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Home My WebLink About2023-07-24-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday July 24, 2023 - 1:30 PM BoCC Auditorium 205 West 5th Room 108 - Ellensburg 1. Call to Order 2. Citizen Comments (1 min. time limit) 3. Request to Approve Resolution to Award 2023 Remediation Work at the Upper County Maintenance Facility 4. Request to Approve Resolution Authorizing the Chair's Signature on the Local Agency Federal Aid Project Prospectus for the Replacement of Bridge No. 80181 on Cooke Canyon Road over Hiline Canal, CRP 315-22 5. Water Budget Neutral Determinations 6. 2023 Drought Response 7. Department Consolidation 8. Search and Rescue Facility Update 9. CONSOR Task Order No. 1 10. 2024-2029 Recreation Tourism Capital Improvement Plan 11. Other Business - No Action to be taken 12. Concluded Created on 7/21/2023 8:27:04 AM KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES COMMISSIONERS' AUDITORIUM, 205 WEST 5TH ROOM 109 Regular Meeting MONDAY 1:30 PM July 24, 2023 Board members present: Chairman Cory Wright and Commissioner Laura Osiadacz. Others: Mark Cook, Josh Fredrickson, Arden Thomas, Rebecca Cruse, Public Works; Jessica Miller, Jamey Ayling, Community Development Services; 1 member of the public. At 1:54 PM Chairman Cory Wright opened the Public Works Study Session. No Citizen Comments. REQUEST TO APPROVE A RESOLUTION TO AWARD 2023 REMEDIATION WORK AT THE UPPER COUNTY MAINTENANCE FACILITY Josh Fredrickson briefed the Board of County Commissioners on the Upper County Road Maintenance Facility and presented Resolution 2023- 117 awarding Interwest Construction, Inc. the small works bid for the remediation services for consideration. Commissioner Laura Osiadacz moved to approve Resolution 2023-117. Seconded by Chairman Cory Wright. Motion passed. REQUEST TO APPROVE RESOLUTION AUTHORIZING THE CHAIR'S SGNATURE ON THE LOCAL AGENCY FEDERAL AID PROSPECTUS FOR THE REPLACEMENT OF BRIDGE NO. 80181 ON COOKE CANYON ROAD OVER HILINE CANAL, CRP 315-22 Josh Fredrickson briefed the Board of County Commissioners on work accomplished by staff to replace the bridge on Cooke Canyon Road over Hiline Canal and presented Resolution 2023-118 for consideration. Josh Fredrickson stated this project is fully federally funded through the 2022 Local Bridge Program. Commissioner Laura Osiadacz moved to approve Resolution 2023-118. Seconded by Chairman Cory Wright. Motion passed. Commissioner Laura Osiadacz commended staff on their efforts to consistently secure funding for county road projects. WATER BUDGET NEUTRAL DETERMINATIONS Arden Thomas informed the Board of County Commissioners on the status of Water Budget Neutral Determinations by Department of Ecology that take on average 1-2 years. Arden Thomas asked for the Boards consideration to have county staff begin Water Budget Neutral Determinations for the Lower County area and added participants may 2023-7-24 MINUTES still choose to have determinations made by Department of Ecology. The Board directed staff to plan outreach to water banks. 2023 DROUGHT RESPONSE Arden Thomas informed the Board of County Commissioners she anticipated an announcement by Governor Jay Inslee declaring drought conditions this year. Arden Thomas requested the Board to consider having water available through lease from emergency wells if crops in our region suffer. Arden Thomas stated Kittitas Reclamation District estimates 72% availability and believes that growers will have sufficient water for the season. Arden Thomas continued that any water allocated through the County water lease would be dedicated for 5 years to the program. Mark Cook added that a 5-year burden on the water bank ought to be strategized to avoid negative implications and policy development is critical. The Board is supportive and directed staff to continue developing for consideration. DEPARTMENT CONSOLIDATION Mark Cook briefed the Board of County Commissioners on Public Works and Community Development Services interdepartmental transfer of resources. Mark Cook asked the Board for direction on consolidation of the departments. Discussion was held. The Board was supportive of developing overall consistency amongst the department and can foresee the benefit to customers, streamlining of the permitting process, and finances. Direction to staff to schedule public hearing for consideration. SEARCH AND RESCUE FACILITY UPDATE Mark Cook updated the Board of County Commissioners on the status of developing the Search and Rescue Facility including conducting the environmental review for the site. Mark Cook anticipated a structure to be erected 4th quarter of 2024 with the $1.2 million grant award and fully equipped later when more funding is secured. CONSOR Mark Cook briefed the Board of County Commissioners on the scope of work for the public outreach firm CONSOR and that task order one developing a 2024 campaign strategy to support a Road Fund Levy is ready for CONSOR to begin. Mark Cook explained the company's local credentials and asked to execute the task order if the cost is under $50,000 or bring back for Board consideration. 