HomeMy WebLinkAbout2022-05-23-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS
Public Works Study Session
Regular Meeting
Monday May 23, 2022 -1:30 PM
Commissioners' Auditorium
205 West 5th Room 109 - Ellensburg and Webex
1. Call to Order
2. Fire Evacuation Route Planning Effort
3. Safe Route to School Grant Proposal
4. Fiscal Analyst/PW Technology Specialist
5. Yakima River Access Wayfinding Signs Update
6. Silverton Road Vacation
7. Water Mitigation Refund Policy
8. Floodplain Development Community Assistance Visit
9. Other business
10. Adjourn
Created on 5/20/2022 8:18:43 AM
KITTITAS COUNTY
PUBLIC WORKS STUDY SESSION MINUTES
In -Person and Webex
Regular Meeting
MONDAY 1:30 PM May 23, 2022
Board Members Present: Chairman Laura Osiadacz, Vice -Chairman Cory
Wright, and Commissioner Brett Wachsmith.
Others: Mark Cook, Arden Thomas, Josh Fredrickson, Rebecca Cruse,
Candie Leader, Public Works; Jeremiah Cromie, Community Development
Services; (2) Members of the Public
At 1:30 pm Vice -Chairman Cory Wright opened the Public Works Study
Session.
FIRE EVACUATION ROUTE PLANNING EFFORT
Mark Cook presented a proposed work program for the Fire Evacuation
Route efforts. Mark Cook proposed that land use designation around
evacuation routes be addressed, and land use limitations may occur
for high-risk areas not suitable for defense. Questions pursued about
what land use restrictions could be expected. Mark Cook added that
additional planning will be needed to utilize an alert system for
emergencies, particularly in Upper County areas with extensive
recreational camping occurring. Vice -Chairman Cory Wright requested a
buildable land survey be completed. The BOCC supports staff efforts
and concluded that the survey will be fundamental in moving forward.
SAFE ROUTE TO SCHOOL GRANT PROPOSAL
Mark Cook seeks the Board of County Commissioners support on
submission of a grant application to "Safe Routes to School" grant
program. Mark Cook explained that this grant will assist in improving
a corridor for students to safely travel to school from Roslyn.
Questions pursued about easements and the affect on private
properties adjacent to the proposed route. Vice -Chairman Cory Wright
requested this proposal be presented to COG. BOCC supports submission
of the application and directs staff to engage in additional outreach
easement acquisition be performed prior implementation.
FISCAL ANALYST/PW TECHNOLOGY SPECIALIST
Mark Cook requested the Board of County Commissioners direction to
formalize the Fiscal Analyst/ PW Technology Specialist position. The
Board of County Commissioners supports moving the job description
forward with Kittitas County Human Resources Department for
finalization.
2022-5-23 Minutes
YAKIMA RIVER ACCESS WAYFINDING SIGNS UPDATE
Josh Fredrickson requested the Board of County Commissioners to
direct staff to proceed in acquisition and installation of signs
funded by a tourism grant awarded in 2020. The Board supports Public
Works efforts and implementation. Vice -Chairman Cory Wright requested
staff inform the BOCC for when the project is complete.
SILVERTON ROAD VACATION
Josh Fredrickson briefed the Board of County Commissioners on an
application received from a resident of Silverton Road to vacate a
portion of the unconstructed roadway. Josh Fredrickson continued that
the applicant owns the adjacent properties and would like to better
utilize the agricultural land unincumbered by the easement. Staff was
directed to prepare enabling documents for a public hearing to
consider the vacation of a portion of Silverton Road.
WATER MITIGATION REFUND POLICY
Arden Thomas asked for direction on implementation of a refund policy
addressing the real cost of water mitigation. Arden Thomas emphasized
that Kittitas County incurs cost associated with issuing the water
mitigation certificate and is proposing that approximately 25% of the
original fee be retained to cover the administration costs. Staff was
directed to move forward with implementation of the refund policy.
FLOODPLAIN DEVELOPMENT COMMUNITY ASSISTANCE VISIT
Arden Thomas informed the Board of County Commissioners on a recent
visit by the Floodplain Development Community Assistance Program.
Arden Thomas added that at the end of June 2022 County Staff will
meet with representatives from the State of Washington to address
issues of concern presented by the Community Assistance Visit.
Meeting concluded at 2:28 pm.
2022-5-23 Minutes
Rebecca Cruse, Administrative
Assistant
2022-5-23 Minutes
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Fire Evacuation Route Planning Effort
ACTION REQUESTED: Direct Staff
LEAD STAFF:
Mark R. Cook
RECOMMENDATION:
Endorse the proposed planning effort.
BRIEFING SUMMARY:
• Ongoing drought conditions in the Pacific Northwest are exasperating fuel
conditions in Kittitas County forests.
• Public Works (PW) recently briefed the Board of County Commissioners on
recent Department of Natural Resources (DNR) fire planning efforts for the Cle
Elum Ridge and Teanaway forested areas.
• PW, in collaboration with Community Development Services has prepared a fire
evacuation route planning proposal for fall 2022 ending in spring 2024.
• PW and CDS propose a robust public outreach campaign near the end of the
planning effort that could result in land use restrictions in high fire risk areas.
BACKGROUND:
For the past several years, the Fire Chief s Association, PW and the Sheriff s Office has
flirted with the idea of identifying fire evacuation routes in high fire risk areas in the
county. Recent DNR planning efforts now make the effort a realistic proposition. Using
data generated by DNR, PW proposes leading an evacuation route planning effort
supported by the fire/life/safety community.
