HomeMy WebLinkAbout2017-05-09-minutes-solid-wasteCOMMISSIONERS' MINUTES
KITTITAS COUNTY, WASHINGTON
BOCC CONFERENCE ROOM
REGULAR MEETING
Tuesday 2:00 PM May 9, 2017
Board members present: Paul Jewell, Laura Osiadacz, Obie O'Brien
Others: Patti Johnson, Lisa Lawrence, Jill Scheffer
REGULAR MEETING COMMISSIONERS
Meeting called to order at 2:00pm
Solid Waste Updates: Patti informed the Board that the Septage
Lagoon was ready for final inspection. Discussion was held on
the issues with the winter installation and the lagoon leaking.
Further testing was done and the result was two pin sized holes
were found in the liner and were patched. The final testing
results will be submitted for approval and final inspection.
Discussion was held that garbage has been busy with the recent
City clean ups and the Health Departments stove take back and
free to the public yardwaste programs.
Patti gave the Board an update on the Transfer Station
Relocation Project stating the first public meeting will be held
on May 23 at 6:00pm at the Event Center.
Patti informed the Board that the Solid Waste Office Parking Lot
was in need of repair and that it wasn't in her budget. The
Board directed staff to do a budget amendment and have it
repaired.
A brief discussion was held on purchasing additional picnic
tables for the Fairgrounds, recycling and the possibility of
painting and repurposing the recycle bins from Rotary Park.
Project Updates: Patti informed the Board that the power
shutdown at the Jail was successful but they needed to do
another 15 minute shutdown with Jail staff present to check
outlets in the control room. Patti informed the Board the power
is scheduled to be out all day on May 17th and that only the jail
and IT should be affected. Discussion was held on a battery
backup for the Security Desk.
Patti informed the Board she got keys from Accolade to start
looking in the empty units to inventory any appliances that
maybe in working order and that HR is looking into the use of
Labor Ready.
Patti informed the Board the Contract for the Courthouse next
phase will be on the next agenda.
Patti informed the Board that she was currently down two
employees in Maintenance and an additional employee will be
retiring in June. Discussion was held on an HVAC backup person
and the Supervisor position should post soon.
Patti informed the Board the proposed Contractor for the Shady
Brook project was questioning the Insurance amounts.
KVEC Updates: Jill presented the Board with a draft document on
designated tobacco/vaping areas at the Fair. Discussion was held
on possible smoking locations and that three locations should be
sufficient.
Discussion was held on Garbage in and around a vehicle parked at
the bowling alley. Jill informed the Board she contacted City
Code Enforcement, had the vehicle towed out of her own pocket in
the amount of $108.00 and disposed of all the garbage at the
Transfer Station.
Further discussion included the possibility of placing a lien on
the responsible property owner.
Cascade Cow Cutters - Broken Gate Charge: Jill presented the
Board with a staff agenda report giving them a background
summary and staff recommendation requesting them to waive the
broken gate charge in the amount of $416.57. The Board voted 3-0
to waive the charge.
Discussion was held on the need for additional staff at the
Facility, including stalls not getting cleaned out and sanitized
in a timely manner. A brief discussion was held that some
facilities use an orchard sprayer to sanitize stall and alleys.
It was noted that additional staffing would require more revenue
be generated at the Facility.
Approval to establish an advisory committee for KVEC-visioning
and long range planning:*Jill presented the Board with a draft
document requesting to implement Long Range Planning Advisory
Committee for the KVEC. Discussion was held on bringing in
groups for specific projects, such as marketing, but not for
general operations.
A brief discussion was held on Public Facilities District,
funding for projects and the possibility of a Federal
Construction Grant.
A brief discussion was held on the results of googling people's
names and rodeo attire.
Discussion and review of the Rodeo Board's punch list was held.
Further discussion was held on carpet vs. other alternatives for
the Gold Buckle Room and obtaining bids for the roof.
Discussion and review of the Fair Boards punch list was held.
Further discussion was held on completing punch list items and
the items that would be considered as long term projects.