2024-2029 RECREATION TOURISM CAPITAL IMPROVEMENT PLAN Mark Cook briefed the Board of County Commissioners on the Parks and Recreation Fund and the proposed capital improvement projects including Vantage Boat Ramp Overflow Parking, Dunford Barn, Ellensburg Fieldhouse, Manastash Trailhead Parking, and Gladmar Park. 2023-7-24 MINUTES Discussion was held. Mark Cook stated a Capital Facility Plan will be available soon for review. Meeting concluded at 2:45 PM N—g6 ws�' Rebecca Cruse, Administrative Assistant 2023-7-24 MINUTES KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 ACTION REQUESTED: Request to Approve the Resolution to Award 2023 Remediation Work at the Upper Kittitas County Maintenance Facility BACKGROUND: The Department of Public Works solicited bids for 2023 Remediation Work at the Upper Kittitas County Maintenance Facility in accordance with RCW 39.04.155, Small Works Roster Contract Procedures. Sealed Bids were opened on July 19, 2023, at 10:00 am. One qualified bid was received for the prescribed work. The lowest responsive bid was from Interwest Construction, Inc. in the amount of $329,520.00. This project will repair and seal poly air barrier throughout specific locations in the building, adjustment of overhead doors and addition of gaskets, along with repairs to the roof penetrations. INTERACTION: Public Works RECOMMENDATION: Approve the Resolution to Award 2023 Remediation Work at the Upper Kittitas County Maintenance Facility and authorize the County Engineer to sign said contract documents. HANDLING: Return one original to Public Works ATTACHMENTS: Resolution LEAD STAFF: Joshua Fredrickson County Engineer BOARD OF COUNTY COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2023 - III - TO AWARD THE CONTRACT FOR 2023 REMEDIATION WORK AT THE UPPER KITTITAS COUNTY MAINTENANCE FACILITY AND AUTHORIZE THE COUNTY ENGINEER TO EXECUTE SAME WHEREAS: The Department of Public Works solicited bids for 2023 Remediation Work at the Upper Kittitas County Maintenance Facility in accordance with RCW 39.04.155 Small Works Roster Contract Procedures; and WHEREAS: Sealed bids were received and opened on July 19, 2023, at 10:00 am; and WHEREAS: One responsive bid was received for the prescribed work; and WHEREAS: The County Engineer recommends the responsive bid from Interwest Construction, Inc., of $329,520.00 be accepted. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby award the contract for 2023 Remediation Work at the Upper Kittitas County Maintenance Facility in the amount of $329,520.00. BE IT FURTHER RESOLVED that the County Engineer is authorized to sign the contract documents for said project. DATED on this 24th day of July 2023, at Ellensburg, Washington. Board- Julie Kjorsvik ❑ Deputy -Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHiN N o t, airman ABSENT Brett Wachsmith, Vice -Chairman La a siadacy-;' Commissioner KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 ACTION REQUESTED: Request to Approve a Resolution Authorizing the Chair's Signature on the Local Agency Federal Aid Project Prospectus for the Replacement of Bridge No. 80181 on Cooke Canyon Road over the Hiline Canal, CRP 315-22. BACKGROUND: On July 14, 2022, Kittitas County Public Works was advised that the Cooke Canyon Road over the Hiline Canal bridge replacement project was selected to receive funding through the federal Local Bridge Program. County staff has worked alongside with three consultants to develop construction plans for the replacement of this bridge. The engineers estimated construction cost is $2,000,000.00 - $2,300,000.00. This project will not require a match in local funds because we will meet the goal of authorizing construction before December 2025. This Project Prospectus covers the Federal Funding for the construction phase of the project. INTERACTION: Public Works RECOMMENDATION: Approve the Resolution Authorizing the Chair's signature on the Local Agency Federal Aid