HomeMy WebLinkAbout2019-05-14-minutes-solid-wasteKITTITAS COUNTY
SOLID WASTE, MAINTENANCE, AND FAIR OFFICE STUDY SESSION MINUTES
BOCC CONFERENCE ROOM, 205 WEST 5TH ROOM 108 - ELLENSBURG
Regular Meeting
TUESDAY 1 2:00 PM I May
14, 2019
Board members present: Chairman Cory Wright; Vice -Chairman Brett Wachsmith; and
Commissioner Laura Osiadacz.
Others: Patti Johnson, Lisa Lawrence, Kady Porterfield, Tim Egan and a member of the public.
Meeting called to order at 2:02 p.m.
Solid Waste Updates: Patti informed the Board of the SWAC meeting last week regarding the
Solid Waste Management Plan update, stating they should see the plan come forward in another
month or so, noting that we are sending it out to SWAC again for comments since the only
comments received to date are from staff and Waste Management.
Tip Fee Rates: Patti informed the Board that she will request to set a public hearing next week.
Patti informed the Board of the receipt of Waste Management's 2.8% CPI increase and the
decrease of Grant funding in the amount of $50,000.00.
Glass Recycling: Discussion was held on the cost of hauling glass and that currently glass is
reused instead of recycled. The County and the City are looking at discontinuing glass collection
at this time. Patti informed the Board that moving it down a tier within the Solid Waste
Management Plan would allow re -implementation in the future if markets change. Further
discussion included public messaging on recycling and yard waste contamination and that a glass
crusher is not cost effective for a County our size.
New Transfer Station — Discussion on Co -Location with Public Works: Patti asked the Board
for direction on moving forward with the project stating the consultant estimated an additional
$50,000.00 to include Public Works on the new Transfer Station site and that they are on hold
until the question of co -locating is answered. The discussion was tabled to another meeting to be
scheduled on Thursday.
Project Updates- Courthouse, Shady Brook, Bloom and Paving: Patti asked the Board for
direction on the Courthouse Project. Item tabled until Thursday. Shady Brook — Patti informed
the Board the boundary line adjustment is almost complete and that she is working with the
Prosecutors office and Accolade on the storage building rent and will bring it to the Board once
complete. Patti informed the Board that the trees had been trimmed and that Accolade is looking
into spraying the common areas. Discussion was held on the car parked on the sewer line and
that Accolade would send another letter out for car removal.
2019-05-14 MINUTES I
Bloom — Patti informed the Board the project is wrapping up and the walk through with the
Architect is scheduled for tomorrow. Discussion was held on needing a better drain on the
irrigation system. Paving — Patti informed the Board the Contract is at the Prosecutors office and
that it will be on the next agenda.
Maintenance Updates: Tim informed the Board that the second floor of the Jail ceiling project
is complete and that they are moving to the first floor. Tim informed the Board that there are a
lot of failures in the sprinkler systems at the Fairgrounds including glue failures under the asphalt
and that they are working on the Courthouse system as well. Tim informed the Board that the
first round of spraying was almost done, stating that due to weather they got a late start.
Discussion was held on the plan for the North lot and whether to add bark or rock to it, further
discussion determined that bark might be the better option due to the proximity of the Jail. Tim
informed the Board that they removed half of the wall out under the Legion and used the
material to enhance the roads on site at the Fairgrounds.
Request to Approve KVEC Office Closure for Memorial Day and all employees off on
Holiday Leave: Kady asked the Board for permission to close the Event Center on Memorial
Day, stating that no events were scheduled. The Board approved 3-0 to close the Facility as long
as scheduling allows.
Request to Approve Foss Memorial Garden Project Proposal: Kady presented the Board
with specifications from the Master Gardener's proposal to extend the Garden and implement a
Hilary Foss Memorial, stating that the upkeep and all costs would be on their own. The Board
approved 3-0. Kady informed the Board that she would work on a written agreement with them.
Updates on Patriot Night under the Lights — Discuss possibility of MOU with EMS for
concert on the 4th of July: Kady informed the Board the event is underway and that she is
working on contracts with service providers and asked the Board for direction on agreement with
EMS for free services. The Board directed staff to talk with Rich Elliot and the Prosecutor's
office.
Sponsorship Updates — Request signature on Sponsorship Consultant Agreement: Kady
informed the Board that she had prosecutors review and that it was the same agreement that she
had originally signed except the amount was now over $10,000.00 therefor needing Boards
signature.
