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HomeMy WebLinkAbout2020-07-13-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday July 13, 2020 - 1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Upper County Maintenance Facility Construction Change Order Discussion 3. Hansen Pond Public Access 4. Coal Mine Trail Trespass 5. Letter of Final Determination for Federal Emergency Management Agency Flood Insurance Rate Maps 6. Other business 7. Adjourn Created on 7/2/2020 1:08:42 PM KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES COMMISSIONERS' AUDITORIUM, 205 WEST STH ROOM 109 - ELLENSBURG Regular Meeting MONDAY 1:30 PM JULY 13, 2020 Board members present: Chairman Brett Wachsmith, Vice -Chairman Laura Osiadacz, Commissioner Cory Wright Others: Mark Cook, Arden Thomas, Public Works; Dan Carlson, Lindsey Ozbolt, Calvana Carper, Jessica Miller, Mike Flory, Community Development Services; Taylor Crouch, Commissioners Office and One (1) member of the Public. At 1:30 pm Chairman Brett Wachsmith opened the Public Works Study Session. UPPER COUNTY MAINTENANCE FACILITY CONSTRUCTION CHANGE ORDER Mark Cook gave background on a previous conversation had with the Board regarding incidental change orders for the Upper County Maintenance Facility construction. Mark Cook continued that Public Works currently has a change order process in place and explained the procedures for that. Mark Cook added that the authority amount with the Director of Public Works is currently fifty thousand dollars ($50,000). Mark Cook stated what he is proposing for the small change orders is to make a log of the changes and bring them forward to the Board every month at a scheduled Study Session. Discussion was held. Staff was directed to move forward with process as presented. HANSEN POND PUBLIC ACCESS Mark Cook stated that for several years and previous Board members have gone back and forth on the posting of "No Trespass" signs at Hansen Ponds on Canyon Road. Mark Cook continued that there is an obvious risk of people going through locked gates for recreation and there was recently a letter send to the Board complaining that the area has been posted and this is where they walk for exercise. Mark Cook added that there have been fallen trees, parents calling about their children seeing dead animals and Public Works doesn't maintain this site for recreational purposes; and the other big risk is the railroad crossing at Burlington Northern Santa Fe (BNSF) is not a permitted crossing. Mark Cook explained that BNSF has allowed Public Works to occasionally cross to access the facility for our needs and it is not a public crossing. Mark Cook continued stating that it has become difficult to address from a liability standpoint and staff has not aggressively enforced the trespassing recognizing the burden on law enforcement. Mark Cook stated he directed the signage to be posted again and wanted to make certain the Board was comfortable 2020-07-13 MINUTES with that decision going forward. Discussion was held. Staff was directed to attend the Public Lands Advisory Committee meeting and get direction before the Board makes action on this issue and leave the signage posted. COAL MINE TRAIL TRESPASS Mark Cook gave background on the parking area project at Coal Mine Trail access in Ronald on county owned property. Mark Cook stated that the survey of the area has been done with the design in process. Mark Cook continued that what came out of the survey work was a recognition that a resident is trespassing by storing vintage cars on a portion of the property. Mark Cook added that the area in question is not being utilized or impairing the use of the property but now with the discovery it seems that some action should be taken. Mark Cook stated that his suggestion is to notice the property owner that the county is aware of the trespass and that if the county needs to use that land in the future his cars will need to be removed within a certain amount of time. Discussion was held. Staff was directed to draft a letter to the property owner with an acknowledgement signature line to be returned to Public Works with a copy sent to the Coal Mine Trails Commission. LETTER OF FINAL MAP DETERMINATION FOR FEDERAL EMERGENCY MANAGEMENT AGENCY FLOOD INSURANCE RATE MAPS Mark Cook stated that Arden Thomas and himself would be presenting on this topic. Mark Cook continued that the maps are done but this is about the adoption of mandatory changes to the ordinance to remain in the National Flood Insurance Program. Arden Thomas reported that FEMA has been leading a map update process and there has been opportunity for public comment on the new maps with this process being complete. Arden Thomas stated that a letter of final of determination was expected in April of this year, but FEMA put a hold on the issuance of the letters being mindful of the local community response restrictions due to COVID-19. Arden Thomas added that FEMA may act and issue the letter and the county has six (6) months to make required code updates referencing the date of the new maps. Arden Thomas stated that the Federal Government is asking local jurisdictions for feedback on moving forward with the final letter of determination and being able to conduct the code update and subsequent public hearing. Discussion was held. Staff was directed to return at the next Study Session with an inventory of changes and a discuss a response to FEMA. OTHER BUSINESS: SOUTH CLE ELUM WAY QUIT CLAIM REQUEST Mark Cook stated that several months ago the Board was made aware of an action made by the City of Cle Elum to install a sidewalk and signage in county right of way. Mark