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project manager may involve other consultant team members during the bi-weekly check-ins, <br /> when necessary, but it is not anticipated they will be needed at every meeting. <br /> Bi-weekly work sessions have been scheduled for an hour every other week to collaborate on <br /> topics and issues related to the project. It is not expected that the entire team attend every <br /> meeting. Consultant team members need only attend a bi-weekly work session when issues arise <br /> related to an immediate task for the project that they are responsible for. The team will <br /> communicate on anticipated agenda items ahead of time for these meetings. <br /> Internal Review Schedule—The consultant team will strive to produce drafts with enough time <br /> for County review.The allotted review time will be proportional to the size and detail of the draft <br /> being delivered. When larger documents and reports are ready for review, the project team will <br /> provide multiple weeks of review to accommodate county staff time. <br /> Draft Document Sharing—The consultant team and Kittitas County will have a SharePoint website <br /> for file sharing and reviews. Data related to the project may be stored here, as well as any work <br /> related to the project tasks. The consultant team will organize the folders by tasks. Deliverables <br /> need not be added to the project SharePoint until the task lead has determined the deliverable is <br /> fully assembled and meets the expectations outlined in the scope of work. <br /> Individual Coordination — At times, individual consultant team members or task leads may <br /> coordinate with county staff on their own to complete work related to their tasks. It is anticipated <br /> that this coordination be limited to small requests or quick questions that will allow the team <br /> member to complete a task under deadline. Larger coordination that may take longer is <br /> encouraged to be completed in consultation with the project manager and reserved for bi-weekly <br /> work sessions to efficiently utilize staff time. <br /> Task Tracker —The task tracker will be used to consistently monitor the status of tasks for the <br /> project. The task tracker identifies all current tasks being worked and their status. Status being <br /> whether the tasks in on-track to be completed within the allotted deadline. If the task is not on <br /> schedule the task tracker will identify immediate actions needed to get the task back on schedule. <br /> The tasks tracker will be sent to the county primary contact on a bi-weekly basis or other schedule <br /> determined between the project manager and the primary contact. <br /> Document Sharing and Reviews <br /> As encouraged by the state, comprehensive plan elements are meant to be consistent with one another <br /> and support the same community vision. It will be necessary for the project team to share documents and <br /> coordinate on elements to produce quality deliverables that meet state standards. The consultant team <br /> will create a SharePoint site,a secure place to store,organize,and access information across organizations <br /> through a web browser.The project team will be allowed access to the SharePoint site.The project team <br /> will use the site as a repository for draft versions and final versions of the deliverables. The project <br /> manager or designee will implement the following standards to mitigate the risk of losing information or <br /> important documents. <br /> Document Creating, Sharing, and Review Standards <br /> It is unlikely the project team will be creating "new" documents in the project SharePoint. Each task lead <br /> will work with their staff within their organization on their deliverables. Once the draft deliverable has <br /> been fully assembled, meets the expectations outlined in the scope of work, and is approved by the task <br /> lead, the task lead can place a copy of the document in the appropriate task folder or the "to county" <br /> Kittitas County 2026 Periodic Update Project Charter 6 <br />