DISCUSSION:
Time is running out to have a readily deployable evacuation plan in hand before the next
big devastating fire in Kittitas County. The science developed and utilized in DNR's
state required planning process, provides a unique opportunity for the county to jump
start a legitimate fire evacuation route planning effort (EXHIBIT 1). Collecting
additional data, route selection and land use overlay creation is expected to take the effort
into mid 2023. Public outreach and land use considerations — along with capital facility
plan inclusion — is expected to extend the project into second quarter 2024 (EXHIBIT 2).
Page 1 of 4
Public Works "Work Session Staff Report", 2022
FISCAL IMPACTS:
Approximately $150,000 in staff time, data collection and public outreach is estimated
supporting the planning effort.
ATTACHMENTS:
EXHIBIT 1: SCOPE OF WORK
EXHIBIT 2: PROJECT DESCRIPTION AND TIMELINE
Page 2 of 4
Public Works "Work Session Staff Report", 2022
EXHIBIT 1: SCOPE OF WORK
Page 3 of 4
Public Works "Work Session Staff Report", 2022
Fire Evacuation Route Planning
Staff Planning Effort Task Items
May 9, 2022
Planning Need
The proliferation of long dead-end roads serving residential development has been Kittitas
County's legacy for decades — beginning in the 1960s. Secondary access requirements did not
become plat preliminary conditions until well after the turn of the current century. Steep terrain
in upper Kittitas County and the increasing size of fire response apparatus have worked together
making a bad situation worse for evacuating county residents in an active fire. Recent advances
in fire behavior modeling allow a new look at possible fire evacuation routes serving upper
county residents.
TASK 1: Existing Data Collection
Staff will gather all existing fire behavior model results from the Washington State Department
of Natural Resources and the United States Department of Agriculture — United States Forest
Service that are readily available. The data will be combined and if possible, placed onto a
single data platform for staff use.
DELIVERABLE: Combined existing data sets.
TASK 2: Stakeholder Identification
Outreach efforts will target known current and previous stakeholders associated with fire
prevention efforts, fire -fighting efforts, cultural concerns, habitat interests, recreational user
groups, major landowners, emergency responders, and road access managers to public lands.
Staff will compile a list of contacts with contact information: name, stakeholder interest,
electronic mail address, phone contact number and agency/entity. Staff will develop a list (not to
exceed 20) for Board of County Commission consideration.
DELIVERABLE: Project stakeholder list.
TASK 3: Data Gap Analysis
Results from Task 1 will be presented to the stakeholder group and the group will be solicited for
missing data. Data gaps will be cataloged by category and a master list produced for stakeholder
concurrence. Stakeholders will assist staff determining the likely responsible parties (missing
data) and help identify the initial party contact. Once all responsible parties have responded with
data gap assessment concurrence, staff will work with responsible parties identifying the level of
effort and cost closing identified data gaps.
DELIVERABLE: Identified data gaps and level of effort closing said gaps.
Page 1 of 3
TASK 4: Additional Data Collection
Staff will coordinate with local, state, and federal agencies securing additional data identified in
Task 3. In the absence of funding, the stakeholder group will prioritize data gap needs for Board
of County Commission funding consideration. Public Works will solicit consultant services as
appropriate securing prioritized data gap needs.
DELIVERABLE: Prioritized additional data.
TASK 5: Evacuation Routes Identified
Public Works will compile existing and additional data and identify potential evacuation routes
for stakeholder evaluation. The stakeholder group will prioritize the list of routes and identify
additional routes as appropriate. Public Works will assess the prioritized list of routes and
develop planning level cost estimates for: existing route improvement and/or new route
establishment.
DELIVERABLE: Prioritized listing of fire evacuation routes for implementation with planning
level cost estimates assigned to each route.
5B. Land Use Overlay
Using results from Task 5, staff will compile land use data in impacted areas specifically
identifying buildable parcels for future development.
DELIVERABLE: Compiled land use data within identified potential overlay areas.
TASK 6: Community Outreach
The stakeholder group will work with the County developing a public outreach campaign effort.
The outreach campaign will be designed to confirm community appetite funding the
implementation of the routes from Task 5.
DELIVERABLE: Outreach campaign defining public appetite to implement.
6B. Land Use Public Outreach
Three public meetings presenting prioritized fire evacuation routes with associated land use
overlays.
DELIVERABLE: Three community outreach meetings.
TASK 7: Prioritized Evacuation Routes Implementation Plan
Public Works will develop an implementation plan for Board of County Commission
consideration. Available funding sources will be assigned to prioritized routes and incorporated
into the County's Capital Facility Plan for construction implementation. Where appropriate,
staff will coordinate potential funding with state and federal agencies.
DELIVERABLE: Implementation of prioritized routes.
Page 2 of 3
7B. Restricted Land Use Zoning Overlav
Staff will produce a land use overlay map identifying potential land use development restricted
areas associated with identified high fire risk areas. Staff will present the mapped area to the
Planning Commission for commission comment and recommendation to the Board of County
Commissioners. Staff will docket a public hearing with the Board of County Commissioners
receiving public testimony regarding potential land use development restrictions in identified
high fire risk mapped areas.
DELIVERABLE: Land use restrictions in mapped high fire risk areas.
Table 1: Estimated Project Human Resource and Additional Costs
Task Number
Staff Allocation
(hours)
Estimated Staff
Cost (Blended
hourly rate at
$120
Estimated
Additional
Project Costs
Total Estimated
Project Costs
1
80
$9,600
$9,600
2
20
$2,400
$2,400
3
80
$9,600
$9,600
4
120
$14,400
$60,000
$74,400
5
80
$1,600
$1,600
5B
40
$4,800
$4,800
6
40
$4,800
$10,000
$14,800
6B
20
$2,400
$2,400
7
40
$4,800
$4,800
7B
40
$4,800
$4,800
Totals
560
$67,200
$70,000
$137,200*
*Staff cost represent benefits loaded and only for departments of the Board of County
Commissioners. Sheriff Office and Fire District costs are additional to this estimate.
Page 3 of 3
EXHIBIT 2: PROJECT DESCRIPTION AND TIMELINE
Page 4 of 4
Public Works "Work Session Staff Report", 2022
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Safe Route to School Grant Proposal
ACTION REQUESTED: Direct Staff
LEAD STAFF:
Mark R. Cook
RECOMMENDATION:
Support Public Works submitting a "Safe Routes to School' grant application connecting
Cle Elum to Roslyn.
BRIEFING SUMMARY:
• A safe pedestrian and bike route connecting Roslyn to the Cle Elum School
District is much needed.
• Public Works (PW) proposes using Shaft Street to South Avenue as the pedestrian
and bike corridor connecting the two communities.
• Kittitas County has poor historic utilization of the "Safe Routes to School' grant
program.
• Use if Alliance Street will require an easement from the property owner.
BACKGROUND:
For several years PW has desired constructing a pedestrian and bike connection from the
Cle Elum school district to the City of Roslyn. Previous attempts using state highway
have failed. The proposed route has a crossing on State Highway 903 and requires a
private easement along Alliance Road. The majority of the route utilizes Shaft Street.
PW has historic under -utilization of the "Safe Routes to School' grant program.
DISCUSSION:
Providing a safe connection for school kids to walk or ride bikes to school from Roslyn to
Cle Elum is a priority for PW. Earlier this year the state contacted PW ensuring we were
aware of the 2022 grant program. PW is proposing to extend the existing walkway along
school district 903 frontage, constructing a pedestrian crossing at Highway 903, a short
pathway segment along Alliance Road and then bulk of the six-foot paved pathway along
Shaft Street to just short of South Avenue in Roslyn.
FISCAL IMPACTS:
Request under $800,000 do not require a grant match. Our engineering estimate is for
$778,932.
Page 1 of 4
Public Works "Work Session Staff Report", 2022
ATTACHMENTS:
EXHIBIT 1: MAP
EXHIBIT 2: GRANT APPLICATION EXHIBITS and COST ESTIMATE
Page 2 of 4
Public Works "Work Session Staff Report", 2022
EXHIBIT 1: MAP
Page 3 of 4
Public Works "Work Session Staff Report", 2022
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Page 4 of 4
Public Works "Work Session Staff Report", 2022
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Project title: Safe Routes to School Trail Development
MP TO Job Number: TBD PROJECT LENGTH 5850 FT
SCOPING ESTIMATE $787,731 RUCTION TUR!
CREATED: 5/18/2022 By:
Develop a paved path that would extend from the existing paved path currently at Cie Elum/Roslyn school and extend along Shaft St to Roslyn
in order to provide increases in safety for pedestrians. Crossing would be made at the east end of the school property and at the intersection of
Alliance Rd.
QUANT. UNIT ITEM NO. ITEM UNIT PRICE AMOUNT]
PROJECT TOTAL $787,731
PREPARATION
1
LS
0001
MOBILIZATION 10%
$47,516
1
ACRE
0025
CLEARING AND GRUBBING $12,396.00
$13,222
GRADING
850
C.Y.
0310
ROADWAY EXCAVATION INCL. HAUL $31.75
$26,988
400
C.Y.
0431
COMMON BORROW INCL. HAUL $23.52
$9,408
STRUCTURES
15
L.F.
1182
CULVERT EXTENSION 18" $165.00
$2,475
350
S.Y.
7055
CEMENT CONCRETE SIDEWALK $114.64
$40,124
SURFACING
1,100
C.Y.
5095
CRUSHED SURFACING BASE COURSE $120.00
$132,000
HOT MIX ASPHALT
740
TON
5767
HMA CL. 1/2 IN. PG 64-28 $165.00
$122,100
EROSION CONTROL AND ROADSIDE PLANTING
1
ACRE
6422
SEEDING AND MULCHING $14,550.00
$12,416
1
EST
NIS
TESC PLACEHOLDER $5,000.00
$4,267
TRAFFIC
4
EACH
SOLAR RECTANGULAR RAPID FLASHER BEACON $12,000.00
$48,000
120
S.F.
7054
DETECTABLE WARNING SURFACE $138.59
$16,631
230
S.F.
6857
PLASTIC CROSSWALK LINES $11.00
$2,534
1
L.S.
6869
TRAFFIC CONTROL $25,000.00
$25,000
OTHER ITEMS
1
L.S.
7038
ROADWAY SURVEYING $10,000.00
$10,000
1
EST
7480
ROADSIDE CLEANUP $10,000.00
$10,000
PROJECT CHANGE TRACKING D ITEM SUBTOTAL WIO MOBILIZATION
$475,164
Date
By Comments
MOBILIZATION 10.00%
$47,516.4;
BID ITEM SUBTOTAL
$522,681
DESIGN ALLOCATIONS 10.00%
$52,268
BID ITEM TOTAL
$574,949
SALES TAX @ 0.00%
$0
PROJECT SUBTOTAL
$574,949
CONSTRUCTION ENGINEERING @ 10%
$57.495
CONTINGENCIES@ 10%
$57,495
CN ESTIMATE
$689,938
PE PHASE 12%
82,793
PROJECT TOTAL $787,731
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Fiscal Analyst/PW Technology Specialist
ACTION REQUESTED: Direct Staff
LEAD STAFF:
Mark R. Cook
RECOMMENDATION:
Direct staff forward to Human Resources.
BRIEFING SUMMARY:
• For the past several years, Fiscal Analyst Casey (FAC) has been acting as Public
Works technology specialist interfacing with Cayenta, SmartGov, RTA Fleet
Management and other software packages with external vendors and the IT
Department. Printer issues and low-level technology hardware issues have also
been managed.
• It is efficient for PW and IT to have these services performed by department staff
(FAC).
• PW desires formalizing the assumed duties by altering the existing Fiscal Analyst
job description.
• Recent authorization of the Lead Fiscal Analyst and backfilling of the pending
Finance Manger's retirement creates the opportunity to formalize job duty ahead
of the pending Cayenta system upgrade.
BACKGROUND:
PW is the only department of the Board that utilizes job cost accounting within Cayenta.
We also utilize a customized payroll feature that interfaces with the job cost accounting
feature of Cayenta as well as other unique software. PW sponsored a software code
writing course for FAC several years ago supporting the need for service provided by
FAC. IT cannot adequately support PW owing to the complexity of Cayenta, ongoing
minor issues with Cayenta and the interface between job cost accounting, time entry and
other systems. The pending significant Cayenta upgrade will require a large commitment
from FAC. PW desires formalizing the service and need for technology specialist
support into the existing Fiscal Analyst job description.
DISCUSSION:
FAC has been providing technology specialist services to PW for the past several years
without formal recognition. Routinely, FAC has served as a system administrator for
multiple software systems and written custom reports in SmartGov, RTA and the CRAB
Page 1 of 3
Public Works "Work Session Staff Report", 2022
road reporting system. FAC has also regularly worked with Cayenta Support to resolve
operational issues discovered by PW staff and enhance Cayenta reporting to meet
business needs. It seems reasonable to allow IT to defer low level technical requests to
PW for in-house support without burdening the IT request system. There is no resource
in the county with the knowledge and understanding of Cayenta job cost accounting and
time entry that FAC possesses. PW desires having full access to FAC's skills supporting
the pending Cayenta system upgrade.
FISCAL IMPACTS:
Undetermined at this time. Owing to significant unfilled position in PW during fiscal
year 2022, personnel budget exists to cover potential costs associated with rerating the
requested position.
ATTACHMENTS:
EXHIBIT 1: PROPOSED JOB DESCRIPTION
Page 2 of 3
Public Works "Work Session Staff Report", 2022
EXHIBIT 1: PROPOSED JOB DESCRIPTION
Page 3 of 3
Public Works "Work Session Staff Report", 2022
Job Description
Kittitas County, Washington
TITLE: Fiscal Analyst/PW Technology Specialist
CREATED: 05/16/2022
REPORTS TO: PW Finance Manager
DEPARTMENT: Public Works
JOB SUMMARY:
CATEGORY: Full-time OCCUPATION CODE:
AFFILIATION: Union HOURS/WEEK: 40
FLSA STATUS: Non-exempt DRS ELIGIBILITY: PERS
ESSENTIAL FUNCTIONS
TECHNOLOGY:
• Support computer systems and printers/copiers/plotters; Follow up with co-workers to
ensure satisfactory resolution of issues.
• Acquire and maintain knowledge of relevant hardware and software products used by
Public Works.
• Attend training, assist in training, and provide individual user training.
• Act as liaison between Public Works and IT for Tier II Support.
• Act as liaison with support vendors; ensure timely notice to IT if vendor network access is
required.
• Keep up to date on new technologies and best practices. Provide advice to division
management on best practices as it relates to technology.
• Assist with the development and support of technology policies and procedures within
Public Works.
• Support inventory, computer rotation and appropriate disposal of technology.
• In coordination with the information Technology Department, plan for and respond to
emergencies involving data loss, hardware failure and disaster recovery.
• Create, schedule and run reports to improve office productivity and provide custom reports
to meet departmental reporting needs.
• Analyze processes and recommend improvements using standardization, automation, and
technology systems.
• Develop strategies for integrating, testing, adopting, and implementing emerging
technologies.
• Assign software user accounts for Public Works related programs, ensure new users receive
necessary training prior to use.
Fiscal Analyst/Technology Specialist — Public Works Page 1
• Maintain and update Public Works software for operational changes. Coordinate software
patches/updates with IT and/or vendors.
• Act as a consultant and trainer for office staff on related Public Works programs.
• Work closely with the IT to ensure open and frequent communication about projects,
problems, and opportunities.
• Oversee cell phone assignment, usage verification, and facilitate solutions to cell phone
technology issues.
ACCOUNTING
• Create and assist in preparing management reports for division managers.
• Set up new projects in the job cost integrated accounting system.
• Assist in maintaining job area/general ledger cross reference controls and other system
tables.
• Audit timekeeping system forjob coding, earning codes, and measures/accomplishments
and prepare or facilitate corrective action.
• Prepare and process payroll batch uploads.
• Prepare payroll audit reports.
• Create and facilitate processes/reports to ensure integrity between the financial system and
other software including the fleet management, permitting and road reporting systems.
• Assist with coordinating and validating financial system updates.
• Aid with data management and analysis for all funds within Public Works.
• Provide backup for Fiscal Analyst positions.
OTHER FUNCTIONS
• Perform other support services as assigned.
This job description is a summary of the primary functions and expectations for this position.
Additional department -related duties may be assigned as required.
MINIMUM QUALIFICATIONS
• High School Diploma or GED
• Three (3) years of experience providing computer maintenance services of a technical
nature, supporting a wide variety of users in a Windows environment,
• College courses in Computer Science or Management Information Services may substitute
for some experience requirements
• A bachelors degree in Accounting or equivalent field.
