HomeMy WebLinkAbout2019-08-26-minutes-it-study-session2019‐08‐26 Minutes 1 Information Technology
Commissioners’ Minutes
Kittitas County, Washington
Commissioners’ Conference Room
Regular Meeting
Monday 11:00 AM August 26, 2019
Board members present: Vice‐Chair Brett Wachsmith, Commissioner Laura Osiadacz
Board members absent: Chair Cory Wright
Others: IT Director Jim Goeben, GIS Coordinator Jason Eklund, KITTCOM Director Darlene Mainwaring,
DPA Stephanie Hartung, Public Health Administrator Tristen Lamb
Regular Meeting Information Technology
Meeting called to order at 11:00 AM.
Consider approval for Public Health Facebook account
Tristen Lamb presented a request for the creation of a Public Health Facebook account. The board
authorized IT to create the account.
Resolution to sign an Interlocal Agreement with KITTCOM and authorize hiring a GIS Analyst
The board reviewed Mr. Goeben’s staff report and there was discussion about the job duties and
position within IT. The board approved the request and signed the resolution and interlocal agreement.
Other Business
Mr. Goeben updated the board:
Microsoft implementation is proceeding as scheduled.
Logo redesign is still on hold; the board asked Mr. Goeben to notify applicable department
heads to continue to use the current logo until notified otherwise.
Verizon accounts have been established for the board, Coroner, Auditor, Event Center,
Maintenance, Prosecutor, and Solid Waste.
Meeting adjourned at 11:35 AM.
Kittitas County Commissioners
Information Technology Director Kittitas County, Washington
_______________________________________ _______________________________________
Jim Goeben, IT Director Cory Wright, Chair
Kittitas County
Board of County Commissioners
AGENDA STAFF REPORT
Agenda Date: August 26, 2019
Action Requested: Adopt a resolution to authorize execution of an Interlocal agreement
between Kittitas County and KITTCOM for a GIS Analyst
Background: KITTCOM has need for a part-time GIS Analyst and has available
funding. Kittitas County has need for a part-time GIS Analyst to work
with its GIS Coordinator and departments on special projects and
with emergency operations. KITTCOM and IT wish to partner under
an interlocal agreement to share a GIS Analyst who would work in IT
under the GIS Coordinator to support county GIS operations and
provide KITTCOM with Next Generation 9-1-1 phone mapping,
Computer Aided Dispatch (CAD) geocoding and mapping services,
Master Street Address Guide (MSAG), E911 addressing, and related
GIS services.
KITTCOM has agreed to provide $50,000 annually for salary and
benefits, all necessary computer hardware, and reimbursement for
Esri software and training expenses. The county would contribute the
remaining salary and benefits which is estimated to be $15,380 in
2019 and $46,141 in 2020. The analyst would spend approximately
50% of their time working for each agency; however, in the beginning
would spend more time assisting KITTCOM with critical projects.
Interaction: Stephanie Hartung, Kittitas County DPA (SR# 46857)
Darlene Mainwaring, KITTCOM Director
Jason Eklund, Kittitas County GIS Coordinator
Recommendation: Adopt the resolution and execute the Interlocal agreement for a GIS
Analyst.
Handling: Return 2 signed copies of the Interlocal agreement to Jim Goeben to
be signed by KITTCOM.
Attachments: Resolution
2 copies of the Interlocal agreement
Lead Staff: Jim Goeben, IT Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION
NO. 2019-_______
RESOLUTION TO AUTHORIZE EXECUTION OF AN INTERLOCAL AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTCOM FOR GEOGRAPHIC
INFORMATION SERVICES ANALYST
WHEREAS, RCW 39.34, the Interlocal Cooperation Act, provides the capability for public
agencies to cooperate for mutual advantage; and
WHEREAS, Kittitas County, through the Kittitas County Information Technology Department
supports the business needs of Kittitas County by providing appropriate
technology tools, solutions, and assistance; and
WHEREAS, there is any opportunity to improve Geographic Information Services throughout
Kittitas County through a collaboration of resources between KITTCOM and the
Kittitas County Information Technology Department; and
WHEREAS, the collaboration is in the best interest of the County and should occur in the
manner detailed in the Agreement that is attached hereto and incorporated herein
by reference.
NOW THEREFORE, BE IT RESOLVED that the Board of County Commissioners of Kittitas
County, Washington, hereby authorizes execution of an Interlocal Agreement with
the KITTCOM that is attached hereto, and incorporated herein by reference.
DATED this __________ day of ____________________, 2019, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Cory Wright, Chairman
Attest: Brett Wachsmith, Vice-Chairman
☐ Clerk of the Board, Julie Kjorsvik
☐ Deputy Clerk of the Board, Mandy Buchholz
Laura Osiadacz, Commissioner
Page 1
GEOGRAPHIC INFORMATION SERVICES ANALYST
AGREEMENT BETWEEN KITTITAS COUNTY AND KITTCOM
This Agreement is made by and between Kittitas County, Washington, a political subdivision of
the State of Washington (the “County”), and KITTCOM, a Washington municipal corporation
(“KITTCOM”).
WHEREAS, the County is a municipal corporation organized and existing under the
Washington State Constitution and the laws of the State of Washington, and particularly those set
forth at RCW Title 36;
WHEREAS, KITTCOM is a multi-jurisdictional public safety answering point services
provider jointly and cooperatively created and administered by various public agencies in Kittitas
County under the authority of an Interlocal Cooperative Agreement executed pursuant to RCW
Chapter 39.34; and
WHEREAS, the County and KITTCOM wish to arrange for the employment of a
Geographic Information Services (GIS) Analyst to provide specified GIS data in accordance with
the terms and conditions in this Agreement, including:
Appendix A: Scope of Work
Appendix B: Compensation/Funding
Appendix C: Training
Appendix D: Equipment/Licensure
Appendix E: Performance Review
Copies of which are attached hereto and incorporated herein by this reference as if set
forth herein;
WHEREAS, the County’s Board of County Commissioners authorized the execution of
this Agreement by action taken at a regular meeting;
WHEREAS, KITTCOM’s Administrative Board authorized the execution of this
Agreement by action taken at a regular meeting; and
NOW, THEREFORE, in consideration of the premises and promises, terms and
conditions set forth below, it is hereby agreed as follows:
Page 2
ARTICLE I
PURPOSE
The purpose of this Agreement is to set forth the terms and conditions under which a Geographic
Information System (GIS) Analyst will be employed by the County to work for the Kittitas
County Information Technology Department and in coordination with KITTCOM to provide
specified GIS data necessary to meet the Washington State E911 objectives.
ARTICLE II
SERVICES
County will employ a GIS Analyst to perform the services described in Appendix A. KITTCOM
will provide the mandatory training schedule and licensure described in Appendix C and supply
equipment and equipment terms described in Appendix D.
ARTICLE III
ADMINISTRATION
The KITTCOM Director shall be responsible for the administration of this Agreement on behalf
of KITTCOM. The County IT Director shall be responsible for the administration of this
Agreement on behalf of the County.
ARTICLE IV
DURATION, RENEWAL, AND TERMINATION OF AGREEMENT
This Agreement shall become effective when duly executed for a period of five (5) years. This
Agreement will automatically renew for subsequent periods of one (1) year unless either Party
gives the other written notice of termination at least ninety (90) days prior to the expiration of the
then-current Term.
KITTCOM reserves the right to terminate this Agreement and contract with a third party for GIS
services in the event that the GIS Analyst separates from employment with the County and a
suitable replacement cannot be found within a reasonable period of time. It is within
KITTCOM’s sole discretion to determine what will be considered a reasonable period of time.
KITTCOM further reserves the right to terminate this Agreement by providing as much notice as
practicable in the event that state funding is ever suspended or compromised.
Either Party may unilaterally terminate this Agreement by providing 90 days written notice to the
other Party.
Page 3
ARTICLE V
COMPENSATION
KITTCOM will provide funds to the County to assist with the employment costs for the GIS
Analyst as described in Appendix B.
