March 24 2025 CDS Study Session Final Packet

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project manager may involve other consultant team members during the bi-weekly check -ins, when necessary, but it is not anticipated they will be needed at every meeting. Bi-weekly work sessions have been scheduled for an hour every other week to collaborate on topics and issues related to the project. It is not expected that the entire team attend every meeting. Consultant team members need only attend a bi-weekly work session when issues arise related to an immediate task for the project that they are responsible for. The team will communicate on anticipated agenda items ahead of time for these meetings. Internal Review Schedule — The consultant team will strive to produce drafts with enough time for County review. The allotted review time will be proportional to the size and detail of the draft being delivered. When larger documents and reports are ready for review, the project team will provide multiple weeks of review to accommodate county staff time. Draft Document Sharing —The consultant team and Kittitas County will have a SharePoint website for file sharing and reviews. Data related to the project may be stored here, as well as any work related to the project tasks. The consultant team will organize the folders by tasks. Deliverables need not be added to the project SharePoint until the task lead has determined the deliverable is fully assembled and meets the expectations outlined in the scope of work. Individual Coordination — At times, individual consultant team members or task leads may coordinate with county staff on their own to complete work related to their tasks. It is anticipated that this coordination be limited to small requests or quick questions that will allow the team member to complete a task under the deadline. Larger coordination that may take longer is encouraged to be completed in consultation with the project manager and reserved for bi-weekly work sessions to efficiently utilize staff time. Task Tracker — The task tracker will be used to consistently monitor the status of tasks for the project. The task tracker identifies all current tasks being worked and their status. Status being whether the tasks are on -track to be completed within the allotted deadline. If the task is not on schedule the task tracker will identify immediate actions needed to get the task back on schedule. The tasks tracker will be sent to the county primary contact on a bi-weekly basis or other schedule determined between the project manager and the primary contact. Document Sharing and Reviews As encouraged by the state, comprehensive plan elements are meant to be consistent with one another and support the same community vision. It will be necessary for the project team to share documents and coordinate on elements to produce quality deliverables that meet state standards. The consultant team will create a SharePoint site, a secure place to store, organize, and access information across organizations through a web browser. The project team will be allowed access to the SharePoint site. The project team will use the site as a repository for draft versions and final versions of the deliverables. The project manager or designee will implement the following standards to mitigate the risk of losing information or important documents. Document Creating, Sharing, and Review Standards It is unlikely the project team will be creating "new" documents in the project SharePoint. Each task lead will work with their staff within their organization on their deliverables. Once the draft deliverable has been fully assembled, meets the expectations outlined in the scope of work, and is approved by the task lead, the task lead can place a copy of the document in the appropriate task folder or the "to county" Kittitas County 2026 Periodic Update Project Charter Version 3.1 (Final) Exported: March 20, 2025 6