limited English proficiency (LEP) individual - Any individual whose primary language is not
English and who has a limited ability to read, write, speak, or understand English. These individuals
may be competent in certain types of communication (e.g., speaking, understanding) but still
exhibit LEP for other purposes (e.g., reading, writing). Similarly, LEP designations are context -
specific; an individual may possess sufficient English language skills to function in one setting,
but these skills may be insufficient in other situations.
Qualified bilingual employee - An employee of Grant County, designated by the Board of County
Commissioners or the authorized designee, who has the ability to communicate fluently, directly,
and accurately in both English and another language. Bilingual employees may be fluent enough
to communicate in a non-English language but may not be sufficiently fluent to interpret or translate
from one language into another.
Translate or translation -The replacement of written text from one language (source language)
into an equivalent written text (target language).
202.2 POLICY
It is the policy of Grant County to reasonably provide LEP individuals with meaningful access
to services, programs, and activities, while not imposing undue burdens on Grant County or its
employees.
Grant County will not discriminate against or deny any individual access to services, rights, or
programs based upon national origin or any other protected interest or right.
202.3 LEP COORDINATOR
The Board of County Commissioners or the authorized designee should delegate certain
responsibilities to an LEP coordinator.
The responsibilities of the coordinator should include but not be limited to:
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(a) Coordinating and implementing all aspects of Grant County's LEP services to LEP
individuals.
(b) Developing procedures that will enable employees to access LEP services, including
telephonic interpreters, and ensuring the procedures are available to all employees,
(c) Maintaining and making available to employees, as appropriate, a list of all qualified
bilingual employees and authorized interpreters. The list should include information
regarding:
1. Languages spoken.
2. Contact information.
3. Availability.
(d) Ensuring signage stating that interpreters are available free of charge to LEP
individuals is posted in appropriate areas and in the most commonly spoken
languages.
(e) Reviewing existing and newly developed documents to determine which are vital
documents and should be translated, and into which languages the documents should
be translated.
1. Content on the Grant County website should be included in this review and
should be translated on the website, if appropriate.
(f) Annually assessing demographic data and other resources, including contracted.
language services utilization data and data from government and community -based
organizations, to determine if there are additional documents or languages that are
appropriate for translation.
(g) Identifying standards and assessments to be used to qualify individuals as qualified
bilingual employees or authorized interpreters.
(h) Periodically reviewing efforts of Grant County in providing meaningful access to LEP
individuals, and, as appropriate, developing reports, developing new procedures, or
recommending modifications to this policy.
(1) Receiving and responding to complaints regarding Grant County LEP services.
(j) Ensuring appropriate processes are in place to provide for the prompt and equitable
resolution of complaints and inquiries regarding discrimination in access to Grant
County services, programs, and activities.
(k) Requiring third parries providing Grant County services, rights, or programs through
contract, outsourcing, licensing, or other arrangement to establish reasonable policies
and procedures to prohibit discrimination or denial of access or services based upon
national origin or any other protected interest or right.
202.4 FOUR -FACTOR ANALYSIS
Because there are many different languages that employees could encounter, Grant County
will utilize the four -factor analysis outlined in the U.B. Department of Justice (DOJ) Guidance
to Federal Financial Assistance Recipients, available at the DOJ website, to determine which
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measures will provide meaningful access to its services and programs. It is recognized that
contacts and circumstances will vary considerably. This analysis, therefore, must remain flexible
and will require an ongoing balance of the following four factors, which are:
(a) The number or proportion of LEP individuals eligible to be served ar likely to be
encountered by Grant County employees, or who may benefit from programs or
services within the jurisdiction of Grant County.
(b) The frequency with which LEP individuals are likely to come in contact with Grant
County employees, programs, or services.
(c) The nature and importance of the contact, program, information, or service provided.
(d) The cost of providing LEP assistance and the resources available.
202.5 TYPES OF LEP ASSISTANCE AVAILABLE
Employees should never refuse service to an LEP individual who is requesting assistance,
nor should they require an LEP individual to furnish an, interpreter as a condition for receiving
assistance. Grant County will make every reasonable effort to provide meaningful and timely
assistance to LEP individuals through a variety of services.
Grant County will utilize all reasonably available tools, such as language identification cards, when
attempting to determine an LEP individuals primary language.
LEP individuals may choose to accept Grant County -provided LEP services at no cost, or they
may choose to provide their own.
Grant County -provided LEP services may include but are not limited to the assistance methods
described in this policy.
202.6 WRITTEN FORMS AND GUIDELINES
Vital documents or those that are frequently used should be translated into languages most likely
to be encountered. if English versions of any vital documents are published on the Grant County
website, the translated versions of the same document must also be posted on the website. The
LEP coordinator will arrange to make all translated documents available to employees and other
appropriate individuals, as necessary.
202.7 AUDIO RECORDINGS
Grant County may develop audio recordings of Important or frequently requested information in
a language most likely to be understood by those LEP individuals who are representative of the
community being served.
202.E QUALIFIED BILINGUAL EMPLOYEES
Bilingual employees may be qualified to provide LEP services when they have demonstrated
through established Grant County procedures a sufficient level of skill and competence to fluently
communicate in both English and a non-English language. Employees utilized for LEP services
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must demonstrate knowledge of the functions of an interpreter/translator and the ethical issues
involved when acting as a language conduit.
When a qualified bilingual employee is not available, personnel from another Department or Office
who have been identified as having the requisite skills and competence may be requested.
202.9 AUTHORIZED INTERPRETERS
Any person designated by Grant County to act as an authorized interpreter and/or translator
must have demonstrated competence in both English and the involved non-English language,
must have an understanding of the functions of an interpreter that allows for correct and effective
translation, and should not be a person with an interest in the transaction involving the LEP
individual. A person providing interpretation or translation services may be required to establish
the accuracy and trustworthiness of the interpretation or translation in a legal or other proceeding.
Authorized interpreters must pass a screening process established by the LEP coordinator that
demonstrates their skills and abilities in the following areas:
(a) The competence and ability to communicate information accurately in both English
and in the target language.
(b) Knowledge, in both languages, of any applicable specialized terms or concepts and
of any particularized vocabulary or phraseology used by the LEP individual.
(c) The ability to understand and adhere to the interpreter role without deviating into other
roles, such as counselor or legal adviser.
(d) Knowledge of the ethical issues involved when acting as a language conduit.
202.9.1 SOURCES OF AUTHORIZED INTERPRETERS
Grant County may contract with authorized interpreters who are available over the telephone.
Employees may use these services with the approval of a supervisor and in compliance with
established procedures.
Other sources may include:
Qualified bilingual employees of another Department or Office within Grant County,
Individuals employed exclusively to perform interpretation services.
Contracted in -person interpreters, such as court interpreters, among others.
202.9,2 COMMUNITY VOLUNTEERS AND OTHER SOURCES OF LANGUAGE
ASSISTANCE
Language assistance may be available from community volunteers who have demonstrated
competence in either monolingual (direct) communication and/or in interpretation or translation (as
noted in above), and have been approved by Grant County to communicate with LEP individuals.
Where qualified bilingual employees or other authorized interpreters are unavailable to assist,
approved community volunteers who have demonstrated competence may be called upon when
appropriate. However, employees must carefully consider the nature of the contact and the
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relationship between the LEP individual and the volunteer to ensure that the volunteer can provide
neutral and unbiased assistance.
While family or friends of an LEP individual may offer to assist with communication or
interpretation, employees should carefully consider the circumstances before relying on such
individuals. For example, children should not be relied upon except in exigent or very informal and
non -confrontational situations.
202.10 CONTACT AN® DOCUMENTATION
Although all public contacts, services, and individual rights are important, Grant County will utilize
the four -factor analysis --to prioritize service to LEP individuals so that such services may be
targeted where they are most needed, according to the nature and importance of the particular
activity involved.
Whenever any employee of Grant County is required to complete a report or other documentation
that involves a situation in which interpretation services were provided to any involved LEP
individual, such services should be noted in the related report or documentation. Employees
should document the type of interpretation services utilized and whether the individual elected to
use services provided by Grant County or some other identified source.
202.11 RECEIVING AMC RESPONDING TO REQUESTS FOR ASSISTANCE
Grant County will take reasonable steps to develop in-house language capacity by hiring or
appointing qualified employees proficient in languages representative of the community being
served.
202.11.1 EMERGENCY ASSISTANCE
Grant County employees will make every reasonable effort to promptly accommodate LEP
individuals who appear to be in need of emergency assistance. An employee who determines
that a person in need of emergency assistance is an LEP individual should attempt to gather
sufficient information to determine what type of assistance the person needs and to initiate an
appropriate response to the situation. As soon as possible, if language assistance is still needed
and the language is known, the employee should attempt to locate a qualified bilingual employee
to assist with the situation.
If a qualified bilingual employee is not available or the employee is unable to identify the primary
language used by the LEP individual, the employee should contact the contracted interpretation
service for assistance.
202.12 COMMUNITY OUTREACH
Community outreach programs and other such services offered by Grant County are important
to the ultimate success of local government and achievement of Grant County's mission, Grant
County will continue to work with community groups, local businesses, and neighborhoods to
provide equal access to such programs and services.
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202.13 TRAINING
To ensure that all employees who may have contact with LEP individuals are properly trained,
Grant County will provide periodic training on this policy and related procedures, including how to
access authorized telephonic and in -person interpreters and other available resources.
New employees should receive LEP training. Those who may have contact with LEP individuals
should receive periodic refresher training. Training records should be maintained in each
employee's personnel file in accordance with the established records retention schedule.
0
202.13.1 TRAINING P®R AUTHORIZED INTERPRETERS
All employees on the authorized interpreter list must successfully complete prescribed interpreter
training. To complete interpreter training successfully, an interpreter must demonstrate proficiency
in and ability to communicate information accurately in both English and in the target language,
demonstrate knowledge in both languages of any specialized terms or phraseology, and
understand and adhere to the interpreter role without deviating into other roles, such as counselor
or legal adviser.
Employees on the authorized interpreter list must receive refresher training annually or they will
be removed from the authorized interpreter list. This annual training should include language skills
competency (including specialized terminology) and ethical considerations.
Authorized interpreters will receive annual refresher training.
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[dated this _ day of ULUCALO 20ZE
Policy
Gr t C 0 U n
and of County Commissioners
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grant county, Washington
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ADA Compliance Dist #3 Dist #3 Dist #3
203.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for equal access to local government services,
programs, and activities for persons with disabilities in accordance with Title II of the Americans
with Disabilities Act (ADA).