ARTICLE VI
PERFORMANCE REVIEW OF ANALYST
The Administrators shall schedule an annual performance review as described in Appendix E.
ARTICLE VII
INDEMNITY
To the extent of its comparative liability, each Party shall indemnify, defend and hold the other
Party, its departments, elected and appointed officials, employees, and agents, harmless from and
against any and all claims, damages, losses and expenses, including attorney's fees, for any bodily
injury, sickness, disease, or death, or any damage to or destruction of property, including the loss
of use resulting therefrom, which are alleged or proven to be caused in whole or in part by a
negligent act or omission of its officers, directors, and employees. This indemnification
obligation shall not apply in the limited circumstance where the claim, damage, loss and/or
expense is caused by the sole negligence of either Party.
ARTICLE VIII
PERFORMANCE OF AGREEMENT
8.01 Compliance with All Laws. Each Party shall comply with all federal, state and
local laws, rules, regulations and ordinances applicable to the performance of this Agreement,
including without limitation all those pertaining to wages and hours, confidentiality, disabilities,
discrimination, and CJIS regulations.
8.02 Maintenance and Audit of Records. Each Party shall maintain books, records,
documents and other materials relevant to its performance under this Agreement. These records
shall be subject to inspection, review and audit by either Party or its designee, the Washington
State Auditor’s Office, and the Washington State E911 Office. Each Party shall retain all such
books, records, documents and other materials for the applicable retention period under federal
and Washington law.
8.03 On-Site Inspections. Either Party or its designee may evaluate the performance of
this Agreement through on-site inspection to determine whether performance is in compliance
with the standards set forth in this Agreement, and in compliance with federal, state and local
laws, rules, regulations and ordinances.
Page 4
ARTICLE IX
DISPUTES
9.01 Waiver Limited. A waiver of any term or condition of this Agreement must be in
writing and signed by the waiving Party. Any waiver of a term or condition of this Agreement
shall apply only to the specific act, occurrence or omission and shall not constitute a waiver as to
any other term or condition or future act, occurrence or omission.
9.02 Attorney's Fees. If any legal action or other proceeding is brought for the
enforcement of this Agreement, or because of an alleged dispute, breach, default, or
misrepresentation in connection with any of the provisions of this Agreement, each Party shall
pay its own attorney's fees incurred in that action, arbitration or proceeding.
9.03 Governing Law and Venue. This Agreement shall be governed by the laws of the
State of Washington. Venue shall be determined by RCW 36.01.050. The Kittitas County
Superior Court shall be the sole proper venue for any and all suits brought to enforce or interpret
the provisions of this Agreement.
ARTICLE X
GENERAL PROVISIONS
10.01 Assignment. Neither Party may assign its rights or delegate its duties under this
Agreement, whether by assignment, further, subcontract or other means. Any such attempted
assignment or delegation shall be void and shall constitute a material breach of this Agreement.
10.02 Entire Agreement. This Agreement constitutes the entire agreement between the
Parties. There are no understandings or agreements between parties other than those set forth in
this Agreement. No other statement, representation or promise has been made to induce either
Party to enter into this Agreement.
10.03 Modification. This Agreement may be amended by written agreement of the
Parties. The Administrators are authorized to make necessary changes to Appendix C, D, and/or
E by mutual written consent without the need for a formal amendment. All other changes must
be approved by the Parties.
10.04 Invalid Provisions. The invalidity or unenforceability of any particular term or
provision of this Agreement shall not affect the validity or enforceability of any other term or
provision and, to the greatest extent possible, this Agreement shall be construed in all respects as if
such invalid or unenforceable term or provision was intentionally omitted.
10.05 Filing. Pursuant to RCW 39.34.040, this Agreement shall be filed with the Kittitas
County Auditor prior to its entry into force. This Agreement shall also be filed with the KITTCOM
Administrative Board Secretary.