Cook continued that as County 2020-07-13 MINUTES Engineer he made the decision to have the signs removed and blackout the crosswalk because of safety considerations. Mark Cook added that this action resulted in conversation of the six hundred (600) feet of South Cle Elum Way and incorporating it into city limits of South C1e Elum. Discussion was held. Staff was directed to draft the enabling documents and present for Board consideration. Meeting adjourned at 2:17pm i Candie 2020-07-13 MINUTES KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Brett Wachsmith, Chairman KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 13, 2020 TOPIC: Upper County Shop Construction Change Orders ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Authorize the Director to settle incidental change orders at the Upper County Shop construction program for an amount not exceeding $50,000. BRIEFING SUMMARY: The Board was briefed on Upper County Shop incidental change orders on June 8, 2020. Public Works proposes maintaining a log of incidental change orders and will inform the Board on change orders during our monthly study session. The cumulative amount of incidental change orders will not exceed the Director's authority of $50,000. BACKGROUND: Public Work's current change order policy requires all change orders to be reviewed by the Board of County Commissioners within 72 hours or the change order is managed by the Director. Given the cost of Upper County Shop construction and the incidental nature of various change orders keeping the project moving, Public Works sought direction from the Board during a study session meeting on June 8, 2020. Public Works has contemplated a solution and is now returning for Board consideration. DISCUSSION: Allowing the Director to make rapid decisions regarding relatively small change order amount authorizations allows the project to move ahead unimpeded. Reporting all change order decisions maintains Board oversight and the ability for the Board to remove Director authorization if this process proves unacceptable to the Board. FISCAL IMPACTS: The project is fully funded in the 2020 Public Works budget. $50,000 represents approximately one percent of total project cost. 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: July 13, 2020 TOPIC: Hansen Pond Public Access ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff maintain "No Trespassing" signs at Hansen Ponds. BRIEFING SUMMARY • Currently, Public Works has posted Hansen Ponds as "No Trespassing" • Previous Boards have directed removal of the signage • Ongoing public trespass creates liability for injury • The recreational fishing community is adamantly opposed to the posting • Burlington Northern Santa Fe does not recognize the current crossing as an approved public access. Public Works presumes there is increased liability for the County in the absence of the "No Trespassing" posting providing someone is injured on the unauthorized rail crossing. Public Works has a limited crossing permit from BNSF. BACKGROUND: Ongoing public access to Hansen Ponds has been an issue for Public Works (PW) for the past five years. Parents walking kids complain of decaying deer dumped by PW crews, recreationalist complain of downed trees impeding access around the ponds and the pubic continues dumping garbage inside the locked gate. DISCUSSION: Several attempts by PW limiting public access to Hansen Pond have not been supported by past administrations. PW is constantly responding public requests to improve public access around the ponds. Increasingly, we are experiencing garbage dumping and unauthorized camping at the site. FISCAL IMPACTS: The cost of posting signage is estimated at $500 annually (vandalism and sign replacement). 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: July 13, 2020 TOPIC: Coal Mine Trail Trespass ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff to notice the property owner of trespass and work to remove derelict vehicles from County property. BRIEFING SUMMARY: • During recent survey efforts Public Works became aware of a trespass issue with a Ronald resident. • Old cars are currently being stored within County property. • The cars are currently not creating any impediment to the use of County property • Defining the Board's position on discovery issues similar to this one enables consistent staff response BACKGROUND: During recent survey efforts supporting a parking lot for Coal Mine Trail access, staff became aware of old cars being stored on County property. The cars are not inhibiting the use of the property. DISCUSSION: Discovery of the trespass creates an issue for Public Works — do we notice the property owner and request removal or ignore the trespass? One solution would be to notice the property owner of our discovery and advise that future use of the County will result in a notice to remove the vehicles. That way we meet our obligations under discovery and stall allow the property owner conditional use of County land for vehicle storage. FISCAL IMPACTS: None. ATTACHMENTS: Exhibit l: Map Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: MAP Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT Am co C mx \Ln —E� KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 13, 2020 TOPIC: Letter of Final Determination for Federal Emergency Management Agency Flood Insurance Rate Maps ACTION REQUESTED: Direction to staff regarding Kittitas County's ability to update Kittitas County Code 14.08 within next 6 months. LEAD STAFF: Arden Thomas and Mark Cook RECOMMENDATION: Recommend to the Federal Emergency Management Agency (FEMA) that they issue the pending Letter of Final