This policy also includes guidelines to provide effective communication with persons with
disabilities and to protect the rights of individuals who use service animals in accordance with
the ADA.
203.1.1 DEFINITIONS
Definitions related to this policy include (28 CFR 35.104):
ADA coordinator -The employee designated by the Board of County Commissioners to
coordinate the Grant County's efforts to comply with the ADA (28 CFR 35.107).
Assistive devices, auxiliary aids, and services - Tools used to communicate with people who
have a disability or impairment. They include but are not limited to the use of gestures or visual
aids to supplement oral communication; a notepad and pen or pencil to exchange written notes; a
computer or typewriter; an assistive listening system or device to amplify sound; a teletypewriter
(TTY) or videophones (video relay service or VRS); taped text; qualified readers; or a qualified
interpreter.
Disability or impairment - A physical or mental impairment that substantially limits a major life
activity, including hearing or seeing, regardless of whether the person uses assistive devices,
auxiliary aids, and services. Individuals who wear ordinary eyeglasses or contact lenses are not
considered to have a disability (42 USC § 12102; 28 CFR 35.108).
Facility - All aspects of buildings, structures, sites, complexes, equipment, conveyances, roads,
walkways, parking areas, and other real or personal property (28 CFR 35.108).
Modification - Any change, adjustment, alteration, adaptation, or accommodation that renders a
Grant County service, program, or activity suitable for use, enjoyment, or participation by a person
with a disability. This may include alteration of existing buildings and facilities.
A modification includes any change or exception to a policy, practice, or procedure that allows a
person with a disability to have equal access to programs, services, and activities. It also includes
the provision or use of assistive devices, auxiliary aids, and services.
Power -driven mobility device - Any mobility device powered by batteries, fuel, or other engine
type used by persons with disabilities for mobility assistance, regardless of whether the device
was primarily designed for that purpose (e.g., golf carts, Segway® PT, mobility scooters). For
purposes of this policy, it does not include wheelchairs.
Qualified interpreter - A person who is able to interpret effectively, accurately, and impartially,
both receptively and expressively, using any necessary specialized vocabulary. Qualified
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interpreters include oral interpreters, transliterators, sign language interpreters, and intermediary
interpreters.
Service animal W A dog that is trained to do work or perform tasks for the benefit of a person with
a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. The
work or tasks performed by a service animal must be directly related to the individual's disability.
Service animal also includes a miniature horse if the horse is trained to do work or perform tasks
for persons with disabilities, provided the horse is housebroken, is under the handler's control, the
building or facility can accommodate the horse's type, size, and weight, and the horses presence
will not compromise legitimate safety requirements necessary for safe operation of the facility (28
CFR 35.1 36(i)).
203.2 POLICY
It is the policy of Grant County that persons and employees with disabilities have equal access to
Grant County services, programs, and activities.
Grant County will not discriminate against or deny any individual access to services, programs,
or activities based upon disabilities.
203.3 AMERICANS WITH DISABILITIES ACT (ADA) COORDINATOR
The responsibilities of the ADA coordinator include but are not limited to (28 CFR 35.130):
(a) Coordinating efforts among each Grant County Department or Office to provide equal
access to services, programs, and activities including:
I . Establishing procedures to provide for the performance of routine maintenance
on buildings, facilities, or equipment that provide access to persons with
disabilities (28 CFR 35.133).
2. Maintaining Grant County Department or Office compliance with accessibility
standards for Grant County Department or Office web content and mobile
applications as required by 28 CFR 35 Subpart H (28 CFR 35.200).
(b) Recommending amendments to this policy, as needed.
(c) Coordinating a process of periodic self -evaluation. The process should inciude:
I. Inspection of current Grant County buildings and facilities to identify access
issues.
2. Review of current Grant County services, activities, and programs for access
issues.
3. Assessment and update of current compliance measures.
4. Identification of recurring areas of complaint for which new methods of
modification should be considered.
5. Review of Grant County's emergency programs, services, and activities as they
apply to persons with disabilities.
6. Recommendation of a schedule to implement needed improvements.
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(d) Acting as a liaison with local disability advocacy groups or other disability groups
regarding access to Grant County services, programs, and activities.
(e) Developing procedures for the review and processing of requests for assistance or
modifications that will help employees provide persons with disabilities access to Grant
County services, programs, and activities, as appropriate.
M Providing notice to the public regarding. the rights and protections afforded by the
ADA (e.g., posters, published notices, handbooks, manuals, and pamphlets describing
Grant County services, programs, and activities and the availability of assistive
devices, auxiliary aids, and services, as well as modifications) (28 CFR 35.106).
(g) Developing procedures for employees to access assistive devices, auxiliary aids, and
services, including qualified interpreters, and making the procedures available, as
appropriate.
1. A list of qualified interpreter services with contact and availability information
should be maintained and easily accessible to employees.
(h) Developing, implementing, and publishing appropriate procedures to provide for the
prompt and equitable resolution of complaints and inquiries regarding discrimination
in access to services, programs, and activities (28 CFR 35.107). The complaint
procedures should include an appeal process.
(i) Requiring third parties providing Grant County services, programs, or activities through
contract, outsourcing, licensing, or other arrangement to establish reasonable policies
and procedures to prevent discrimination against and denial of access to persons with
disabilities.
(j) Developing and implementing procedures to provide that new construction and any
alteration to an existing building or facility are undertaken in compliance with the ADA
(28 CFR 35.151).
(k) Developing and implementing procedures to provide that new construction and
alteration of Grant County -maintained roadways, highways, and streets include curb
ramps or other sloped areas to make pedestrian -level walkways accessible as
required by law (28 CFR 35.154(d)(2); 28 CFR 35.151(i)).
(I) Coordinating with appropriate Grant County staff to address the needs of persons with
disabilities In Grant County`s emergency disaster preparedness planning, including
consideration of shelters and care facilities, transportation, means of evacuation,
communication methods (e.g., warning and emergency notification systems), and
post -disaster canvassing.
203.4 REQUESTS
The goal of any modification should be to allow the person to participate in the service, program,
or activity the same as a person who does not have a disability.
Upon receiving a request for a modification, employees should make reasonable efforts to
accommodate the request based on the preference of the person with the disability. Employees
should not ask about the nature .and extent of a persons disability, but should limit questions to
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information necessary to determine the need for a modification and the type of modification that
is appropriate.
If the requested modification, or an alternative modification, can reasonably be made at the
time of the request, the employee should make the modification. An employee who is unable to
accommodate a request or is unsure about whether a request should be accommodated should
contact a supervisor.
The supervisor should review and approve the request, if practicable and appropriate. Otherwise,
the supervisor should document the requesting person's contact information and the modification
being requested and forward the request to the ADA coordinator for processing as soon as
reasonably practicable.
Employees who would like to make a reasonable accommodation request should follow the
established process outline in the procedure manual.
203.4.1 DENIAL OF A REQUEST
The following should be considered before denying a request for modification:
(a) Requests for modifications should be approved unless complying with the request
would result in (28 CFR 35.150):
1. A substantial alteration of the service, program, or activity.
2. An undue financial or administrative burden on Grant County. All resources
available for use in the funding and operation of the service, program, or activity
at issue should be considered in this determination.
3. A threat to or the destruction of the historic significance of an historic property.
4. A direct threat to the health or safety of others (28 CFR 35.139).
(b) If any of these circumstances are present, the ADA coordinator should work with
Department or Office staff and the person requesting the modification to determine if
an alternative modification is available.
(c) where physical modification of an existing building or facility, or new construction,
would be unfeasible or unduly burdensome, the ADA coordinator should work
with Department or Office staff to determine whether alternative modifications are
available. Alternative methods that should be considered include (28 CFR 35.150):
1. Reassigning services, programs, or activities to accessible buildings or facilities.
2. Utilizing technology, equipment, rolling stock, or other conveyances.
3. Delivering the services, programs, or activities directly to a person with a
disability by way of home visits or meeting the person at an accessible location.
4. Any other means or methods that would make services, programs, or activities
readily accessible.
(d) If no alternative modification is appropriate, the ADA coordinator shall issue a written
statement explaining why a modification of the public service, program, or activity will
not be made (28 CFR 35.150).
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203.4.2 PERSONAL DEVICES AND ASSISTANCE
Although employees should make every effort to comply with requests, the provision of personal
devices or assistance (e.g., wheelchairs, eyeglasses, hearing aids, personal assistance in eating
or using the restroom) to persons with disabilities is not required (28 CFR 35-135).
203.4.3 SURCHARGES
Surcharges shall not be imposed upon persons with disabilities to cover the costs of providing
modifications to public services, programs, and activities (28 CFR 35.130(f)).
203.5 MOBILITY DEVICES
Wheelchairs and manually powered mobility devices such as walkers, crutches, canes, and braces
are permitted in any areas open to pedestrians.
Power -driven mobility devices other than wheelchairs may be restricted only if a legitimate safety
interest is identified that warrants the restriction (28 CFR 35.130(h); 28 CFR 35-137).
An employee should not ask a person using a power -driven mobility device to terminate the use
of the device or leave the area unless an imminent and legitimate safety issue is present. If
an employee is concerned about the use of a power -driven mobility device by a person with a
disability, the employee should contact a supervisor.
The determination of whether a reasonable modification should be made for the use of a power -
driven mobility device within a public building or facility should be based on whether the device,
given its size and speed, can be safely used within the particular building or facility taking into
account the layout and design of the building or facility, the amount of pedestrian traffic present
in the building or facility, and whether there is any risk of damage to the building or facility or it's
immediate environment as set forth in 28 CFR 35.137.
203.5.1 INQUIRIES REGARDING MOBILITY DEVICES
If an individual is using a power -driven mobility device other than a wheelchair, the employee
may seek credible assurance from the individual that the device is needed because of a disability.
Credible assurance of the device's necessity may be provided in one of the following ways (28
CFR 35.137):
(a) Presentation of a valid, state -issued disability placard or card
(b) Presentation of any other state -issued proof of disability
(c) A verbal statement, not contradicted by observable fact, that use of the device is
necessary for mobility purposes
203.6 COMMUNICATIONS WITH PERSONS WITH DISABILITIES
Employees should remain alert to the possibility of communication problems when engaging with
persons with disabilities. When an employee knows or suspects an individual requires assistance
to effectively communicate, the employee should identify the individua['s choice of assistive device,
auxiliary aid, and service.
I
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The individual's preferred communication method should be honored unless another effective
method of communication exists under the circumstances (28 CFR 35.160).