Page 5
Adopted this ___ day of ___________, 2019 BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Cory Wright, Chairman
Attest: Brett Wachsmith, Vice-Chairman
☐ Clerk of the Board, Julie Kjorsvik
☐ Deputy Clerk of the Board, Mandy Buchholz
Laura Osiadacz, Commissioner
Adopted this ____ day of__________, 2019 KITTCOM
________________________________
, Chairman
KITTCOM Administrative Board
ATTEST:
___________________________________
Administrative Board Secretary
Page 6
APPENDIX A
SCOPE OF WORK
Kittitas County GIS will provide the oversight, day to day administration, implementation,
integration, and maintenance of spatial data management and analysis, Computer Aided Dispatch
(CAD) geocoding and mapping services, Master Street Address Guide (MSAG), 911 addressing,
including server, software, and database applications.
Kittitas County GIS will work closely with the KITTCOM Director and management personnel
to develop and review changes to the position job description and coordinate program planning,
strategies, project goals, and objectives of KITTCOM’s GIS program in order to meet
KITTCOM’s purpose and objectives.
The GIS Analyst will perform all work in a manner consistent with applicable Kittitas County
policies, rules, and regulations.
ESSENTIAL JOB DUTIES AND FUNCTIONS PROVIDED TO KITTCOM INCLUDE:
▪ Analyst will serve as the designated State E911 GIS and Mapping Coordinator for
KITTCOM and is expected to plan, develop, coordinate, and implement KITTCOM’s GIS
and MSAG systems, activities, and programs in coordination with the objectives and goals of
the State GIS Program.
▪ Analyst will represent the interests of KITTCOM and acts as the primary point of contact
with regard to KITTCOM’s GIS and mapping program and activities; act as the KITTCOM
liaison to various boards, committees, task forces, and other groups; attends and actively
participates in local and regional system user groups.
▪ Attend various local, regional, and state meetings as required and as assigned; prepares
and delivers presentations, prepares meeting minutes and reports as needed.
▪ Coordinate KITTCOM’s GIS and mapping activities with local public safety agencies,
various governmental agencies, and other related agencies, as needed; provides strong
customer service to establish effective and cooperative relationships and appropriate
utilization of GIS services and activities with various agencies.
▪ Performs detailed GIS spatial analysis; including notifications, buffering, and zone
consolidation; develops and maintains data layers, using GIS tools, CAD tools and relational
databases; enters attribute data pertaining to specific features into a relational database.
The KITTCOM Director will be invited to sit on any applicant interview panel for this GIS
Analyst position.
Page 7
APPENDIX B
COMPENSATION/FUNDING
The GIS Analyst position is partially supported by the Washington State E911 Program and
contingent on and subject to the State E911 Office grant specifications; at least fifty-percent of
the work time in this position is allocated to serving State E911 GIS objectives, programs, and
activities.
KITTCOM will provide funding towards GIS Analyst salary/benefits:
$50,000.00 per calendar year (1st year will be pro-rated)
Funding towards training/travel: case by case, at the State per diem rates, approved by
KITTCOM Director:
https://ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf
Kittitas County will invoice KITTCOM on or before the last day of each month $4,167 for that
month’s salary/benefits plus any KITTCOM approved training/travel expenses. In order for
KITTCOM to meet invoicing requirements of the State E911 Office grant, each June invoice
must be dated by June 30th.
Page 8
APPENDIX C
TRAINING
The GIS Analyst serves as the State E911 GIS-MSAG Coordinator for Kittitas County; work
requires active and ongoing participation with various State E911 committees, as well as
attendance at other related meetings, professional conferences, and state-sponsored training.