Kady informed the Board she had a walk through with CWU today looking at places to put their
brand and that they were good with the agreement of $30,000.00 for 5 years. She informed them
that they are working with Coke for an electronic reader board and trying to obtain more money
for the current one. Kady informed the Board that the ATM contract is signed and done and the
County will receive $5,000.00 per year for the permanent machine. Discussion was held on
2019-05-14 MINUTES 2
where it would be placed, depending on needed service, most like somewhere near the yellow
halls.
Kady requested Board signature on the Sponsorship Consultant Agreement. Discussion was held
on business development, the fact that there are zero commitments this year and that it would be
commission on new commitments. Commissioner Wachsmith moved for approval of Boards
signature, Commissioner Osiadacz seconded. Motion approved 3-0.
KVEC Updates — Discuss potential for special commercial kitchen rental contract: Kady
requested Board direction on implementing a weekly rate for the kitchen. Discussion was held on
the wear and tear of running a business out of it. The Board directed staff to research other
facilities, customize a rate, check with the prosecutor's office and bring back for further
discussion.
Kady informed the Board of the Circus scheduled for next week, stating comments had been
received from PETA and if the Board received any complaints from any animal activist to let her
know since she has experience with talking with these groups.
Discussion was held on the City Lodging Tax and the 75% matching funds on projects and the
allegation of stipulations, of which Kady will send to Patti regarding the Bloom projects. The
Board directed staff to look at funding from the City.
OTHER BUSINESS: Patti gave the Board an update on the Septage Application Project, stating
that the Contractor ran into a glitch regarding PH stabilization. Patti informed the Board that
more lime is needed to maintain the PH level of 12 for thirty minutes prior to application and that
the need for more time and materials is resulting in a Change Order request for a price increase
from 15.3 cents per gallon to 44.8 cents per gallon. Patti asked the consultant to re-evaluate their
requested and negotiated the price to 33.5 cents per gallon. Patti informed the Board that she
would bring forward a formal change order and a budget amendment. Discussion was held on the
time sensitivity of the project due to capacity issues and the need to test the liners upon
completion.
Meeting adjourned at 3:00 p.m.
(/4, V
�:-�,te
Lisj Lawrence
2019-05-14 MINUTES
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Cory Wright, Chairman
Patti Johnson
From: Parker, Tom/ABQ <Tom.Parker@jacobs.com>
Sent: Friday, May 10, 2019 7:28 AM
To: Patti Johnson
Subject: Transfer Station Project - Maintenance Building - Additional Engineering Services
Patti
Per your request, Jacobs has developed a "ballpark" estimate to add the Public Works Department's (PWD) maintenance
facility to the northern portion of the proposed transfer station site. The additional work will include:
Current Task
Est. Hours Description
1. Additional PM
12
5. Wetland Delineation
8
Ecology
6. Masterplan Update
50
maintenance facility and roll
-off storage areas
7. Traffic Impact Analysis
100
maint. and roll -off storage areas, revising main entrance
8. SEPA
40
storage area
9. JARPA
0
10. Comp Plan
14
plan amendment
11. Public Involvement
4
Additional team coordination
Additional delineation requested by Department of
Revising the conceptual layout to include the
Additional intersection analysis, adding traffic counts for
Revise SEPA checklist to include maint. and roll -off
No additional work required
Adding maintenance and roll -off storage area to comp
Additional coordination
The ballpark estimate to complete this additional work is estimated to range from $40 to $45k.
Please contact me if you should have any questions.
Thanks
Tom
Tom Parker, PE, BCEE
505 991 4987 (mobile)
CH21VI Is now JACOBS
Browse our *obs!
NOTICE - This communication may contain confidential and privileged information that is for the sole use of the intended recipient. Any
viewing, copying or distribution of, or reliance on this message by unintended recipients is strictly prohibited. If you have received this
message in error, please notify us immediately by replying to the message and deleting it from your computer.
Jacobs' Energy, Chemicals and Resources business is now part of Worley
1
b
46A
dl
AFAFi
AMP
I
Chelsea Hajny
HajnV Strategies
Full Service Sponsorship and Marketing
Solutions
PO Box 1360
Ellensburg, WA 98926
(208)964-5036
EMAIL: ghelseahainy(algmaiLtom
INDEPENDENT COM u R CTi OR AGREEMENT)
THIS AGREEMENT is made and effective this 71" day of March 2019, by and between the Kittitas Valley Event Center (hereinafter
"KVEC") and Chelsea Hajny (hereinafter "Contractor"). In consideration of their mutual benefit and the covenants and terms herein, the
parties agree as follows:
t. TERM: The term of this Agreement begins on the effective date shown above and will renew on an annual basis one year from the
commencement date (above). Termination or revisions to this agreement must be in writing.