Factors to consider when determining whether an alternative method is effective include:
(a) The methods of communication usually used by the individual.
(b) The nature, length, and complexity of the communication involved.
(c) The context of the communication.
In emergency situations involving an imminent threat to the safety or welfare of any person,
employees may use whatever assistive device, auxiliary aid and service reasonably appears
effective under the circumstances. This may include exchanging written notes or using the services
of a person who knows sign language but is not a qualified interpreter, even if the person who is
deaf or hard of hearing would prefer a qualified sign language interpreter or another appropriate
assistive device, auxiliary aid, and service. Once the emergency has ended, the continued method
of communication should be reconsidered. The employee should inquire as to the individual's
preference and give primary consideration to that preference.
203.6.1 TYPES OF ASSISTANCE AVAILABLE
Employees shall not refuse an available type of assistive device, auxiliary aid, or service to a
person with a disability who is requesting assistance. Grant County will not require persons with
disabilities to furnish their own assistive device, auxiliary aid, or service as a condition for receiving
assistance. Grant County will make every reasonable effort to provide equal access and timely
assistance to persons with disabilities through a variety of assistive devices, auxiliary aids, and
services (28 CFR 35.160).
Grant County will not require that persons with disabilities use Grant County -provided assistive
devices, auxiliary aids, or services.
Grant County -provided assistive devices, auxiliary aids, and services may include, but are not
limited to, the assistance methods described in this policy.
203.6.2 AUDIO RECORDINGS AND ENLARGED PRINT
Grant County may develop audio recordings to assist people who are blind or have a visual
impairment with accessing important information. If such a recording is not available, employees
may read aloud from the appropriate form or provide forms with enlarged print.
203.6.3 QUALIFIED INTERPRETERS
A qualified interpreter may be needed in lengthy or complex interactions (e.g., public meetings
or hearings, special or emergency meetings, plan reviews) for individuals who normally rely
on sign language or speechreading (lip-reading) to understand what others are saying. The
qualified interpreter should not be a person with an interest in the exchange. A person providing
interpretation services may be required to establish the accuracy and trustworthiness of the
interpretation in a local government or legal proceeding.
Qualified interpreters should be:
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(a) Available within a reasonable amount of time.
(b) Experienced in providing interpretation services.
(c) Familiar with the use of VRS and/or video remote interpreting services,
(d) Certified in either American Sign Language (ASL) or Signed English (SE).
(e) Able to understand and adhere to the interpreter role without deviating into other roles,
such as counselor or legal adviser,
(f) Knowledgeable of the ethical issues involved when providing interpreter services.
Employees should use Grant County -approved procedures to request a qualified interpreter at the
earliest reasonable opportunity or when it is reasonably apparent that an interpreter is needed.
Persons with disabilities shall not be required to provide their own interpreters (28 CFR 35.160).
203.6.4 TTY AND RELAY SERVICES
Grant County will accept all TTY or TDD calls placed by individuals with communications -
related disabilities and received via a telecommunications relay service or equally effective
telecommunications systems (28 CFR 35.161).
203.6.5 COMMUNITY VOLUNTEERS
Interpreter services may be available from community volunteers who have demonstrated
competence in communication services, such as ASL or SE, and have been approved by Grant
County to provide interpreter services.
When qualified interpreters are unavailable to assist, approved community volunteers who have
demonstrated competence may be called upon when appropriate, However, Grant County
employees must carefully consider the nature of the interaction and the relationship between
the person with the disability and the volunteer to be reasonably satisfied that the volunteer can
provide neutral and unbiased assistance.
203.6.6 FAMILY AND FRIENDS
While family or friends may offer to assist with interpretation, employees should carefully consider
the circumstances before relying on such individuals. The nature of the interaction and relationship
between the person with the disability and the person offering services must be carefully
considered to determine whether the family member or friend can provide neutral and unbiased
assistance.
Except in an emergency involving an imminent threat to the safety or welfare of any person
when no qualified interpreter is reasonably available, members shall not use a minor child as an
interpreter (28 CFR 35.160).
Adults may be relied upon when (28 CFR 35.160);
(a) There is an emergency or critical situation and there is no qualified interpreter
reasonably available.
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(b) The person with the disability requests that the adult interpret or facilitate
communication and the adult agrees to provide such assistance, and reliance on that
adult for such assistance is reasonable under the circumstances.
203.6.7 FIELD ENFORCEMENT CONSIDERATIONS
It is important that employees are able to effectively communicate with persons with disabilities
even though the tlocation of the communication may hinder the employee's ability to provide
assistive devices, auxiliary aids, and other services in a prompt manner.
Employees involved in interactions with persons with disabilities that occur in the field and that
could result in any type of civil or criminal enforcement action (e.g., issuing code enforcement
citations, shutting off a utility service) should assess each situation to determine if communication
assistance is necessary. The length, complexity, and importance of the communication, as well as
the individual'spreferred method of communication, should be considered when determining what,
if any, resources should be used and whether a qualified interpreter or other service is needed.
203.7 SERVICE ANIMALS
Service animals that are assisting persons with disabilities are permitted in all Grant County
buildings and facilities and other areas where the general public is allowed. Grant County
employees are expected to treat people with service animals with the same courtesy and respect
that Grant County affords to all members of the public (28 CFR 35.136).
203.7.1 IDENTIFICATION AND USE OF SERVICE ANIMALS
Some service animals may be readily identifiable. However, many do not have a distinctive
symbol, harness, or collar.
Service animals may be used in a number of ways to provide assistance, including:
(a) Guiding people who are blind or have low vision.
(b) Alerting people who are blind or have low vision.
(c) Retrieving or picking asp items, opening doors, or flipping switches for people who have
limited use of their hands, arms, or legs.
(d) Pulling wheelchairs.
(e) Providing physical support and assisting with stability and balance.
(f) Doing work or performing tasks for people with traumatic brain injury, intellectual
disabilities, or psychiatric disabilities, such as reminding a person with depression to
take medication.
(g) Alerting a person with anxiety to the onset of panic attacks, providing tactile
stimulation to calm a person with post -traumatic stress disorder, assisting people with
schizophrenia to distinguish between hallucinations and reality, and helping people
with traumatic brain injury to locate misplaced items or follow daily routines.
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203.7.2 INQUIRIES REGARDING SERVICE ANIMALS
If it is apparent or if an employee is aware that an animal is a service animal, the individual generally
should not be asked any questions as to the status of the animal. If it is unclear whether an animal
meets the definition of a service animal, the employee should ask the individual only the following
questions (28 CFR 35.136(f)):
(a) Is the animal required because of a disability?
(b) What task or service has the service animal been trained to perform?
If the individual explains that the animal is required because of a disability and has been trained to
work or perform at least one task, the animal meets the definition of a service animal and no further
questions as to the animal's status should be asked. Employees should not question individuals
about their disabilities nor should employees ask any individual to provide a license, certification,
or identification card for a service animal.
203.7.3 CONTACT WITH SERVICE ANIMALS
Service animals are not pets. Grant County employees should not interfere with the important
work performed by a service animal by talking to, petting, or otherwise initiating contact with a
service animal.
203.7.4 REMOVAL OF SERVICE ANIMALS
If a service animal is not housebroken or exhibits vicious behavior, poses a direct threat to
the health of others, or unreasonably disrupts or interferes with normal business operations, an
employee should notify an appropriate supervisor who may direct the handler to remove the animal
from the premises. Barking alone is not a threat nor does a direct threat exist if the person takes
prompt, effective action to control the service animal (28 CFR 35.136(b)).
Each incident must be considered individually, and past incidents alone are not cause for excluding
a service animal. Removal of a service animal may not be used as a reason to refuse access to
services, programs, or activities to a person with a disability. Employees are expected to provide
all services that are reasonably available to a person with a disability, with or without a service
animal.
203.8 W EBS ITE ACCESS
The ADA coordinator should work with appropriate Grant County employees to develop online
content that is readily accessible to persons with disabilities. Grant County web content should
be developed in conformance with the most current guidelines issued by the U.S. Department of
Justice and federal regulations (28 CFR 35 Subpart H; 28 CFR 35.200).
Grant County website content should also be made available to persons with disabilities in an
alternative format upon request, if reasonably practicable.
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203.9 DOCUMENTATION
Whenever any modification, assistive device, auxiliary aid, and service has been provided, the
employee involved should document:
(a) The type of modification, aid, or service provided.
(b) Whether the individual elected to use an assistive device, auxiliary aid, and service
provided by Grant County or some other identified source, if applicable.
(c) Whether the individual's express preference for the modification, assistive device,
auxiliary aid, and service was not honored, and the reason why an alternative method
was used.
The documentation and any written communications exchanged should be maintained consistent
with the Records Maintenance and Release Policy,
203.10 COMPLAINTS
An employee who receives a complaint or becomes aware of potential disability discrimination,
an ADA violation, or a person's inability to access a Grant County program, service, or activity
should document the complaint and refer the matter to the ADA coordinator (28 CFR 36.107).
203.11 TRAINING
Employees who may have contact with persons with disabilities should receive periodic training
on ADA compliance, to include:
(a) Awareness and understanding of this policy and related procedures, related forms,
and available resources.
(b) Procedures for handling requests for modifications.
(c) Accessing assistive devices, auxiliary aids, and services needed to communicate with
persons with disabilities.
(d) General requirements of the ADA, including modifying policies and practices,
communicating with and assisting customers, accepting calls placed through
alternative systems, and identifying alternate ways to provide access to programs,
services, and activities as appropriate to the employee's job duties.
Training records should be maintained in each employee's personnel file in accordance with the
established records retention schedule.
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_
' Dated this �, day Of � ��2015
Gran CountyBoad of County Commissioners
Government Policy Manual grant County' Washington
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204.1 PURPOSE AND SCOPE
This policy addresses the preparation, maintenance, and activation of Grant County's Emergency
Management Plan (CEMP).
204.2 POLICY
Grant County will prepare for large-scale emergencies within and outside its jurisdiction
through planning, mutual cooperation with other agencies, and maintenance of an emergency
management plan. The CEMP is updated every 5 years but can be revised as needed.
204.3 GRANT COUNTY RESPONSIBILITIES
Board of County Commissioners should designate a person responsible for Grant County's
emergency management plan and the coordination with applicable local and state departments
and entities for disaster planning, mitigation, response, and recovery efforts.
204.4 ACTIVATING THE EMERGENCY MANAGEMENT PLAN
The emergency management plan should include direction on how to activate the emergency
management plan and who can activate it in response to a major emergency.