Mandatory training/meetings:
• E911 GIS Subcommittee Meetings (monthly) in person /conference call when available
o September 12th, 2019
o November 14th, 2019
o And proposed schedule for next year
▪ GIS Subcommittee Teleconference: January 9th, 1:00-3:00
▪ GIS Subcommittee Teleconference: March 12th, 1:00-3:00
▪ GIS Subcommittee Teleconference: May 14th, 1:00-3:00
▪ GIS Subcommittee Teleconference: July 9th, 1:00-3:00
▪ GIS Subcommittee Teleconference: September 10th, 1:00-3:00
▪ GIS Subcommittee Teleconference: November 12th, 1:00-3:00
• E911 Coordinator’s Forum (3 forums per year, must attend the forum with the GIS course
emphasis)
Additional training options, must attend 911 specific courses:
• NENA (National Emergency Number Association) Conference (2019 is in Long Beach,
CA)
• WAURISA Conference (May)
• ESRI UC (July)
Training to prepare for the position:
• Sit-ins with KITTCOM Emergency Services Dispatchers to understand how the
information is used for 9-1-1 and public safety responders, 2-4 hours each, at least
monthly
• Sit-ins with Lynn Palmer, Rivercom GIS Analyst in Wenatchee, WA
• Intrado (West) 9-1-1 phone system map training
• Motorola (Spillman) CAD system map training
Page 9
APPENDIX D
EQUIPMENT/LICENSURE
KITTCOM will provide:
• 1 desktop computer
• 2 monitors
• 1 laptop computer and docking station
Equipment is funded by E911 funds and subject to the E911 retention schedule which renews in
2019/2020.
The provided equipment must be returned to KITTCOM immediately upon termination of this
Agreement.
ESRI Licensing:
• Kittitas County will provide the licensing. KITTCOM will pay for a desktop license and a
server license.
Page 10
APPENDIX E
PERFORMANCE EVALUATION
To ensure the continued success of this collaborative Agreement, the Administrators shall meet
annually at a mutually agreed upon place and time (more often if the need arises) to discuss each
Party’s satisfaction with the performance of the GIS Analyst and his/her ability to reach the
objectives stated herein.
Kittitas County IT Director will be responsible for performing the annual performance appraisal
and will act in good faith to address concerns related to the performance of the Analyst and the
Agreement.
GIS Analyst – Information Technology Page 1
Job Description
Kittitas County, Washington
TITLE: GIS Analyst
REVIEWED/MODIFIED: 07/31/2019
REPORTS TO: The GIS Coordinator
DEPARTMENT: Information Technology
JOB SUMMARY: The GIS Analyst is responsible for the technical and analytical duties involved in the
support of the county-wide Geographic Information System. The GIS Analyst
maintains effective working relationships with County personnel, Elected Officials,
and Information Technology staff. This position works under the guidance of
Federal/State/Local regulations, and must abide by all County policies/procedures.
CATEGORY: Full-time OCCUPATION CODE: 23xx
UNION AFFILIATION: None HOURS/WEEK: 40
FLSA STATUS: Exempt DRS ELIGIBILITY: PERS
ESSENTIAL FUNCTIONS
70% of the effort in this position will be expended in Individual effort.
The essential functions of this position:
• Assist departments with County projects involving GIS data, mapping, and analysis to support the
business and operational needs of Kittitas County
• Manage data layers acquired from the public sector
• Assist GIS Coordinator in the day-to-day administration, implementation, integration, analysis, and
maintenance of spatial data
• Provide support for the County’s Internet mapping service (COMPAS)
• Provide technical support and user training for software and spatial database design
• Convert data for user requirements
• Serve as the primary backup for Emergency Operation Center (EOC) GIS mapping duties during
emergency events
• Act as a secondary contact for County GIS functions
• Attend the County’s GIS Users Group which coordinates GIS efforts among all County departments
to provide GIS standards and guidance for the county
• Assists in the development of GIS and mapping automation plans
• Work collaboratively with the GIS Coordinator to develop long-range planning
• Resolve procedural and operational problems by interpreting or clarifying procedures or processes
• Attend meetings, conferences, workshops, and training sessions to remain current on the principles,
practices and new developments in the GIS field
• Document all aspects of the position’s essential functions
GIS Analyst – Information Technology Page 2
15% of the effort in this position will be expended in Division effort.
The essential functions of the Development Division, of which this position is a part, are to provide and
maintain developed applications and websites necessary for client productivity and access, including:
• Design web pages and applications with high usability
• Work with team to design web pages and applications to meet requirements, taking account of
needs to integrate with other parts of the application range and all necessary technical details
• Monitor new technologies for applicability of county use
• Maintain current knowledge and improve as necessary
• Review coding and design technologies for applicability and potential use
• Cross-train and support other Development Division staff
• Other duties as assigned by the Information Technology Director
15% of the effort in this position will be expended in Department effort.