Project Prospectus for the Replacement of Bridge No. 80181 on Cooke Canyon Road over the Hiline Canal CRP 315-22. HANDLING: Return one original to Public Works ATTACHMENTS: Resolution, Local Agency Federal Aid Project Prospectus LEAD STAFF: Josh Fredrickson, County Engineer BOARD OF COUNTY COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO.2023 - I k S AUTHORIZING THE CHAIR'S SIGNATURE ON THE LOCAL AGENCY FEDERAL AID PROJECT PROSPECTUS CONSTRUCTION PHASE FOR THE COOKE CANYON ROAD BRIDGE #80181 OVER THE HILINE CANAL REPLACEMENT PROJECT CRP 315-22 WHEREAS: The Cooke Canyon Road Bridge No. 80181 Replacement Project was awarded Federal Funding through the 2022 Local Bridge Program; and WHEREAS: Kittitas County Public Works along with a team of consultants has prepared plans, specifications and estimate for the project; and WHEREAS: In preparation to advertise a call forbids, Kittitas County Public Works is requesting the Washington State Department of Transportation release the federal funds for the construction phase; and WHEREAS: A Local Agency Federal Aid Project Prospectus must be executed by the Chair of the Board of County Commissioners acknowledging the project has been reviewed and is consistent with the County's comprehensive plan for community development; and NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby approve the Chair's signature on the Local Agency Federal Aid Project Prospectus for the Cooke Canyon Road Bridge #80181 Over the Hiline Canal Replacement Project CRP 315-22. DATED on this 24th day of July 2023, at Ellensburg, Washington. Con Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMJSS O ERS KITTA C WASHINGTON Cory Wri t, hairman A SENT > 7eaghsnnuith, Vice -Chairman Cam\ Laura z, Co issioner AP CWashington State Department of Transportation Local Agency Federal Aid Project Prospectus Prefix Route ( ) Date 07-18-2023 Federal Aid Project Number BROS 2019 032 DUNS Number 01-020-2547 Lo al Agency Project Number CRP 315-22 / RC 2194-BR ( WSDO y 1 \ Use Only J Federal Employer Tax ID Number 91-601349 Agency CAAgency Federal Program Title Kittitas County Public Works ❑✓ Yes ❑ No ❑✓ 20.205 ❑ Other Local Bridge Program Project Title Start Latitude N 47.049165' Start Longitude W-120.385876' Cooke Canyon Road Bridge #80181 Replacement End Latitude N 47.049165° End Lon nude W-120.385876° Project Termini From -To Nearest City Name Project Zip Code (+4) 0.24 0.24 Kittitas 98926-6637 Begin Mile Post End Mile Post Length of Project Award Type 0.24 0.24 0.00 [Z] Local ❑ Local Forces ❑ State ❑ Railroad Route ID Begin Mile Point End Mile Point City Number County Number County Name 0.24 0.24 N/A 19 Kittitas WSDOT Region Legislative District(s) Congressional District(s) Urban Area Number South Central Region 13 8 Total Local Agency Federal Funds Phase Start Phase Estimated Cost Funding Date Nearest Hundred Dollar Nearest Hundred Dollar Nearest Hundred Dollar Month Year P.E. 331,500.00 331,500.00 10/2022 R/W Const. 2,391,500.00 2,391,500.00 8/2023 Total 2,723,000.00 2,723,000.00 Description of Existing Facility (Existing Design and Present Condition) Roadway Width Number of Lanes 24 2 single span, structurally deficient, load posted concrete bridge Description of Proposed Work Description of Proposed Work (Attach additional sheet(s) if necessary) Replace existing single span, structurally deficient, load posted concrete bridge with a longer, single span, prestressed concrete girder structure to meet current design standards and to improve the hydraulic opening. Local Agency Contact Person Title Phone Darren Case Construction Manager 509-962-7019 Mailing Address City State Zip Code 411 N. Ruby, Suite 1 Ellensburg WA 98926 By proving Authority Project Prospectus Title County Engineer Date 7/18/2023 DOT Form 140-101 Page 1 Revised 0112022 Previous Editions Obsolete Agency Project Title Date Kittitas County Public Works Cooke Canyon Road Bridge #80181 Replafl 07-18-2023 Type of Proposed Work Project Type (Check all that Apply) Roadway Width Number of Lanes ❑ New Construction ❑ Path / Trail ❑ 3-R 32 2 ❑ Reconstruction ❑ Pedestrian / Facilities ❑ 2-R ❑ Railroad ❑ Parking ❑ Other Bridge Geometric Design Data Description Through Route Crossroad ❑ Principal Arterial ❑ Principal Arterial Federal El urban ❑ Minor Arterial ❑ Urban ElMinor Arterial Functional 0 Rural ❑ Collector ❑ Rural ❑ Collector Classification ❑ NHS ❑ Major Collector ❑ NHS ❑ Major Collector ❑ Minor Collector ❑ Minor Collector 7] Local Access ❑ Local Access Terrain 0 Flat ❑ Roll ❑ Mountain ❑ Flat ❑ Roll ❑ Mountain Posted Speed 50 Design Speed 50 Existing ADT 268 Design Year ADT 268 Design Year 2022 Design Hourly Volume (DHV) Performance of Work Preliminary Engineering Will Be Performed By Others Agency shared agency and consultant 80 % 20 Construction Will Be Performed By Contract Agency contract 100 % Environmental Classification ❑ Class I - Environmental Impact Statement (EIS) 0 Class II - Categorically Excluded (CE) ❑ Project Involves NEPA/SEPA Section 404 ❑ Projects Requiring Documentation Interagency Agreement (Documented CE) ❑ Class III - Environmental Assessment (EA) ❑ Project Involves NEPA/SEPA Section 404 Interagency Agreements Environmental Considerations work over irrigation canal will be performed while canal system is not in service between November and April uvi rurm iqv- ivi Paget Revised 01/2022 Previous Editions Obsolete Agency Project Title Date Kittitas County Public Works Cooke Canyon Road Bridge #80181 Replay 07-18-2023 Right of Way ✓❑ No Right of Way Needed ❑ Right of Way Needed * All construction required by the ❑ No Relocation ❑ Relocation Required contract can be accomplished within the existing right of way. Utilities Railroad ❑ No utility work required ❑✓ No railroad work required ❑✓ All utility work will be completed prior to the start ❑ All railroad work will be completed prior to the start of of the construction contract the construction contract ❑ All utility work will be completed in coordination ❑All the railroad work will be completed in coordination with the construction contract I with the construction contract Description of Utility Relocation or Adjustments and Existing Major Structures Involved in the Project Utilities will be required to temporarily relocate prior to the project and then install permanent after the construction project. FAA Involvement Is any airport located within 3.2 kilometers (2 miles) of the proposed project? ❑ Yes Z No Remarks This project has been reviewed by the legislative body of the administration agency or agencies, or it's designee, and is not inconsistent with the agency's cogprehensive plan for community development. Agency Date By DOT Form 140-101 Page 3 Revised 01/2022 Previous Editions Obsolete KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 TOPIC: Water Budget Neutral Determinations ACTION REQUESTED: Direction to Staff LEAD STAFF: Arden Thomas RECOMMENDATION: Direct staff to determine implications on fee requirements to start providing Water Budget Neutral Determination. BRIEFING SUMMARY: • Some groundwater uses do not require a water right permit from Ecology. While a water right permit is not required, per Kittitas County's Growth Management Act settlement agreement, new uses within the Yakima Basin must still be Water Budget Neutral ("WBN') and mitigate local stream impacts. • Per the Washington Administrative Code, the Department of Ecology must make WBN Determinations within the upper county rule area. The Department of Ecology has also been providing WBN determinations outside the upper county area, in "lower county.". • County and Ecology staff have been in discussions about transferring lower County WBN determination responsibilities to Kittitas County within the Green Zones. • To start providing this service, Kittitas County needs to identify appropriate fees and set a public hearing to consider fee adoption. • Kittitas County can provide better customer service related to review timelines but may still require Ecology technical assistance for more unique mitigation needs. BACKGROUND: Kittitas County enacted revisions to KCC 13.35.027 Permanent Measures to comply with our 2014 Settlement Agreement for Growth Management Act compliance. KCC 13.35.027 requires Kittitas County verify that all new uses of groundwater within the Yakima Basin have either: 1) a letter from a water purveyor stating that the purveyor has adequate water rights and will provide the necessary water for the new use; 2) an adequate water right for the proposed new use; or 3) a certificate of water budget neutrality or other adequate interest in water rights from a water bank. The Upper County Ground Water Rule Chapter 173-539A WAC requires that the Department of Ecology makes Water Budget Neutral ("WBN") determinations within the Upper County Rule Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT area. Ecology has also been making WBN determinations in lower County but is not required by rule to do so. County and Ecology staff have been in discussions about transferring lower County WBN determination responsibilities