204.4.1 RECALL OF PERSONNEL
In the event that the emergency management plan is activated, all employees of Grant County
are subject to immediate recall to service. Employees may also be subject to recall during
extraordinary circumstances as deemed necessary.
Failure to promptly respond to an order to report to work may result in discipline.
204.5 LOCATION OF THE EMERGENCY MANAGEMENT PLAN
Copies of the emergency management plan should be available to all Grant County personnel
via the Grant County website. All supervisors should familiarize themselves with the emergency
management plan and assist employees in familiarizing themselves with the roles they will play
when the plan is implemented.
204.6 EMERGENCY MANAGEMENT PLAN REVIEW
The Board of County Commissioners or the authorized designee should review the emergency
management plan at least once every two years and ensure that the plan conforms to any revisions
made by the National Incident Management System (NIMS). The Board of County Commissioners
or the authorized designee should appropriately address any needed revisions.
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204.7 TRAINING
Grant County should provide training on the emergency management plan for supervisors or
designated personnel. Training could incorporate a full or partial exercise or a tabletop or
command discussion
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*�•br
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Diet #1 10 6 Dist Nl Dist #1
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205.1 PURPOSE AND SCOPE
This policy establishes the guidelines for volunteers to supplement and assist Grant County
personnel in their duties. Trained volunteers can augment Grant County personnel and help
complete various tasks.
205.1.1 DEFINITIONS
Definitions related to this policy include:
Volunteer - An individual who performs a service for the Grant County without promise,
expectation, or receipt of compensation for services rendered. This may include interns, persons
providing administrative support, and individuals participating in school -sponsored, educational,
or diversion programs, among others. Volunteers may be youths or adults.
Volunteer Coordinator -
205.2 POLICY
It is the policy of Grant County that volunteers be appointed, trained, and supervised to carry out
specified tasks and duties in an effort to create an efficient local government and improve services
to the community.
It is Grant County's policy to permit the use of volunteers to perform certain functions within Grant
County government.
Grant County may use the services of persons who volunteer for public service or humanitarian
purposes. It may also use the services of persons who volunteer to perform activities which,
due to budgetary and other considerations, may not be completed and/or performed by regular
employees in the normal course of their work at the County; volunteers may perform services for
the County and/or augment the work of staff.
205.3 ELIGIBILITY
Requirements for participation as a volunteer for Grant County may include but are not limited to:
(a) Residency in Grant County.
(b) The ability to meet any necessary age requirements.
(c) Possession of a valid driver's license, if the position requires vehicle operation.
(d) Possession of liability insurance for any personally owned equipment, vehicles, or
animals utilized during volunteer work.
(e) No conviction of a felony, any crime of a sexual nature or against children, any crime
related to assault or violence, any crime related to dishonesty, or any crime that would
be inconsistent with volunteer service with Grant County.
(f) The ability to meet physical requirements reasonably appropriate to the assignment.
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(g) A personal background history and character suitable for a person representing Grant
County, as validated by a background investigation, as appropriate.
The Board of County Commissioners, Department Head or Elected Official may allow exceptions
to these eligibility requirements based on organizational needs and the qualifications of the
individual.
205.3.1 MINORS
Volunteers younger than age 14 must be accompanied by a parent or legal guardian during the
performance of their volunteer assignments. Volunteers between the ages of 14 and 18 must have
the written consent of a parent or guardian prior to volunteering.
205.4 RECRUITMENT, SELECTION, AND APPOINTMENT
Grant County shall endeavorto recruit and appoint only those applicants who meet the high ethical,
moral, and professional standards set forth by Grant County.
205.4.1 RECRUITMENT
Volunteers should be recruited on a continuous and ongoing basis consistent with Grant
County policy on equal opportunity, nondiscriminatory employment. A primary qualification for
participation in the application process should be an interest in and an ability to assist Grant County
in serving the public. I
Requests for volunteers -should be submitted in writing by interested Grant County employees to
the volunteer coordinator through the requester's immediate supervisor. A complete description
of the volunteers duties and a requested time frame should be included in the request. All Grant
County employees should understand that the recruitment of volunteers is enhanced by creative
and interesting assignments. The volunteer coordinator may withhold assignment of any volunteer
until such time as the requester is prepared to make effective use of volunteer resources.
205.4.2 SELECTION
Volunteer candidates shall successfully complete the following process prior to appointment as
a volunteer:
(a) Submit the appropriate written application to the Human Resources Department.
(b) Interview with the volunteer coordinator and Department Head or Elected Official.
(c) Successfully complete an appropriate -level background investigation or screening.
205.4.3 APPOINTMENT
Service as a volunteer with Grant County shall begin with an official notice of acceptance or
appointment by Board of County Commissioners, Department Head or Elected Official. Notice
may only be given by an authorized representative of the Grant County, who will normally be the
volunteer coordinator, Department Head, Elected Official, or the Human Resources Department.
No volunteer should begin any assignment until officially accepted for the position and all required
screening and paperwork has been completed. At the time of final acceptance, each volunteer
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should complete all required enrollment paperwork and will receive a copy of the position
description and agreement of service with Grant County.
All volunteers shall receive a copy of applicable volunteer orientation materials and shall be
required to sign a volunteer agreement. Volunteers should be placed only in assignments or
programs that are consistent with their knowledge, skills, and abilities and the needs of Grant
County.
Volunteers serve at the discretion of the Board of County Commissioners and Department Head
or Elected Official.
205.5 IDENTIFICATION AND DRESS CODE
As representatives of Grant County, volunteers are responsible for presenting a professional
image to the community. Volunteers shall dress appropriately for the conditions and performance
of their assignment.
Uniforms and necessary safety equipment will be provided for each volunteer, if appropriate for
the volunteer position. Identification symbols worn by volunteers shall be different and distinct
from those worn by Grant County employees through the inclusion of "Volunteer" on the uniform,
Certain volunteers may be issued Grant County identification cards to be carried at all times while
in the performance of their assignment. The identification cards may be the standard Grant County
identification cards, except that "Volunteer" will be indicated on the cards.
205.6 PERSONNEL WORKING AS VOLUNTEERS
Qualified regular Grant County personnel, when authorized, may also serve as volunteers.
However, Grant County shall not utilize the services of volunteers in such a way that it would
violate employment laws or employment agreements. Therefore, the volunteer coordinator should
consult with the Board of County Commissioners or Department Head or Elected Official prior to
allowing regular Grant County personnel to serve in a volunteer capacity (29 CFR § 553.100 et
seq .).
205.6.1 UTILIZING VOLUNTEERS WITHIN BARGAINED POSITIONS
Assigning volunteers to complete tasks normally completed by Grant County employees
covered under collective bargaining agreements may not be appropriate. The Board of County
Commissioners, Department Head or Elected Official is required to review such assignments with
Human Resources prior to assignment.
205.7 VOLUNTEER COORDINATOR
The volunteer coordinator will be designated by the department head or elected official, which
utilize volunteers.
The function of the volunteer coordinator is to provide a central coordinating point for effective
volunteer management within Grant County, and to direct and assist efforts to jointly provide more
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productive volunteer services. Volunteers serve under the general direction of the supervisor in
charge of the volunteer's assignment but report to the volunteer coordinator.
The volunteer coordinator may appoint a senior volunteer or other designee to assist in the
coordination of volunteers and their activities.
The responsibilities of the volunteer coordinator include but are not limited to:
(a) Assist with recruiting, selecting, and training qualified volunteers.
(b) Conducting volunteer meetings, as appropriate.
(c) Establishing and maintaining a voluntee-r callout roster, as necessary.
(d) Maintaining records for each volunteer.
(e) Tracking and evaluating the contribution of volunteers.
(f) Maintaining a record of volunteer schedules.
(g) Completing and disseminating, as appropriate, all necessary paperwork and
information.
(h) Planning periodic recognition events.
(i) Maintaining a liaison with other community programs that use volunteers and assisting
in community -wide efforts to recognize and promote volunteering.
(�) Maintaining volunteer training materials and outlining expectations, policies, and
responsibilities for all volunteers.
An evaluation of the overall use of volunteers will be conducted on an annual basis by the volunteer
coordinator.
205.8 RESPONSIBILITIES
Volunteers assist Grant County personnel as needed. Volunteers may be assigned to one
Department or Office to augment the support of paid personnel, but they may be reassigned as
needed. Volunteers should be placed only in assignments or programs that are consistent with
their knowledge, skills, and abilities and the needs of Grant County.
205.8.1 COMPLIANCE
Volunteers shall be required to adhere to all Grant County policies and procedures. A copy of the
policies and procedures will be made available to each volunteer upon appointment. The volunteer
shall become thoroughly familiar with these policies.
Whenever a rule, regulation, or guideline in this Policy Manual refers to Grant County employees,
it shall also apply to a volunteer, unless by its nature it is inapplicable.
Volunteers are required to meet Grant County -approved training requirements as applicable to
their assignments.
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206.8.2 VOLUNTEER MEETINGS
All volunteers are required to attend scheduled meetings. Any absences must be satisfactorily
explained to the volunteer coordinator and supervisor.
206.8.3 EXPECTATIONS OF VOLUNTEERS
Volunteers, although unpaid, are considered to be employees of Grant County and are subject
to the same expectations of behavior and conduct. The hiring authority is required to complete
appropriate employee training for all volunteers.
205.9 TASK -SPECIFIC TRAINING
Task -specific training is intended to provide the required instruction and practice for volunteers
to properly and safely perform their assignments. Training should correspond to the volunteer's
assignment as determined by the volunteer coordinator.
Volunteers will be provided with an orientation program to acquaint them with the policies of Grant
County and procedures applicable to their assignments.
Volunteers should receive position -specific training to ensure they have adequate knowledge and
skills to complete the required tasks, and should receive ongoing training as deemed appropriate
by their supervisors or the volunteer coordinator.
Training should reinforce to volunteers that they shall not intentionally represent themselves as, or
by omission imply that they are, full-time employees of Grant County. They shall always represent
themselves as volunteers.
All volunteers shall comply with the standards of conduct and with all applicable orders and
directives, either oral or written, issued by Grant County.
205.9.1 VOLUNTEER TRAINING MATERIALS
Volunteers will be issued training materials when necessary, based upon the volunteer
assignment. The materials should outline the subject matter and skills necessary to properly
function as a volunteer with the Grant County. The volunteer shall become knowledgeable of the
subject matter and proficient with the skills as set forth in the training materials.
205.10 SUPERVISION
Each volunteer must have a clearly identified supervisor who is responsible for direct management
of that volunteer. This supervisor will be responsible for day-to-day management and guidance of
the work of the volunteer and should be available to the volunteer for consultation and assistance.
Functional supervision of volunteers is the responsibility of the supervisor in charge of the
volunteer's assignment. The following are some considerations that supervisors should keep in
mind while supervising volunteers:
(a) Take the time to introduce volunteers to employees on all levels.
(b) Ensure volunteers have work space and necessary office supplies.
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(c) Make sure the work is challenging. Do not hesitate to give volunteers an assignment
or task that will utilize these valuable resources.
A volunteer may be assigned as a supervisor of other volunteers, provided that the supervising
volunteer is under the direct supervision of an employee.
205.10.1 EVALUATIONS
A volunteer will be considered a trainee until training has been satisfactorily completed. Volunteers
who have completed their training should be evaluated annually using performance dimensions
applicable to the assignment and authorities granted to that volunteer.
205,10.2 FITNESS FOR DUTY f
No volunteer shall reportfor work or be at work when the volunteer's judgment or physical condition
has been impaired due to illness or injury, or by the use of alcohol or drugs, whether legal or illegal.
Volunteers shall report to their supervisors any change in status that may affect their ability to
fulfill their assignments.
205.11 INFORMATION ACCESS
With appropriate security clearance, a volunteer may have access to or be in the vicinity of
confidential or protected information, including but not limited to legal materials, financial data, or
information portals. Unless otherwise directed by a supervisor, the responsibilities of the position,
or policy, all such information shall be considered confidential. Only that information specifically
identified and approved by authorized employees shall be released. Confidential information shall
be given only to persons who have a need and a right to know as determined by Grant County
policy and supervisory personnel.
A volunteer whose assignment requires the use of, or access to, confidential or protected
information will be required to obtain the necessary security clearance, which may include a
criminal background check and/or the submission of fingerprints to the appropriate state agency.
Volunteers working this type of assignment will receive training in data practices and be required to
sign a nondisclosure agreement before being given an assignment with Grant County. Subsequent
unauthorized disclosure of any confidential information verbally, in writing, or by any other means
by the volunteer is grounds for immediate dismissal and possible criminal prosecution.
Volunteers shall not address public gatherings, appear on radio or television, prepare any article
for publication, act as correspondents to newspapers or other periodicals, release or divulge any
information concerning the activities of Grant County, or maintain that they represent Grant County
in such matters without permission from the proper Grant County personnel.
205.11.1 RADIO USAGE
Any volunteer who operates Grant Countytwo-way radios while acting in the capacity of a volunteer
should receive appropriate training on radio usage.
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205.12 EQUIPMENT
Any property or equipment issued by Grant County shall be for official and authorized use only.
Any property or equipment issued to a volunteer shall remain the property of the Grant County
and shall be returned at the termination of service.
205.12.1 VEHICLE USE
Volunteers whose assignments require the use of a vehicle must first complete:
(a) A driving safety briefing and, if necessary, to the volunteer position, an approved driver
safety course as determined by the volunteer coordination and supervisors in charge
of the volunteers assignment.
(b) Verification that the volunteer possesses a valid driver's license,
(c) Verification that the volunteer carries current vehicle insurance,
The volunteer coordinator should ensure that all volunteers receive safety briefing updates and
obtain license and insurance verification at least once a year.
When operating Grant County vehicles, volunteers shall obey all rules of the road, including seat
belt requirements.
Volunteers shall not operate marked law enforcement or other emergency operation vehicles/
equipment (i.e. emergency lights, sirens, etc.) unless there is a prominently placed sign indicating
that the vehicle is out of service.
Volunteers are not authorized to operate Grant County vehicles while using the vehicle's
emergency equipment (e.g., emergency lights, siren).
205.13 DISCIPLINARY PROCEDURES/TERMINATION
If a volunteer becomes the subject of a complaint or administrative investigation, the matter may
be investigated in accordance with Grant County procedures applicable to regular employees,
Volunteers are considered at -will and may be removed from service at the discretion of the Board
of County Commissioners or Department Head/Elected Official over seeing the volunteer, with or
without cause. Volunteers shall have no property interest in their continued appointments or due
process interest in an administrative 'Investigation. However, if removed for alleged misconduct,
the volunteer will be afforded an opportunity solely to clear the volunteers name through a
liberty interest hearing, which shall be limited to a single appearance before the Board of County
Commissioners or Department Head/Elected Official.
Volunteers may resign from volunteer service withGrant County at any time. It is requested that
volunteers who intend to resign provide advance notice and a reason for their decision.
205.13.1 EXIT INTERVIEWS
The volunteer coordinator should conduct exit interviews, where possible. These interviews should
ascertain why the volunteer is leaving the position and should solicit the volunteer's suggestions
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on improving the position. When appropriate, an exit interview should also include a discussion
on the possibility of involvement in some other capacity with Grant County.
205.14 COMPENSATION AND COVERAGE
Volunteers are not paid for their time.
Volunteer activity must be entered into without promise or expectation of compensation or future
employment, but solely for public service.
Volunteers are not covered by Grant County's employee health insurance or related benefits.
Volunteers are covered by Grant County's Labor and Industrial insurance during hours serving
as volunteers.
205.15 COUNTY LIABILITY FOR VOLUNTEERS
Grant County does not assume liability for the acts or omissions of volunteers, Grant County
departments and offices using or considering using volunteers must review and verify liability
issues with the Grant County's Risk and Safety Coordinator.
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0 U1 �.�� day of
Grant 20
y
Governmentf
licy ManuaTB=Ed ofCountyCommissioncts
Grant County, Washington
Dist # I �S _ Dist # t Dist # 1
County Electronic Paymen4 listist#2t
D;St #2' DiSt #2#3 Dist #3 _ Dist #3
206.1 PURPOSE AND SCOPE
Grant County authorizes and provides for certain electronic payments to be made and/or accepted
by Grant County employees to improve cash management, reduce costs, and increase efficiency
for conducting Grant County business. This includes the Grant County's Credit Card Program
pursuant to RCW 43.092855, Grant County's acceptance of electronic payments pursuant to
RCW 36.29.190, and internal policies contained herein to further control and manage Grant
County resources effectively. This policy is separated into the following categories:
• Grant County Credit Card Program
• Acceptance of Electronic Payments by the County; and
• Creation/Issuance of Pre -Paid Cards.
206.1.1 DEFINITIONS
Credit card — For the purpose of this policy, "credit card" refers to a credit card issued by the
Accounting Department to a department for use by a Department Head, Elected Official, and/or
County employee.
Cardholder — means a Department Head, Elected Official, or County employee who is in
possession of a Grant County credit card.
Payment card — For the purpose of "Acceptance of Electronic Payments by the County" Section
of this policy„ "payment card", "credit card", "debit card" or "card" refers to any card utilized by an
individual, group, company, entity, etc. to make payment to a Grant County office or department
that is authorized and set up to accept such payment(s).
Payment Card Industry Data Security Standard (PCI DSS) -- A standard created to increase
controls around cardholder data to reduce credit card fraud via its exposure. Validation of
compliance is conducted on an annual basis by an external Qualified Security Assessor that
creates a Report on Compliance for organizations handling large volumes of transactions, or by
Self -Assessment Questionnaires for companies handling smaller volumes.
Grant County Card Reading Device — Equipment used for the purpose of taking or making
payments for Grant County services, etc. via debit or credit cards, or any other type of payment
card, that is to only access the public internet, either wired or wireless, and not be attached or
connected to Grant County's secure internal network.
Gift Card -- For the purpose of this policy, "gift card" refers to any pre -paid card that is purchased
for the purpose of necessary Grant County program implementation.
County Office/Department Issued Pre -Paid Card — For the purpose of "Creation/Issuance of
Pre -Paid Cards" Section of this policy, "debit card" or "card" refers to any payment card created/
activated by a Grant County Department or office or department and issued to an individual with
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a dollar amount equal to that which is owing to that individual, such as the balance of an inmate
account upon release from custody.
206.2 POLICY
Credit Card Issuance, Distribution, and Limitations
(a) Credit cards will be issued in the name of the department or office.
(b) The number of allowed credit cards will be determined by the Accounting Department
and will depend on the spending needs of each department or office.
(c) Credit limits will be set by the Board of County Commissioners and may vary between
departments/offices.
(d) Points are accumulated on Grant County credit card purchases that may be used to
procure various goods (such as flat screen TVs). The Grant County Auditor will advise
the Board of County Commissioners to help determine priorities/needs forwhich Grant
County department or office is next in line for exchanging County -earned points to
procure work -related merchandise.
� 1, w R �, w, C ,: • Y s
(a) Each Department Head/Elected Official will be responsible for establishing a process
through which their department will track the physical location(s) of their credit card(s).
When not in use, cards must be kept in a secure location with limited access. When
in use, departments must track: (a) the credit card number; (b) the cardholder; (c) and
date(s) of possession. Tracking records shall be maintained for one (1) year after the
date of use or pursuant to Washington State records retention guidelines.
(b) A Department Head/Elected Official is not required to provide employees with the use
of a credit card.
(c) A Department Head/Elected Official may determine whether it is reasonable to allow
cardholders to maintain credit cards for multiple days at a time. To allow for proper
auditing, each individual credit card should not be used by more than one person in
a single calendar day.
(d) Departments will be required to pay for fraudulent charges on their credit cards.
The Auditors Office will work with departments to dispute fraudulent charges. If the
charge is successfully disputed and a credit is issued, the department will receive the
credit. Departments will be required to pay for any unallowable charges. Departments
must immediately collect reimbursement for any charges that are unallowable per
Grant County policy, despite the reason for the charge. The department will then
deposit the recuperated funds with the Grant County Treasurer and will credit
whichever expense account was originally debited for the expense. As a last resort,
Grant County shall have a prior lien against, and right to withhold, any and all funds
payable or to become payable to the cardholder up to an amount of the unallowable
charge and interest at the same rate as is charged by the issuing bank.
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(e) Departments are responsible for submitting, to the Accounts Payable Clerk in the
Auditor's Office, a completed accounts payable batch (including all statements and
supporting receipts) by the deadline provided by the Grant County Auditor's Office.
1 The department will be responsible for any and all late fees assessed as a
result of their payables batch being submitted after the deadline. Interest Qa
,late i payments s calculated auainst the credit balance for the entire County
at the time the payment becomes delinauent,.
(f} Department Heads/Elected Officials, and/or employees who are allowed to use a
Grant County credit card are required to review and sign a Credit Card User Agreement
before they may take possession of a Grant County credit card, attesting to their
having read and understood the conditions set forth. These forms are provided by the
Accounting Department, must be maintained by the department or office, and kept
with the system used to track the location of the credit card(s).
