HomeMy WebLinkAbout2020-08-24-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS
Public Works Study Session
Regular Meeting
Monday August 24, 2020-1:30 PM
Webex
1. Call to Order
2. Request to Approve a Resolution to Appoint the Director of Public Works for Another Six (6)
Months as Acting County Engineer
3. Request to Authorize the Director of Public Works to Execute a Professional Services
Agreement with HopeSource on behalf of the Board of County Commissioners
4. Council of Governments Policy Development Utilizing Public Facility Grants
S. Yakima River Basin Integrated Plan Outreach Funding
6. Other business
7. Adjourn
Created on 8/21/202011:14:05 AM
KITTITAS COUNTY
PUBLIC WORKS STUDY SESSION MINUTES
COMMISSIONERS- AUDITORIUM, 205 WEST STH ROOM 109 - ELLENSBURG
Regular Meeting
MONDAY 1:30 PM AUGUST 24, 2020
Board members present: Chairman Brett Wachsmith, Vice -Chairman Laura
Osiadacz, Commissioner Cory Wright
Others: Mark Cook, Candie Leader, Arden Thomas, Public Works; Dan
Carlson, Calvana Carper, Jessica Miller, Bridget Pechtel, Jeremy
Johnston, Mike Flory, Community Development Services; and Four (4)
members of the Public.
At 1:30 pm Chairman Brett Wachsmith opened the Public Works Study
Session.
REQUEST TO APPROVE A RESOLUTION TO APPOINT THE DIRECTOR OF PUBLIC
WORKS FOR ANOTHER SIX (6) MONTHS AS ACTING COUNTY ENGINEER
Mark Cook stated that he is requesting to extend his term as acting
County Engineer for an additional six (6) months. Mark Cook
continued that Public Works has hired a County Engineer who is
relocating from Michigan and is scheduled to begin employment in
September. Mark Cook added that with the Engineering License being
from Michigan the new hire will need to apply with the State of
Washington for licensure and this process could take up to four (4)
months due to the State being backlogged on applications. Discussion
was held. Chairman Brett Wachsmith made a motion to approve
Resolution 2020-148 to Appoint the Director of Public Works for
Another Six (6) Months as Acting County Engineer. Vice -Chairman
Laura Osiadacz seconded the motion. Motion passed 3-0.
REQUEST TO AUTHORIZE THE DIRECTOR OF PUBLIC WORKS TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH HOPESOURCE ON BEHALF OF THE
BOARD OF COUNTY COMMISSIONERS
Mark Cook gave background on the recent action made by the Board of
County Commissioners to enter into a Professional Services Agreement
with Infuse Strategy, LLC for services related to the Economic
Recovery Committee. Mark Cook continued that upon further
discussions HopeSource possess data that is necessary to support
ongoing efforts for the Committee. Mark Cook added that a
Professional Services Agreement is needed between Kittitas County and
HopeSource to compliment the agreement had with Infuse Strategy, LLC.
Discussion was held. Chairman Brett Wachsmith made a motion to
authorize the Director of Public Works to execute a Professional
Services Agreement with HopeSource on behalf of the Board of County
Commissioners. Vice -Chairman Laura Osiadacz seconded the motion.
Motion passed 3-0.
2020-08-24 MINUTES
COUNCIL OF GOVERNMENTS POLICY DEVELOPMENT UTILIZING PUBLIC FACILITY
GRANTS
Mark Cook gave background on past conversations with Conference of
Government (COG) regarding lack of funds being utilized for awarded
projects. Mark Cook continued that with funding not being used as
programmed for projects the fund is harder to manage. Mark Cook
added that at last week's COG meeting it was discussed to form a sub-
committee to draft a policy to incorporate to the existing policies
that were adopted in 2018.
YAKIMA RIVER BASIN INTEGRATED PLAN OUTREACH FUNDING
Arden Thomas gave background on the Yakima River Basin Integrated
Plan and stated that funding is needed to support outreach efforts in
the development of a video to be used for this purpose. Arden Thomas
that staff is looking for direction to support this project in the
amount of ten thousand dollars ($10,000). Commissioner Cory Wright
added that other jurisdictions will be providing funding as well.