• Valid Washington State driver's license
• A criminal history and background check will be performed on qualified candidates.
Convictions may preclude candidates from employment in certain circumstances. Factors
relativity to the position such as age at time of the offense, seriousness and nature of the
violation, and rehabilitation will be taken into account.
Fiscal Analyst/Technology Specialist — Public Works Page 2
REQUIRED SKILLS/KNOWLEDGE/OTHER
• Be familiar with current Microsoft Windows desktop operating systems;
• Possess ability to quickly learn new technology and stay on top of trends.
• Basic networking troubleshooting.
• Self-starter with strong self-management skills and good judgment.
• Able to handle high -stress situations while maintaining a high level of customer service and
professionalism.
• Able to organize projects and manage multiple priorities; ability to change direction without
disruption and with a positive approach.
• Proficient in the use of modern office equipment.
• Experience with procedures and practices applicable to accounting.
• Possess adequate knowledge and skills to provide other support services when needed.
• Excellent problem solving and research skills.
• Excellent communication and presentation skills, verbal, written, technical and non-
technical communication skills.
• Must maintain confidentiality.
• Able to work well with others, take direction, and constructive criticism.
PREFERRED QUALIFICATIONS
• Associate or Bachelor's degree in Computer Science or Management Information Systems
WORKING CONDITIONS
Regular attendance and punctuality are required and expected Monday — Friday from 8:00 AM to
5:00 PM; however, extended or weekend hours may be required on occasion.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
PREPARED & REVIEWED BY
Must be completed with all revisions of the job description. A copy will be returned to supervisor.
Supervisor Name Title Date
HR Representative Name Title Date
Fiscal Analyst/Technology Specialist — Public Works Page 3
EMPLOYEE ACKNOWLEDGEMENT
I understand the job duties and responsibilities contained within this position description and as
described by the immediate supervisor.
Employee Name
Date
Fiscal Analyst/Technology Specialist — Public Works Page 4
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Yakima River Access Wayfinding Signs Update
ACTION REQUESTED: Direction to Staff
LEAD STAFF:
Joshua Fredrickson
RECOMMENDATION:
Direct staff to proceed with acquisition and installation of Yakima River Access
Wayfinding signs at two locations
BRIEFING SUMMARY:
• Kittitas County awarded a 2020 Tourism Related, Small -Scale Municipality -
Owned Capital Project grant to Kittitas County Public Lands Advisory Committee
for the Yakima River Access Wayfinding Signs
• Grant award amount was $47,618.00
• Sign design has been developed by Beckwith Consulting Group (Beckwith)
• Yakima River Access Subcommittee of the Public Lands Advisory Committee has
offered support for installation at two initial locations
BACKGROUND:
Through the Board of County Commissioners and recommended by the Lodging Tax
Advisory Committee a grant was awarded to the Kittitas County Public Lands Advisory
Committee. The grant award was for the design and development of Yakima River Water
Trail Wayfinding signs in support of access to the Yakima River. A contract for the design
was signed with Beckwith Consulting Group. Beckwith has provided a sign design
(EXHIBIT 1) to be implemented as the River Water Trail.
DISCUSSION:
The Public Lands Advisory Committee desires to improve signage to motoring public
informing them of opportunities to access the Yakima River. The 2018 Yakima River
Public Access Plan identifies existing and proposed future river access locations
(EXHIBIT 2). To begin implementation there is interest to install signs at two initial
locations. The first site proposed is along SR 821 at mile post 10 (EXHIBIT 3). The
second location is Teanaway Junction, near the intersection of SR 970 and SR 10. Both
river access locations are Washington State Department of Fish and Wildlife (WDFW)
parcels adjacent to the State routes. Permits are being sought from both WDFW and
WSDOT for the installation of the signs. Three additional sites for sign installation are
recommended after the first round of sign installation.
Page 1 of 5
Public Works "Work Session Staff Report" 2022
Initial Sign Installation Locations:
1. SR 821 mile post 10
2. Teanaway Junction
Second Round of Sign Installation Locations:
1. Memorial/Fireman Park — Cie Elum
2. SR 821 mile post 8
3. King Horn Slough-Hundley Rd.
Final specifications and maintenance agreement are being developed to meet the request of
WSDOT for installation of the signs. Signs at the initial location will be installed in each
direction of travel along the roadway.
FISCAL IMPACTS:
Costs for initial sign fabrication and installation is included in Public Works annual
budget. Funding for fabrication and installation of additional locations would need to be
considered.
ATTACHMENTS:
Exhibit 1: Water Trail Wayfinding Sign Design
Exhibit 2: Existing and Proposed Public Access Sites
Exhibit 3: Yakima River Mile 83, Mile Post 10 Site Map
Page 2 of 5
Public Works "Work Session Staff Report" 2022
EXHIBIT l: WATER TRAIL WAYFINDING SIGN DESIGN
Page 3 of 5
Public Works "Work Session Staff Report" 2022
Kittitas County / Mile Post 10 Left Arrow
Yakima Diver Water Trail Waysign Specifications
Arch -Cut Top
3" Dia. Corners
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Type Font: Myriad Regular
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C=100%
C=77%
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M=22%
M=22%
Y=0%
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K=54%
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K=89%
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Prints to 3/8" Diebond or equivalent.
EXHIBIT 2: EXISTING AND PROPOSED PUBLIC ACCESS SITES
Page 4 of 5
Public Works "Work Session Staff Report" 2022
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Page 5 of 5
Public Works "Work Session Staff Report" 2022
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Silverton Road Vacation Request
ACTION REQUESTED: Direct Staff
LEAD STAFF:
Joshua Fredrickson
RECOMMENDATION:
Schedule a public hearing regarding the proposed vacation of a portion of Silverton Road
to the adjacent owners from 0.34 (end of pavement) to the end of right-of-way.