206.4 CARDHOLDER RESPONSIBILITY AND ACCOUNTABILITY
(a) Cardholders are authorized to use the credit card to procure merchandise or services
required as a function of their duties on behalf of Grant County. Credit card usage
is governed by Grant County'
Unauthorized and/or inappropriate card use
is prohibited and addressed in this policy.
(b) A purchase made with a credit card may be made over the counter, the Internet, or by
telephone, The cardholder must obtain and return original itemized receipts for goods
and services purchased. Al I forms of canceled checks and copies of credit card bills do
not substitute for original receipts. The cardholder may be allowed to file an affidavit
in lieu of a receipt if the original receipt is lost or a receipt is not obtained.
(c) Should a cardholder lose or have a credit card stolen, it is the responsibility
of the cardholder to immediately notify the Accounting Department and the
Department Head/Elected Official (within one business day) after discovery of the loss
or theft of the card.
(d) Credit cards may be used to purchase meals if the meals are purchased in the event
of an emergency or if the meals are for a group meal for extended field operations,
authorized training on site (County -owned or operated facility), or other purposes with
the pre -authorization of the Board of the County Commissioners.
(e) Meals Pu.rchased with a credit will require receipts, and must be approved by the
Department Head or Elected Official. The reason of the meal (e.g., "Attendance
required at a lunchtime meeting with presentations to County boards") and a list
naming all individuals for which a meal was provided shall be submitted with the
receipt. The expense shall not exceed the appropriate per them rates, per person, for
the meal, excluding incidentals.
(f) Violations of this policy may result in a Grant County issued credit card being revoked.
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206.5 CREDIT CARD REVOCATION
The department and office cardholder must surrender the credit cards which may be revoked to
the Grant County Auditor or Chief Accountant for any of the following:
(a) If the credit card is used in a manner which is inconsistent with this policy and/or any
County or department policies and procedures;
(b) If the Department Head/Elected Off! ; cial resigns, is not re-elected, is transferred, or
otherwise terminates employment with Grant County, the department or office credit
card(s) will be returned to the Accounting Department for audit.
(c) The Grant County Auditor, Chief Accountant, and/or Board of County Commissioners
can determine it is in Grant County's best interest to revoke credit cards for any reason,
206.6 UNALLOWABLE CARD USE
(a) Use of Grant County credit cards to purchase items for personal use or for non -Grant
County purposes, even if the cardholder intends .to reimburse the Grant County, is
strictly prohibited and can and will be considered misappropriation of Grant County
funds and may result in disciplinary action, which is addressed in this policy.
(b) Unallowable credit card use includes, but is not limited to:
(a) Items for personal use.
(b) Items for non -Grant County purposes.
(c) Alcoholic beverages.
(d) Weapons of any kind or explosives (except for authorized Sheriffs Office
purchases).
(e) Relocation expenses.
(f) Entertainment.
(g) Recreation.
(c) Additionally:
(a) Credit cards shall not be used to obtain cash advances or other expenses that
are not allowed as established by state statutes and Grant County purchasing
policies and/or procedures;
(b) In order to help ensure compliance with IRS 1099 reporting requirements, the
credit card shall not be used to pay non -corporate entities for personal or
professional services; and
(c) A purchase should not be made with a credit card unless it is the most productive
purchasing method. Credit cards should not be used to replace planning. Grant
County promotes progressive, productive work methods.
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206.7 DISCIPLINARY ACTION FOR VIOLATION OF COUNTY CREDIT CARD PROGRAM
A cardholder who makes an unauthorized purchase with a credit card or uses the card in an
inappropriate manner as set forth above will be subject to:
(a) Revocation of the credit card; and/or
(b) Restriction from use of the department/office credit card; and/or
(c) Disciplinary action up to, and including, termination of employment; and/or
(d) Restitution to Grant County for unauthorized purchases; and/or
(e) Criminal prosecution.
206.8 ACCEPTANCE OF ELECTRONIC PAYMENTS BY THE COUNTY
206.8.1 AUTHORIZATION OF CARD READING DEVICES
(a) Strict regulations exist for the creation and additional level of protection for card
issuers by ensuring that merchants meet minimum levels of security when they
store, process, and transmit cardholder data through the Payment Card Industry
Data Security Standard (PCI DSS). While Grant County is not a "merchant", its
offices/departments that are using card reading devices to accept payments from
individuals are strictly prohibited from using a card reading device that will store,
process, or transmit cardholder data through or using the County's server (internal
network infrastructure or equipment).
(b) The only acceptable internal credit or debit card transaction devices for County
business are those which only access the public internet, either wired or wireless,
and are not attached or connected to the County's secure internal network. Users are
hereby advised that the County in no way guarantees the security of any such external
network,
(c) Any office/department using or seeking to use an office card reading device to conduct
County business must do so through the expertise and instruction of Grant County
Technology Services to ensure that Grant County's entire network is not subject to
PCI DSS requirements, validations, and audits for the same.
(d) For the purpose of this policy, any Department Head or Elected Official or
employee's failure to abide by this policy, and/or the recommendations of Grant
County Technology Services for internal credit or debit card transaction devices,
will be considered an unauthorized and/or inappropriate card use and may result in
disciplinary action.
206.8.2 RESPONSIBILITIESIACCOUNTABILITY AND FEE PAYMENTS
(a) Any Grant County department or office accepting electronic payments on behalf of
the County will utilize appropriate financial record -keeping methods/accounts payable
practices. Questions as to which methods/practices are acceptable should be directed
to the Chief Accountant.
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(b) The handling of card fee payments for electronic purchases made by the public to
the County will differ from one office/department to another, paid in accordance with
RCW 36.39.190.
206-8.3 CREDIT CARDS GRANT COUNTY DOES NOT ACCEPT
Grant County does not accept the following credit cards due to exorbitant fee payment rates/
percentages:
American Express
206.8.4 DISCIPLINARY ACTION FOR VIOLATION OF ACCEPTANCE OF ELECTRONIC
PAYMENTS BY THE COUNTY
Any Department Head/Elected Official and/or employee who utilizes a County card reading device
that does not meet the above requirements of only accessing the public internet, either wired or
wireless, has engaged in unauthorized use(s) of Grant Countyps network and servers and violated
this section of this policy, which may result in disciplinary action, up to and including termination
of employment, as well as civil and/or criminal liability.
206.9.1 GIFT CARD LIMITATIONS FOR COUNTY PROGRAM IMPLEMENTATION
(a) Due to auditing concerns stemming from the inability to ensure appropriate purchases
are being made, Grant County generally does not permit the purchase and/or
distribution of gift cards to individuals for County programs.
(b) Any Grant County department or office requiring gift card purchases/issuance must
receive prior written approval from the Grant County Auditor, Chief Accountant, and/or
Board of County Commissioners and create and Implement written, internal controls
for gift card procurement, storage, and issuance (utilizing appropriate financial record -
keeping methods/accounts payable practices) and provide a copy of same to the Chief
Accountant.
(c) Questions as to which method s/practices are acceptable should be directed to the
Chief Accountant.
206.9.2 AUTHORIZATION FOR CREATION/ISSUANCE, OF PRE -PAID CARDS
(a) Pre -paid cards will be activated and issued by the Grant County in limited instances,
such as those in which an inmate who is- being released from custody is provided
with a pre -paid card with a dollar amount equal to his/her inmate account balance.
Questions regarding pre -paid cards should be directed to the Chief Accountant.
(b) Any Grant County department or office desiring to issue pre -paid cards must receive
prior written approval from the Grant County Auditor, Chief Accountant, and/or Board
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of County Commissioners and create and implement written internal controls for card
use and responsibilities, providing a copy of the same to the Chief Accountant.
(c) Strict regulations exist for the creation and additional level of protection for card
issuers by ensuring that merchants meet minimum levels of security when they
store, process, and transmit cardholder data through the Payment Card Industry Data
Security Standard (PCI DSS). while Grant County is not a "merchant", its offices/
departments that are creating pre -paid cards for individuals are strictly prohibited
from doing so through or using the County's server (internal network infrastructure or
equipment).
(d) The only acceptable method in which to create a pre -paid card for the purposes
described in the "County Office/Department Issued Pre -Paid Card" definition above
are those methods which only access the public internet, either wired or wireless,
and are not attached or connected to the County'.S secure internal network. Users are
hereby advised that the County in no way guarantees the security of any such external
network.
(e) Any office/department creating or seeking to create a pre -paid card for the purposes
described in the "County Office/Department Issued Pre -Paid Card" definition above
must do so through the expertise and instruction of Grant County Technology Services
to ensure that Grant County's entire network is not subject to PCl DSS requirements,
validations, and audits for the same.
(f) For the purpose of this policy, any Department Head, Elected Official or employee's
failure to abide by this policy's, Creation/Issuance of Pre -Paid Cards, and/or the
recommendations of Grant County Technology Services for the creation of a pre -paid
card for the purposes described in the "County Office/Department Issued Pre -Paid
Card" definition above will be considered an unauthorized and/or inappropriate card
use and may result in disciplinary action, as set forth in the "Disciplinary Action for
Violation of this Section."
206.9.3 UNAUTHORIZED AND/OR INAPPROPRIATE PREPAID CARD CREATIONNSE
(a) Any Grant County department, office or employee that is creating, activating, issuing,
or using a prepaid card without having met the requirements of section Authorization
for Creation/Issuance of Pre -Paid Cards paragraphs (a) through (f) herein above has
engaged in unauthorized and/or inappropriate prepaid card use.
(b) Department Heads/Elected Officials and/or employees are strictly prohibited from
loaning, giving, or using a pre -paid gift card for any purpose other than that set forth
in the written approval request.
206.9.4 DISCIPLINARY ACTION FOR VIOLATION OF THIS SECTION
(a) Any Department Heads or Elected Officials and/or employee who creates or
authorizes the creation of a prepaid card to an individual due money fromGrant
County that does not meet the above requirements of only accessing the public
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internet, either wired or wireless has engaged in unauthorized onm(s) of the Grant
County'anetwork and servers and violated this section ofthis policy.
(b) Any Department Heads, Elected Officials and/or employees who have created,
activated, issued, or used e pre -paid or gift oend in an unauthorized and/or
inappropriate manner as set forth above' has engaged in unauthorized behaviors
vvh|nh may result |ndisciplinary action, up to and including termination of employment,
as well as civil and/or criminal liability.