to Kittitas County within the Green Zones. In order to start providing this service, Kittitas County needs to identify appropriate fees. After fees are identified, we would request to set a public hearing to adopt these fees. DISCUSSION: Kittitas County can provide better customer service related to review timelines. Review times for Ecology conducted WBN determinations are currently taking longer than a year. For WBN determinations for projects with mitigation needs outside established water mitigation packages, Kittitas County may request technical assistance from the Department of Ecology. Some water banks may not want Kittitas County to make WBN determinations. These banks and their customers could still request that Ecology provide this review and determination or apply for a ground water right permit. FISCAL IMPACTS: County staff will need to identify fee requirements to be able to provide this service. Page 2 of 2 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 24, 2023 TOPIC: 2023 Drought Response ACTION REQUESTED: Direction to Staff LEAD STAFF: Arden Thomas RECOMMENDATION: Direct staff to prepare enabling documents for 2023 short term drought lease if warranted. BRIEFING SUMMARY: • As of July 6t', 2023, proratable water users are receiving 72% of their water right. • County staff anticipates that Governor Inslee will made a drought declaration for the Yakima Basin and the Department of Ecology will start permitting emergency drought wells. • Emergency drought wells will require water right mitigation. Ecology will offer subsidized mitigation, but this mitigation will be capped the amount needed to restore 75% of the water right. • If Ecology mitigation will not meet Kittitas County grower needs, staff proposes to initiate a drought lease process, as was conducted in 2019. BACKGROUND: In 2019 Kittitas County leased unallocated consumptive use water from our water right portfolio to assist water users facing prorationing or curtailment of irrigation supply. As of the July 6, 2023, revised Total Water Supply Available determination, proratable water users are receiving 72% of their supply. Public Works staff anticipates that Governor Inslee will issue a drought declaration for the Yakima Basin and the Department of Ecology will star[ permitting emergency drought wells. Staff is closely monitoring the situation and coordinating with Kittitas Reclamation District to determine the impact of water supply on district operations. Based on the process used in 2019, if we move forward with an auction, we expect it would occur in late August. DISCUSSION: Ecology requirements for drought wells will require that mitigation be distributed over a 5-year period. Should water be leased in 2023, it will impact the amount of water we could lease in subsequent years and Public Works staff recommends reserving water for potential future droughts. Ecology is also subsidizing water mitigation available through their program, but this mitigation will be capped the amount needed to restore 75% of the Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT water right. Before committing to an auction, County staff proposes to work to determine community need and proceed accordingly. FISCAL IMPACTS: Revenue generated through drought leasing offsets increase in staff cost to run the program. Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS 2023 STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 TOPIC: Department Consolidation ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: • Direct staff prepare enabling legislation recognizing the consolidation of the Community Development Services Department (CDS) into the Public Works (PW) Department. BRIEFING SUMMARY: • The consolidation of CDS into PW creates an opportunity to improve operational efficiencies in both departments. • Currently, CDS has only one study session per month while PW maintains two. • Current issues are blended, and we are experiences CDS issue at every PW study session. • Kittitas County Code Section 2.04.010 was changed last year reducing CDS to a single study session per month, so each additional study session requires noticing as a "Special Meeting". • Staff proposes amending code one time creating the "Public Services" department and eliminating PW and CDS from code in a single move as an out of cycle code amendment. BACKGROUND: Recently, the Board of County Commissioners (BoCC) acted consolidating the PW and CDS departments. The consolidation creates opportunities for efficiencies of service delivery