Other Business: None
Meeting adjourned @ 3:46pm
Lisa)Lawrence
KITTITAS COUNTY
COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Chairman
S®Dud VfVastc, Maintenance, and Fair Office Study Session
Regular Meeting
Tuesday May 9, 2017 ® 2o00 PPA
BOCC Conference Room
205 West 5th Room 108 - Ellensburg
1. Call to Order
2. Solid Waste Updates
3. Project Updates
4. KVEC Updates
5. Cascade Cow Cutters - Broken Gate Charge
6. Approval to establish an advisory committee for KVEC - visioning and long range planning
7. Other business
8. Adjourn
Created on 5/8/2017 7:41:06 AM
Kittitas Valley Event Center
Agenda Report
Board of County Commissioners
Study Session 05/08/17
Prepared by: Jill Scheffer, KVEC Director
RE: Cascade Cow Cutters - Broken Gate Charge
Background Summary: For the last decade, the Cascade Cow Cutters (CCC) have been renting the
Bloom Pavilion and parking RVs/horse trailers on site for their 3 -day events up to 5 times per year.
They are a large annual customer with revenues to KVEC in the $40,000 range. On average there are
150 people on site during these weekends, though lately the group has grown to nearly 250 people.
Nearly 800 head of cattle, and horses that range from $20,000-$80,000 in value, are on site during
their events. They are an important partner — both in terms of revenue and audience — for the event
center and KVEC wants to continue to grow that collaboration.
Gates and Cows: The types of cows that the CCC use are known as 'range cattle' and when on site,
they move through the 'alley' between Bloom Pavilion and the swine barn. They are easily spooked (by
noises, people, wind, birds, figments of their imaginations O) and as a result, often do damage to our
historic barns and the gates that we've hung in an attempt to control them. In working with past
Directors at KVEC, the CCC board has encountered some difficulty in having safety and aesthetics of the
use of the center addressed in a timely (or at all) fashion. This has caused some frustration within the
organization which was recently renewed when they were sent a bill for $416.57 —the cost to replace a
broken fence.
Following that bill, CCC asked for a meeting with Commissioner Jewell and the new KVEC Director Jill
Scheffer, to discuss concerns over the gate charge, contract and other issues related to operations,
cleanliness and function of KVEC. A meeting and site tour resulted in a list of concerns that are being
addressed by KVEC staff. During the meeting, Commissioner Jewell stated that the gate charge would
be discussed by the Board of County Commissioners and they would determine if the charge would
remain or be reimbursed to CCC.
Staff Recommendation: CCC is an important client for KVEC. In an effort to repair past relationship
issues, staff recommends that the gate charge of $416.57 be waived (reimbursed) and that we move
forward with addressing future issues in a timely and effective manner. In the future, staff will
document damage and time/date stamp photos of damage to the facility, should it occur. Additionally,
staff recommends review of the contract and considerations to items that could reduce the amount of
conflict in the future.
KQo "L -so L -as V a � 0 a y H v a C,an�ar
Do cera of Advo cors
Purpose:
Establishing a powerful asset of community advisors that can make a huge difference with KVEC management
especially relating to:
1. Undertaking long-range planning and strategic implementation of Master Plan
2. Providing objective advice on marketing, and promotions
3. Conducting marketplace research and gauging future trends
4. Seeking new strategic positions and raising our profile in the community and region, and
5. Helping to build repeat customers
Why an Advisory Board:
Unlike corporate boards, advisory boards have no fiduciary responsibility and their advice is non-binding. Some
are hands-on, meeting monthly or more, even getting involved in the daily grind. Others meet quarterly, with an
eye to the big picture. Many consist solely of interested outsiders, but a good number include investors as well.
What all such boards share is this: They advise, evaluate and play devil's advocate.
Overall Goal:
To improve the effectiveness of KVEC as a regional event center, raising revenues, and creating a long-range
operating and development plan.