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207
Govern ent Policy M Vouaar�
of County CommisSieflCIS
Grant County, Washington
Di�sa„nnrov9 Abstain
Dist #
Asset InventoryDist Dist #i
-� Dist #2 , Dist 02 Dist #2
Dist 93 tlLtL lest #3 Dist #3
207.1 PURPOSE AND SCOPE
The purpose of an asset inventory system is to gather and present information needed for the
preparation of financial statements and to provide for the control and accountability of the assets
of Grant County. Maintaining an asset inventory system demonstrates to the public the legitimacy
of the expenditures as well as Grant County's sense of responsibility for the proper care and
maintenance of assets purchased with public funds.
207.2 POLICY
The Grant County Board of Commissioners requires all departments/offices to use this policy to
protect and report on assets held by Grant County, Responsibility for maintaining and updating
the policy lies with the County Auditor's office.
The Office of the State Auditor (SAO) requires a reporting and accounting system for local
governments (RCW 43.09.200). TheGrant County Auditor is designated (in RCW 36.22.140)
as the ''ex officio" deputy of the SAO for accounting and reporting, including capital assets.
Furthermore, in RCW 43.09.240, every department or office has a responsibility to keep their
records in a standard prescribed format (as monitored by the Grant County Auditor's office and
the SAO).
RCW 36.32.210 requires the Board of County Commissioners to file a full and complete inventory
of all capital assets with the Grant County Auditor. The report is due on the first Monday of March
or another date chosen by the Board of County Commissioners for the twelve-month period ending
December 31 st of the preceding year.
207.3 RESPONSIBILITY OF ELECTED OFFICIALS AND DEPARTMENT HEADS
The Board of County Commissioners shall, on the first Monday of March each year, adopt the
inventory according to RCW 36.32.210. The Board of County Commissioners has delegated to
the Grant County Auditor the responsibility for compiling, maintaining, updating, and reporting the
annual asset inventory. One of the fundamental responsibilities of public officials is to make certain
that public property is adequately protected and that its use is properly managed.
(a) Physical Inventories: Each Department Head and Elected Official will receive in
November of each year an inventory update document for the annual inventory
process. This document shall be used to reconcile the department inventory. Missing
or incorrect information shall be reported to the Grant County Auditor. The inventory
reconciliation shall be conducted by a person or persons not directly responsible for
the assets.
(b) Reporting: Each Department Head and Elected Official is required to use the Grant
County Property Transaction Form as prescribed by the Grant County Auditor for any
purchase, transfer, sale or other property actions (i.e., tagged assets over a $5,000
purchase value).
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(c) Internal Controls: Each Department Head and Elected Official is required to assure
that there are proper internal controls over their property, including assuring that
only authorized and needed property is procured; property is recorded timely
and accurately on the Grant County Property Transaction Form; physical security
measures are commensurate with the size, type and value of property? transfers,
disposals, and losses are reported timely; assets are properly requisitioned and used
exclusively for government activities.
(d) Audits from the Grant County Auditor: When a Department Head or Elected Official
leaves office, a physical inventory may be taken to reconcile the property of the
department at the time of transitioning in the new Department Head or Elected Official.
207.4 RESPONSIBILITY OF ACCOUNTING CLERK IN THE AUDITOR'S OFFICE
The Accounting Clerk in the Auditor's office is to be:
(a) Responsible for the input of all capital asset documents and assisting in the
maintenance of all capital asset permanent records.
(b) Responsible for sending out capital asset inventory to all Department Heads and
Elected Officials and designees by November of each year.
(c) Responsible for updating the Polices and Procedures manual for Capital Assets.
207.5 ACQUISITION OF ASSETS
Assets may be acquired by outright purchase, construction, lease -purchase agreement,
installment purchase contract, eminent domain, tax or special assessment foreclosure, or gift.
(a) Land: This class usually includes all land purchased or otherwise acquired. Purchased
land shall be carried on the records at cost. Donated land should be recorded at the
appraised market value of the land at the time of its donation.
(b) Buildings: This class usually includes the value of all buildings at purchase price or
construction cost. Donated buildings shall be recorded at the appraised fair market
value as of the date donated. Additions and improvements to buildings as well as the
cost of heating and ventilating system or other permanently attached fixtures may be
added to the building value if it is a betterment to the building.
(c) Improvements (other than Buildings): This class usually includes such items as
Infrastructure (e.g., parking lots, sidewalks, bridges, and roads) and site improvements
(e.g., fences). Items are recorded on a cost of construction basis.
(d) Machinery and Equipment: This class usually consists of property that does not lose
its identity when removed from its location and is not changed materially or expended
in use. These assets are to be recorded at cost, including freight, installation and other
charges incurred to place the asset in use.
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(e) Construction Work in Progress: This class usually consists of the amounts that have
been expended on an uncompleted building or other capital construction project. when
the project is complete, the cumulative costs are transferred to the appropriate asset
class,
(f) Infrastructure: The term infrastructure means roads, bridges, sidewalks, water lines,
drainage and similar systems. A complete and accurate inventory of infrastructure
includes: capturing all costs related to developing the infrastructure and putting it into
service; providing a documented audit trail of changes in infrastructure value over the
life of the asset; and establishing an efficient means of monitoring the infrastructure's
condition and reconciling the results with the fixed asset accounting system.
207.7 INVENTORY OF ASSETS
All assets as defined below are to be inventoried and reported using the mandatory inventory form
as prescribed by the Grant County Auditor.
(a) Capitalized Assets: Includes all assets that cost $5,000. or more and are to be
capitalized in the asset inventory system.
(b) Small &Attractive Assets: Includes property items that cost between $550 and $4999.
(c) .eases/Purchased Assets: Includes all leased and purchased assets.
(d) Grant Purchased Assets: Includes all assets purchased with grant funds. It will be the
responsibility of the Department Head or Elected Official to indicate on the inventory
form which office or department will have custody of the asset when the grant program/
project is finished.
(e) Other Governmental Owned Assets: Includes all assets that have been assigned to
Grant County from other governmental entities.
The fallowing assets will be the responsibility of the Department Head or Elected Official to keep
an inventory of:
(a) Small and Attractive Assets: Are items that fall below the capitalization threshold of
$5,000 that the Department Heads, Elected Official, or designee want to track. These
assets may be mobile in nature and/ or could easily be subject to misappropriation.
Given their vulnerability to misappropriation, the following attractive assets are
required to be tracked by the Department Heads, Elected Official, or designee, but
not limited to:
1. Guns
2. Radios
3. Fax Machines
4. Printers
5, Computer Equipment
6. Camera Equipment
7. Televisions
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8. Cell Phones
9. Copy Machines
10. Video Equipment
11. The tracking of all other attractive assets is discretionary.
(b) Artifacts and Llbrary Resources: Includes books, films, documents or other audio-
visual under the control of a recognized cataloging system and which are to be
recorded on the records of the agency as a single item. Primary control of this type of
asset is to be maintained through the cataloging system.
(a) All assets shell be identified, marked with a property number and recorded promptly
upon receipt and shall remain so identified as long as they are in the custody,
possession or control of Grant County. Assigned property numbers are recorded
on all applicable vouchers, receiving, transfer and disposal documents and any
other records that may be a part of the inventory asset system. Such markings
and identification shall only be removed or obliterated from the property when sold,
scrapped or otherwise disposed. Once a property number has been assigned, no
change shall be made during the life of the item.
(b) A unique number shall be assigned to each asset. These numbers will be preprinted
on Grant County Property Number decals. Should the identification number be
accidentally or mistakenly obliterated, defaced or removed, the equipment shall be
marked again with another tag and a new inventory form will be created showing both
the original and the new replacement number.
(c) Tagging should be approached carefully. Many assets, due to their size and
immobility, need not be tagged. For those items that are tagged, consistency must
be developed on the placement of the tag. When an asset has an identification plate,
locating the tag adjacent to the plate is a good practice. On other assets, a policy
of placing the tag on the upper left-hand corner is generally accepted. Tags should
be placed so that they are not hidden and can be scanned with a handheld scanner
without moving the asset, yet they should not distract from the appearance of the asset.
(d) All vehicle license numbers will be recorded on the inventory form and will be assigned
a vehicle number that shall be plainly and conspicuously marked on the lower left-
hand corner of the rear window in accordance with Ordinance No. 2000-39CC dated
April 25, 2000 for definition of Grant County Owned Vehicle Markings.
(e) A manufacturer, model and serial number should identify all individually controlled
equipment such as business machines, power tools and audiovisual equipment.
207.9 VALUATION OF ASSETS
Assets should be accounted for at cost or, if the Cost is not determinable, at estimated cost.
Donated assets should be recorded at their estimated fair value at the time received, The cost
of an asset includes not only its purchase price or construction cost, but also ancillary charges
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necessary to place the asset in its Intended Iocation and condition for use. Ancillary charges
include costs such as freight and legal claims directly attributable to the assets acquisition.
(a) Estimated Costs: In some cases the original purchase documents may not be
available. It may therefore be necessary to estimate the original cost of such assets
on the basis of such documentary evidence as may be available, including price levels
at the time of acquisition and to record these estimated costs in the appropriate asset
accounts.
(b) Gifted or Donated Assets: Donated assets should be recorded in the department that
has custody of the asset, at an estimated fair value at the time of acquisition.
(c) Constructed Assets: Assets that are built, such as cabinets or shelves, will be reported
on an inventory form with the value to be reported as the total cost, including labor,
207.10 CAPITAL LEASES
If a lease is a Capital Lease, the lessee must record the property acquired under the lease as an
asset at the inception of the lease. The amount recorded under the lease should equal the present
value of the lessee's payments under the lease, excluding lessee payments for insurance and
maintenance. If the present value of the payments exceeds the fair market value of the property
at the beginning of the lease term, the lessee should record the property at its fair market value.
A Capital Lease must meet one or more of the following criteria:
(a) The lease transfers ownership of the property to the lessee by the end of the term
of the lease;
(b) The lease contains an option to purchase the property at a bargained price;
(c) The lease term is equal to seventy-six percent (76%) or more of the useful life of the
leased property as estimated at the inception of the life of the leased property; or
(d) The present value of the lessee's payments, including any purchase option pricer
equals ninety percent (90%) or more of the fair market value of the property at the
inception of the lease term.