between the two departments. DISCUSSION: It is burdensome on staff managing two separate study sessions that are currently mandated in county code. Renaming the two departments to a single department allows a one-time code amendment. Providing care is taken renaming the department — additional future consolidations are possible driven by business necessity or to take advantage of director retirement. Using the name "Public Services" provides a sufficiently broad umbrella allowing future consolidation of services into the department. Pagel of 3 Public Works "Work Session Staff Report", 2023 FISCAL IMPACTS: Both departments have administrative 2023 budgets supporting the necessary code amendment process. ATTACHMENTS: EXHIBIT 1: KITTITAS COUNTY CODE CHAPTER 2.04 Page 2 of 3 Public Works "Work Session Staff Report", 2023 EXHIBIT 1: KITTITAS COUNTY CODE CHAPTER 2.04 Page 3 of 3 Public Works "Work Session Staff Report", 2023 Chapter 2.04* BOARD OF COUNTY COMMISSIONERS Sections 2.04.010 Regular meeting and study session times. 2.04.015 Recording and notes of meetings. 2.04.020 Repealed. * For the statutory provisions regarding quarterly sessions of boards of county commissioners, see RCW 36.32.080, for provisions regarding special sessions, see RCW 36,32.090. 2.04.010 Official meeting time. Section 1 - Regular Meetings The first and third Tuesday at 10:00 a.m. of each and every month of the year are designated as the regular meetings (also known as the "Agenda Session") of the Board of County Commissioners, to be held at the Kittitas County Courthouse located at 205 West 5th, Room 109, Ellensburg, Washington provided that if Tuesday falls on a holiday, such regular meetings shall be held on the next business day. Should another time or meeting location be required for any business, prior notice will be given for such special meeting in accordance with the law. Section 2 - Regular Study Sessions Every Monday 9:00 a.m. Commissioners Office Administration Meetings CR 4th Monday 11:00 a.m. Information Technology Department 2nd and 4th Tuesday 10:00 a.m. Human Resources Department 2nd Tuesday 2:00 p.m. Solid Waste/Maintenance 2nd and 4th Monday 1:30 p.m. Public Works 2nd Monday 1:30 p.m. Community Development Services 1st Wednesday 3rd Thursday 4th Monday 4th Wednesday 2nd Monday 8:00 a.m. Sheriff 1:30 p.m. Finance Officer 10:00 a.m. Event Center 10:00 a.m. Public Health 11:00 a.m. Airport CR CR CR AUD AUD AUD CR CR CR CR Key CR = Commissioner's Conference Room - Room 108, Kittitas County Courthouse AUD = Commissioner's Auditorium - Room 109, Kittitas County Courthouse Section 3 - Effective Date This ordinance shall take effect immediately upon adoption. KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS 2023 STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 TOPIC: Search and Rescue Facility Update ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Continue site development. BRIEFING SUMMARY: • The $1.2 million dollar grant (Homeland Security) is complete. • Engineering is moving forward with environmental review by federal agencies. • Design completion is anticipated by 10/31/2023. • The requested $2 million earmark from Senator Murry is dead (was not appropriated). • Site clearing in 2023 is dependent on final environmental decision (looking for Finding of no significant impact — FONSI). • Anticipate spending approximately $250,000 in 2023 on engineering and permitting and $310,000 on design. BACKGROUND: Kittitas County received a Congressionally Directed Spending Request (earmark) from Representative Schrier in 2022. Public Works (PW) has moved ahead of final grant award allowing us to "jump start" the environmental process. Design of the facility is expected by the end of October 2023. DISCUSSION: Environmental review is well underway with the Washington State Military Department (Emergency Management Division). By moving ahead of final grant award, we have been able to keep the project moving in the first half of 2023. It may be possible to clear the site this fall, providing we can obtain a FONSI early fall 2023. PW submitted an earmark request for $2 million that would have allowed buildout of the emergency operations center (EOC) side of the facility. Senator Murry was unsuccessful in obtaining the appropriation and buildout of the EOC will now require other financing. 2024 construction will now be limited to site development and erecting the metal building. Termination of the City of Cle Elum lease is anticipated by 12/31/2024. Page 1 of 3 Public Works "Work Session Staff Report", 2023 FISCAL IMPACTS: Phase One total costs (Search and Rescue metal building and site work) are anticipated at approximately $3.2 million with $1.2 million covered by the initial earmark request for the facility. ATTACHMENTS: EXHIBIT 1: Site drawing Page 2 of 3 Public Works "Work Session Staff Report", 2023 EXHIBIT 1: SITE DRAWING Page 3 of 3 Public Works "Work Session Staff Report", 2023 I I r r i I y i i e fO I r 7F e a I lI I I d i V r N co' 4 y I I y D v O i i P I I r i r i i I i i I I ---------------------- i i I i m ' 0 y am `O a` a I I I � _J I I I I J , I I � I I I O V A LL I N m V N LL N Q ~ O 7 NNO I O> !� Q O2 OOIp "O M i a i I > I I I I I I m ; ----------------------- T111 I m I � I I N Q N I N U ------------------------ 2 U) d `N •r I a I I I I � I I I I I I i i � N y LL y 9 LL I N I NO N m tN'r p0 0 tN-r C p0 U. N O N N p Q O N p i a`ofo� a`o`� KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS 2023 STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 TOPIC: CONSOR Task Order No. 1 ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff engage CONSOR finalizing a Task Order Scope of Work supporting a Road Fund Levy election in fall 2024. BRIEFING SUMMARY: • Public Works (PW) has secured CONSOR as a task order contractor on our current professional services list of providers. • Public Works has prepared a suggested scope of work and desires engaging CONSOR on final scope development. BACKGROUND: PW has previously advised the Board of County Commissioners (BoCC) on the need to increase revenue for the Road Fund. It is likely that ending fund balance will reach a critical level fourth quarter of 2024. A public outreach specialty firm (CONSOR) has been contracted to support PW. We have completed a draft scope of work that is now ready for transmittal to CONSOR for final scope development. DISCUSSION: Timing is now good to begin planning and conducting a public outreach effort aimed at increasing Road Fund revenue. The proposed scope of work relies on initial focus groups to vet PW's proposed levels of transportation service. Depending on focus group response, proposed levels will be adjusted or moved ahead to the election campaign. CONSOR will develop a strategy for the campaign and work with staff implementing the campaign. PW will return to the BoCC with a final scope of work for board consideration. FISCAL IMPACTS: The campaign costs will be included in PW's 2024 administrative budget. ATTACHMENTS: EXHIBIT 1: SUGGESTED STAFF SCOPE OF WORK Pagel of 2 Public Works "Work Session Staff Report", 2023 EXHIBIT 1: SUGGESTED STAFF SCOPE OF WORK Page 2 of 2 Public Works "Work Session Staff Report", 2023 2024 Road Fund Levy Election Public Outreach Campaign Suggested Staff Scope of Work July 19, 2023 TASK ONE: RESEARCH Public Works (COUNTY) staff will provide a listing of elected officials and key community members for CONSOR (CONSULTANT) to interview. CONSULTANT will develop interview questions designed to elicit a likely level of support from interviewees towards increasing the Road Fund Levy amount. CONSULTANT will compile the responses into a summary document and meet with staff presenting interview results. DELIVERABLE: Interview summary with a presentation of results to COUNTY. 2. TASK TWO: FOCUS GROUP DEVELOPMENT CONSULTANT will meet with the Board of County Commissioners in an open public meeting (scheduled by COUNTY) discussing likely critical stakeholders, key public officials and influential community members discussing formulation of focus groups. The focus groups will be solicited specifically to examine the state of transportation assets in Kittitas County and test proposed levels of service as advanced in the COUNTY's Ten -Year Asset Management Plan. CONSULTANT will inform COUNTY of focus group results and advise any suggestions impacting the proposed levels of service or levy vote schedule. DELIVERABLE: Results from various focus groups reacting to proposed transportation levels of service and recommendations for any necessary adjustments to proposed service levels. 