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Home My WebLink About2021-11-08-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday November 8, 2021 -1:30 PM Commissioners' Auditorium and Webex 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Legacy Planning for Public Works Fiscal Department 3. Diamond Parking Contract Update 4. Dickey Creek Right of Way 5. Other business 6. Adjourn Created on 11/4/2021 9:19:33 AM MONDAY KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES In -Person and Webex Regular Meeting 1:30 PM November 8, 2021 Board members present: Chairman Brett Wachsmith, Vice -Chairman Laura Osiadacz, and Commissioner Cory Wright. Others In -Person: Mark Cook, Rebecca Cruse, Public Works; Dan Carlson, Community Development Services; Kristine Foreman, Human Resources. Others Virtual: Jessica Miller, Mike Flory, Community Development Services; Neil Caulkins, Prosecutors Office; (2) Members of the Public. At 1:33 pm Chairman Brett Wachsmith opened the Public Works Study Session. LEGACY PLANNING FOR THE PUBLIC WORKS FISCAL DEPARTMENT Mark Cook stated that Public Works is recommending that the BOCC look at succession planning for the anticipated retirement of current managerial roles in Public Works. Mark Cook continued that in planning for the Finance Managers retirement and replacement, Management staff would like to create a Lead Fiscal Analyst position to insure the department has no gaps in the current service provided by Public Works. Discussion was held. Staff was directed to draft a job description for the position. DIAMOND PARKING CONTRACT UPDATE Mark Cook briefed the Board on the scope of work being performed under contract with Diamond Parking Services and Public Works' solicitation for tow companies and partnerships in the private sector have been unsuccessful. Mark Cook continued that Public Works recommends adding or increase illegal parking fines to discourage the illegal parking on county roads specifically in the travel way. Mark Cook added that the final report from Diamond Parking Services will be presented to the board once complete Discussion was held regarding snow removal on mountain passes, and the impact of the vaccine mandated firings of workers in the DOT Southcentral Region. Mark Cook stated that Public Works has been asked by several stakeholders to provide snow removal coverage due to the employee shortage, however, Public Works doesn't have the staff or resources to contribute. The BOCC stated that the shortage of workers dedicated to snow removal could pose a public safety concern. The BOCC stated that a letter to the state should be drafted to address this concern. 2021-11-08 Minutes DICKEY CREEK RIGHT OF WAY Mark Cook shared the concern over the approach of Dickey Creek Bridge and a solution has been found for the realignment of right of way to improve traffic safety. Mark Cook is requesting the Board to approve a boundary line adjustment as proposed by Washington State Department of Natural Resources so the project can continue. The BOCC supports the boundary line adjustment and staff was directed to move forward with the necessary applications. EXECUTIVE SESSION: At 2:08 pm Chairman Brett Wachsmith announced that staff would enter into Executive Session for 10 minutes, with Carly Brettmann, Communication Director, and Kristine Foreman, Human Resources Director to evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. However, subject to RCW 42.30.140(4), discussion by a governing body of salaries, wages, and other conditions of employment to be generally applied within the agency shall occur in a meeting open to the public, and when a governing body elects to take final action hiring, setting the salary of an individual employee or class of employees, or discharging or disciplining an employee, that action shall be taken in a meeting open to the public. At 2:19 pm the Board announced they would continue the executive session for an additional ten (10) minutes. Board reconvened from executive session at 2:24 pm. At 2:25 pm Chairman Brett Wachsmith announced that staff would enter Executive Session for fifteen (15) minutes with Mark Cook, Public Works Director, and Neil Caulkins, Chief Civil Deputy Prosecuting Attorney per RCW 42.30.110(b) to consider the selection of a site or the acquisition of real estate by lease or purchase when public knowledge regarding such consideration would cause a likelihood of increased price. At 2:40 pm Chairman Brett Wachsmith announced the Board would recess back into Executive Session for an additional five (5) minutes. The Board reconvened from Executive Session at 2:46 pm. Meeting adjourned at 2:46 pm. 2021-11-08 Minutes Rebecca Cruse, Administrative Assistant 2021-11-08 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: November 8, 2021 TOPIC: Legacy Planning for the Public Works Fiscal Department ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff work with Human Resources creating a Lead Fiscal Analyst position in Public Works and potentially within the Auditor's Office. BRIEFING SUMMARY: • Significant processing of finance matters occurs in the Auditor's Office and within the Public Works Department. • The pending retirement of Budget and Finance Director Pless and the anticipated retirement of PW Finance Manager Remeto underscores the need for both offices to plan for succession. • PW recently completed succession planning for County Engineer, County Surveyor, Construction Manager, Administrative Supervisor and Public Works Director. • There is a need to finalize succession planning for the Finance Manager in PW. BACKGROUND: Pending retirement (next couple of years) of Finance Manager (FM) Remeto merits succession planning for her replacement. The current Fiscal Analyst (FA) position does not contemplate lead duties. PW desires amending the FA job description allowing for a lead position within the fiscal services series. All FAs currently reside within the Courthouse Union (Local 792 CH). DISCUSSION: The lead will coordinate activities of other FAs and have reporting obligations to the FM. The lead will also assume special project responsibly and provide a point of contact for the Budget and Finance Director in the absence of the FM. In keeping with current compensation business practice, PW proposes developing the job description with HR and negotiating a five percent increase with the Courthouse Union Business Agent. Recently, PW altered the duty station of FM Remeto to the new Upper County Road Maintenance Shop. The duty station change contemplates the elimination of significant commuting from Cle Elum for Remeto. The move recognizes increased coordination amongst FAs within PW. Page 1 of 2 Public Works "Work Session Staff Report", 2021 Creating the lead Fiscal Analyst position serves PW succession planning needs and could also assist the Auditor's Office in a similar fashion. The two lead positions would shadow the fiscal managers and be expected to manage day to day in the absence of the PW FM or the Auditor's Budget and Finance Director. PW proposes working with HR developing a job description and returning to the Board of County Commissioners when complete for further Board consideration. FISCAL IMPACTS: Currently not budgeted in the 2021 PW budget. ATTACHMENTS: None. Page 2 of 2 Public Works "Work Session Staff Report", 2021 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: November 8, 2021 TOPIC: Diamond Parking Contract Update ACTION REQUESTED: None LEAD STAFF: Mark R. Cook RECOMMENDATION: Informational briefing — no action required. BRIEFING SUMMARY: • Diamond Parking (DP) is conducting an evaluation of parking needs at Hyak. • A project report is anticipated mid-November. • Public Works (PW) anticipates short and long-term recommendations in the report. BACKGROUND: Responding to ongoing illegal parking in Hyak, PW executed a professional services agreement with DP earlier this fall. DP is the nation's oldest parking contractor and recently celebrated 100 years of providing parking services to municipalities. Interviews with project stakeholders: United States Forest Service, State Parks, Sheriffs Office, Snoqualmie Public Utility District, Fire District 51, and the operator of the Snoqualmie Ski Resort. PW is seeking short and long-term options from DP assisting in ongoing management of illegal parking in Hyak. DISCUSSION: Illegal parking in Hyak continues to worsen with each passing winter. Responding to increasing pressure on local law enforcement, PW solicited for tow truck services early summer 2021. No responses were received by PW. In late summer, PW sought out DP for interest in evaluating parking conditions in Hyak. In early fall 2021, PW secured a professional services agreement with DP. Parking technologies have undergone a transformation with the advent of internet technology. While numerous technologies may be deployable in Hyak, PW is seeking professional advice on parking management strategies that hold promise for deployment at Snoqualmie Pass. It is quite common for illegal parking to completely eliminate any opportunity for PW to exit our maintenance facility (East Hyak Drive) and plow Hyak roads. The situation is dangerous and highly volatile for area residents. PW is concerned that it is a matter of time before road rage results in significant injury or the inability for PW to respond in a snow emergency shuts down Hyak traffic. Page 1 of 3 Public Works "Work Session Staff Report", 2021 As a portion of the contract scope of work, DP interviewed representatives from the following agencies/entities: • United States Forest Service • Washington State Parks • Kittitas County Sheriffs Office • Snoqualmie Pass Public Utility District • Fire District 51 • Snoqualmie Pass Ski Resort Operator — The Summit at Snoqualmie. In conjunction with DP contract effort. PW is sponsoring amendments to the County's no parking section of County Code (Title 10). PW is seeking to add a new category of no parking within the "traveled way". Essentially, any vehicle parked within ten feet as measured from the centerline of the roadway to the road shoulder — is considered illegally parked. PW is also seeking to increase parking fines to $200 in all no parking areas. The illegal parking challenge has increased since the onset of the pandemic. PW's attempt at creating an impound yard in the Snoqualmie Pass Limited Area of More Intense Rural Development has not resulted in an interested tow company. At some point, it become necessary to discuss developing a tow fleet within PW. FISCAL IMPACTS: The DP professional services contract is paid by the Road Fund ($41,000). ATTACHMENTS: Exhibit 1: DP Scope of Work Page 2 of 3 Public Works "Work Session Staff Report", 2021 EXHIBIT 1: DIAMOND PARKING SCOPE OF WORK Page 3 of 3 Public Works "Work Session Staff Report", 2021 DocuStgn Envelope ID: 001104DF-52CB-4FA6-A665-931CCFD16BB5 AHKtµY t. Jt N49(.k Kittitas County Hyak No Parking Support Fee Schedule per revised SOW 9/8/2021 • TASK 1: Existing Conditions: Diamond Parking Services (CONSULTANT) will review existing information provided by COUNTY including: Hyak parcel map, Hyak road network map and COUNTY no parking regulations in conjunction with an initial site visit learning the "lay of the land" in its current configuration. COUNTY will produce a map specifically identifying problem parking areas for targeting remedial actions as recommended by CONSULTANT. • DELIVERABLE: Review of provided initial information and memorandum detailing CONSULTANT'S understanding of the parking problem and desired COUNTY outcome. • Fee—$17,000 • TASK 2: Inventory strategies and identify a preferred alternative: CONSULTANT will prepare a letter report documenting various strategies that CONSULTANT is using in other recreational areas controlling illegal parking activity. In the absence of recreational area support, CONSULTANT will inform the COUNTY of strategies that may assist in curbing illegal parking in Hyak. CONSULTANT will identify a preferred strategy for COUNTY consideration. • DELIVERABLE: Letter report identifying existing strategies that CONSULTANT is using in other similar recreational communities or in the absence or existing support then proposed strategies that may assist in curbing illegal parking. The report will identify a preferred alternative for COUNTY consideration. • Fee --$10,000 • TASK 3: Identify policy actions likely required to implement the preferred alternative: CONSULTANT will work with COUNTY staff identifying policy implications and/or conflicts tied to implementation. COUNTY staff will work with CONSULTANT identifying necessary policy actions resolving identified conflicts. • DELIVERABLE: Letter report identifying any policy conflicts associated with the selected preferred alternative parking solution. The report will also identify necessary policy actions required to fully implement the preferred alternative. • Fee --$5,000 Kittitas County- Hyak No Parking Support revised SOW Fee Schedule - OPS - 09102021 Page 2 of 2 DocuSign Envelope ID: OD1104DF-52CB-4FA6-AB65-931CCFD18BB5 • TASK 4: Identify costs associated with the preferred alternative from TASK 2: CONSULTANT will identify personnel and equipment costs associated with implementing the preferred alternative. Planning level costs are expected to inform the COUNTY on necessary changes to County Code Chapter 10, providing a fully supported fee program offsetting preferred alternative costs. • DELIVERABLE: Memorandum identifying personnel and providing equipment and planning level cost estimates associated with implementation of the preferred alternative. • Fee --$8,000 • TASK 5: Board of County Commissioner presentation support. • CONSULTANT will support a staff presentation detailing the results of the parking evaluation performed by CONSULTANT. Attendance may be virtual depending on pandemic conditions at the time. COUNTY will lead the presentation with support materials as necessary provided by CONSULTANT. • DELIVERABLE: Attendance and support at the Commissioner meeting. • Fee --$1,000 Kittitas County Hyak No Parking Support Fee Schedule per revised SOW 9/8/2021 • TASK 1: Existing Conditions $17,000 • TASK 2: Inventory strategies and identify a preferred alternative $10,000 • TASK 3: Identify policy actions required to implement the preferred alternative $5,000 • TASK 4: Identify costs associated with the preferred alternative from TASK 2 $8,000 • TASK 5: Board of County Commissioner presentation support $1,000 Total Project/SOW Cost $41,00 Kittitas County — Hyak No Parking Support revised SOW Fee Schedule— DPS -09102021 Page 2 of 2 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: November 8, 2021 TOPIC: Dickey Creek Right of Way ACTION REQUESTED: Proceed with the Boundary Line Adjustment LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff prepare a boundary line adjustment supporting the Dickey Creek Bridge replacement project with Washington State Department of Natural Resources (WADNR). BRIEFING SUMMARY: • Public Works (PW) is finalizing design of the Dickey Creek Bridge replacement project with the Federal Highway Administration. • The design requires relocation of existing County right of way. • Recently, the Board of County Commissioners solicited the Commissioner of Public Lands allowing a land swap with WADNR. • WADNR regional staff is proposing a boundary line adjustment creating the necessary right-of-way supporting the project. • The boundary line adjustment is acceptable to Public Works. • PW has requested an estimate from WADNR on the value of timber in the realignment and proposes compensating the department for any tree loss associated with the boundary line adjustment. BACKGROUND: The existing bridge on the Teanaway River at Dickey Creek constricts the river adversely impacting aquatic life. It also creates a water surface elevation rise upstream of the bridge. The current approach alignment has caused vehicles to impact the downstream bridge guardrail resulting in significant damage in the past. The downstream rail was repaired in 2018 and the entire structure was load restricted a couple of years ago. DISCUSSION: Until recently, PW was having to contemplate a restrictive lease from WADNR over the proposed realignment route. The offer to realign using a boundary line adjustment is welcome news to PW. This offer clears the way for the Federal Highway Administration (FHWA) to move to 90 percent design. Recognizing that WADNR is in the tree growing business, PW is offering to compensate the state for the value of timber loss to the realignment. Page 1 of 4 Public Works "Work Session Staff Report", 2021 The project has run into federal resource agency concerns over loss of trees associated with current project design. The agencies are insisting on an additional two acres of tree planting for appropriate project mitigation. The project does not have two acres to offer the resource agencies. FHWA is currently steepening realignment slopes attempting to minimize tree loss. Two options exist for the project moving forward: 1. Submit the project and demand a "jeopardy" decision from US Fish and Wildlife in Washington DC. 2. Work with WADNR to establish sufficient project area supporting additional tree planting. In the words of a local regional WADNR land manager "we are in the tree growing business". PW has linked the federal project manager with local regional staff discussing the requested tree mitigation. Resolution of project right of way puts the bridge replacement back on track. The two issues forced PW and FHWA to delay project delivery until 2023. Building the improvement in the clear allows local traffic to utilize Teanaway Road during construction affording clear access to the Teanaway Community Forest without disruption. PW is grateful to the Board of County Commissioners for your assistance resolving the right of way issue. FISCAL IMPACTS: The project is fully funded by PW with a grant from FHWA. The nearly $8 million dollar project includes $1.5 million of PW project match. ATTACHMENTS: Exhibit 1: Realignment map Exhibit 2: Bridge cross-section Page 2 of 4 Public Works "Work Session Staff Report", 2021 EXHIBIT 1: REALIGNMENT MAP Page 3 of 4 Public Works "Work Session Staff Report", 2021 to be Vacated SW COR SEC S1/4 COR 20,T21N,R16E SEC 20,T21N,R16E FND 3-1/2" FND 4" A.C. ON 3" B.C. IN ALUM. POST IN p CONCRETE CENTER OF STONE POST 6" PILE ABOVE GRADE LCR:202001290047 LCR:424487 Or S89'29'1 8"E ary n 2631.92 pcv( U 269.40 - DD Q)v 7li� �J oo^ 1 ti a Jo ii n,°' o• e'tia oi=^N z n Tp r 1 09 ami N (O^, by a`b' vNi1 y"NARRANTY DEED AFN:163672 CALLS OUT SECTION LINE AS 40 Po CROSSING AT O STA: 140+91 I o OBSERVED CROSSING IS AT STA:140+15.07 00 n a rS1�L566 AF / b- of env ^O p S1/4 COR SEC 29,T21N,R16E FND 3" B.C. IN I CONCRETE POST 6" BELOW GRADE LCR:491643 (ITTITAS COUNTY PUBLIC WORK' 411 N. RUBY ST., ELLENSBURG WA 98926 (509) 962-7523 .WWW.co.ki8itas.waa 1 90 \� Penman \� SS DNR AF S89 2629.45 (B (MON-MON) 0�_kO S G No. 50-102567 2360.05 (C/L-MON) SE COR SEC 20,T21N,R16E FND 4" A.C. ON 3" ALUM. POST 12" ABOVE GRADE LCR:509772 There isn't planned to be a separate Temporary Construction Easement Granted. This is the new Permanent Easement Area to be Granted under DNR App. No. 50-102567. ARES / 1 RE—ALIGNMENT OF TEANAWAY ROAD OVER TEANAWAY RIVER of DRAWING TYPE 1 EXHIBIT DRAWING SHEE PARCEL NO. 937535 SCALE: 1 „=200'PROJECT LUP I.D' 21-16-20000-0004 1 DATE: 03/29 2021 19028 DRAWN Ery: J. TURNBULL CHECKED: J. TURNBULL 00 W\ rS1�L566 AF / b- of env ^O p h00 h 2p0' pr�i��•�a 0 Q- k0, `•ti G 1 90 \� Penman \� SS DNR AF S89 2629.45 (B (MON-MON) 0�_kO S G No. 50-102567 2360.05 (C/L-MON) SE COR SEC 20,T21N,R16E FND 4" A.C. ON 3" ALUM. POST 12" ABOVE GRADE LCR:509772 There isn't planned to be a separate Temporary Construction Easement Granted. This is the new Permanent Easement Area to be Granted under DNR App. No. 50-102567. ARES / 1 RE—ALIGNMENT OF TEANAWAY ROAD OVER TEANAWAY RIVER of DRAWING TYPE 1 EXHIBIT DRAWING SHEE PARCEL NO. 937535 SCALE: 1 „=200'PROJECT LUP I.D' 21-16-20000-0004 1 DATE: 03/29 2021 19028 DRAWN Ery: J. TURNBULL CHECKED: J. 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