207.11 DISPOSAL OF ASSETS
All items sold, traded -in, scrapped, abandoned or in any way removed from service are considered
disposals. Disposal of assets may occur as follows:
(a) Surplus: Inventoried assets of Grant County valued at $2,500.00 or more and
quantities of 5 or more assets of a like kind, valued at $550.00 or more, that are no
longer useable to Grant County, are no longer of value to Grant County or are surplus
to Grant County's needs may not be removed from Grant County ownership, sold, or
in any other way disposed of without approval by the Board of County Commissioners.
1. Departments or Office may surplus multiple assets at a time. If doing so,
a list with details of each asset shall be presented to the Board of County
Commissioners for approval.
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2. Each request to surplus must have Grant County asset tag number(s), model
number(s), serial number(s), a value assigned to each unit and a recommended
method of disposal for each unit,
3. The Grant County Treasurer can only sell property declared surplus or delegate
in writing each year the sale of said property by another Grant County
department (e.g., the annual Grant County auction). Department Meads and
Elected officials can, per resolution by the Board of County Commissioners,
accept sealed bids for the sale of a Grant County asset.
(b) interdepartmental Transfers: Each transfer from one office or department to another
shall be reported by the receiving office or department on the inventory form as per
RCW 43.09,210 and per the State Auditor's Budgeting, Accounting and Reporting
Systems (BARS) manual.
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County Mail Services
208.1 PURPOSE AND SCOPE
208.2 POLICY
- rfi
Grant C�6d phi.,..,.. day ofDa0a.;-a
Governmen Policy Manuagoard of County Commissioners
Grant County, Washington
Dist #1 Dist #t Dist #1
Dist #2 Dist #2 Dist #2
Dist #3 `' , Dist #3 Dist #3
(a) Grant County employees are not to use the Grant County Mail Services for personal
mail and/or packages, which is not to say that posting an occasional stamped letter
or card is disallowed. Rather, this policy is to ensure that Grant County employees
are not using Grant County Mail Services to receive personal mail and packages,
send personal packages, or send out voluminous, stamped mailings (such as holiday
greeting cards).
(b) Use of Grant County address to receive personal mail or packages, even though Grant
County Mail Services is not involved, is discouraged.
(c) Grant County Mail Services Clerk is prohibited from delivering personal packages,
shopping catalogs, and other non -Grant County business -related materials to
employees.
(d) Employees are prohibited from using Grant County Mail Services to mail personal
packages.
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Gr te� �� day of = 20
Gover ment Policy %Ydlof County Commissioners
Grant County, Washington
Daln6 Dist #1 'Emergency Conditions M2eMex-Wdm-r--
D #3 Dist #3 Dist #3
209.1 PURPOSE AND SCOPE
Grant County's commitment to its citizens requires that all offices, departments, and activities shall
be open and in operation during established work hours, regardless of emergency or weather
conditions. Because many Grant County services are of primary importance during emergency
conditions, all employees should plan ahead and make every reasonable effort to report for work
on a timely basis, i.e., unless travel conditions present undue personal risk.
This policy applies to all Grant County employees, except those who have been identified as
essential services personnel due to requirements for public safety and health, maintenance and/
or protection of critical Grant County facilities, equipment and resources, Designation of essential
services personnel by the Board of County Commissioners, Department Heads and/or Elected
official and/or communicated in writing through Grant County Memorandum or inclusion in the
employee's Job description.
209.2 POLICY
(a) Should emergency conditions exist prevents an employee from reasonably reporting
to work either on time or at all, the employee is required to contact their supervisor,
providing as much advance notice as possible prior to the scheduled, work start time.
(b) It is the employee's responsibility to have all necessary telephone numbers at their
disposal to report the delay or absence from work.
(c) In such instances, employees may:
1. Use any earned annual or earned compensatory time;
2. Alter their work schedule within the work week to make up time lost, if work is
available, and subject to prior approval by their supervisor;
3. Take the time as leave without pay.
(d) Should emergency/weather conditions be so severe that the Board of County
Commissioners announces curtailment of Grant County operations for the safety and
welfare of its employees and/or citizens, no pay shall be deducted for employee work
time lost during the first two (2) days of the announced curtailment of operations, nor
shall employees be required to use earned annual or compensatory time for such two-
day period unless the employee had already scheduled the time as annual, sick or
compensatory time off. This provision may not apply to essential services personnel
called upon to provide Grant County safety and security services as referenced above.
(e) Grant County courts, Superior and/or District, may be closed if weather, technological
failure, or other hazardous or emergency conditions or events become such that: (1)
the safety and welfare of the employees are threatened; (2) the court is unable to
operate; and/or 3) immediate action is demanded in order to protect the court, its
employee or property. Such court closures are authorized by a general court rule
(General Rule 21 on Emergency Court Closure). This action suspends the courtroom
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activity only, Grant County offices, including court offices, may only be closed through
the process outlined above.
(f) In the event of a delayed opening or early closure of Grant County facilities, regular
employees who reported to work, as instructed for the delayed opening, or were at
work when an early closure decision was implemented, will be credited for the entire
scheduled work day. This will not increase the maximum first two (2) days referenced
in paragraph (d) above.
(9) Grant County will make a reasonable effort to communicate delayed openings and
closures by way of (1) posting such communications on Grant County's website
(http://www.grantcountywa.gov/), (2) through GCSO emergency notices, and/or (3)
through local media. Notwithstanding, the Department Head or Elected Official is
advised to have available a list of the department's/office's current employees and
their emergency contact information readily available in the event of an emergency
(h) The Department Head/Elected Official is responsible to ensure all essential services
and operations are being performed and may require temporary reassignment of
duties of those employees who have reported to work or to require employees to report
to work to perform reassigned duties.
(i) In the event that Grant County facilities are required to remain closed for periods
in excess of one (1) business day, the affected Department Head/Elected Official
may assign an employee to the alternative worksite or implement alternative work
arrangements for the affected pay period (e.g., telecommute or flex schedules).
Implementation of alternative work schedules must comply with provisions of
applicable Collective Bargaining Agreements and Grant County policy. In Grant
County operations where the Department Head/Elected Official is unable to establish
alternative worksites or implement alternative work arrangements, the employee may
utilize earned compensatory time or accrued annual leave in lieu of leave without pay.
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G r ntQ oo n t _U day o f._;a- f a t 2025
Govern ent Policy M%A of County Commissioners
Grant County, Washington
News Media and Commu
Ai t #1.V-6. D�' i..NAlDist#1
di��1_ a7��� Dist #2
Dist #3 Dist #3 Dist #3
210.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for communicating with the media and the
public to ensure the timely, accurate, and consistent dissemination of information and promote
positive relationships with the community. It addresses communication regarding newsworthy
events, including routine matters and critical incidents.
Nothing in this policy prohibits Department or Office -designated spokespersons from
communicating with the media regarding information specific to their Department or Office
(e.g., police, fire). However, Department or Office -designated spokespersons remain subject to
coordination with the Grant County [PresslnformationOfficer] ([PIO]) during incidents that have
Grant County -wide or cross -Department or Office impact.
210.2 POLICY
It is the policy of the Grant County to establish and maintain a positive working relationship with
the media and the community by providing timely and accurate information.
210.3 [PRESSINFORMATION OFFICER]
The Board of County Commissioners should designate a Grant County [PIO] to centralize
communication with the media and the public. The [PIO] should report directly to the Board of
County Commissioners and is responsible for:
(a) Serving as the media's primary point of contact for the Grant County.
(b) Responding to media inquiries.
(c) Managing distribution of news releases, advisories, and other information to the media
and the public.
(d) Working with Grant County representatives to coordinate and manage briefings, news
conferences, and media interviews.
(e) Developing a process for the approval of news releases, news conferences, and other
official communications in coordination with the Board of County Commissioners.
(f) Establishing protocols for coordinating with Department or Office spokespersons (e.g.,
police, fire) to maintain consistency with overall Grant County messaging.
(g) Arranging access to or special tours of Grant County facilities and incident scenes for
media representatives, local leaders, and other visitors in accordance with established
procedures, as applicable.
(h) Developing and maintaining pre -scripted messages, frequently asked questions
(FAQs), and communication templates.
(i) Maintaining an updated list of media contacts.
(j) Maintaining up-to-date information on the Grant County website and social media
platforms, including contact information for media inquiries.
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00-
(k) Tracking and archiving media coverage related to the Grant County in accordance
with the established records retention schedule.
(l) Engaging in proactive communication to promote community awareness of Grant
County programs, services, contributions, and achievements.
210.4 CRITICAL INCIDENT SCENE CONSIDERATIONS
At the scene of a critical incident (e.g., natural disaster, infrastructure failure, transportation
accident, public health emergency), the CPIO]:
(a) Should coordinate media activities and messaging with:
Elected officials or their designees to avoid conflicting statements during active
incidents.
2. The Emergency Operations Center (EOC) (if activated).
3. Any Grant County Department or Office involved.
(b) May provide authorized media representatives with access to critical incident scenes
when such access can be accomplished safely and when the Board of County
Commissioners has authorized such activities. Access by the media is subject to the
following conditions:
Media representatives shall produce valid press credentials and prominently
display them at all times while in areas otherwise closed to the public.
2. A reasonable effort should be made to provide a safe staging area for the media
that is near the scene, when feasible.
3. Media representatives shall be prevented from interfering with emergency
operations, investigations, and incident response activities.
4. Media personnel shall wear proper protective clothing as warranted.
5. Media representatives may be allowed to take photographs and video, provided
they do not interfere with facility or incident operations or create a safety hazard.
6. Access may be denied or revoked at any time if safety, security, or operational
integrity is compromised.
210.5 NEWS CONFERENCES
A news conference is a pre -scheduled event intended to highlight a newsworthy event, such as
a promotion or the opening of a new municipal facility; news conferences can also be used when
a representative of the Grant County desires to make a public appearance. The Board of County
Commissioners will determine the *purpose and scope of the conference. Specific information
should not be released prior to the conference.
The [PIO]'s responsibilities should include:
(a) Preparing a news release and/or a prepared statement for the Grant County
spokesperson.
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(b) Making arrangements for the site, obtaining required equipment, arranging for
availability of the news release, identifying photo locations, and providing escorts, as
necessary.
(c) Notifying the appropriate Grant County personnel of the date, time, and location of all
news conferences.
The conference may include a moderator or the [PIO], who should make introductory remarks
and introductions, assist with any question -and -answer period that may follow, and conclude the
conference.
Grant County personnel attending the news conference should wear clothing, including dress
uniforms, if applicable, as specified in the Dress Code Policy. Attendance requirements will be
determined by the Board of County Commissioners.
210.6 TRAINING
The [PIO] should receive periodic training in protocols, media relations, and crisis communication.
11.1 OR Rol - -- ----------
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