Members of the Information Technology Department function as a team, each with unique skill sets, but
work together and depend upon each other for the accomplishment of the mission: To support the work
flow and business needs of Kittitas County by providing appropriate technology tools, solutions, and
assistance;
• through an excellent customer service experience for all clients; County employees and citizens;
• by adopting their requests as our own;
• to complete resolution;
• through active teamwork;
• in a fiscally responsible manner;
• securely;
• with creativity, respect, expertise, and professionalism;
• communicating effectively at the appropriate comfort level with our customers;
• while designing, maintaining, and supporting all county information technology infrastructure.
It is the responsibility of each division and team member to manage available resources to accomplish their
Essential Functions, while simultaneously supporting the other divisions so that the department goals are
realized.
MINIMUM QUALIFICATIONS
• High School Diploma or GED equivalent; advanced training may be considered
• Bachelor’s Degree from a four (4) year college or university with a major in Computer Science, GIS,
Geography, Management, or other closely related field
• Three (3) years minimum experience in GIS technologies including Esri’s ArcGIS Desktop, ArcGIS Pro,
and Web GIS.
• One (1)year minimum experience in GIS database design, development, implementation,
administration and maintenance
• Equivalent education/experience may substitute for some minimum qualifications
• Valid Washington State Driver’s License
• A criminal history and background check will be performed to include fingerprinting on qualified
candidates. Convictions may preclude candidates from employment in certain circumstances.
Factors such as relativity to the position, age at time of offense, seriousness and nature of the
violation, and rehabilitation will be taken into account.
GIS Analyst – Information Technology Page 3
REQUIRED SKILLS/KNOWLEDGE/ABILITIES
• Self-starter with strong self-management skills
• Ability to handle high-stress situations while maintaining a high level of customer service
• Ability to organize and manage multiple priorities
• Excellent problem solving and research skills
• Excellent oral and written, technical and non-technical communication and presentation skills
required
• Ability to maintain confidentiality and to work independently
• Ability to work well with others
• Ability to make changes when brought to your attention
• Reliable attendance
PREFERRED QUALIFICATIONS
• Visual C# programming language
• Ability to script automation processes using Python or Model Builder in a windows environment
• Web programming experience with the Esri Web JavaScript API
• Experience with ArcSDE administration in a SQL Server environment
• Knowledge of principles, theories, and methods of management as applied to Geographic
Information Systems
• Knowledge of the inter-relationships of project planning, applications development, database
administration, system requirements and creation of product and services
• GIS Certification
WORKING CONDITIONS
Work is generally performed in an office environment with potential exposure to dusty conditions. Travel to
all County office locations is required to service computer systems, with occasional travel necessary to
attend mandatory training opportunities. Must have the ability to safely operate a motor vehicle in all types
of weather and all levels of light. Sustained posture in a seated position and prolonged periods of computer
operation; use of standard office equipment; strength to lift, pull, push and/or carry up to 50 pounds
(possibly more with assistance); vision to read printed materials, a computer screen, and allow installation
of equipment in all lighting conditions; and hearing and speech to communicate clearly in person or over the
telephone. Must be able to reach with arms, grasp, sit, kneel, stoop, bend, squat, twist, crawl under office
furniture, climb a ladder and stairs, and drive County vehicles required. Safety rules and regulations must be
adhered to at all times.
Regular attendance and punctuality are required and expected Monday – Friday from 8:00 AM to 5:00 PM;
however, exempt positions are expected to work the number of hours required to complete the duties of
the position, and may have to respond to emergency situations.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.
GIS Analyst – Information Technology Page 4
PREPARED & REVIEWED BY
(Must be completed with all revisions of the job description. A copy will be returned to supervisor.)
Supervisor Name Title Date
HR Representative Name Title Date
EMPLOYEE ACKNOWLEDGEMENT
I understand the job duties and responsibilities contained within this position description and as described
by the immediate supervisor.
Employee Name Date