3. TASK THREE: DEVELOP THE ELECTION MESSAGE AND CAMPAIGN MATERIALS Using results from Task Two and any COUNTY adjustments to proposed transportation levels of service, develop the election message and outreach campaign materials. CONSULTANT will present the election message and draft campaign materials to focus groups from Task Two and advise COUNTY of any desired adjustments from focus groups. DELIVERABLE: Election message and campaign materials along with a campaign schedule. Page 1 of 2 4. TASK FOUR: DEVELOP OUTREACH CAMPAIGN STRATEGY AND IMPLEMENT CONSULTANT will prepare an outreach campaign strategy and implement the campaign with support from COUNTY. It is anticipated that various outreach techniques will be utilized such as telephone outreach, webinars with questionaries and other proven industry techniques. CONSULTANT will advise the COUNTY on where to target efforts and the probable costs of each outreach element. COUNTY will lead or support CONSULTANT efforts as identified in the campaign strategy. CONSULTANT will identify who is to lead securing various campaign products (CONSULTANT or COUNTY) and any third -parry vendors likely for support. DELIVERABLE: Road Fund Levy election campaign materials and delivery of the election campaign. Page 2 of 2 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS 2023 STUDY SESSION STAFF REPORT STUDY SESSION DATE: July 24, 2023 TOPIC: 2024-2029 Recreation Tourism Capital Improvement Plan ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff prepare a final proposal for 2024 budget submittal. BRIEFING SUMMARY: • Current events necessitate revising the 2023-2028 Recreation Tourism Capital Improvement Plan (CIP). • One project is removed (completed in 2022) and one project is added. BACKGROUND: 2024 represents the second year that Fund 113 has produced a CIP for budget inclusion. Staff has prepared a draft CIP for Board of County Commission (BoCC) consideration. DISCUSSION: Vantage boat ramp improvements are anticipated to be constructed fall of 2023 (depicted as 2024 allowing for some contingency). Dunford Barn title conveyance is currently in the works — allowing programming for a potential re -roof fall of 2023 (also shown as 2024 construction allowing some contingency). New to the CIP in 2024 is a Phase One contribution towards Ellensburg Field House development. Manastash Trailhead Parking is slated for construction fall 2024. Re -development of Gladmar Park and development of the Vantage Columbia River Walkway are retained at the back end of the CIP timeline. There is a potential that Towns to Teanaway could deliver easements supporting existing trail network construction in 2024 or 2025. The capital expenditure for trail expansion is presumed to be largely managed by others with maintenance costs burdening the recreation fund. Public Works "Paths and Trails" line -item budget is identified as being the likely funding source for trail maintenance activities and as such, the work is not included in the proposed Fund 113 CIP. FISCAL IMPACTS: There is sufficient ending fund balance currently allowing for Vantage overflow parking lot construction in 2023. Additional general fund contribution is needed addressing the Page 1 of 3 Public Works "Work Session Staff Report", 2023 Ellensburg Field House expenditure in 2024. We also anticipate having sufficient fund reserve constructing Manastash Trailhead Parking improvements in 2024. Real Estate Excise Tax II remains the probable funding source for future Fund 113 CIP implementation. Allocation to the Road Fund is anticipated to be re -visited during preparation of the 2025 Road Fund budget. ATTACHMENTS: EXHIBIT 1: 2024-2029 FUND 113 CIP PROPOSAL Page 2 of 3 Public Works "Work Session Staff Report", 2023 EXHIBIT 1: 2024-2029 FUND 113 CIP PROPOSAL Page 3 of 3 Public Works "Work Session Staff Report", 2023 KITTITAS COUNTY 2024-2029 SIX YEAR PARKS AND TOURISM CAPITAL PLAN 5_ ��tlII _0 gg TtlE YYJ gg GPRALIMPROVEMENT PRDIECT NAME 1 Vi BP93 Ramp Q mm Parkl�ILCI OeWn Cputnrtlon z D.MW lMR Ne Gamer So mo RONRe earns 1° Pn iomo ww�amn ASom0 3 ryen[burB FINtl XDuse lFermal RMa In4nor SP[<er) Nwa Ore 1 00p 5,000,WO 1,DBO,Om gg 3E_ 0 Marwliah TaNMetl Parkl D° Wm gq S3 �nrunBen 3W m0 5 GWw.rftM p 4aN rM 350 E Ne ert One iNPNn MAN FlweOnehNlr 350pm 6 Vanu Rher WNR 5? D—lop—tPlan xs0.mD 6 )50 Nurtorc:Cwelrua3lon ) up,m0 1,O1pOm Bm,Om - I,1s0,Om 1,is0,000 I,Om,Om S,R0,000 SUMMARY: 6-YEAR PROGRAM REVENUE, COSTS AND ENDING FUND AMOUNTS BEGINNING FUNDBADNCE 3R6,Om 0 p14,0391 (69B,3s9 1,M3,)011 Mown) URCA 2H,850 SM,593 303,023 318,3)i 33e,082 350j" ANNUAL CAPITAL IMPROVEMENT MALSI�) OPERATINGCOSTS u0,mp -A%ooPI mmO Lls0Am fyW,mO 1,OmmO f09,950 115 ) 123,2m 117,169 133.693 W.31', TOTALANNUALCOSTS B34.m I 1,4M,0291 1,2101,2311 1,595,64E 1 1,717M4 l 9 1W TAX REVENUE LOOP.= 3.my0m L.01m L&KI'mO 1,Omppp OVER INCOME W )m GRANT/COSTSNME TOTAL ANNUAL INCOME A6P,J9p S,OOD,OW I,000,C00 S,Om,Om 1,000,om ipm,00p ENDINGFUNDMUNCE p 1414,@91 (698,3591 (3,293,)O1)RA" A151 I1,Smslsl