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HomeMy WebLinkAbout2016-08-08-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session REGULAR MEETING Monday, August 08, 2016 - 1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Request to Approve an Interlocal Agreement with Grant County PUD No. 2 for Shared Operation and Maintenance Responsibilities for the Kittitas County Boat Launch Facility at Vantage, Washington. 3. Request to Approve a Resolution Authorizing the Director's Signature on a Task Order with Sargent Engineers Increasing the original Agreement by $28,483.00 for the Westside Road Re -design. 4. Discussion Regarding DNR Monument Memorandum of Understanding with WSACE. S. Biltmore Road Improvement District. 6. Other business 7. Adjourn Created on 8/5/2016 9:07;13 AM ADES ... TO }}}FCS �89 G xIz- AS CO NTv KZ'TTZTgIS CO DEPARTMENT OF PUBLIC WORKS Mark Cook, Director STUDY SESSION MINUTES August 8, 2016 THOSE PRESENT: Paul Jewell, Laura Osiadacz (BOCC), Mark Cook, Luke Huck, Candie Leader (DPW), Doc Hansen, Steph Mifflin (CDS), Jerry Pettit (AU) GUESTS PRESENT: Tony — Daily Record REQUEST TO APPROVE AN INTERLOCAL AGREEMENT WITH GRANT COUNTY PUD NO. 2 FOR SHARED OPERATION AND MAINTENANCE RESPONSIBILITIES FOR THE KITTITAS COUNTY BOAT LAUNCH FACILITYAT Mark presented a Resolution to authorize Director's VANTAGE, WASHINGTON: Mark Cook presented a Resolution and an Interlocal Agreement with Grant County PUD No. 2 for the shared maintenance and responsibilities for the Vantage Boat Launch. The original agreement has expired and this will be a renewal of that agreement. It was reviewed by DPA Caulkins with no issues found. Board Direction: Commissioner Jewell made a motion to approve Resolution No. 2016105 and Commissioner Osiadacz seconded the motion. No further discussion was held. REQUEST TO APPROVE A RESOLUTION AUTHORIZING DIRECTOR'S SIGNATURE ON A TASK ORDER WITH SARGENT ENGINEERS INCREASING THE ORIGINAL AGREEMENT BY $28,483.00 FOR THE WESTSIDE ROAD RE -DESIGN: Mark presented a Resolution to authorize Director's signature on a Task Order with Sargent Engineers to increase the original agreement by $28,483.00 to re -scope the Westside Road project and install guardrail on Huntzinger. He stated that WSDOT Local Programs approved the request to re -task project funding. Staff is working on securing a Categorical Exemption for both projects and once that is completed Westside Road can be 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 advertised and avoid a twenty (20) percent project match requirement. Board Direction: Commissioner Osiadacz made a motion to approve Resolution No. 2016-106 and Commissioner Jewell seconded the motion. No further discussion was held. DNR MONUMENT MEMORANDUM OF UNDERSTANDING WITH WSACE: Mark gave background on survey monumentation and the importance of tracking said monuments. The department entered into the program previously and a report for 2016 needs to be completed. However, the monuments were not established. Luke Huck stated that currently the County is not compliant in the program and staff is working to re-establish the monuments. Commissioner Jewell inquired on what needed to be done to move forward. Mark replied that staff will contact DNR and have a discussion regarding the department being pro -active in getting the monuments established. Board Direction: No Direction BILTMORE ROAD IMPROVEMENT DISTRICT: Mark reported that residents of a private road can petition the County for a Road Improvement District to improve the road. He has received a petition from the Biltmore Road residents and met with DPA Caulkins to discuss the law and process. Mark stated he has validated the petition and verified ownership of the properties. The original developer did not sign the petition but verbally committed to the RID. Next steps would be to approve a Resolution to Formulate, advertise for a Public Hearing and then conduct the Public Hearing. Commissioner Jewell requested more information on what the term "frontage" means in the law. Board Direction: Research a better understanding of the law and report back to the Board. OTHER BUSINESS: Public Facilities — Mark presented the Board with the newest funding amount including reserves for the Public Facilities Fund. The amount currently is larger than last years. He'd like to put together a proposal for the Board with funding amounts and clarify policy. Commissioner Jewell asked if staff was asking to formulate a new policy and Mark replied yes. TEL (509) 962.7523 411 N. Ruby, Ste. #1 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 3 Board Direction: Staff to develop a recommendation to present the new policy to the Board first then to the Conference of Government (COG). OTHER BUSINESS: Ringer Loop — Mark reported that the Department was Unsuccessful in obtaining the Salmon Recovery Funding Board Grant for Ringer Loop and staff is working on a plan to move forward. 2�-�Ie44� - Mark R. Cook Director of Public Works 411 N. Ruby, Ste. #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO: 2016-1u�. RESOLUTION TO APPROVE AN INTERLOCAL AGREEMENT BETWEEN KITTITAS COUNTY AND GRANT COUNTY PUBLIC UTILITY DISTRICT NO.2 FOR SHARED OPERATION AND MAINTENANCE RESPONSIBLITIES FOR THE KITTITAS COUNTY BOAT LAUNCH FACILITY AT VANTAGE, WASHINGTON WHEREAS, Grant County Public Utility District No. 2 is the owner of record of certain real property located in Kittitas County; and WHEREAS, Grant County Public Utility District No. 2 has recreation facility development and operations requirements under the operating license for the Priest Rapids Hydroelectric Project; and WHEREAS, Kittitas County desires to share operations and maintenance (O&M) responsibilities for the Kittitas County Boat Launch Facility, Vantage, Washington for public recreational benefits and sustainable and economic needs and Grant County Public Utility District No. 2 desires to enter into said agreement; and WHEREAS, Said agreement for services is authorized by the provisions of Chapter 39.34 RCW, the Interlocal Cooperation Act; and NOW, THEREFORE BE IT RESOLVED: The Kittitas County Board of County Commissioners hereby approves the attached Interlocal Agreement between Kittitas County and Grant County Public Utility District No. 2 for shared operation and maintenance responsibilities for the Kittitas County Boat Launch Facility at Vantage, Washington. ADOPTED this 8th day of August, 2016. t�, `lam\�� Clerk ohrd- Julie Kjorsvik a y lei•1Nb1 the Board- Mandy Buchholz :7,P ''''!!!lffl1114111111�\\` BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON ABSENT ObiZ'Chairman aul Jewell, Vice -Chairman 1. Laura Osla acz, Commissioner LAND USE COOPERATIVE AGREEMENT This Land Use Cooperative Agreement (Agreement) is entered into this 22 day of AW st 2016, by and between PUBLIC UTILITY DISTRICT NO.2 OF GRANT COUNTY, WA, a municipal corporation incorporated under the laws of the State of Washington, hereinafter referred to as the "Grant PUD" and KITTITAS COUNTY, a political subdivision of the State of Washington, "County." The parties intend that this Agreement shall remain in effect for a period of five (5) years from this date described above. This Agreement shall be binding upon all successors in interest to the parties during said term. WITNESSETH: WHEREAS, Grant PUD is the owner of record of certain real property located in Kittitas County, State of Washington, as more particularly described below: The Northwest quarter of the Northwest quarter of Section 20, Township 17 North, Range 23, E.W.M,, Kittitas County at Vantage, Washington. WHEREAS, Grant PUD has recreation facility development and operations requirements under the operating license for the Priest Rapids Hydroelectric Project. WHEREAS, County desires to share operations and maintenance (0&M) responsibilities for the Kittitas Boat Launch facility in Kittitas County for public recreational benefits and sustainable social and economic needs. Grant PUD desires to enter into an agreement with County regarding site management, operations and maintenance of the premises. WHEREAS, this Agreement for services is authorized by the provisions of Chapter 39.34 RCW, the Interlocal Cooperation Act. NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the Parties agree as follows: NOW THEREFORE, it is mutually agreed that Grant PUD does hereby accept responsibility for planning, design, and construction of recreation facilities and various site management responsibilities and County does hereby accept 0&M site management responsibilities to allow the public to use said facilities until termination of this Agreement. FOR AND IN CONSIDERATION of the mutual benefits to be derived, Grant PUD and County mutually covenant and agree as follows: 1. Grant PUD and County agree to co -manage this site for public water access and day use recreation opportunities. 2. Grant PUD and County agree this site will be managed by Grant PUD's policies and procedures required to meet requirements of the Federal Energy Regulatory Commission (FERC) license. Grant PUD policies and rules will be posted at the site to provide public outreach and educational information. 3. Grant PUD and County agree the boat launch, day use areas and parking lot are open year round. Restrooms may be closed Dec. 1— Feb. 28 annually. 4. Grant PUD will be responsible for all repairs and maintenance of picnic tables, boat launch, boarding dock, parking lot, pilings and trail. 5. Grant PUD shall be responsible for maintaining cleanup for the boat launch, restrooms, day use areas, and parking area year round. 6. Grant PUD shall provide and maintain all signagelkiosk information. 7. County will be responsible for repairs and maintenance of the restroom building and associated plumbing and electrical year round. B. County will provide water, electricity and toilet paper for the restroom building. 9. Detailed tasks and responsibilities regarding operation and maintenance activities and law enforcement will be coordinated on an annual basis or as needed based upon the approved Management Plan (Appendix A). Each party to this Agreement agrees to be responsible for being appropriately self-insured or providing adequate liability insurance related to the responsibilities and activities of itself, its agents, contractors and employees at the premises. To the extent allowed by law, each party to this Agreement, with respect to damages or injuries arising out of the acts or omissions of itself, its agents, contractors, and employees at the premises, agrees to indemnify and hold harmless the other party. The parties to this Agreement agree to assist each other in preserving and presenting a defense of limited liability under RCW 4.24.219 by allowing public to use said property for outdoor recreation. No provision of this Agreement transfers any real property rights from Grant PUD to County or County to Grant PUD. IN WITNESS WHEREOF, the parties hereto have mutually agreed upon the terms and conditions of this instrument and have caused it to be executed as below subscribed. PUBLIC UTILITY DISTRICT No. 2 OF GRANT COUNTY Name Date Title Kittita Name Dto Title Appendix A Vantage Boat Launch Management Plan 5112116 1.0 Location The Vantage Boat Launch facility is located on the Columbia River at Vantage on Grant Public Utility District No. 2 (Grant PUD) Wanapum Reservoir. The project site is located between the Riverstone Resort Marina and the Interstate -90 causeway, Northeast'/ of Section 29, Township 17 North, Range 23 E. Latitude and Longitude: 46.9556 (46 56'28.44")N; -119.9485 (119 59' 3.78")W 2.0 Operations The Vantage Boat Launch is designed to provide water access for medium sized watercraft and limited hiking access along the Wanapum reservoir. Recreation amenities were renovated in 2015. For the purpose of this plan, the Kittitas County Sheriffs Building is not included. This building is wholly owned and operated by Kittitas County to include all maintenance and operations. See Figure 1 Site Map 2.1 Amenities An overview of site amenities is described below: • Boat Launch — two lane • 2 paved ADA vehicle parking spaces (1 with trailer) • 47 paved vehicle w/trailer parking spaces • 1 paved Sheriff's vehicle wltraller parking space • 9 paved single vehicle parking spaces ADA Restroom • 9 picnic tables • Kiosks and interpretive signage 2.2 Operating Season/Hours Vantage Boat Launch operating times and periods may vary according to conditions. Such times and periods will be posted at the main kiosk, entrance gate and on the Grant PUD web site, Vantage Boat Launch will generally be open year around, from dawn to dusk (% hour prior to sun -rise to % hour after sun- set). Overnight camping is not permitted. See Section 2.3 Facilities Use, Scheduling, and Use Permits. 2.3 Facilities Use, Scheduling, and Use Permits Vantage Boat Launch facilities are available to individual persons, families, and small groups for activities consistent with the facility design, Grant PUD park rules and regulations, Grant PUD will be the contact for all site operations. Activities may include commercial sponsored events, community activities, etc. Grant PUD may develop an appropriate written agreement with the requesting party. This agreement will act as the mechanism for scheduling and reserving areas for non -routine use, as well as providing the approval for appropriate activities, 2.4 Gates There is a gate installed on the main access road to Vantage Boat Launch to allow the site to be temporarily closed for unforeseen maintenance. Prior approval for any closure will be coordinated between Grant PUD and Kittitas County. 2.5 Rules Park patrons are ultimately responsible to ensure that their conduct follows applicable laws and rules. This includes: R2 Grant PUD Park Rules and Policies • Rules Governing Public Use of Project Lands and Waters • Washington State Laws • Kittitas County Code Park rules are posted at various conspicuous locations where they are applicable. Public use areas and restricted areas are posted and delineated. 2.6 Emergency Action Plan In the event that there is an imminent threat to human safety, Grant PUD or contract staff has the authority to close all or portions of the facility as appropriate. Contact should be made with supervisors, agency contacts and emergency services if needed. See table below. Contact List Agency Name Title Contact Info Grant PUD Vanessa Seidai Site Maintenance 509/793-1557 Manager Cell 5091429-9604 yseldal(a).gcr)ud.oro Grant PUD Ruben Puente Facilities Contact 5091754-0500 ex 2120 Cell 5091289-0247 Contracted Brady Phelps Grant PUD Security 50917540500 ex 2120 Security Cell 509/237-9025 Kittitas County Jim Vandeventer or Kittitas County Public 5091962-7524 Public Works Ryan Berge Works Jim.vandeventerCboo.kittitas.wa.us R an.be a co.kittitas.wa.us Kittitas County Dispatch Non -emergency 509/982-7525 Sheriff 911 Kittitas Valley Fire Vantage — Dist. 4 Office 5091856-7140 & Rescue Dispatch — Dist. 2, Office 5091933-7231 Kittitas Valley Fire & 911 Rescue 3.0 Maintenance Grant PUD and Kittitas County will share maintenance responsibilities throughout the year. If a maintenance activity is not clearly defined in the following sections, coordination between Grant PUD and Kittitas County should occur. Grant PUD is ultimately responsible for ensuring that all internal protocol and external permits are in-place for maintenance activities at Vantage Boat Launch; therefore clear communication is vital to the future success of this property. Maintenance tasks and frequencies are designed to meet the Grant PUD goal that all recreation facilities and equipment will: • Look good • Be in good repair Be appropriate Function All sites will meet basic standards for health and cleanliness: Healthy environment for users and employees - Minimal odor • Minimal litter Maintenance extends the usability of all built elements in a recreation site. Maintenance of facilities is critical to a visitor's experience. The cleanliness of restroom facilities is the highest priority to most park visitors and sets a first impression of the entire park. It is important that the visual cleanliness of the restroom conveys to the visitors a facility that presents no health risks, no safety concerns, and a feeling of security and nothing that detracts from the site. Site cleanliness, including litter removal and grounds maintenance, frequently rank second in determining visitor satisfaction, based on user comments at public recreation sites. 3.1 Maintenance Categories Maintenance will be categorized in the following designations: routine, seasonal, scheduled/capital and unscheduled. Grant PUD will be the lead on maintenance but duties will be shared with Kittitas County. Maintenance will be shared as shown in the following tables: 3.2 Grant PUD Responsibilities Maintenance Task Grant PUD Re , ortsibilkities Developed recreation Maintain a# FERC required recreation amenities. area maintenance Maintain grounds, park equipment and boat launch Enforcement Maines developed parking area and boulder barriers, cleanliness, Coordinate with Grant PUD parking stripes, and dkec ionak arrows. Maintain trees, ornamental plantings and mitigation plantings. agencies Manage noxious weeds and spray records. Maintain Grant PUD Signs. 3.3 Kittitas County Responsibilities Maintenance Task Kittitas County Responsibilities Maintenance Al building maintenance and repairs Responsibilities Supply toilet paper for the restrooms Enforcement Snow removal on entrance road and within parking lot 3.4 Shared Responsibilities Maintenance Task Grant PUD Kittitas County Responsibilities Responsibilities Enforcement Coordinate with Kittitas County Coordinate with Grant PUD coordination with outside agencies Site inspections Coordinate with Kittitas County Coordinate with Grant PUD Complete Grant PUD inspection form annuals Restroom Report to Kittites Coun Garbage Coordinate with iGttitas Count` Coordinate with Grant PUD Operations and maintenance schedules will be coordinated between Grant PUD and Kittitas County annually during the first quarter of each calendar year. 3.5 Routine Maintenance 3.5.1 Constructed Recreation Facilities At recreation sites in general!, this is typically cleaning of built features such as restrooms, campsites, swim beaches, boat launches, and docks. While routine maintenance of facilities is accomplished by people with the least amount of technical staff training, it is the most critical to a visitor's experience. Routine facility maintenance can impact the usability of facilities; for example loose gravel and debris can hinder the ability of a boat launch, route of travel, or roadway to function as intended, if fasteners and railings are not routinely inspected and tightened or loose gravel is not removed from paved trail surfaces where wheeled activities such as in-line skating or roller skating takes place, this is a safety issue. 3.5.2 Grounds This ranges from litter removal, to turf mowing and routine maintenance of water systems. The cleanliness of grounds and the quality of turf care frequently rank #2 in determiners of visitor satisfaction based on user comments at public recreation sites. With Vantage Boat launch meeting the Grant PUD classification criteria of an urban site, the user expectations are consistent with the higher level of development, Flush restrooms, paved parking, concrete sidewalks and multiple garbage cans, all give visitors the impression that this site is maintained frequently. Seasonal Facilities — examples include: Snow removal/plowing of roadways Trail surface maintenance for compacted gravel trails Grounds Pruning Fertilizelseed Noxious Weeds/Pest Control 3.6 Non -Routine Maintenance of Constructed Recreation Facilities Facilities — unscheduled but vital tasks include, but are not limited to; graffiti removal, utility distribution system repairs, pavement maintenance, etc. Grounds — can include replacement of vegetative plantings necessary to meet environmental permit requirements or operational objectives such as shade at universally accessible facilities. 4.0 Work Assignment Work Assignment Feedback/Monitoring Activities — will assist Grant PUD in preparing accurate staffing and budget plans. A Recreation Specialist will coordinate with Grant PUD Facilities Department and contract staff as needed to verify work durations for specific projects. This information will be reviewed on an annual basis to adjust estimated work durations for specific tasks. A combination of the Maximo system (Facilities Department work order system) and site maintenance spreadsheets will be utilized to schedule, track, and report work at Grant PUD recreation sites. As a goal, any variances in work durations will be coordinated to improve work planning efficiencies. 4.1 Standard Operating Procedures Vantage Boat Launch has no complex, interlinked multi -function systems that would warrant the development of Standard Operating Procedures (SOP). SOPS are developed for systems associated with the operation of complex, multiple interlinked functions that must all occur for an outcome that fulfills the expectation for that specific aspect of an operation. SOPS are also written instructions to achieve uniformity of the performance of functions associated with quality requirements of a system. 5.0 Maintenance Monitoring 5.1 Unplanned Maintenance All personnel involved in the operation or maintenance of Vantage Boat Launch will have a means to provide feedback to Grant PUD Recreation Specialists on observed or reported maintenance needs outside their direct responsibility. This will assure a means of timely awareness of maintenance needs and appropriate responses being directed at the issue. 5.2 Inspections In addition to reporting and tracking of Unplanned Maintenance, Recreation Specialists will conduct site inspections at Vantage Boat Launch twice a year to evaluate the success of current task schedule frequencies and to identify any non -routine maintenance that needs to be addressed. 5.3 Maintenance Tracking Activity tracking will assist Grant PUD in preparing accurate staffing and budget plans. A Recreation Specialist will coordinate with Grant PUD Facilities department and contract staff as needed to verify work durations for specific projects. This information will be reviewed on an annual basis to adjust estimated work durations for specific tasks. A combination of the Maximo system (maintenance management system) and site maintenance spreadsheets will be utilized to schedule, track, and report work at Grant PUD recreation sites. As a goal, any variances in work durations will be coordinated to improve work planning efficiencies. 6.0 Vegetation Management 6.1 Trees An annual inspection of all trees by staff with training in tree disease and structural failure indicators, will occur in the fall. If indicators are found that warrant more than increased observation, a trained arborlst should be called to determine if a corrective prescription is needed. Any corrective action can be implemented prior to the next use season. All staff performing routine maintenance at the site should be aware and observant of indicators of tree hazards. 6.2 Weed Control Noxious weeds will be managed for the site under the Districts Vegetation Management Program, consistent with the integrated pest management plan for Vantage Boat Launch. The Grant PUD Facilities staff or a contractor will control the weeds as needed, based upon site vegetation assessments. Weed Control Methods and Schedule Weeds will be controlled by herbicide spraying, hand -pulling, or by mechanical methods (weed -whacking or mowing). These methods and their frequency are described in the table below. 6 Vegetation Management Method Timing and Location(s) Staff Required Herbicide Spraying Initial application of pre -emergent herbicide should Facilities staff must occur along the trail, trail shoulders, gravel walkways, apply herbicides picnic areas, etc. in late winter or early spring when that require temperatures are forecast to be consistently above application by a freezing and rain is likely within 24-48 hours after licensed herbicide application. applicator. Follow-up spot applications of herbicide should be applied to breakthrough weeds along the trail, trail LRC or Lands shoulders, gravel walkways, picnic areas, etc. in June Specialists can use through early September. Staff should use a dyed un -regulated herbicide when spraying near public areas. herbicides (OTC Selective herbicides may be used in landscaped areas Round -up) (parking lot islands, bioswales, etc.) If necessary. Application should occur between May and September as needed. Hand Pulling Hand pulling is the preferred method for landscaped LRC, Contractor, areas, but if the weed population is large, selective Lands Specialist herbicides may be used. Hand pulling should occur as soon as weeds are spotted. Hand pulling can occur all year, but mostly during growing season (June through September). Mechanical Mechanical methods should be used where weed Facilities or populations cover a large area. Timing and frequency Contractor depends on the weed species. PF*scent Bar .�'',��? al;�li 'ate 9 Gorge G rge amnat Cooumna3l Figure I Site Map a qPwa o Aire L Project Boundary Grant County PUSUO �AILLrkly al'SIR1107 8 BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2016 - AUTHORIZE THE CHAIR'S SIGNATURE ON A TASK ORDER SUPPLEMENT FOR SARGENT ENGINEERS SUPPORTING THE REDESIGN OF THE WESTSIDE ROAD HIGHWAY SAFETY IMPROVEMENT PROJECT WHEREAS: Kittitas County Public Works entered into a Task Order assignment with Sargent Engineers for designing safety improvements to Westside Road under Resolution No. 2015-021; and WHEREAS: Public Works required a re -design supporting critical permitting timelines; and WHEREAS: The cost of re -designing safety improvements has exceeded authorized spending amounts by $28,483.00; and WHEREAS: Public Works desires obligating project funds by the end of the federal fiscal year and project completion is critical to meeting deliverable schedules; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Chair's signature on a Task Order Consultant Supplement Agreement increasing the cost of Westside Road Highway Safety Improvement design by $28,483.00. DATED this 8th day of August, 2016, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik IND Wwk of the Board- Mandy Buchholz .... •�;���' SM ' rWAN�� BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON ABSENT Ob' Chairman aul ewell, Vice -Chairman e--Zt 0 ha6ra Osia , Commissioner Formal Task Assignment Document Task -Number: 2 - Amendment 1 The general provisions and clauses of Agreement BOCC Res. No. 2015-021 shall be in fall force and effect for this Task Assignment. Location of Project: Huntzin er Road and West Side Road Project Title: Huntzinger Road and West Side Road Improvements Maximum Amount Payable Per Task Assignment: $73,671.00 + $28,483 (Amendment 1) = $102,154 Completion Date: December 31, 2016 Description of Work: (Note attachments and give brief description) This amendment provides for changing the design to include all of Westside Road between Tree Haven Road to Golf Course Road. The design includes safety improvements (guardrail, signing, and striping). It does not include road widening or realignment. It also provides for obtaining the permits for this scope of work. Agency Project Manager Signature Oral Authorization Date: Consultant Signature: Agency Approving Authority: _ �. Consultant: Sargent Engineers, Inc. 320 Ronlee Lane NW Olympia, WA 98502 (360) 867-9284 Date: See Letter Dated: Date: '901 Cv Date: g' //'-/4" KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STAFF REPORT HEARING DATE: August S, 2016 ACTION REQUESTED: Request to Approve an Interlocal Agreement with Grant County PUD No. 2 for Shared Operation and Maintenance Responsibilities for the Kittitas County Boat Launch Facility at Vantage, Washington. BACKGROUND: Grant County PUD No. 2 is the owner of record of certain real property at Vantage, Washington. Kittitas County and Grant County PUD No. 2 desire to enter into said agreement to share operations and maintenance responsibilities for the Kittitas County Boat Launch Facility. Said agreement shall be for a period of five (5) years from the date said agreement is approved. INTERACTION: Public Works, Prosecutors Office, Grant County PUD #2; Kittitas County Sheriff's Office RECOMMENDATION: Approve chair signature on the Interlocal Agreement between Kittitas County and Grant County PUD #2 for shared operations and maintenance of the Kittitas County Boat Launch Facility at Vantage, Washington. HANDLING: Return three (3) signed originals to Public Works to obtain Grant County PUD No. 2 Agent Signature. ATTACHMENTS: Interlocal Agreement LEAD STAFF: Mark Cook, Director of Public Works BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO: 2016 - RESOLUTION TO APPROVE AN INT TRLOCAL AGREEMENT BETWEEN KITTITAS COUNTY AND GRANT COUNTY PUBLIC UTILITY DISTRICT NO.2 FOR SHARED OPERATION AND MAINTENANCE RESPONSIBLITIES FOR THE KITTITAS COUNTY BOAT LAUNCH FACILITY AT VANTAGE, WASHINGTON WHEREAS, Grant County Public Utility District No. 2 is the owner of record of certain real property located in Kittitas County; and WHEREAS, Grant County Public Utility District No. 2 has recreation facility development and operations requirements under the operating license for the Priest Rapids Hydroelectric Project; and WHEREAS, Kittitas County desires to share operations and maintenance (O&M) responsibilities for the Kittitas County Boat Launch Facility, Vantage, Washington for public recreational benefits and sustainable and economic needs and Grant County Public Utility District No. 2 desires to enter into said agreement; and WHEREAS, Said agreement for services is authorized by the provisions of Chapter 39.34 RCW, the Interlocal Cooperation Act; and NOW, THEREFORE BE IT RESOLVED: The Kittitas County Board of County Commissioners hereby approves the attached Interlocal Agreement between Kittitas County and Grant County Public Utility District No. 2 for shared operation and maintenance responsibilities for the Kittitas County Boat Launch Facility at Vantage, Washington. ADOPTED this 8th day of August, 2016. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Obie O'Brien, Chairman Paul Jewell, Vice -Chairman Laura Osiadacz, Commissioner LAND USE COOPERATIVE AGREEMENT This Land Use Cooperative Agreement (Agreement) is entered into this day of 2016, by and between PUBLIC UTILITY DISTRICT N0.2 OF GRANT COUNTY, WA, a municipal corporation incorporated under the laws of the State of Washington, hereinafter referred to as the "Grant PUD" and KITTITAS COUNTY, a political subdivision of the State of Washington, "County." The parties intend that this Agreement shall remain in effect for a period of five (5) years from this date described above. This Agreement shall be binding upon all successors in interest to the parties during said term. WITNESSETH: WHEREAS, Grant PUD is the owner of record of certain real property located in Kittitas County, State of Washington, as more particularly described below: The Northwest quarter of the Northwest quarter of Section 20, Township 17 North, Range 23, E.W.M., Kittitas County at Vantage, Washington. WHEREAS, Grant PUD has recreation facility development and operations requirements under the operating license for the Priest Rapids Hydroelectric Project. WHEREAS, County desires to share operations and maintenance (0&M) responsibilities for the Kittitas Boat Launch facility in Kittitas County for public recreational benefits and sustainable social and economic needs. Grant PUD desires to enter into an agreement with County regarding site management, operations and maintenance of the premises. WHEREAS, this Agreement for services is authorized by the provisions of Chapter 39.34 RCW, the Interlocal Cooperation Act. NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the Parties agree as follows: NOW THEREFORE, it is mutually agreed that Grant PUD does hereby accept responsibility for planning, design, and construction of recreation facilities and various site management responsibilities and County does hereby accept 0&M site management responsibilities to allow the public to use said facilities until termination of this Agreement. FOR AND IN CONSIDERATION of the mutual benefits to be derived, Grant PUD and County mutually covenant and agree as follows: 1. Grant PUD and County agree to co -manage this site for public water access and day use recreation opportunities, 2. Grant PUD and County agree this site will be managed by Grant PUD's policies and procedures required to meet requirements of the Federal Energy Regulatory Commission (FERC) license. Grant PUD policies and rules will be posted at the site to provide public outreach and educational Information. 3. Grant PUD and County agree the boat launch, day use areas and parking lot are open year round. Restroams may be closed Dec. 1— Feb. 28 annually, 4. Grant PUD will be responsible for all repairs and maintenance of picnic tables, boat launch, boarding dock, parking lot, pilings and trail. 5. Grant PUD shall be responsible for maintaining cleanup for the boat launch, restrooms, day use areas, and parking area year round. 6. Grant PUD shall provide and maintain all signage/kiosk information. 7. County will be responsible for repairs and maintenance of the restroom building and associated plumbing and electrical year round. S. County will provide water, electricity and toilet paper for the restroom building. 9. Detailed tasks and responsibilities regarding operation and maintenance activities and law enforcement will be coordinated on an annual basis or as needed based upon the approved Management Plan (Appendix A). Each party to this Agreement agrees to be responsible for being appropriately self-insured or providing adequate liability insurance related to the responsibilities and activities of itself, its agents, contractors and employees at the premises. To the extent allowed by law, each party to this Agreement, with respect to damages or injuries arising out of the acts or omissions of itself, its agents, contractors, and employees at the premises, agrees to indemnify and hold harmless the other party. The parties to this Agreement agree to assist each other in preserving and presenting a defense of limited liability under RCW 4.24.210 by allowing public to use said property for outdoor recreation. No provision of this Agreement transfers any real property rights from Grant PUD to County or County to Grant PUD. IN WITNESS WHEREOF, the parties hereto have mutually agreed upon the terms and conditions of this instrument and have caused it to be executed as below subscribed. PUBLIC UTILITY DISTRICT No. 2 OF GRANT COUNTY Name Title Kittitas County Name Title Date Date Appendix A Vantage Boat launch Management Plan 5112116 1.0 location The Vantage Boat Launch facility is located on the Columbia River at Vantage on Grant Public Utility District No. 2 (Grant PUD) Wanapum Reservoir. The project site is located between the Riverstone Resort Marina and the Interstate -90 causeway. Northeast'/. of Section 29, Township 17 North, Range 23 E. Latitude and Longitude; 46.9556 (46 56'28.44')N; -119.9485 (1 i9 59' 3.78")W 2.0 Operations The Vantage Boat Launch is designed to provide water access for medium sized watercraft and limited hiking access along the Wanapum reservoir. Recreation amenities were renovated in 2015. For the purpose of this plan, the Kittitas County Sheriffs Building is not included. This building is wholly owned and operated by Kltdtas County to include all maintenance and operations. See Figure I Site Map 2.1 Amenities An overview of site amenities is described below: 0 Boat Launch — two lane 2 paved ADA vehicle parking spaces (1 with trailer) k. 47 paved vehicle wltrailer parking spaces 1 paved Sheriff's vehicle wltrailer parking space 9 paved single vehicle parking spaces C ADA Restroom 9 picnic tables Kiosks and interpretive signage 2.2 Operating Season/Hours Vantage Boat Launch operating times and periods may vary according to conditions. Such times and periods will be posted at the main kiosk, entrance gate and on the Grant PUD web site. Vantage Boat Launch will generally be open year around, from dawn to dusk (% hour prior to sun -rise to % hour after sun- set). Overnight camping is not permitted. See Section 2.3 Facilities Use, Scheduling, and Use Permits 2.3 Facilities Use, Scheduling, and Use hermits Vantage Boat Launch facilities are available to individual persons, families, and small groups for activities consistent with the facility design, Grant PUD park rules and regulations, Grant PUD will be the contact for all site operations. Activities may include commercial sponsored events, community activities, etc. Grant PUD may develop an appropriate written agreement with the requesting party. This agreement will act as the mechanism for scheduling and reserving areas for non -routine use, as well as providing the approval for appropriate activities. 2.4 Gates There is a gate installed on the main access road to Vantage Boat Launch to allow the site to be temporarily closed for unforeseen maintenance. Prior approval for any closure will be coordinated between Grant PUD and Kittitas County. 2.5 Rules Park patrons are ultimately responsible to ensure that their conduct follows applicable laws and rules. This includes: v Grant PUD Park Rules and Policies * Rules Governing Public Use of Project Lands and Waters Q Washington State Laws r. Kittitas County Code Park rules are posted at various conspicuous locations where they are applicable. Public use areas and restricted areas are posted and delineated. 2.6 Emergency Action Plan In the event that there is an imminent threat to human safety, Grant PUD or contract staff has the authority to close all or portions of the facility as appropriate. Contact should be made with supervisors, agency contacts and emergency services if needed. See table below. Contact List Agency Name Title Contact No Grant PUD Vanessa Seldal Site Maintenance 5091793-1557 Manager Cell 5091429-1604 vselda;0QQcpud.orc Grant PUD Ruben Puente Facilities Contact 5091754-0500 ex 2120 Cell 5091289-0247 Contracted Brady Phelps Grant PUD Security 5091754-0500 ex 2120 Security Cell 5091237-9025 Kittitas County Jim Vandeventer or Kittitas County Public 5091962-7524 Public Works Ryan Berge Works J;in.vandeventer co.kittitas.�rra.us R an.bar eQco.kittitas.w9.us Kittitas County Dispatch Non -emergency 5091962-7525 Sheriff 911 Kittitas Valley Fire Vantage — Dist. 4 Office 5091856-7140 & Rescue Dispatch — Dist, 2, Office 5091933-7231 Kittitas Valley Fire & 911 Rescue 3.0 Maintenance Grant PUD and Kittitas County will share maintenance responsibilities throughout the year. If a maintenance activity is not dearly defined in the following sections, coordination between Grant PUD and Kittitas County should occur. Grant PUD is ultimately responsible for ensuring that all internal protocol and external permits are in-place for maintenance activities at Vantage Boat Launch; therefore clear communication is vital to the future success of this property. Maintenance tasks and frequencies are designed to meet the Grant PUD goal that all recreation facilities and equipment will: Look good rt Be in good repair �!) Be appropriate a Function All sites will meet basic standards for health and cleanliness: Healthy environment for users and employees Minimal odor Minimal litter Maintenance extends the usability of all built elements in a recreation site. Maintenance of facilities is critical to a visitor's experience. The cleanliness of restroom facilities is the highest priority to most park visitors and sets a first impression of the entire park. It is important that the visual cleanliness of the restroom conveys to the visitors a facility that presents no health risks, no safety concerns, and a feeling of security and nothing that detracts from the site. Site cleanliness, including litter removal and grounds maintenance, frequently rank second in determining visitor satisfaction, based on user comments at public recreation sites. 3.1 Maintenance Categories Maintenance will be categorized in the following designations: routine, seasonal, scheduled/capital and unscheduled. Grant PUD will be the lead on maintenance but duties will be shared with Kittitas County. Maintenance will be shared as shown in the following tables: 3.2 Grant PUD Responsibilities Maintenance Task Grant PUD Responsibilities Developed recreation Maintain all FERC required recreation amenities, area maintenance Maintain grounds, park equipment and boat launch. Enforcement Maintain developed parking area and boulder barriers, cleanliness, Coordinate with Grant PUD parking stripes, and directional arrows. Maintain trees, ornamental plantings and mitigation plantings. agencies Manage noxious weeds and spray records. Maintain Grant PUD Signs. 3.3 Kittkas County Responsibilities Maintenance Task Kittitas County Responsibilities Maintenance Ali building maintenance and repairs Responsibilities Su I toilet paper for the restrooms Enforcement Snow removal on entrance road and within parking -lot 3.4 Shared Responsibilities Maintenance Task Grant PUD Kittitas County Responsibilities Responsibilities Enforcement Coordinate with Kittitas County Coordinate with Grant PUD coordination with outside agencies Site inspections Coordinate with Kittitas County Coordinate with Grant PUD Complete Grant PUD inspection form annually Restroom Report to Kittitas Coun Garbage Coordinate with Kittitas County Coordinate with Grant PUD Operations and maintenance schedules will be coordinated between Grant PUD and Kittitas County annually during the first quarter of each calendar year. 3.5 Routine Maintenance 3.5.1 Constructed Recreation Facilities At recreation sites in general, this is typically cleaning of built features such as restrooms, campsites, swim beaches, boat launches, and docks. While routine maintenance of facilities is accomplished by people with the least amount of technical staff training, it is the most critical to a visitor's experience. Routine facility maintenance can impact the usability of facilities; for example loose gravel and debris can hinder the ability of a boat launch, route of travel, or roadway to function as intended. If fasteners and railings are not routinely inspected and tightened or loose gravel is not removed from paved trail surfaces where wheeled activities such as in-line skating or roller skating takes place, this is a safety issue, 3.5.2 Grounds This ranges from litter removal, to turf mowing and routine maintenance of water systems. The cleanliness of grounds and the quality of turf care frequently rank #2 in determiners of visitor satisfaction based on user comments at public recreation sites. With Vantage Boat Launch meeting the Grant PUD classification criteria of an urban site, the user expectations are consistent with the higher level of development. Flush restrooms, paved parking, concrete sidewalks and multiple garbage cans, all give visitors the impression that this site is maintained frequently. Seasonal Facilities -- examples include; Snow removaliplowing of roadways Trail surface maintenance for compacted gravel trails Grounds Pruning Fertilizelseed Noxious Weeds/Pest Control 3.6 Non -Routine Maintenance of Constructed Recreation Facilities Facilities -- unscheduled but vital tasks include, but are not limited to; graffiti removal, utility distribution system repairs, pavement maintenance, etc. Grounds — can include replacement of vegetative plantings necessary to meet environmental permit requirements or operational objectives such as shade at universally accessible facilities. 4.0 Work Assignment Work Assignment Feed back/Monitoring Activities — will assist Grant PUD in preparing accurate staffing and budget plans. A Recreation Specialist will coordinate with Grant PUD Facilities Department and contract staff as needed to verify work durations for specific projects. This information will be reviewed on an annual basis to adjust estimated work durations for specific tasks. A combination of the Maximo system (Facilities Department work order system) and site maintenance spreadsheets will be utilized to schedule, track, and report work at Grant PUD recreation sites. As a goal, any variances in work durations will be coordinated to improve work planning efficiencies. 4.1 Standard Operating Procedures Vantage Boat Launch has no complex, interlinked multi -function systems that would warrant the development of Standard Operating Procedures (SOP). SOPs are developed for systems associated with the operation of complex, multiple interlinked functions that must all occur for an outcome that fulfills the expectation for that speck aspect of an operation, SOPS are also written instructions to achieve uniformity of the performance of functions associated with quality requirements of a system. 5.0 Maintenance Monitoring 5.1 Unplanned Maintenance All personnel involved in the operation or maintenance of Vantage Boat Launch will have a means to provide feedback to Grant PUD Recreation Specialists on observed or reported maintenance needs outside their direct responsibility. This will assure a means of timely awareness of maintenance needs and appropriate responses being directed at the issue, 5.2 Inspections In addition to reporting and tracking of Unplanned Maintenance, Recreation Specialists will conduct site inspections at Vantage Boat Launch twice a year to evaluate the success of current task schedule frequencies and to identify any non -routine maintenance that needs to be addressed. 5.3 Maintenance Tracking Activity tracking will assist Grant PUD in preparing accurate staffing and budget plans. A Recreation Specialist will coordinate with Grant PUD Facilities department and contract staff as needed to verify work durations for specific projects. This information will be reviewed on an annual basis to adjust estimated work durations for specific tasks. A combination of the Maximo system (maintenance management system) and site maintenance spreadsheets will be utilized to schedule, track, and report work at Grant PUD recreation sites. As a goal, any variances in work durations will be coordinated to improve work planning efficiencies. 6.0 Vegetation management 6.1 Trees An annual inspection of all trees by staff with training in tree disease and structural failure indicators, will occur in the fall. If indicators are found that warrant more than increased observation, a trained arborist should be called to determine if a corrective prescription is needed. Any corrective action can be implemented prior to the next use season. All staff performing routine maintenance at the site should be aware and observant of indicators of tree hazards. 6.2 Weed Control Noxious weeds will be managed for the site under the Districts Vegetation Management Program, consistent with the integrated pest management plan for Vantage Boat Launch. The Grant PUD Facilities staff or a contractor will control the weeds as needed, based upon site vegetation assessments. Weed Control Methods and Schedule Weeds will be controlled by herbicide spraying, hand -pulling, or by mechanical methods (weed -whacking or mowing). These methods and their frequency are described in the table below. Vegetation Management Method Timing and Location(s) Staff Required Herbicide Spraying Initial application of pre -emergent herbicide should Facilities staff must occur along the trail, trail shoulders, gravel walkways, apply herbicides picnic areas, etc, in late winter or early spring when that require temperatures are forecast to be consistently above application by a freezing and rain is likely within 24-48 hours after licensed herbicide application. applicator. Follow-up spot applications of herbicide should be applied to breakthrough weeds along the trail, trail LRC or Lands shoulders, gravel walkways, picnic areas, etc. in June Specialists can use through early September. Staff should use a dyed unregulated herbicide when spraying near public areas. herbicides (OTC Selective herbicides may be used in landscaped areas Round -up) (parking lot islands, bioswales, etc.) if necessary. Application should occur between May and September as needed. Hand Pulling Hand pulling is the preferred method for landscaped LRC, Contractor, areas, but if the weed population is large, selective Lands Specialist herbicides may be used, Hand pulling should occur as soon as weeds are spotted. Hand pulling can occur all year, but mostly during growing season (June through September). Mechanical Mechanical methods should be used where weed Facilities or populations cover a large area. Timing and frequency Contractor depends on the weed species. Figure 1 Site Map r f JIF I' ti r �r cent Bar - JV G �rge -,Y ant comfll!r .. 1 �'•. ' bJf Mattawa De ert Aire Project Boundary r Grant County PUBLIC U. TILrrY DISTRICT 8 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS -- BOARD OF COUNTY COMMISSIONERS STUDY SESSION! STAFF REPORT STUDY SESSION DATE : August 8, 2016 TOPIC Westside Road and Huntzinger Road HSIP Projects Update ACTION REQUESTED Direct Staff Prepare a Consultant Supplement for Sargent Engineers Supporting the Revised Project Prospectus LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff to prepare a supplement to Sargent Engineer's design task order supporting Westside Road re -design. BACKGROUND: Previously Public Works has advised the Board of County Commissioners on our desire re -scoping the federally funded safety projects: Westside Road and Huntzinger Road. The Board may recall that in early spring of this year management discovered that the design consultant had not been made aware of federal project funding despite working on a design re -aligning portions of Westside Road while providing minimal funding for Huntzinger Road. No National Environmental Policy Act (NEPA) review or permitting was done supporting the realignment design effort. The federal funds provide that no County funding match is required if the projects are obligated prior to the end of this federal fiscal year. Recognizing the errors, management immediately re -scoped the project with Sargent Engineers targeting design delivery the end of July 2016. We are currently finalizing the bid package. DISCUSSION: The design and cost estimate for Westside Road is approximately one half of the funding ($300,000 +1-). Knowing substantial funding remains for safety improvements to Huntzinger Road, staff immediately evaluated the feasibility of deploying guardrail improvements to Huntzinger Road. Numerous road segments meet guardrail deployment warrants. We are also aware the PUD No.2 is investing upwards of $30 million in the next several years to recreational improvements to Wanapum Reservoir. Investing in Huntzinger guardrail now seems responsible to Public Works management. Page 1 of 4 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT WSDOT Local Programs recently approved our request to re -task project funding. We are working now securing a Categorical Exemption for both projects. Once in hand, we can advertise Westside Road and avoid a twenty percent project match requirement. FISCAL IMPACTS: Sargent Engineers has exceeded the original authorized amount re -designing safety improvements to Westside Road. The amount of the requested supplement is: $28,483.00. Staff proposes designing guardrail improvements to Huntzinger Road in-house for 2017 construction. The required relocation of a fiber optic line by Fairpoint Communications will move the second half of the funding to 2017 — hence a match will likely be required. ATTACHMENTS: Exhibit 1: Resolution Supplementing Sargent Engineers Westside Road Task Order Exhibit 2: Supplement to Sargent Engineers Design Contract Page 2of4 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: Resolution Supplementing Sargent Engineer's Westside Road Task Order Page 3 of PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2016 - AUTHORIZE THE CHAIR'S SIGNATURE ON A TASK ORDER SUPPLEMENT FOR SARGENT ENGINEERS SUPPORTING THE REDESIGN OF THE WESTSIDE ROAD HIGHWAY SAFETY IMPROVEMENT PROJECT WHEREAS: Kittitas County Public Works entered into a Task Order assignment with Sargent Engineers for designing safety improvements to Westside Road under Resolution No. 2015-021; and WHEREAS: Public Works required a re -design supporting critical permitting timelines; and WHEREAS: The cost of re -designing safety improvements has exceeded authorized spending amounts by $28,483.00; and WHEREAS: Public Works desires obligating project funds by the end of the federal fiscal year and project completion is critical to meeting deliverable schedules; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Chair's signature on a Task Order Consultant Supplement Agreement increasing the cost of Westside Road Highway Safety Improvement design by $28,483.00. DATED this 8th day of August, 2016, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Obie O'Brien, Chairman Paul Jewell, Vice -Chairman Laura Osiadacz, Commissioner EXHIBIT 2: Supplement to Sargent Engineers Design Contract Page 4 of 4 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT Formal Task flssignmeni Document Task Number: 2 - Amendment 1 The general provisions and clauses of Agreement BOCC Res. No. 2015-021 shall be in fall force and effect for this Task Assignment. Location of Project: Huntzin er Road and West Side Road Project Title: Huntzin er Road and West Side Road Improvements Maximum Amount Payable Per Task Assignment: $73,671.00 + $28,483 (Amendment I) $102,154 Completion Date: December 31, 2016 Description of Work: (Note attachments and give brief description) This amendment provides for changing the design to include all of Westside Road between Tree Haven Road to Golf Course Road. The design includes safety improvements (guardrail, signing, and striping). It does not include road widening or realignment. It also provides for obtaining the permits for this scope of work. Agency Project Manager Signature Oral Authorization Date: Date: See Letter Dated. Consultant Signature: Date: .Agency Approving Authority: Consultant: Sargent Engineers, Inc. 320 Ronlee Lane NW Olympia, WA 98502 (360) 867-9284 Date: KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUWTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION! DATE August S, 2016 TOPIC DNR iftnument MOU with WSACE ACTION REQUESTED Informational LEAD STAFF: Mark R. Cook RECOMMENDATION: Recover 2017 chip seal road monuments ahead of 2017 chip seal construction. BACKGROUND: Earlier this year, Kittitas County established the Office of County Surveyor. Public Works (PW) discussed the need for roadway monument re-establishment as a key work program element for the County Surveyor. PW business practice for multiple years prior to 2016 was to chip seal roadways without regard of underlying roadway monuments. Washington Department of Natural Resources has recently negotiated a memorandum of understanding (MOU) between the Washington State Association of County Engineers allowing for a process supporting monument preservation following chip seal operations. County Engineer Huck recently attempted to attach the County to the MOU and was informed that the process would have to include 2016 chip seal roads. We recently completed our 2016 chip seal program and will not meet MOU conditions. DISCUSSION: The work program implications are not insignificant. We will now have to recover and raise all road monuments ahead of the 2017 chip seal program. It is possible that DNR might attempt to regulate the County for failure to file notices of monument destruction — as we did not attach to the 2016 MOU_ Our voluntary efforts creating the Office of County Surveyor and our efforts establishing a monument preservation program - in the absence of regulatory enforcement — should buy us some consideration in 2016. We do not anticipate any consideration in 2017. FISCAL IMPACTS: Compliance is estimated at being approximately $50,000 per year for the next ten years. ATTACHMENTS: EXHIBIT I. 2016 WSACE MOU Page 1 of 'I PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT MEMORANDUM OF UNDERSTANDING BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF'tiATURAL RESOURCES PUBLIC LAND SURVEY OFFICE. AND KITTITAS COUNTY GENERAL. INFORMATION: This Memorandum of Understanding (MOU) is between the State of Washington, department of Natural Resources, Public land Survey Office. hereinafter referred to as the PLSO. and INSERT COUNTY, whose address is INSERT ADDRESS, hereinafter referred to as the County. PURPOSE: The purpose of this MOU is to cooperatively promote a reasonable method of survey monument preservation throughout the Bituminous Surface Treatment process, hereinafter referred to as chip seal, without having to submit an Application for Permit to Remove or Destroy a Surrey Monument, per 332- 124-030 WAC. Ill. RESPONSIBILITIES OF PARTIES - It shall be the responsibility of the County to provide notificatinn to the ALSO, of the proposed annual chip seal projects within the County and to ensure that all land boundary survey monuments within the project area are located and protected. All land boundary survey monuments shall be uncovered and made useable as soon as possible upon completion ofchip seal activities or within 14 days. The County shall notify PLSO, in an annual report, when the affected monuments are uncovered and usable. April 1 shall be the reporting of uncovered monuments for the previous year, December 31 shall be reporting of proposed annual chip seal projects for the upcoming year. Reporting shall be a map showing locations, or a spread sheet listing by mile post the project limits, or a cover letter on letterhead including chip seal reporting to the County Road Administration Board. Enacting and complying with the requirements of this MOU will eliminate the County's responsibility to file a Permit to Remove or Destroy a Survey Monument. in regards to chip seal projects only. PLSO will keep a copy of the County's proposed chip seal projects and completion notification on file. This file will be made available upon request to verify that the County has fulfilled the requirements of the MOU. IV. SUBSIDIARY AGREEMENTS: Additional %orking agreenwrits, regarding specific cooperative of%rts, if needed. shall be effected in writing by both parties as the need arises. AMENDMENTS AND REVIEW: This MOU may be amended at any time by the mutual written consent of the parties concerned or terminated with thirty (34) days written notice by either party. It may be subject to reconsideration at such other times as may be required and as agreed to by the parties entering into the MOU. Vt. NATURE OF AGREEMENT This MOU is intended to facilitate the statutory obligations imposed upon the various counties and the State of Washington with respect to the preservation of survey monuments. This MOU is intended only as a cooperative mechanism. It is not intended to be a binding contract which is subject to enforcement in a court of law. There would be no remcdv for breach of this MOU. It is understood that professionally licensed engineers and land surveyors hold themselves to the professional standards of conduct as outlined in Chapter 196-27A WAC "Rules of Professional Conduct and Practice". This X100 must be ,signed by all partners. Mgttalories rntra9 be ofTciallu authorized to sign an behajf o f' lire agency, include title and agency name. APPROVED: KITTITAS COUNTY 9. ].utas Huck P.E. Siggature _ Date 4! 1 N. Ruby St STE I. Ellensburg WA Address 509-962-7523 Phone DEPARTMENT OF NATURAL RESOURCES Kristina I Iorton. PLS, Manager of the PL50 Signature Date Address Phone KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSIO N! DATE: August 8, 2016 TOPIC: 3iitmore road Improvement District ACTION REQUESTED: Authorize Stag Prepare the Resolution of intent to Formulate LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff to prepare the resolution of intent to formulate the Biltmore road improvement district. BACKGROUND: 33-88.3 04 F ormatior. of disrrim--By pelition—P ocedure. In case any such road improvement shall be initiated by petition, such petition shall set forth the nature and territorial extent of such proposed improvement, and the fact that the signers thereof are the owners, according to the records of the county auditor of property to an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created therefor. Upon the filing of such petition the board shall determine whether the same shall be sufficient and whether the property within the proposed district shall be sufficiently developed and if the board shall find the district to be sufficiently developed and the petition to be sufficient, it shall proceed to adopt a resolution setting forth the nature and territorial extent of the improvement petitioned for, designating the number of the proposed improvement district and describing the boundaries thereof, stating the estimated cost and expense of the improvement and the proportionate amount thereof which will be borne by the property within the proposed district, notifying the owners of property therein to appear at a meeting of the board at the time specified in such resolution, and directing the county road engineer to submit to the board at or prior to the date fixed for such hearing a diagram or print showing thereon the lots, tracts and parcels of land and other property which will be specially benefited thereby and the estimated amount of the cost and expense of such improvement to be borne by each lot, Rage 1 of 8 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT tract or parcel of land or other property, and also designating thereon all property which is being purchased under contract from the county. The resolution of intention shall be published in at least two consecutive issues of a newspaper of general circulation in such county, the date of the first publication to be at least fifteen days prior to the date fixed by such resolution for hearing before the board of county commissioners. Notice of the adoption of the resolution of intention shall be given each owner or reputed owner of any lot, tract or parcel of land or other property within the proposed improvement district by mailing said notice to the owner or reputed owner of the property as shown on the tax rolls of the county treasurer at the address shown thereon at least fifteen days before the date fixed for the public hearing. The notice shall refer to the resolution of intention and designate the proposed improvement district by number. Said notice shall also set forth the nature of the proposed improvement, the total estimated cost, the proportion of total cost to be borne by assessments, the estimated amount of the cost and expense of such improvement to be borne by the particular lot, tract or parcel, the date and place of the hearing before the board of county commissioners, and the fact that property owners may withdraw their names from the petition or add their names thereto at any time prior to five o'clock p.m_ of the day before the hearing. [ 1963 c 4 § 33.88.460. Prior. 1551 c 1S2 § 6.1 DISCUSSION: The process described above allows construction of requested improvements in late September 2016. Anticipating late construction, maintenance utilized "high float" oil during the gravel road upgrade this year to Schnebly Road. This construction verifies our ability delivering the project in late September 2016. RID participates have previously been presented preliminary costs associated with the improvement and all have indicated acceptance. One property owner, the original land owner and subsequent developer of the community, has not attached to the petition but has verbally committed to participating and owns several lots within the proposed RID boundary. FISCAL IMPACTS: Public Works is estimating the total cost of RID improvements at $130,000 (15 years). Preliminary costs have been reviewed and given initial approval by all petitioners. The initial cost of the RID is proposed to come from Public Works cash reserves (this negates the need for a bond sale and associated costs). Annual payments from petitioners will retire the debt in 15 years. Public Works is funding the project at a three percent interest rate. The selected process minimizes costs to other County elected offices (auditor and treasurer). Final costs are currently being developed and will be presented during the notice of intent to formulate study session with the Board of County Commissioners. Page 2 of 8 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT ATTACHMENTS: Exhibit 1: Petition to formulate the Biltmore RID Exhibit 2: RID boundary map Exhibit 3: Proposed tum -around improvements Exhibit 4: Preliminary cost estimates Page 3 of 8 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: PETITION TO FORMULATE THE BILTMORE RID Page 4 of PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT � •®}� ��` � �� �� ' .' �f RTS � � � - � �� .. � � ��� :. w�/� /� :• /s� �.� z�l� � � y K � /(�E 2'§ �01 !� � 6 41 '\00, � . � _ _ �/;� a•. //��7 T ; z PETITION TO CREATE A KITTITAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANTTO THE PROCEEDURES OF RCW 35.88.050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.$$.050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment. The proposed road district is located in Township 16 North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composed of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seal pave approximately one mile of gravel private road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around. in return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement. A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is $100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created. It is understood that property owners may add or withdraw their names from the petition at any time prior to five o'clock p.m. of the day before the official County Commission hearing and that any effected property owner will receive a written notice of the hearing from the County at least 15 days before the hearing. Print Name Print Name — Print Name F/A91100-1 , I �Plfflotl, I ,o Signature Signature Signature a t A Sig ure SiAoTe C3pn2ijprp Signature Signature Signature as reg Print Name OAV-.Oj- y, v 'L, P*,� Print Name L(t / s Print Name INA Print Name 0, Print Name Print Name Print Name Print Name Print Name Print Name Print Name Print Name Print Name Print Name PETITION TO CREATE A KITNTAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANT TO THE PROCEEDURES OF RCW 36.88.050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.88.050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment, The proposed road district is located in Township 16 North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composed of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seat pave approximately one mile of gravel private road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around. in return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is 5100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created. It is understood that property owners may add or withdraw their names from the petition at anytime prior to five o'clock p.m. of the day before the official County Commission hearing and that any effected property owner will recW asw itten notice of the hearing from the County at least 15 days before the hearing. /,//���� A tAIi.�u- goature Print Name Signature Print Name Signature Print Name PETITION TO CREATE A KiTTITAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANTTO THE PROCEEDU RES OF RCW 36.88.050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.88.050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment. The proposed road district is located in Township 16 North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composed of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seal pave approximately one mile of gravel private road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around. In return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement. A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is $100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created. it is understood that property owners may add or withdraw their names from the petition at any time prior to five o'clock p.m. of the day before the official County Commission hearing and that any effected property owner will receive a: ritten notice of the hearing from the County at least 15 days before the hearing. L 1,e,-jrm_n I/ , . YA 16 S' cur Print Name Signature Print Name 1 [[[ Signature Print Name PETITION TO CREATE A KITfITAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANT TO THE PROCEEDURES OF RCW 36.88.050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.88,050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment. The proposed road district is located in Township 16 North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composer! of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seal pave approximately one mile of gravel primate road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around_ in return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement. A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is $100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created. It is understood that property owners may add or withdraw their names from the petition at any time prior to five o'clock p.m. of the day before the official County Commission hearing and that any effected property owner will receive+ritteryliotice of the hearing from the County at least 15 days before the hearing. Signature Print Name n_ ; si nature Print Name Signature Print Name PETITION TO CREATE A KITTITAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANT TO THE PROCEEDURES OF RCW 36.88.050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.88.050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment. The proposed road district is located in Township 16 !North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composed of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seal pave approximately one mile of gravel private road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around. In return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement. A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is $100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created, It is understood that property owners may add or withdraw their names from the petition at any time prior to five o'clock p -m. of the day before the official County Commission hearing and that any effected property owner will receive ritterr. otice of the hearing from the County at least 15 days before the hearing. Signattt Print Na Sl4 4" nz IES E f % Print !Name Sienature signature Print Name PETITION TO CREATE A KITTITAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANT TO THE PROCEEDU RES OF RCW 35,88.050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.88.050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment. The proposed road district is located in Township 16 North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composed of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seal pave approximately one mile of gravel private road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around. in return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement. A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is $100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created. It is understood that property owners may add or withdraw their names from the petition at any time prior to five o'clock p.m. of the day before the official County Commission hearing and that any effected property owner will receive a written notice of the hearing from the County at least 15 days before the hearing. ry�t --tom. k�l zi/� . LL1a::1 i4a&-: I !tel c4 Signature Print Mame Signature Print name Signature Print name PfTMON TO CREATE A KIFTITA3 COUNTY ROAD IMPROVLMENT DISI Ricr PURSUEANT'Fo THE PROCEEDURES OF RCW 36.88.050 Te.uariveN, Desigrtaftd a:, Thi VANDFRBIET COUNTRY (STATES ROAD DISTPICT P;x5i1att,to%ht: 46_99ASOki.WitvJ0l:'p,x:rl9§iFnat"xir$ r.mgrrw it ai the K•rtirast nuntyCon+m:ssirre a iabiish a County krad IhipttlVe nem Witrlct knnw.t lontatively knnwrt ,it-hc Van:fwrhlt Fr:tiP.s Pa -4d Cistric,_, rn.id distric- numb( -r ro hr± as--q-,ed upon finrdl esiablishinent: rht: 9;rllp0s0 ru3c1d6tfk1 I-�;u;aiid in Totvnu 4p ib Vorth, Pangs _9 East al ki;ttivaCounty specifically for improvements assoesi;ed wilt, sillmure 0rty: jvtow-d In n• adjacent to the der uidt_i plat cif Vanetrbilt Ceturf* F -'Aa , off of public roao Keymer_ The road diaries bou�-darts would be composed Df 30 inchndual ;cturdcd rut%, vr panel! :r. Stiuvrr+ un tlic a,tdelmJ district bpundaries map. i=.r intant of the l3islAtt t§ to prepare'rra1d. chip I.L'd, Qdve dliprlrrGrrldleiy mart Mile of e1jviq prr ate road with the application of three Chip teal lifts, and to provide ix an irnprowd paved tum-dlUUnd lir Kdyrlor ft.Cud. d Comity pub!][ rnao c',ri'rrRlly latkaslr in i%ppropriazca rum- wound- Ir N turn far the commurritypro'J.'s1u:9 ui a turri•.l+ouial fair Kdyn;rr R(idd, the [$lint{+ vK .rid Or nvide twrwp)awihp ro rhe Paid ce paeerw nt, A prelimir arF teat e.Wmate prvrKezf by thrl:ilbLa%rDUntyPubicIA'urk. thimslrnty'dfor il-cprr-pdrawnand imtratrtow7it5 $;0;1,(x]0.45 propu.4ed the cost mould be proportioned on an l-Qtial yf rrr bags he-twecn eacrl of the 30 parcels with a d•strict payback period of 34 years. (;tin --rev annual pr-Dperty tax re tessment including lrtcre%T for the mr)year prnml wr.iftd by $371 prr lot. Petition signator-; rmprx-sent r ccc T -lint. to the rprords of the ceuntV a.iditor girl aggre-gate ;rr+:cunt of a majoriri at the lineal frontage :ipcn thr irnproverahr+r .0 by Pia &. and of thr mfg, wits in the Wits of ;h t mS0TSNPnt CHArTiCt to be created_ It is unit-Mluod thdl PtaPcrsy ow11txs mmly add or withdraw their naru:s f:hrrt the prMir..-n at any tame p+ior to fire o'clock parm of the eoy befirlrr the official Cam nryCorr•mission hearing ,ind th;:t in•VLf'C'ltCd pmpc"Vow'iw will rete ive a widen noble of the hearing trom the County at Ices: 15 d,;Vs before- the h(wing. Skri,rcuit Print 'Jam, Signat,re F!hi Nanw PETITION TO CREATE A KITTITAS COUNTY ROAD IMPROVEMENT DISTRICT PURSUEANT TO THE PROCEEDURES OF RCW 36.88,050 Tentatively Designated as the VANDERBILT COUNTRY ESTATES ROAD DISTRICT Pursuant to the procedures as spelled out in Chapter 36.88.050 RCW the following signatories request that the Kittitas County Commission establish a County Road Improvement District known tentatively known as the Vanderbilt Estates Road District, road district number to be assigned upon final establishment. The proposed road district is located in Township 16 North, Range 19 East of Kittitas County specifically for improvements associated with Biltmore Drive located in or adjacent to the recorded plat of Vanderbilt Country Estates off of public road Kaynor. The road district boundaries would be composed of 30 individual recorded lots or parcels as shown on the attached district boundaries map. The intent of the District is to prepare and chip seal pave approximately one mile of gravel private road with the application of three chip seal lifts, and to provide for an improved paved turn -around for Kaynor Road, a County public road currently lacking an appropriate turn- around. In return for the community provision of a turn -around for Kaynor Road, the County would provide snowplowing to the end of pavement. A preliminary cost estimate provided by the Kittitas County Public Works Department for the preparation and improvements is $100,000. As proposed the cost would be proportioned on an equal share basis between each of the 30 parcels with a district payback period of 10 years. Estimated annual property tax assessment including interest for the ten year period would be $371 per lot. Petition signatures represent according to the records of the county auditor an aggregate amount of a majority of the lineal frontage upon the improvement to be made and of the area within the limits of the assessment district to be created. It is understood that property owners may add or withdraw their names from the petition at anytime prior to Ove o'clock p -m. of the day before the official County Commission hearing and that any effected property owner will receive a written notice of the hearing from the County at least 15 days before the hearing. Signature Print Name Signature Signature Print Name Print Name EXHIBIT 2: RID BOUNDARY MAP Page 5 of PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 3: PROPOSED TURN -AROUND IMPROVEMENTS Page 6 of PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT -I .L (A ! l C ➢ C7 a] M0Ln D �m�p o� m of m10 00 o- — Q EXHIBIT 4: PRELIMINARY COST ESTIMATES Page 7 of PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY PUBLIC WORKS DEPARTMENT 3/23/2016 Road Improvement District Proposal Biltmore Drive - Kaynor Road Project Assumptions 30 lots Equal benefit by lot 50 foot turnaround is available at the end of the improvement length Improvement length is one mile (5,280 feet) Improvements include: crushed surfacing (2 inches compacted depth) Three - applications of BST Financial Scenarios Evaluated Period (yrs) Interest rate Present Value PMT/lot/yr JEquivaient n i PV Beginning End PMT/lot I PMT/Lot/Month 0 0 7 3 10 3 15 3 $100,000.00 $100,000.00 x x $100,000.00 x x $130,000.00 x $3,333.33 $ $ 519.44 $ $ 535.02 $ $ 379.39 $ $ 390.77 $ $ 352.42 $ $ 362.99 $ NOTE: Beginning is payment at the start of the first year, End is payment at the end of the first year. The additional $30K at 15 years recognizes a reapplication of chip seal at the end of the RID period. DISCLAIMER: the financial estimates above are preliminary in nature subject to verification from the Kittitas County Treasurers Office. 277.78 43.29 44.59 31.62 32.56 29.37 30.25