2. INDEPENDENT CONTRACTOR RELATIONSHIP: The parties intend that an independent contractor relationship be created by this
Agreement, and that no employer-employee or joint venture relationship shall exist. The KVEC shall not have the right to control the
method or manner by which Contractor will perform the services described in this Agreement. All Services to be provided hereunder
and the associated timelines will be mutually agreed upon by the parties. Contractor shall supply their own vehicle and any and all
other tools of the trade necessary to perform the contract services specified herein, except as specifically provided below.
3. CONTRACT SERVICES/SCOPE OF WORK
A. Contractor shall have the goal of securing sponsorships and increasing revenue for the Event Center and any other
events associated with the event center if applicable.
B. Contractor shall work with the KVEC Management to identify and develop new sponsorship inventory and event assets,
which will expand the menu of items available to potential sponsors. The Contractor will be responsible for creating a
prospect list (matrix) of potential sponsors, and will not rely on present sponsors, yet will receive benefit (commission)
from any present commitments. Contractor shall at all times cultivate good will with existing and new sponsors.
C. Contractor shall ensure that all KVEC sponsor obligations are completed in a timely fashion including;
• Detailed Sponsorship Database/Spreadsheet be created and maintained
• Written contracts issued (will include invoice- with all payments being sent to and recorded by Contractor upon
delivery to KVEC).
• signage placement
i With approval, deliveries may be delegated to the KVEC staff or volunteers, yet are ultimately the responsibility of
the contractor.
ii Placement of signs may also be assisted by volunteers or staff, yet are ultimately the responsibility of the
contractor.
D. No other persons or third party groups may solicit sponsorships of behalf of the KVEC while this agreement is in place
with the Contractor.
All Services shall be provided in accordance with prevailing professional practices and consistent with the quantity and
quality of the prior practices of the parties. This is a position that represents the KVEC and the contractor will act in a
professional manner at all times.
Chelsea Hajny
Haim,/ Strategies
Full Service Sponsorship and Marketing
Solutions
PO Box 2360
Ellensburg, WA 98926
(208)964-5036
EMAIL: chelseahainy@�mail.com
INDEPEKDEN u CONTRACTOR AGREEMENT
F. Contractor acknowledges and agrees that all confidential information disclosed by the KVEC is confidential and
proprietary to the KVEC. Contractor will not use any Confidential Information during the term of this Agreement or
thereafter for any purpose other than as permitted or required for the performance by Contractor of its obligations under
this Agreement. Contractor will not disclose or provide any Confidential Information to any third party, except as
expressly authorized in this Agreement.
4. COMPENSATION: As consideration for the services to be provided under this Agreement, the KVEC agrees to pay Contractor on a
commission basis for all sponsorships secured while under contract with the Contractor. In the event of a multi-year agreement,
KVEC agrees to pay the Contractor each year the sponsor contract is in place.
a. Contractor is to receive payment at a rate of 30% on all sponsorships, cash and in-kind up to $50,000.
b. At $50,000 and beyond, Contractor will receive payment at rate of 35%.
5. INDEMNIFICATION: Contractor shall defend, indemnify and hold the KVEC harmless from and against any and all suits, claims,
losses, actions, damages or liability of every kind, nature and description, including costs, expenses and attorney fees that may be
incurred by reason of any act or omission, neglect or misconduct of Contractor or his agents, employees and representatives.
6 INSURANCE: Contractor acknowledges and understands that she is not covered under any policy of insurance carried by the event,
including, but not limited to, health insurance, workers compensation insurance, life, disability or automobile insurance.
7. COMPLIANCE WITH LAWS: At all times during the term of this Agreement, Contractor shall comply with all federal, state and local
laws, rules, ordinances and regulations.
8. RENEWAUTERMINATION: At any time prior to the expiration date, the parties may elect to renew or extend the term of this
Agreement upon terms and conditions as the parties shall mutually agree. Either party may terminate this Agreement by giving no
less than 30 days advance written notice to the other party.
9. ENTIRE AGREEMENT: This is the entire agreement of the parties and can only be modified or amended in writing by both parties.
10. ATTORNEY FEES: Reasonable attorney fees shall be awarded to the prevailing party in any action to enforce this Agreement or to
declare forfeiture or termination of this Agreement.
Dated this 711 day of March, 2019.
Chelsea Hajny
Hajny Strategies
Full Service Sponsorship and Marketing
Solutions
PO Box 1360
Ellensburg, WA 98926
(208)964-5036
EMAIL: chelseahainyQa rmail.com
INDEPENDENT CONTRACTOR AGREEMENT
KITTITAS VALLEY EVENT CENTER
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
alr
-Vice=Choir
ATTEST:
Clerk/Deputy Clerk of the Board
CONTRACTOR
of
C"t4l I -u -
Chelsea Hajny
Sponsorship Consultant
chelseahajny@gmail.com
(208) 964-5036 Cell
NRC Environmen Services
1810 East James Street
Pasco, WA 99301
telephone: 509.316.6701
facsimile:
CHANGE NOTICE
To: Kittitas County
Re: Septage Application Project
Date: May 13, 2019
Change Notice No. 01
Description: "Recipe" and Means & Methods Change
Submitter(s): Shawn Estrada & Russell Morgan
NRC Environmental Services (NRC) respectfully submits this Change Notice #01, Recipe
and Means & Methods Change pursuant to Section 12, Modifications, subsection 12.2. The
change notice is for impacts of the increased lime required to balance the pH for each load
of septage and the change to the means and methods utilized by NRC to mix/ "slurry".
These two factors, l) increase volume of lime 2) change in methodology, have had a
significant impact on the project's production and associated cost. The following is NRCs
analysis of how these items are affecting the project and its production rates.
Lime mixture recipe provided during the bidding process was 50 pounds of lime
per 1,000 gallons. This recipe has proven to be insufficient to elevate and maintain a
pH level of 12 or more for 30 minutes in a batch as required. While the original
recipe was a mixture at 50# of lime per 1,000 gallons, actual conditions show the
mixture to be consistently higher at 83 pounds per 1,000 gallons to 133 pounds per
1,000 gallons ( a 66%-266% increase). The increased amount of lime required to
attain and maintain the required pH balance of 12 for 30 minutes have led to
increased material, labor and equipment costs to mix the additional volume.
2. The use of lagoon water has increased the number of pH failures by 50-100%, which
in turn increases cycle time by 50% to 100% or more. Fresh water mixing has
produced no failures in any loads based on NRC's mix recipe of 83 pounds per
1,000 gallons.
3. Due to the increase work load of having to clear pumps of lagoon "cake", longer
cycle time for pumps to slurry a batch of lime with lagoon water, & the increase in
the quantity of of lime to be added to each batch, it has been necessary to add an
additional technician has been added to the project for the use of lagoon water.
CN 13 — Recipe Change
May 13, 2019
Page 2 of 3
Due to the inconsistency in lagoon water and increase in failures, production rate
has decreased from 3 trucks at 15 loads per day to 2 trucks and 6-7 loads per day
(214-250% decrease).
5. Schedule impact is that the duration for the transportation and application only of
500,000 gallons of septage has increased.
NRC and Kittitas County (County) have discussed these impacts and the County has
requested that NRC provide a revised price per gallon to complete the current
transportation and application of the septage. NRC proposed to perform the work at a
revised price of $0.335 per gallon.
Impact of this change notice:
Unless otherwise expressly stated below, NRC and Client agree that: 1) Client has
requested additional work and/or acknowledges the changed conditions giving rise to this
change notice, 2) this change notice will impact the scope, schedule, and cost of NRC's
services 3) Client will pay NRC for this change notice as outlined below, and 4) any dollar
figure estimate below is only a non-binding good faith estimate made at Client's request.
Payment Terms:
Unit price per gallon for septage application will be increased to $0.335 per gallon or a total
of $162.475 based on 485,000 gallons.
Please provide NRC with your decision as soon as possible so it can implement additional
resource changes or begin demobilization activities. Should you find the terms of this
Change Notice #01 acceptable, please sign and return to NRC at your earliest convenience.
Agreed by NRC and Client:
NRC Site Representative
Sign:
Date:
NRC Project Manager:
Sign:
NRC Environmental Services
Client Authorized Representative
Sign:
Print:
Date:
Title:
CN 13 — Recipe Change
May 13, 2019
Page 3 of 3
NRC Environmental Services