Objectives:
KVEC management seeks to establish an advisory board that would meet monthly and provide advice and
direction on the following objectives:
1. Update and Increase Capacity
a. Develop Exhibition Hall (fair board?)
b. Bowling Alley Plan
c. Redevelopment plan for Shady Brook area
d. Improve north parking lot
e. Consolidate food vendors for fair (fair board)
f. Improve livestock barns
g. Improve rough stock area (rodeo board)
h. Move the carnival (fair board)
i. Relocate the Yakama Indian Village (fair board)
j. Add stalling barns
k. Develop indoor arena
I. Rebuild north grandstands
m. Improve/Expand Frontier Village
2. Increase Marketing and Promotion
a. Explore certification by International Association of Conference Centers — or other certifying board
b. Maximize photo gallery of KVEC — work with professional photographers
c. Redo marketing campaign — work with CWU marketing group?
d. Invite event planners for tours
e. Develop a complete meeting package —facility use and event planning handbooks
f. Explore partnerships with local hotels, restaurants, catering companies, etc
g. Explore CWU and City partnerships
h. Secure lodging tax funds for annual KVEC promotions and specific events (if planned)
i. Expand and change focus of marketing plan
3. Create Long -Range Operating and Development Plan
a. Consider establishing a Public Facilities District
b. Complete a feasibility study for various plan elements
c. Create a budget and earned income model= longterm sustainability
i. PEI Index = Private -sourced Earned income/Total Cash Revenue
ii. a methodical and institutionalized approach to building a reliable revenue base to support
an organization's core programs and services
iii. Determine in-house produced events (feasibility plans for each) and create plans for them
d. Create a cost recovery model, resource allocation philosophy and allocation (free, reduced and full -
cost event policies)
e. Create a capital campaign, donation, crowdfunding, and sponsorship plan
f. Create an annual grants calendar and a plan for requests
g. Prioritize critical success factors
h. Create an event -type ranking list to help determine scheduling decisions and rate sheets
i. Revised staffing plan with expanded grounds crew and adequate budgeting
Suggested Members:
Chamber of Commerce —tourism director
City of Ellensburg Community Planning Department (?) — comp plan coordination
Downtown Ellensburg Association
Upper County member (?)
Neighborhood representative (?)
Kittitas County Commissioner — Osiadacz
Rodeo Board member
Fair Board member
CCC Board member
4-H Board member
Kittitas County Master Gardeners member
CWU?
Mel's Bowl member
Laughing Horse Arts Foundation member
Other?
Buckaroo Roof and Sheet Rock Repair
Solve Barn Flooding Issue r-
Wood Fencing in the East Stock Pens needs overhaul and/or redesign.
Additional Lighting for Northough Stock Pens ...possibiy coming from Roof of Western Town and Wood
post behind Duplex. -? (���'
per Level Seating Back board needs misc repair
V-flfoor Boards need to be checked and replaced
mouth Grandstands need painted(Gray areas)
Suggest Add chain link security fence Qn East side of arena and add security gate at East end of Red
Grandstands. -" ��;? L��'� 9�°� `L�
f; Roof on Gold Buckle Club replacement(12K estimate) and min sheetrock repair
Carpet in Gold Buckle Club and Buckaroo Sponsor Rooms C-,!- t',;;",a�'
L, -repair Dinner Bell Barn North End Roof Q
Upgrade Directors Barn Power Panel
��-
Replace Overhead light poles on East End of Arena Area(Over access Road) , a� � nUm"s CO Ov
Add underground Conduit Case from East to West Western town buildings. A C, eq��, c�-k-.
�� �
Add gate to Northwest corner of Cowboy S HaRV area and r ai=grass lawn 0 ,
Add Security Gate to West end of 81h Ave just at the Water Truck Fill Station _6S
LRepairs to Bucking Chutes(Rodeo to research for costing)
Drtiwall crack repair and repaint in Western Town
Piz Shack Doors need repair or replace
R lace insulation in Behind the Chutes Cooler
R 7 lace door Hardware in Behind the Chutes(Interchangable cores)
/.M-e sure to have spare breakers for large panels at the East end of Behind the Chutes.
pace stair treads going up to buckaroo section
0 -:: �w- "'On J- °
2017 Fairground's Punch List
5/9/2017 Copyright Sweet Remodel 2013 Sweet Remodel. com
flags at gazebo need replacing
paint window casings
Teanaway/Umtanum
Treated 2x8x10 to fix gazebo stairs
msg city 4/28
-Birch tree by pool - remove? treat?
siding replacement on Teanaway (small
amount)
utside hall lights - need check if they
are working
need awnings/roofs over doors on
�(OSGW
grandstands (esp in winter/snow)
danger
airs to Manastash room - crumbling
and rebar visible
roof @ light horse barn
draft horse stalls (? Need more details)
swine mucked out
lift coming in May - lights will
xmas lights need replaced (KVEC
be removed across EC
everywhere)
cement between swine and bloom -
sinkhole
cement/asphalt in front of Umtanum
and other areas on grounds
Justin Gibbens?
restoring bloom pavillion murals
skylight panels in barns
gates and cow cutter issues/damage
bricks in courtyard - irrigation
problems?
floors in Umt & Teanaway - grind off
epoxy coating down to concrete and
seal concrete
litghts needed or fixed for east side of
bowling alley during fair when dumpster
is there
on grounds PA system - non
�{v,
companies called for bids
functional/needs new or upgrade
entire EC needs new sound system - all
a�
companies called for bids
buildings and PA
�V
WiFi across EC grounds needs to have
y
better/more reliable service
` dV
new garbage cans and recycling
containers across EC
bleachers cleaning before fair (idea
from Bob to cover with tarps to reduce
amount of bird damage/dirt)
5/9/2017 Copyright Sweet Remodel 2013 Sweet Remodel. com
KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS
KIITITAS COUNTY FAIR BOARD POLICY & PROCEDURES
Designated TobaccolVaping Areas
I. Findings of Fact and Purpose
The Kittitas County Fair Board is committed to providing a safe and healthy environment. It is
the purpose of this policy to establish designated smoking/vaping areas in outdoor locations on
the Kittitas County Fairgrounds during Fair weekend, where smoking/vaping is permitted, in
order to decrease exposure and create an environment that supports a non-tobacco/vaping norm
through policy. The Fair Board finds that:
A. The limitation of tobacco use in designated areas serves to protect the health, safety and
welfare of fair visitors and employees, since smoking is the leading cause of preventable
death.
B. The Fair Board has an opportunity to support a non-vaping/tobacco norm through policy,
with electronic cigarette and vapor product use on the rise among youth, nationally.
C. Discarded tobacco products require additional maintenance, pose risk to toddlers and
animals, and increase risk of fire damage.
II. Policy
A. Designated smoking/vaping areas will follow the Washington State Laws including
Revised Code of Washington (RCW) 70.160, Smoking in Public Places, 70.345 Vapor
Products, and local Kittitas County Ordinance 2016-016, which amends Chapter 8.24 of
Kittitas County Code.
1. Definition of smoke, electronic vapor device, et cetera will follow local code and
Washington State law.
2. Designated smoking area, according to Washington State Department of Health, is an
outdoor area where smoking is permitted, which must be at least 25 feet from
windows, entryways, vents, doorways, or other openings, and must be designed to
prevent smoke escaping from the designated smoking area into an enclosed area.
B. During the Kittitas County Fair, the use of tobacco and vaping products is prohibited in
these areas: rides, ticket office, food court and vendors' area, stock pens, family fun
stage, or frontier village. The use of tobacco and vaping products will only be allowed in
identified locations.
C. Identified locations include five separate areas, which will be clearly posted with signage
and on the Kittitas County Fair Map.
D. This policy applies to all employees, independent contractors, and members of the
general public while attending the Kittitas County Fair.
III.Procedures
A. Dissemination
Drafted May 2017
1. Information will be sent to all vendors via the mailed concession packets and staff will
receive talking points from the Kittitas County Public Health Department.
2. Exterior signage will inform fairgoers that the fairgrounds are smoke/vape free and
have designated areas.
3. Designated areas will be clearly marked and identified on the Kittitas County Fair
Map.
B. Enforcement
1. County staff, Fair Board members may redirect anyone who is smoking/vaping
outside of a designated area to an identified designated area.
2. If the individual refuses to extinguish tobacco/vapor product or move to designated
location, staff or board member may request the assistance of Security or Director.
3. Once a Director or Security personnel has been notified, Security will follow their
own established security procedures with the individual refusing to comply.
IV. Applicability
A. This policy applies to employees, independent contractors, volunteers, and members of
the general public.
B. This policy is effective on the date both the Kittitas County Fair Board Chair and Kittitas
County Fair Board Secretory sign the policy.
C. This policy is subject to review annually.
Kittitas County Fair Board Chair Date
Kittitas County Fair Board Secretary Date
Drafted May 2017
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