Discussion was had. Staff was directed to move forward with
providing the funding in the amount of ten thousand dollars ($10,000)
to come from the 403 Fund (Water Mitigation).
Meeting adjourned at 1:46 pm
2020-08-24 MINUTES
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Brett Wachsmith, Chairman
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2020 -AH&
APPOINTING THE DIRECTOR OF PUBLIC WORKS ACTING COUNTY ENGINEER
FOR SIX MONTHS TERMINATING ON APRIL 6, 2021
WHEREAS: The Board of County Commissioners appointed the Public Works Director Acting
County Engineer with Resolution 2020-072; and
WHEREAS: The term of appointment identified in Resolution 2020-072 terminates on
September 6, 2020; and
WHEREAS: Public Works has hired a County Engineer from out of Washington State and the
Washington State Board of Registration for Professional Engineers and Land
Surveyors is expected to grant reciprocity within a six-month period;
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby appoint the Director of Public Works Acting County
Engineer terminating on April 6, 2021.
DATED this 24`" day of August, 2020, at Ellensburg, Washington.
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❑ 6,*q%"jWd- Julie Kjorsvik
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Chairman
1111ur i_&iaeeWe-Chairman
Clerk of t e Board- Mandy Buchholz
ory Wright, Commissioner
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: August 24, 2020
ACTION REQUESTED: Request to approve a Resolution to Appoint the Director of
Public Works for another six months as Acting County
Engineer
BACKGROUND: Resolution 2020-072 appointed the Director of Public
Works as Acting County Engineer until September 6, 2020.
Public Works has hired a County Engineer from Michigan
who will begin employment on September 2, 2020. Public
Works anticipates several months before the Board of
Licensing grants a Washington License to the new County
Engineer.
INTERACTION: Public Works
RECOMMENDATION: Approve the Resolution to Appoint the Public Works
Director as Acting County Engineer for six months
terminating on April 6, 2020.
HANDLING: Return one original to Public Works
ATTACHMENTS: Resolution
LEAD STAFF: Mark R. Cook, Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2020 -
APPOINTING THE DIRECTOR OF PUBLIC WORKS ACTING COUNTY ENGINEER
FOR SIX MONTHS TERMINATING ON APRIL 6, 2021
WHEREAS: The Board of County Commissioners appointed the Public Works Director Acting
County Engineer with Resolution 2020-072; and
WHEREAS: The term of appointment identified in Resolution 2020-072 terminates on
September 6, 2020; and
WHEREAS: Public Works has hired a County Engineer from out of Washington State and the
Washington State Board of Registration for Professional Engineers and Land
Surveyors is expected to grant reciprocity within a six-month period;
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby appoint the Director of Public Works Acting County
Engineer terminating on April 6, 2021.
DATED this 20 day of August, 2020, at Ellensburg, Washington.
Attest:
❑ Clerk of the Board- Julie Kjorsvik
❑ Deputy Clerk of the Board- Mandy Buchholz
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Brett Wachsmith, Chairman
Laura Osiadacz, Vice -Chairman
Cory Wright, Commissioner
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMNHSSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: August 24, 2020
TOPIC: Council of Governments Economic Recovery Group Professional Services
Agreement with HopeSource
ACTION REQUESTED: Authorize the Director of Public Works to Sign a
Professional Services Agreement with HopeSource on
behalf of the Board of County Commissioners
LEAD STAFF:
Mark R. Cook
RECOMMENDATION:
Authorize the Director of Public Works to sign a professional services agreement with
HopeSource supporting economic recovery (COVID 19) on behalf of the Board of
County Commissioners.
BRIEFING SUMMARY:
• The Council of Governments (COG) is contracting with Infuse Strategy LLC
supporting COVID 19 economic recovery efforts in Kittitas County.
• Infuse Strategy LLC requires data that will be mined and provided by
HopeSource.
• A professional services agreement is required for HopeSource contracting.
BACKGROUND:
COG is moving forward with economic activities using Infuse Strategy LLC for recovery
plan development and implementation services. Infuse Strategy LLC requires data that is
best provided by HopeSource.
