HomeMy WebLinkAbout2016-09-26-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS
Public Works Study Session
REGULAR MEETING
Monday, September 26, 2016 - 1:30 PM
Commissioners' Auditorium
205 West 5th Room 109 - Ellensburg
1. Call to Order
2. Teanaway RCO
3. Teanaway Phase II Award
4. Request to Approve a Resolution to Ratify the Chair's Signature on FEMA Award
Documents for Whiskey Creek CTP Grant Acceptance.
5. Project Updates -
Lodge Creek
Fees and Charges
6. Other business
7. Adjourn
Created on 9/23/2016 9:02:31 AM
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DEPARTMENT OF PUBLIC WORKS
K1TT1TASCOONTY Mark Cook, Director
STUDY SESSION MINUTES
September 26, 2016
THOSE PRESENT: Paul Jewell, Laura Osiadacz (BOCC), Luke Huck, Candie
Leader (DPW), Steph Mifflin, Dan Carlson (CDS), Dr. Mark
Larson, Holly Meyers, Holly Duncan, Erin Moore, Kimberly
Sarver (EH)
GUESTS PRESENT:
Mark Nelson
TEANAWAY RCO: Luke reported that staff is asking for direction from the
Board to re -task RCO grant funds. Commissioner Jewell
gave background on the re -tasking stating that there is
$988,000.00 awarded for the Lower Reach of the Yakima
River — Ringer Loop for property acquisitions.
Commissioner Jewell added that it would be worth looking
in to re -tasking funds to the Teanaway area for property
that would include senior water rights, possibly create a
new public access and has the potential to be a great
Flood Control Zone District project.
Board Direction: Research the re -tasking of funding for the Teanaway
property acquisition.
TEANAWAY PHASE
11 AWARD: Luke stated that Mark received an email notifying the
department that the Teanaway Phase I I project has been
awarded a 2016 Paving Award. The banquet will be held
November 18, 2016 and Mark will be attending.
Board Direction: No Direction.
REQUEST TO APPROVE
A RESOLUTION TO RATIFY
THE CHAIR'S SIGNATURE
ON FEMA AWARD DOCUMENTS
FOR WHISKEY CREEK CTP
GRANT ACCEPTANCE: Luke presented a Resolution to Ratify the Chair's
Signature on FEMA Award Documents for Whiskey Creek
CTP. On Friday, September 23rd, staff received notice of
the award and the grant acceptance form was due by 5pm
that day. Commissioner O'Brien signed the document and
411 N. Ruby, Suite #1 TEL (509) 962-7523
Ellensburg, WA 98926 FAX (509) 962-7663
Dept. of Public Works
Page 2
now staff is requesting to ratify Commissioner O'Brien's
signature.
Board Direction: Commissioner Osiadacz made a motion to approve
Resolution No. 2016-119 to ratify the Chair's Signature
on FEMA Award Documents for Whiskey Creek CTP
Grant Acceptance. Commissioner Jewell seconded the
motion with no discussion held.
PROJECT UPDATES: Luke gave a project update on Lodge Cree"a Kachess
Culvert Replacement Project. The project is complete.
There is final paperwork to finish up. He reported that he
and staff met with the Forest Service to discuss the
condition of the road that was used for a detour route.
They would like the crew to go back and cut in some water
bars and drainage ditches.
Staff is continuing to work on updating the fee schedule for
the department. Staff has a meeting tomorrow to discuss
the next steps and roadblocks that are being presented.
Staff has received a request from homeowners on the east
end of Kittitas Highway to lengthen the transition zone from
35mph to 50mph and they may petition to have the 50mph
zone reduced to 35mph. Compression brake signs have
also been requested. Luke stated he will lengthen the
transition zone and follow up with future requests as
presented.
Luke Huck
County Engineer
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-i4--t-
FEMA WHISKEY CREEK COOPERATIVE TECHNICAL PARTNERS FUNDING AWARD
SIGNATURE RATFICIATION
WHEREAS: Kittitas County Public Works was recently awarded Federal Emergency
Management Agency (FEMA) Cooperative Technical Partners (CTP) Program
funding supporting re -mapping of a portion of Whiskey Creek 100 year floodplain;
and
WHEREAS: FEMA required immediate acceptance from Public Works of CTP funds; and
WHEREAS: Kittitas County Commission Chair Obie O'Brien consented to sign CTP funding
documents on short notice;
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best
interest of the public, does hereby ratify the Chair's signature on FEMA CTP funding award
documents supporting remapping a portion of the Whiskey Creek 100 year floodplain.
DATED this 26th day of September, 2016, at Ellensburg, Washington
Attest:
,E1 Clerk of the Board- Julie Kjorsvik
❑ Deputy Clerk of the Board- Mandy Buchholz
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
WORK SESSION STAFF REPORT
WORK SESSION DATE: September 26, 2016
TOPIC: RCO Ringer Loop Grant
ACTION REQUESTED: Direct Staff Investigate Re -tasking Grant Funds
LEAD STAFF: Mark R. Cook
RECOMMENDATION:
Direct staff to investigate re -tasking Washington State Recreation Conservation
Office (RCO) grants funds (Ringer Loop) supporting acquisition of preferred
property and associated senior water rights located in the Teanaway.
BACKGROUND:
Earlier this year, Public Works received $988,452.00 RCO grant supporting
implementation actions contained in the Lower Yakima River Reach Study.
Acquisition of the Papineau property (Ringer Loop) and others in the vicinity are
suggested actions for expensing grant funds. Acquisition of conservation
easements of high priority properties identified in the plan are also funded in the
grant.
For several years, the County and others have been working to secure a high
priority (Integrated Plan Habitat Subcommittee) Teanaway property and
associated senior water rights. The purchase option on the property is
anticipated to extinguish in the absence of action on the part of the County.
DISCUSSION:
Public Works is in process finalizing acquisition of the Papineau property and is
midway towards acquisition of the Sparks property. The value of the two
acquisitions is anticipated to be in the $500,000 range. Providing expectations
on value are confirmed, approximately $450,000 could be available supporting
acquisition of the desired Teanaway property.
Preliminary discussions with Integrated Plan Habitat Subcommittee members
suggests that support exists re -tasking remaining portions of the RCO grant
(after Papineau and Sparks) is supported. The process of re -tasking RCO
remaining funds ($450,000 after payment of outstanding invoices to Rowland and
Associates) is unknown to staff at this time. Staff proposes contacting our grant
officer discussing the action and defining the process.
Page 1 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
Providing staff is successful re -tasking remaining grant funds, a balance of
approximately $300,000 is required by the County to complete the acquisition of
the preferred Teanaway property and associated senior water rights. The Flood
Control Zone District Fund has sufficient cash reserves that could be used in
providing the additional funding of $300,000. Acquisition of the preferred
Teanaway property provides numerous flood control benefits that have
previously been acknowledged by Integrated Plan members.
FISCAL IMPACTS:
Expensing $300,000 acquiring the preferred Teanaway property using Flood
Control Zone District funds is fully supported by current fund reserves.
ATTACHMENTS:
EXHIBIT 1: October 2015 Fund Forecast
Page 2 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: September 26, 2016
TOPIC: Washington Asphalt Pavement Association Award — Teanaway
Phase II
ACTION REQUESTED: Acknowledge the Award
LEAD STAFF: Mark R. Cook
RECOMMENDATION:
Acknowledge receipt of the award.
BACKGROUND:
During summer 2015, Public Works worked with Columbia Asphalt paving
portions of Teanaway Road mainline and West Teanaway Road. The completed
project results in a smooth running road constructed without any deduction in
payment for asphalt binder content or compaction.
DISCUSSION:
Public Works is pleased with the quality of product produced by Columbia
Asphalt on Teanaway Phase II. Recently, we were notified by Washington
Asphalt Pavement Association that Teanaway Road Phase II has been awarded
a 2016 Paving Award. I propose accepting the award for the County during the
award banquet in Bellevue, WA on November 18, 2016.
FISCAL IMPACTS:
Travel costs associated with an overnight stay in Bellevue, WA.
ATTACHMENTS:
EXHIBT 1: Electronic mail dated 09-22-2016
Page 1 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
EXHIBIT 1: ELECTRONIC MAIL DATED 09-22-2016
Page 2 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
Mark Cook
From: Dave Gent - WAPA <dave.gent@asphaltwacom>
Sent: Thursday, September 22, 2016 8:37 AM
To: Mark Cook
Cc: Candie M. Leader; Julie Kjorsvik
Subject: RE: WAPA Paving Award Winner - Congratulations!
Attachments: Mark Your Calendars - 2016 Award Winners.pdf
Mr. Cook,
It's great news that you are supportive of this award, which aims to recognize both the County and the Contractor as the
team that constructed this award winning pavement.
At this time, you just need to have the County's designated representative set aside the date and plan on attending the
banquet to receive the award. If the County Rep. would like to attend the WAPA General Meeting during the daytime,
which has presentations of interest on asphalt paving/ funding etc., you are welcome to attend that meeting
too. Otherwise, the Contractor will add the County representative(s) to its registration form as a guest(s). Please let
Columbia or WAPA know who the County will be sending to receive the award and we'll get the person(s)/spouse(s)
registered for the dinner.
As an aside, I reviewed the information on your website about the Teanaway Road and its long history. It would be
interesting to explore whether it might be categorized as a "perpetual pavement" if it has been continually in use since
the late 1800s. Is there a record of when it was first paved?
Thanks for your support and enthusiasm!
David Gent, P.E.
Executive Director/ Technical Director
Washington Asphalt Pavement Assoc. (WAPA)
451 SW 10'h Street Suite 110A Renton WA 98057
(253)261-4486 " Fax(206)428-7199
6ave.GentCw� o?altth'A.com
From: Mark Cook[mailto:mark.cook@co.kittitas.wa.us]
Sent: Thursday, September 22, 2016 8:14 AM
To: 'Dave Gent - WAPA' <dave.gent@asphaltwa.com>
Cc: Candie M. Leader <candie. leader@ co. kittitas.wa.us>; Julie Kjorsvik<julie. kjorsvik@co.kittitas.wa.us>
Subject: RE: WAPA Paving Award Winner - Congratulations!
We are excited about the award. We will be present supporting our contractor. Please let us know what is
expected of us supporting the event. Regards, Cook.
From: Dave Gent - WAPA
Sent: Wednesday, September 21, 2016 3:01 PM
To: Mark Cook
Subject: WAPA Paving Award Winner - Congratulations!
Mr. Cook,
Just following up to make sure you received this announcement. The participation of your project team folks and a
representative at the Awards Banquet are critical for proper recognition of this good work.
Please acknowledge that the message was received.
Congratulations once again!
Dave Gent
QAWAPA
Congratulations to Kittitas County and Columbia Asphalt & Gravel, Inc.!
This e-mail is your official notice that the following project has won a 2016 WAPA Paving Award!
Project Category: Best County Paving Award — Eastern Washington
Project Title: West Teanaway Road & North Teanaway Road — Roadway Improvements and Paving
Project Owner: Kittitas County
This award will be presented to representatives from the winning WAPA member company and the Owner of the
project. If at all possible, we'd like to have the County s lead representative and/or their designee from the project team
at the Awards Banquet to accept the award and to receive recognition for this fine asphalt paved project.
If the County officials) can attend the banquet, they are also welcome to join us for the General Meeting during the day
on Friday November 18`n. The General Meeting will have several items of interest with some national and state experts
presenting on several asphalt paving topics. Larry, you would simply need to register them as guests when you register
your team for the meeting/ banquet — Registration forms will follow.
It is CRITICAL that we get pictures of the award winning team members to make the presentation meaningful and
reflective of this high honor. Please collect and send the following pictures to me directly by October 15'h:
• WAPA Member's Project Management team
• WAPA Member's paving crew
• Owner's Project Management team
• Owner's Inspection crew
• Any good pictures taken during paving or any good pictures you might have of the finished project. We have
several pictures of the finished paving, but if you have some additional ones available, especially during paving,
please send them along too.
Please make sure you identify the people and their roles when you send in the team/ crew pictures. The names will be
shown with the pictures during the presentation so it's important to get the names properly linked to the pictures
submitted.
Registration information for the 2016 Annual Meeting is attached. Please plan to join us for the General Membership
Meeting and the Awards Banquet on November 18`n
Thank you for your nomination of this award winning job and congratulations on receiving a 2016 WAPA Paving Award!
Get those pictures in! We need to highlight your award winning job!
i /Il.'C�
David Gent, P.E.
Executive Director/ Technical Director
Washington Asphalt Pavement Assoc. (WAPA)
(253)261-4486 * Fax(206)428-7199
Notice. All email sent to this address will be received by the Klltras Courily
email system and may be subject to public disclosure under Chapter 42.56
RCW and to archiving and review.
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: September 26, 2016
TOPIC: FEMA Whiskey Creek CTP Grant Acceptance
ACTION REQUESTED: Ratify the Chair's Signature on FEMA Award
Documents
LEAD STAFF: Mark R. Cook
RECOMMENDATION:
Ratify the Chair's signature on FEMA CTP funding award documents.
BACKGROUND:
Recently, Public Works completed the application process with FEMA supporting
a Cooperative Technical Partners Program grant mapping 100 year floodplain
along Whiskey Creek. We have received notice of award and FEMA is
requesting execution of award documents.
DISCUSSION:
FEMA is providing $60,000 towards remapping approximately nine miles of
Whiskey Creek 100 year floodplain using emerging technologies. Working with
the County's contract hydraulics and hydrology consultant (Watershed Science
and Engineering), we propose using two-dimensional HEC RAS modeling re-
defining portions of Whiskey Creek 100 year floodplain. Public Works is
providing $50,000 in project matching funds.
Public Works received notice of award on Tuesday, September 20, 2016. On
September 22, 2016, we received notice that signature on award documents is
required by the close of business 09-23-2016.
FISCAL IMPACTS:
$50,000 will be paid by the Flood Control Zone District Fund matching $60,000
paid by FEMA.
ATTACHMENTS:
EXHIBIT 1: Electronic Message from FEMA (09-22-2016)
EXHIBIT 2: FEMA Award Documents
Page 1 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
EXHIBIT 1: ELECTRONIC MESSAGE FROM FEMA (09-22-2016)
Page 2 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
Mark Cook
From: Stone, Kelly <Kelly.Stone@fema.dhs.gov>
Sent: Thursday, September 22, 2016 9:15 AM
To: Mark Cook
Cc: Karen Hodges, Kathy lurgens; Biasco, Tamra; lonientz-Trisler, Chris; Little, Robert
Subject: RE: EMS2016RX0005: AWARD
Hello Mark,
We need these documents signed this week in order to award your grant. Please sign the form and send back to us.
Thank you.
Kelly S. Stone, GISP
Risk Analyst
FEMA Region X
425-487-4636
Kellv.stone(cafema.dhs,gov
From: Little, Robert
Sent: Tuesday, September 20, 2016 11:38 AM
To: mark.cook(Tco.kittitas.wa us
Cc: Karen Hodges <karen.hodees co.kittitas.wa.us>; kathy.iurRens�co.kittitas.wa.us; Stone, Kelly
<Kejly.StonePfema.dhs.aov>; Biasco, Tamra <Tamra.Biasco @fema.dhs.gov>; Jonientz-Trisler, Chris <Chris.Jonientr
Trisler(<ilfema.dhs.eov>
Subject: EMS2016RX0005: AWARD
Importance: High
Dear Mr. Cook:
Attached please find the documents awarding the above referenced cooperative agreement for the FY 16 Cooperating
Technical Partners Program.
If you agree to the terms and conditions of this award, please sign and email to me the attached FEMA Form 112-0-
7. No original, hard copy documents will follow this email.
Thank you,
Rob Little
Grants Management Specialist
FEMA, Region X
130 228`h Street SW
Bothell, WA 98021
Tel: (425) 487-4583
EXHIBIT 2 FEMA AWARD DOCUMENTS
Page 3 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
September 20, 2016
Mark Cook, Director
Kinitas County Public Works
411 North Ruby Street, Suite l
Ellensburg, Washington 98926-6300
ILS. Department of Homeland Semi,
Region X
130 228m Street. SW
Bothell, WA 98 02 1-9 79 6
FEMA
AWARD OF THE 2016 COOPERATING TECHNICAL PARTNERS COOPERATIVE AGREEMENT,
EMS2016RX0005
Dear Mr. Cook:
Under the Flood Disaster Protection Act of 1973; the Housing and Urban Development Act of 1968, also
known as the National Flood Insurance Act of 1968, as amended, 42 USC 4101; the Housing and Urban
Development Act of 1969; and the National Flood Insurance Reform Act of 1994, the Department of
Homeland Security, Federal Emergency Management Agency is authorized to provide funding to support
program management, technical mapping, and program support activities. This letter confirms federal
funding in the amount of $60,000 has been approved for technical mapping activities under the Cooperating
Technical Partners Program.
Please find attached to this award letter the documents comprising your award package. If you agree to the
terms and conditions of the award, please sign the attached FEMA Form 112-0-7 and email hack to me
at Robert.iittic2fa fema. dhs.: m ; retaining the signed original document in your organization's grant files.
Notification will be provided upon full execution of the cooperative agreement.
By signing the Obligating Document for Atrards/Amendments you signify your acceptance of this award and
assume certain administrative and financial management responsibilities, including but not limited to: the
timely transmission of all financial and performance reports, resolution of interim review or audit findings,
and the maintenance of minimum levels of cash on hand. Should you not adhere to the financial and
administrative responsibilities; your organization will be in violation of the terms and conditions of this
cooperative agreement.
If you have any programmatic questions, please contact Kelly Stone at 4254874636. 1 can be reached at
4254874583 should you have any grant financial management or administrative questions.
Attachment
Respectfully,
D,91M11y 519n by ROBERT W tITRE
ROBERT W LITTLE �m�a9zec ��MA,Oe ; =°P9� 0MaTW
Date: 20160910 i 11949 07M
Rob Little, Grants Management Specialist
Grant Programs Division
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BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2016 -
FEMA WHISKEY CREEK COOPERATIVE TECHNICAL PARTNERS FUNDING AWARD
SIGNATURE RATFICIATION
WHEREAS: Kittitas County Public Works was recently awarded Federal Emergency
Management Agency (FEMA) Cooperative Technical Partners (CTP) Program
funding supporting re -mapping of a portion of Whiskey Creek 100 year floodplain;
and
WHEREAS: FEMA required immediate acceptance from Public Works of CTP funds; and
WHEREAS: Kittitas County Commission Chair Obie O'Brien consented to sign CTP funding
documents on short notice;
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best
interest of the public, does hereby ratify the Chair's signature on FEMA CTP funding award
documents supporting remapping a portion of the Whiskey Creek 100 year floodplain.
DATED this 26th day of September, 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