BRIEFING SUMMARY:
• Plat and recorded documents dedicated public right-of-way for Silverton Road
• A portion of Silverton Road was not constructed in area being requested for
vacation
Adjacent property owner desires clearing title and having full use of the property
Public Works (PW) supports the requested vacation with no value for the vacated
right-of-way
BACKGROUND:
Right -of -Way for Silverton Road was dedicated to the County in Book E of Short Plats
page 134 (EXHIBIT 1). Silverton Road was then built in 1996. Additional right-of-way
was granted in 2006 through dedication deed 200606070016 and the Weaver Road Short
Plat SP -06-77 (EXHIBIT 2). The constructed section of Silverton Road extended 0.34
miles south from the intersection with Robinson Canyon Road. Right-of-way extends an
additional 0.43 miles south of the current end of pavement location.
DISCUSSION:
Public Works received an application to vacate the right-of-way for the unconstructed
portion of Silverton Road (EXHIBIT 3). Parcels adjacent to the unconstructed portion of
Silverton Road right-of-way are served through private access easements. The action
allows parcels to be joined and the property owners are no longer burdened by the right-
of-way. PW is proposing that no value be assigned to the right-of-way as no
improvements have been created impacting any Road Fund expenditure. A subsequent
record of survey by the property owners will be needed to clear title and allow full use of
the proponent's property. Silverton Road currently ends without an appropriately sized
emergency vehicle turnaround. An easement for a full access turnaround is being
requested from the adjoining property owners associated with the vacation. PW supports
the requested vacation of a portion of Silverton Road right-of-way.
Page 1 of 5
Public Works "Work Session Staff Report" 2022
FISCAL IMPACTS:
The applicants have paid PW's vacation application fee of $3,888.00
ATTACHMENTS:
Exhibit 1: Book E of Short Plats page 134
Exhibit 2: Weaver Road Short Plat SP -06-77
Exhibit 3: Road vacation request location map
Page 2 of 5
Public Works "Work Session Staff Report" 2022
EXHIBIT 1: BOOK E OF SHORT PLATS PAGE 134
Page 3 of 5
Public Works "Work Session Staff Report" 2022
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Page 4 of 5
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Page 5 of 5
Public Works "Work Session Staff Report" 2022
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Water Mitigation Refund Policy
ACTION REQUESTED: Direction to Staff
LEAD STAFF:
Arden Thomas
RECOMMENDATION: Direct staff to implement proposed refund policy
BRIEFING SUMMARY:
• Kittitas County code requires those who mitigate through the Kittitas County
water bank to submit an application for a residential building permit within two
(2) years of issuance of the mitigation certificate (KCC 13.40.010(b)).
• If a building permit is not obtained within two years, the issued mitigation
certificate is no longer valid.
• Kittitas County's current business practice is to refund the full fee (minus $3
charged by the auditor) for the water mitigation upon request by the current parcel
owner for mitigation certificates that are no longer valid because the building
permit requirement has not been met.
• Kittitas County incurs staff costs associated with issuing the mitigation certificate,
in addition to general program administration for the mitigation program. We
propose to withhold a portion, about 25%, of the original permit fee to cover these
costs.
BACKGROUND:
Kittitas County code requires those who mitigate through the Kittitas County water bank
to submit an application for a residential building permit within two (2) years of issuance
of the mitigation certificate (KCC 13.40.010(b)). For those who wish to purchase water
without immediate plans to build a residence, acquiring water through a private bank is
an option. When water bank customers apply for a water mitigation certificate, they must
attest that they understand that they are required to apply for a building permit within two
years. Issued water mitigation certificates also identify that a building permit must be
applied for within two years. If a building permit is not obtained within two years, the
issued mitigation certificate is no longer valid. Kittitas County's current business practice
is to refund the full fee (minus $3 charged by the auditor) for the water mitigation upon
request for mitigation certificates that are no longer valid because the building permit
requirement has not yet been met.
Pagel of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
The water mitigation fee is broken out into cost recovery, an in -lieu fee, program
administration fee, pre -payment of the first annual metering fee, and the auditor / finance
fee. These fees are detailed in Exhibit 1. Public Works staff proposes to continue to retain
the auditor / finance fee and to start retaining most of the program administration fee
when refunds are issued.
Public Works proposes to start retaining $1,125 per refunded mitigation certificate, which
is about 25% of the water mitigation package fee (with the exception of water mitigation
for cisterns, which is currently discounted because the water mitigation program does not
currently support groundwater well use in these areas).
DISCUSSION:
In addition to the direct staff time required to process mitigation certificates, the program
administration fee covers staffing costs to provide technical assistance to landowners to
help them understand mitigation requirements and options. This educational aspect is an
important component of our annual work program. Public works would refund the
portion of the program administration fee that covers water meter inspections, since this
service has not been provided for refunded mitigation certificates.
Kittitas County uses the same fee schedule for both County -held water rights and private
bank water rights administered through our mitigation program. Private bankers are paid
the cost recovery component of the water mitigation fee and are deducted the cost
recovery fee for refunded mitigation certificates issued through their banks.
Water associated with mitigation certificates that are no longer valid is tracked and can be
re -distributed for a new use.
FISCAL IMPACTS:
In 2021 Kittitas County issued refunds for 12 certificates. By retaining the proposed
program administration fee, Public Works would have retained $13,500 to help cover
staff costs.
ATTACHMENTS:
Exhibit 1: Water Mitigation Fee Breakout and Proposed Refund Amounts
Page 2 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
EXHIBIT 1: Water Mitigation Fee Breakout and Proposed Refund Amounts
Page 3 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 23, 2022
TOPIC: Floodplain Development Community Assistance
Visit
ACTION REQUESTED: Support Staff Efforts to Address Items Identified
in Community Assistance Visit Letter
LEAD STAFF:
Arden Thomas
RECOMMENDATION: Support Staff Efforts to Address Items Identified in Community
Assistance Visit Letter
BRIEFING SUMMARY:
• Staff from the Department of Ecology and/or the Federal Emergency
Management Agency periodically conduct a "Community Assistance Visit'
(CAV) to ensure local jurisdictions are meeting federal and state requirements for
floodplain development.
• Enforcement of our floodplain management ordinance is required for federally
backed flood insurance available to County property owners and for Kittitas
County to be eligible for flood disaster relief.
• To remain in good standing, we need to address seven (7) items identified by
Ecology. We also need to continue to work with Ecology on permitting for the
McElroy Road bridge.
• The most challenging item to resolve will be compliance issues identified for the
Fire District No. 7 Station, which was permitted in 2014 and constructed shortly
after. Kittitas County has a meeting scheduled to discuss these issues with
Ecology and FEMA on June 15, 2022
BACKGROUND:
Staff from the Department of Ecology and/or the Federal Emergency Management
Agency periodically conduct a "Community Assistance Visit' (CAV) to ensure that local
jurisdictions are meeting federal and state minimum requirements for floodplain
development. The Department of Ecology recently initiated a CAV with Kittitas County.
The last CAV occurred in 2011 and was conducted by Ecology.
Through the CAV, Ecology is checking to make sure that we are meeting federal and
state requirements for floodplain development. Kittitas County must enforce our our
floodplain management ordinance (KCC 14.08) for County residents to have access to
Page 1 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
federally backed flood insurance and for Kittitas County to be eligible for flood disaster
relief.
On May 13, 2022, Ecology provided Kittitas County with a letter documenting the
current status of the CAV.
DISCUSSION:
Ecology staff conducted a floodplain tour, which included a review of aerial photography
to identify new structures within the floodplain. From this review, four (4) unpermitted
structures were identified. These structures have been referred to code enforcement and
will need to either be shown to meet county code requirements or removed in order for
the County to complete the CAV. Two other items identified, obtaining a Final Elevation
Certificate for a permitted structure, and permitting storage of materials in the floodplain
should be straight -forward to address.
The most challenging item on the CAV report to resolve will be the compliance issues
identified with the Fire District No. 7 station on Chepoda Road in upper Kittitas County.
Kittitas County has a meeting scheduled to discuss these issues with Ecology and FEMA
on June 15, 2022. Staff has also submitted a request for assistance from the Prosecutor's
Office.
The CAV letter also identifies that further engineering analysis is required for the
McElroy Road bridge. The Flood Control Zone District has committed to conducting
hydraulic analysis with Flood Control Assistance Account Program (FCAPP) funding.
Kittitas County staff will coordinate closely with Ecology and FEMA staff on this effort.
FISCAL IMPACTS:
Not currently known due to uncertainty about requirements to address Fire District No. 7
compliance issues.
ATTACHMENTS:
Exhibit 1: Department of Ecology Letter Dated May 13, 2022
Page 2 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
EXHIBIT 1: Department of Ecology Letter Dated May 13, 2022
Page 3 of 3
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
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STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
Central Region Office
1250 West Alder St., Union Gap, WA 98903-0009 • 509-575-2490
May 13, 2022
The Honorable Laura Osiadacz
Kittitas County Commissioners
205 W 5th Ave, STE 108
Ellensburg, WA 98926
SENT VIA ELECTRONIC MAIL
RE: Community Assistance Visit (CAV)
Dear Chair Osiadacz:
I appreciated the opportunity to meet with the Water Resources Manager, Arden Thomas; Water
Resources Specialist, Samantha Cox; Building Official, Jeremy Larson; and Code Enforcement
Officer, Toni Berkshire, to discuss the County's participation in the National Flood Insurance
Program (NFIP) on April 14, 2022, during a Community Assistance Visit (CAV). As the State
NFIP coordinating agency, the Department of Ecology (ECY) regularly performs CAVs for
participating communities in the NFIP.
The primary purpose of the CAN is to provide an assessment of the community procedures for
administering and enforcing your local floodplain management program. A CAV is also
intended to provide the community with current information regarding the NFIP and to provide
an opportunity to discuss items of concern the community may have with the administration of
the local ordinance and floodplain management program. Continued enforcement of the
floodplain management ordinance allows the Federal Emergency Management Agency (FEMA)
to continue to make federally backed flood insurance available to property owners and ensures
the community remains eligible for flood disaster relief.
The CAV is comprised of the following elements: floodplain tour; review of the community's
floodplain management regulations; meeting with local officials; review of the local permitting
process; examination of the floodplain permit, variance, and subdivision files; and a summary of
the information gathered and issues identified. This is the fifth time a CAV has been conducted
in Kittitas County. FEMA performed a CAV in 1992, followed by ECY in 2000, 2006, and
2011. Currently there are 365 flood insurance policies within the County. There has been 205
closed paid losses for flood damage valued at $2,329,588. A copy of the County's NFIP
Chair Osiadacz
Kittitas County
May 13, 2022
Page 2 of 4
community profile was provided with my visit. At that time the number of insurance policies
was 382.
Important Dates and Facts
Kittitas County CID # 530095
Entered Emergency Program February 5, 1974
Entered Regular Program May 5, 1981
Initial Flood Insurance Rate Map (FIRM) May 5, 1981
Current Flood Insurance Rate Map (FIRM) September 24, 2021
Community Rating System Class 6
Floodplain Tour
A field tour of the City's Special Flood Hazard Areas (SFHA) was conducted on September 14,
2021. Historical aerial imagery was also reviewed as part of this tour. The following
outstanding items were identified and require the stated action for resolution:
A. 341 McKee Lane, Cle Elum: Final Elevation Certificate (EC) missing from file.
o County sent letter to property owner 5/9/22 requesting final EC.
o Action Required: Submit copy of final EC to ECY upon receipt.
B. 241 Shady Glen Drive, Easton: Construction of 600 square foot structure in floodway
with no permit.
o County sent letter to property owner 4/14/22 requesting compliance.
o Action Required: Demolition of unpermitted structure in floodway.
C. 100 Shady Glen Drive, Easton: Unpermitted construction.
o County sent letter to property owner 4/14/22 requesting compliance.
o Action Required: Submit copy of permit(s) and supporting application
documentation to ECY upon receipt.
D. 450 Elk Meadows Road, Cle Elum: Unpermitted construction.
o County sent letter to property owner 4/14/22 requesting compliance.
o Action Required: Submit copy of permit(s) and supporting application
documentation to ECY upon receipt.
E. 300 Heron Drive, Cle Elum: Unpermitted construction.
o County sent letter to property owner 4/14/22 requesting compliance.
o Action Required: Submit copy of permit(s) and supporting application
documentation to ECY upon receipt.
Chair Osiadacz
Kittitas County
May 13, 2022
Page 3 of 4
F. Kittitas Co Fire District #7, Chepoda Road, Cie Elum: Fire station constructed below
Base Flood Elevation.
o Action Required: There is a meeting scheduled with FEMA, ECY, & the County
for further discussion.
G. 6934 S. Canyon Road, Ellensburg: Unpermitted storage of materials.
o County sent letter to property owner 5/9/22 requesting compliance.
o Action Required: Submit copy of permit(s) and supporting application
documentation to ECY upon receipt.
Floodplain Damage Prevention Ordinance Review
The County's Flood Damage Prevention Ordinance, #2021-010, was revised August 17, 2021
and is compliant with ECY and FEMA.
Review of Permitting Process
A preliminary site analysis is conducted for any activity that requires a building permit. A site
plan is then submitted with a description of the proposed project. This is dispersed amongst
multiple departments for review. The applicant is notified of what permits are needed. If the
project is in a Special Flood Hazard Area (SFHA) a Floodplain Development Permit (FDP)
application is submitted and the building department doesn't process the application until the
FDP is issued. A pre -application meeting is scheduled, which is mandatory for all residential
structures, or other structures required to elevate. Three elevation certificates are obtained: (Ist)
prior to construction; (2nd) at framing; (3rd) final. Elevation Certificate inspections are listed in
the County permitting system, SmartGov, and when the framing and final elevation certificates
are required the building inspectors will not schedule subsequent inspections until the ECs have
been reviewed and approved. The BFE must be located on the plans and everything below must
be floodproofed. During plan review, submittal is cross-checked with the preliminary site
analysis and elevation certificate. A red sticker is placed on plans that include a FDP to alert the
field inspector. Propane tanks are flagged for specific review. A FDP is processed for all
structures, even those under 200 square feet. Floodplains are required to be shown on plats and
BFEs are obtained prior to final plat approval for Zone A where there is 50 lots or 5 acres,
whichever is lesser. Letter of map changes are recommended when and where appropriate.
Examination of Permits & Files
Upon request, ECY was provided with a list of permits dating back five years from the date of
the CAV meeting, April 14th, and chose a sample from this list to review. This selection of
permits were reviewed in person on April 19th at the County Public Works Department. All
permits reviewed have been confirmed compliant except the following item that requires
resolution:
Chair Osiadacz
Kittitas County
May 13, 2022
Page 4 of 4
A. McElroy Road bridge, Cle Elum: This temporary bridge permit requires additional
engineering analysis, identification of all insurable structures affected by any increase in
the Base Flood Elevation during a I% chance flood event, and written notification to the
applicant that they may be liable for any damages resulting from the temporary structure.
o Action Required: A meeting will be scheduled between FEMA, ECY, & the
County for further discussion.
Training
Regular training should be incorporated to ensure that staff continue to be aware of Kittitas
County's floodplain management responsibilities as a participant in the National Flood Insurance
Program. Webinars as well as updates with FEMA Region 10 training can be found on the
STARR website at: httos://www.starr-team.com/starr/Pages/default.aspxx or by subscribing to the
Region 10 newsletter. If you would like to subscribe, please email: RXNewsletter&starr-
team.com
Summary
To summarize, there are several follow-up items needed in order to close this CAV as listed
under the floodplain tour and examination of permit sections. Ecology will work with staff to
accomplish these tasks. Arden Thomas and Samantha Cox are working closely with Ecology
and we appreciate their communication and continued efforts.
Thank you for your willingness to improve Kittitas County's floodplain management program as
part of the community's participation in the NFIP. Should you have any questions regarding my
report or any other floodplain issues, please do not hesitate to contact me.
Sincerely,
d4401� �1 d
Sandy I. Floyd, Central Region I4FIP Coordinator
Shorelands and Environmental Assistance Program
Central Regional Office — Union Gap
ec: Arden Thomas, Kittitas County
Samantha Cox, Kittitas County
Dennis Jeney, Jr., FEMA
David Radabaugh, Ecology