DISCUSSION:
A proposed scope of work and fee supporting the required data from HopeSource is
attached as EXHIBIT 1. Providing the Board of County Commissioners accepts the
attached Scope of Work, Public Works is prepared to complete the contracting process
with HopeSource. Authorizing the Public Works Director to sign the HopeSource
contract will expedite the contracting process.
FISCAL IMPACTS:
A contract price not to exceed $10,000 is proposed by HopeSource.
ATTACHMENTS:
EXHIBIT 1: HopeSource scope of work and proposed fee.
Page 1 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
EXHIBIT 1: HOPESOURCE PROPOSED SCOPE OF WORK AND FEE
Page 2 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
Economic Recovery Group Request for Proposal
Proposal from: HopeSource
Dated: August 4, 2020
It is the understanding of HopeSource that the Kittitas County Council of Governments (COG) will be taking the
lead in coordinating and supporting the County Covid-19 Social Support and Economic Recovery groups until
its efforts are no longer needed by the community. Part of the work that COG needs to undertake includes an
assessment of business impacts and long-term recovery needs. This work is critical to guide long-term planning
efforts, direct local resources to ensure maximum impact, and to position us for acquiring additional funding
for our community. It is our understanding that a HopeSource resource will work under the direction of a
Consortium contracted consultant in completing this work.
Business Impact Data Analysis Scope—HopeSource
Initial Project:
1. Research and analyze existing COVID impact based economic recovery resilience models and processes for
businesses and recommend one to three options for use in Kittitas County for decision by the Consortium.
Using existing models that have been proven in the field will ensure consistency for this county, increase
the accuracy of any activities, and will significantly speed up the time to implementation.
2. Supply and interpret data for the Kittitas County Conference of Governments (KCCOG) and local business
representation so they can develop the necessary responsibilities and timelines for implementation of the
chosen resilience model which would include at least the business impact, short- and long-term
measurement plans, and data collection, analysis and decision strategies. This may include representative
subgroups that focus on different elements of the plan. This does not include facilitation or planning
activities of any group presentations or meetings.
3. Be available to advise the Consortium contracted consultant on using the data to prepare the business
community for the implementation and measurement activities which would include the communication
consultant and/or communication committee. Be available when requested to sit in with subgroups to
clarify data points.
4. Be available to advise the Consortium contracted consultant in the development of data collection tools
including survey questions and focus group scripts related to implementation of the plan. This does not
include involvement in the actual development of tools or facilitation of any group.
5. Review and ensure any data under the HopeSource representative's control maintains quality and integrity
throughout the process.
Long Term Project:
If requested, under a separate contract and budget, work with the Consortium contracted consultant to
complete a final analysis of the impacts of COVID19 on the business community.
II. Key Deliverables:
Initial Project:
It is our understanding that the Actions 1-5 above must be completed by October 15, 2020 including submittal
of all invoices to Kittitas County for reimbursement.
Page I 1 of 2
III. Payment for Services
Payment for data analysis services described in this Proposal as Initial Project will not exceed ten thousand
dollars ($10,000.00). Invoices for work completed will be submitted on the 30`h day of each month starting
August 30, 2020 for payment from the Consortium within ten days (10) of receipt of the invoice. The hourly
charge for work completed will be forty-five dollars ($45.00) per hour. The final invoice must be submitted on
October 15, 2020.
Respectfully submitted:
Susan K. Grindle, CEO
HopeSource
Page 1 2 of 2
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMNUSSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: August 24, 2020
TOPIC: Council of Governments Policy Development
Utilizing Public Facility Grants
ACTION REQUESTED: Support Staff Action
LEAD STAFF:
Mark R. Cook
RECOMMENDATION:
Support staff working with a subcommittee of the Council of Government (COG)
developing a policy allowing re -appropriation of Public Facility grant awards upon the
lack of funding obligation on the part of the recipient.
BRIEFING SUMMARY:
• Several Fund 108 grant recipients from several years ago have not obligated grant
funds to construction.
• The same grant recipient continues submitting grants and the amount of
unobligated construction funding continues to grow.
• COG passed a policy regarding project banking in 2018.
• As fund manager, Public Works desires a COG policy allowing re -appropriation
of grant funding for failure to obligate to construction within the year of award.
BACKGROUND:
Significant fund balance is not working in Fund 108 owing to the lack of construction
obligation on the part of grant recipients. Awards are several years old with no
performance on the part of grant recipients (EXHIBIT 1). In 2018, COG developed
numerous policies attempting to formalize how the Public Facilities (PF) Fund (108)
could better manage the fund.
DISCUSSION:
The recent legislative act by the Board of County Commissioners extending the use of
distressed County sales and use tax funding to 2032 brings new focus to Fund 108.
Currently, significant cash is being held by a handful of grant recipients without any
construction obligation. The idea of the legislation is to stimulate economic activity in
the County. The lack of grant investment is contrary to that principal and eliminates
funding for other grant recipients who have a history of responsible grant investment.
Page 1 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
At a recent COG meeting, members agreed to evaluate a potential new COG policy
dealing with the need for more robust timely investment of PF grant award financing.
Three committee members: Amy Cziske (Kittitas County), Jay McGowan (City of Cle
Elum) and Tom Missel (City of Roslyn) have agreed to develop a draft policy for COG
consideration. Public Works staff will assist the subcommittee during this effort.
FISCAL IMPACTS:
Failure in grant investing does not support the fundamental rationale supporting ongoing
collection of distressed County sales and Use Tax.
ATTACHMENTS:
Exhibit 1: Grant performance summary by award
Page 2 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
EXHIBIT 1: GRANT PERFORMANCE SUMMARY BY AWARD
Page 3 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
1110*3N MA • � K�ii r
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: August 24, 2020
TOPIC: Yakima River Basin Integrated Plan Outreach Funding
ACTION REQUESTED: Direct staff to provide $10,000 in funding to American
Rivers for Outreach Funding.
LEAD STAFF:
Arden Thomas
RECOMMENDATION:
Provide funding to the Yakima Basin Integrated Plan to Support Outreach Efforts
BRIEFING SUMMARY:
• Kittitas County is a workgroup member for the Yakima River Basin Integrated
Plan. This workgroup includes federal and local governmental partners and
agencies, the Yakama Nation regional irrigation districts and environmental
organizations and is co-chaired by the U.S. Bureau of Reclamation and
Washington State Department of Ecology;
• The Yakima River Basin Integrated Plan is a 30 -year integrated water resources
management plan to address water security and natural resource protection in the
Yakima River Basin;
Kittitas County, along with other participating governments, has previously
provided funding for outreach efforts;
American Rivers is managing video production and receiving funding from
workgroup members for this purpose;
Kittitas County has been asked to provide $10,000 in funding to help support the
production of a video.
BACKGROUND:
The Yakima River Basin Integrated Plan ("Integrated Plan") is a 30 -year integrated water
resources management plan to address water security and natural resource protection,
utilizing tools such as: water conservation, surface and groundwater storage, water
marketing, and habitat restoration and preservation. Kittitas County, along with federal
and other local governmental partners and agencies, the Yakama Nation, regional
irrigation districts and environmental organizations, is an Integrated Plan workgroup
member. Kittitas County has previously supported Integrated Plan education and
outreach efforts, determining that education and outreach to the public is in the best
interest of the region and the citizens of each participating government. A video is being
Page 1 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
produced for outreach purposes and Kittitas County has been asked to contribute to this
effort.
DISCUSSION:
Actively participating in the Integrated Plan enables Kittitas County to advocate for the
needs and perspectives of County Residents. General public outreach provides an
opportunity to inform the public about the key priorities and projects that are currently
being advanced through the Integrated Plan. Utilizing video and web -based outreach
tools are particularly important right now, given social distancing considerations
associated with COVID-19.
FISCAL IMPACTS:
Yakima Basin Integrated Plan funding for outreach has previously been funded by the
General Fund. Funding for the current request for $10,000 could be funded through Fund
403 — Water Mitigation. Monies collected into this fund are for water, watershed
management, and water supply improvements. There is sufficient funding in 403.11,
Watershed Management, to cover this cost.
Page 2 of 2
PUBLIC WORKS BOARD OF COUNTY CONMSSIONERS WORK SESSION STAFF REPORT