Determination for Flood Insurance Rate Map Updates. BRIEFING SUMMARY: • Kittitas County is a participating community in that National Flood Insurance Program. Participating in the National Flood Hazard Program provides benefits to County residents, particularly the ability to take out a Federally backed mortgage and receive disaster assistance. • To participate in the National Flood Insurance Program, Kittitas County must have a floodplain management ordinance that meets minimum Federal and state criteria and must adopt and utilize floodplain hazard maps provided by FEMA. • FEMA developed floodplain maps for Kittitas County in 1981. In 2010, FEMA initiated a process to update these maps. FEMA issued draft maps and received public comments in 2014. In 2015, Public Works provided a subset of the mapping effort to FEMA supporting a limited map adoption process. Public outreach was conducted in 2016, before issuing preliminary maps in 2017. FEMA held public meetings in 2017 and there was an appeal period from January to April 2018. • The new maps incorporate better topography information and are more accurate. The area identified as a floodway is reduced in several locations. There are areas where new areas are mapped as floodplain, the areas with the most significant change include Thorp and the Manastash alluvial fan. • FEMA was scheduled to provide a Letter of Final Determination on April 15, 2020 but delayed due to Coronovirus concerns. Once Kittitas County receives the letter of Final Determination, we will need to update KCC 14.08 within six months. Page 1 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT BACKGROUND: In 1981, Kittitas County joined the National Flood Insurance Program. Participating in the National Flood Hazard Program provides benefits to County residents, particularly the ability to take out a Federal and Federally backed mortgage and receive disaster assistance. It also makes Federal flood insurance available in our community. Kittitas County must use Flood Insurance Rate Maps and Flood Hazard Boundary Maps that are provided by FEMA. The maps the FEMA has provided were developed 40 years ago. In 2010, FEMA initiated a map modernization process. The updated maps utilize more accurate topographic information and a more accurate vertical datum. New hydraulic modeling was conducted for a portion of the Yakima River. This map modernization process also includes the development of digital map products, which are easier to use and more accurate than paper maps. FEMA initiated public outreach for the map modernization effort in 2010 and there have been opportunities for public comment in 2010, 2014 and 2016. Public Works provided a subset of the mapping effort to FEMA in 2016 along with consultant review comments that support the current remapping effort. After preliminary maps were provided in 2017, there were public meetings and a formal appeal period that ended in April 2018. This concludes any public ability altering the current maps that are being proposed for adoption. FEMA was scheduled to provide a Letter of Final Determination on April 15, 2020 but delayed due to COVID-19 concerns. Once FEMA issues a Letter of Final Determination, Kittitas County will have to update our ordinance within 6 months to adopt the new maps and make any changes needed to ensure minimal compliance with Federal and State requirements. FEMA is now ready to proceed in issuing the Letter of Final Determination but is seeking feedback from the County and other local jurisdictions before proceeding. Revisions to the existing County Flood Protection Ordinance are required prior to adopting the revised maps. DISCUSSION: The opportunity for Kittitas County and Kittitas County residents to provide comment that challenge the validity or accuracy of the proposed changes has passed. In the period when FEMA has provided preliminary maps, but they have not been adopted, FEMA's guidance is for communities to use the new information only if it is more restrictive than the effective maps and FEMA's requirement are clear that Kittitas County cannot utilize the preliminary maps to remove a building site from the 100 -year floodplain or floodway. Kittitas County staff currently provide both sets of maps in response to floodplain map requests, but our online mapping system only provides the 1981 map information. Several residents have been waiting since 2019 to proceed with projects, because they need require the new maps to be adopted. Staff has worked with the Department of Ecology reviewing required and desired changes to the County's existing floodplain Ordinance. Staff has heard concern from a Board member that moving forward in the Ordinance revision process during the pandemic may limit the County's ability conducting required public hearings prior to adopting a revised ordinance. Staff can return to the Board with an inventory of Ordinance changes that might assist the Board Page 2 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT determining the risk of conducting sufficient public outreach and hearings prior to mag adoption. Staff currently provides information about current effective and draft maps in response to floodplain inquiries and explains the two sets of maps. Adopting the new maps will ultimately be more efficient and easier for the public to understand. County staff will also be provided with digital flood maps from FEMA, which are more accurate and easier to use than the current paper maps. FISCAL INIPACTS: Costs associated with new map adoption are contemplated in the adopted Flood Control Zone District 2020 budget. Page 3 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT