2016-02-08-minutes-public-works-study-session

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KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT WORK SESSION DATE: February 08, 2016 TOPIC: 2015 Public Facility Funding Awards ACTION REQUESTED: Approve Use of Staff's Award Contract and Define Award Notice Signatory LEAD STAFF: Mark R. Cook RECOMMENDATION: Approve use of the contract prepared by Public Works supporting awards for 2015 Public Facility funding. BACKGROUND: During late 2015, staff developed a funding agreement for Board of County Commission (BOCC) following a request from the Board. Initial review of the agreement was followed by final revisions that came back to the BOCC for approval. Our records do not support any final action taken on the part of the BOCC authorizing use of the agreement. Previous notice of awards was provided by the Director of Public Works DISCUSSION: The attached agreement (EXHIBIT A) contains final redline comments from Public Works for BOCC consideration. Once final comments are resolved, the contract template is ready for distribution. Please note the insurance requirements contained in the contract, as these are expected to be met with various levels of acceptance by funding recipients. Public Works has previously engaged the BOCC on setting fund reserve limits for the Public Facility fund. Currently, two reserves are maintained: one for emergency use and the other for supporting overruns of obligated projects. COG meetings are staffed by CDS. It may be prudent for PW involvement annually during PF project review and funding discussions — eliminating any potential for expectation violations between PW and COG members. It may be prudent for the Chair to sign notice of award letters underscoring the Board's authority in the matter. Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT