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HomeMy WebLinkAbout2017-04-24-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday April 24, 2017 - 1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Airport Lease Agreement with Road Fund 3. Road Variance Committee 4. Schaake Levee Update 5. Other business 6. Adjourn Created on 4/21/2017 8:18:49 AM �psCAOf.S... To, hr, `° KZTTZTAB COUNTY DEPARTMENT OF PUBLIC WORKS KITTITAS COUNTY Mark Cook, Director STUDY SESSION MINUTES April 24, 2017 THOSE PRESENT: Paul Jewell, Laura Osiadacz, Obie O'Brien (BOCC); Luke Huck, Candie Leader (DPW); Dan Carlson (CDS) GUESTS: Chad Bala, Pat Deneen AIRPORT LEASEAGREEMENT WITH THE EQUIPMENT RENTAL AND REVOLVING FUND: Board Direction: ROAD VARIANCE COMMITTEE: 411 N. Ruby, Suite #1 Ellensburg, WA 98926 Luke stated that in his attempt to re -strategize the chip seal program and rock products he worked with Maintenance staff to find preferred locations for stockpiling the chip rock. One of those locations is out at the Airport on Public Works property. There are two lots off of Bowers Road that were selected. Staff did go through the SEPA process which had a two to three week comment period. Comments were received from the regulatory agencies and from some of the neighboring properties. Those comments were addressed and a Determination of Non -Significance was issued. What was failed to be recognized is that in order to get into a lease agreement there is typically a Public Hearing process to go through. After discussion with Mark Cook, Director, we are requesting to waive the Public Hearing requirement for these two properties and recognize that public comment was open through the SEPA process. The ER and R Fund will own the rock, purchase the rock, pay for the lease and the Road Fund will buy back the rock from the ER and R Fund as we deploy the chip seal process. Waive the Public Hearing process and submit lease for consideration. Luke reported that he and Mark Cook met with the members to discuss the problems they were seeing with the functions of the committee. One member had a strong opinion that one of our other members of the committee is definitely needed to remain on the committee even though TEL (509)962-7523 FAX (509) 962-7663 Dept. of Public Works Page 2 there is a pattern of having to recuse themselves from the decision making process but due to the history that they have being on the committee from the beginning and they know the county they should remain. There is an importance to have the citizen's involved but we do need to have contributing members on the committee. The third citizen appointed to the committee has yet to show up for any meeting since Luke and Mark have been with the county. Luke is suggesting sending a letter to this member excusing them from the committee and seeking to fill that opening. Currently, there are no guidelines to direct members in dictating decision making for approvals. Staff is willing to draft these guidelines for review. Discussion was held. Board Direction: Draft Letter to the 3rd Citizen Representative and bring to the Board of County Commissioners for signature at a Monday morning meeting and Draft Guidelines and present at the next Study Session. SCHAAKE LEVEE UPDATE: Luke stated that the BOCC is aware of the decision made with the US Army Corp of Engineers to not move forward with the PL 84-99 program on the Schaake Levee. Since then several meetings have been held with the Bureau of Reclamation, City of Ellensburg and Twin City Foods to determine who is going to be the local sponsor for the levee. Staff is getting the impression that the City of Ellensburg does not want to be the local sponsor for the levee; however, we are seeing some interest from the Bureau of Reclamation to be the sponsor to support their setback project. Luke and Mark have gone back to the regulatory agencies recognizing their opinion of not liking the proposal brought forward by the US Army Corp of Engineers. Mark has set up a meeting the first part of May to meet with the regulatory authorities to get a feel on what level they are willing to work with staff to define what repair action would be supported and what permitting options are available. Discussion was held. Board Direction: No Direction. 411 N. Ruby, Ste. #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 3 OTHER BUSINESS: Gravel Road Maintenance: Luke reported that he had received a call from Senator Warnick's office regarding gravel road maintenance program. Commissioner Jewell stated that he found it strange that their office would call regarding this issue and inquired if staff had been receiving complaints. Luke replied that several constituents have called complaining about the gravel road maintenance. Commissioner Jewell added that their office has not received any complaints regarding this issue. Luke stated that the weather has not been cooperative in performing maintenance on these roads and running equipment on the roads will make the issue worse. Usually, crews perform this maintenance in March/April time frame. Mark and Luke are developing a gravel maintenance program to establish a level of service and to help with budgeting. No. 81 Road Proiect: Luke informed the Board that he is preparing to amend the Annual Construction Program and the Transportation Improvement Program for their approval. He stated that the due to the weather maintenance crews have a lack of ability to perform crack sealing and pothole repairs. A part of the amendment to the Six Year is to advance the No. 81 Road Project which is budgeted in the amount of $450,000 to $550,000. The original project involved piping the ditch sections, paving, and widening of the bridge. Luke reported that he was able to do a site visit about two weeks ago and after the site visit he determined it's an easier project and less expensive than first anticipated. Luke added that bike lanes are about 4-5 feet with symbols and he feels this is adequate for this roadway and there are no sidewalks involved. It really is just widening the shoulders for the pedestrians to get out of the roadway and the current bridge from the fog line to the barrier is about 5 feet and all the rest of the stretch there is minimal work to be performed. Luke is thinking this is a Road Maintenance Project and should take about a week to complete. If this work is completed now crews can chipseal in July. Luke added that he may be sending a crew out there ahead of the Six Year Amendment since the timing to perform this work is right. Discussion was held. 411 N. Ruby, Ste. #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 4 Countywide Safety Plan: Luke informed the Board that staff has been working on a countywide safety plan and he is aware that the Board adopts the plan. He inquired as to what level of involvement, if any, the Board would like in the development of the plan. Currently, staff is wrapping up the grant to rewrite the countywide safety plan that was originally adopted in 2010 or 2012. When Mark and Luke started looking at the current plan they had some differencing opinions on the priorities stated in the plan. They are seeing other roads that are more critical and staff has gone through accident data and is at the very end of the update and reprioritizing projects. Luke is hoping to bring the plan to the Board on May 8`h, 2017 for their review. Discussion was held. 444VI Luke Huck, County Engineer 411 N. Ruby, Ste. #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: April 24, 2017 TOPIC: Airport Lease Agreement with Road Fund ACTION REQUESTED: Waive the Public Hearing Requirement LEAD STAFF: Lucas Huck RECOMMENDATION: Waive the requirement for a public hearing approving a lease agreement between the airport and road funds. BREIFING SUMMARY: • Road Fund is preparing to stockpile chip rock on Bowers Field industrial land • The airport will lease lots C-5 and C-6 to County Road Fund • Road Fund will likely fence the storage area preventing theft BACKGROUND: Recently, County Road Engineer Huck worked with maintenance staff identifying preferred stockpile sites countywide. Following SEPA review, lots C-5 and C-6 were selected as preferred storage locations for chip rock. DISCUSSION: A lease agreement has been prepared for Board signature. Public Works is requesting the Board waive the public hearing requirement for the lease as SEPA serves as the public outreach and comment effort. Waiving the public hearing requirement expedites stockpiling of chip rock currently being produced by Ellensburg Concrete Products. FISCAL IMPACTS: The annual cost of leasing lots C-5 and C-6 is $3.512.68 and is expensed through County Road Fund Maintenance budget. ATTACHMENTS: None. Page 1 of 1 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS—BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: April 24, 2017 TOPIC: Road Variance Committee ACTION REQUESTED: None Required LEAD STAFF: Mark R. Cook RECOMMENDATION: Support proposed staff action. BREIFING SUMMARY: • Staff briefed the Board on Road Variance Committee issues on March 27, 2017 • Board directed staff return with a proposal • Staff proposes retaining current structure with re -focused variance criteria and will fill the vacant public position on the Committee BACKGROUND: On March 27, 2017, staff advised the Board of ongoing issues associated with the Road Variance Committee. Numerous "recusals" and infrequent attendance from the three citizens on the committee diminish decision making. Increasingly, variance is being granted for economic considerations contrary to the core values of the committee. Staff is also being subjected to reductions of access requirements during an era when we are trying to partner with local fire districts eliminating non-compliant access roadways. DISCUSSION: Staff understands and values citizen check on its variance powers. What should not happen is allowance of the applicant to dismiss viable mitigations in favor of economic hardship appeals. Continued relief from road grade standards is adversely impacting fire life safety. Public Works is concerned that the fire protection community will view increasing numbers of variance to roadway surface and grade in an unfavorable light. We propose sending a letter to the third citizen on the committee thanking them for their service and acknowledging their infrequent attendance as the basis for dismissal from the committee. We will then fill the vacant position. We also will revisit any charter documents for the committee, suggest revisions and return to the Board presenting our proposed revisions. We will monitor citizen attendance and record the number of recusals in a one year period. At the conclusion of the year, we will return and report back to the Board the amount of absence and recusals. Public Works may elect to re- engage the Board of future revisions at that time. Page 1 of 2 PUBLIC WORKS BOARD OF COUN"rY COMMISSIONERS WORK SESSION STAFF REPORT FISCAL IMPACTS: None anticipated. ATTACHMENTS: None. Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: April 24, 2017 TOPIC: Schaake Levee Update ACTION REQUESTED: Informational Only LEAD STAFF: Mark R. Cook RECOMMENDATION: Support staff efforts assisting in the resolution of Bureau of Reclamation (BoR) setback levee issues. BREIFING SUMMARY: • Staff recently met with resource agency partners explaining Board of County Commission (BoCC) rationale declining USACE proposed levee repair. • Staff is meeting with resource partners in early May discussing possible permitting alternatives repairing levee damage. • BoR is now looking to sponsor the project. • Staff is working with Twin City Food ownership and BoR identifying potential properties supporting land application of process water. BACKGROUND: Recently, the BoCC elected to decline the suggested Schaake Levee Repair offered by the USACE. Several weeks ago, staff met with resource agency personnel explaining the rationale supporting the decision. During our meeting, we also challenged the permitting community to define what level of repair action they would support. We are meeting the first week in May defining permit options. Concerns over the potential loss of land suitable for process water application (Twin City Foods) continue to be an issue for BoR. DISCUSSION: During our meeting, we also challenged the permitting community to define what level of repair action they would support. We are meeting the first week in May defining permit options. Communications between BoR, Kittitas County and the City of Ellensburg appear to support BoR sponsorship of the proposed setback levee. It does not appear that the City will take over local sponsorship from the County. Page 1 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION SI -AFF REPORT BoR and County staff have been working with Twin City Foods to find potentially viable property offsetting loses of land suitable for land application of process water that may be adversely impacted by BoR's setback levee proposal. Several neighboring properties might be of interest allowing for sustained application of process water well into the future. An action plan for the next 60 days was presented during a recent meeting with BOR; Kittitas County, the City of Ellensburg and "Twin City Foods. FISCAL IMPACTS: None identified at this time. ATTACHMENTS: Exhibit 1: Map of Schaake Levee Area Page 2 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION S"FAFF REPORT EXHIBIT 1: SCHAAKE LEVEE AREA MAP Page 3 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT