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HomeMy WebLinkAbout10 06 2026 Study Session AgendaYELM CITY COUNCIL - STUDY SESSION AGENDA October 6, 2026, 6:0 0 pm Study Sessions are held in-person at Yelm City Hall 106 2 nd Street SE Yelm, WA 98597 and virtually on Zoom on the first Tuesday of each month. Registration is required to attend virtually by sele cting the link below: https://us06web.zoom.us/webinar/register/WN_e3JbvD8sSLm3sGXA9s7l_g 1.Presentations/Discussion Items a.Y elm Community Schools Levy Presentation b.2027/2028 Department Budget Overview c.Council Vacancy Process 2.Mayor’s Report a.640 Acres Project Update 3.Councilmember Initiatives All regular Yelm City Council meetings are recorded. Meetings can be viewed on YouTube, or a copy may be purchased by contacting the City Clerk’s office at 360.458.8816. It is the City of Yelm’s policy to provide reasonable accommodations for people with disabilities. If you are a person with a disability and in need of reasonable accommodations to conduct business or participate in government processes or activities, plea se contact Kathy Linnemeyer, at 360.458.8816 at least four (4) working days prior to the scheduled event. C ITY OF Y ELM C ITY OF Y ELM C OUNCIL O CTOBER 6, 2026 2027/28 D EPARTMENT O VERVIEWS Municipal Court C ITY OF Y ELM 2025 -2026 MAJOR ACCOMPLISHMENTS ?Applied for and was accepted to the Language Access and Interpreter Reimbursement Program (LAIRP) for Fiscal Year 2027 through the Washington State Administrative Office of the Courts. ?Expanded passport access by successfully hosting Passport Weekend Fairs. ?Streamlined jail arraignments and hearings by establishing additional hearing dockets for individuals booked into the jail, ensuring timely initial appearances, safeguarding due process, and reducing overall holding costs. 2027 -2028 MAJOR GOALS ?Continue work toward full implementation of a paperless court. ?Fill the vacant Public Defense Attorney contract position. ?Expand Administrative Support. ?Welcome and integrate a new Judge. ?Complete remaining Judicial Information System (JIS) clean-up reports. ?Achieve successful implementation of the new CLJ/CMS -Enterprise Justice System (EJ) -in October. ?Fully implement an automated SMS text-reminder system for court users to drive down failure-to-appear rates, subsequent warrant issuance and payment reminders. Executive Department C ITY OF Y ELM 2025 -2026 MAJOR ACCOMPLISHMENTS ?Supported and advanced multiple large projects throughout the City of Yelm ?Continued Community Conversation events ?Advanced key transportation projects ?Improved Director and Council Retreats ?Appointments to several volunteer commission boards ?Mayor/Council Protocol Manual Revision ?Completion of the Development Agreement with Blue Fern Development ?Continued to grow and improve our communication and public outreach events ?Celebrated America’s 250 th Birthday through various events and activities 2027 -2028 MAJOR GOALS ?Reach “break ground” on several key projects within the City of Yelm ?Define a clear path forward for a new or remodeled Civic Center/City Hall ?Develop plan and path forward for a new Museum and Library location ?Create and implement social media, records management and public records policies, to manage and preserve records, and to comply with laws and regulations ?Implementation of Laserfiche records management module ?Expand and improve recreational activities ?Fill the position of Deputy City Clerk to support the City Clerk’s office and improve records management policies, procedures, and operational practices ensuring legal compliance and operational efficiency of the City’s official records ?Updates to City website to improve communication and outreach ?Continue to support all the departments in the City to accomplish great things Finance Department C ITY OF Y ELM 2025 -2026 MAJOR ACCOMPLISHMENTS ?BIAS financial software was converted from on-premises to the Cloud, which will allow the City to work with the latest updates. ?Adopted Reserve Financial Policy ?Updated City-wide Procurement Policy ?Hired a new Administrative Assistant, filling the vacancy after a long-term employee retired. ?Staff attended key trainings in Laserfiche, BIAS software, and Budget ?Upgraded the Utility Billing Clerk position to an Accounting Technician 2027 -2028 MAJOR GOALS •Financial Software Reserve: Establish a reserve for a new financial software system of at least $300,000 over the biennium. RFP would go out towards the end of 2028 with selection in 2029. •Accounting Manager Position – In the 2027-2028 Mid-Biennium Review, consider the possibility of adding an Accounting Supervisor to build bench strength within the department. This additional staffing would supervise the operations (accounts payable, accounts receivable, payroll, and utility billing) and take the lead on the annual financial report. •Develop and adopt financial policies in asset reporting, accounts receivable, and payroll. Police Department C ITY OF Y ELM 2025 -2026 MAJOR ACCOMPLISHMENTS ?Added additional commissioned personnel due to vacancies as well as budgeted positions. ?Replace outdated equipment such as firearms and tasers. ?Created a metro unit to better serve the community with the ongoing traffic issues and complaints. ?Added 4 additional Flock cameras to bring the total to 8 cameras to help with more coverage for the city. ?Created open communication with supervisors and staff by implementing monthly and quarterly meetings. ?Re-classified front office staff job titles and roles to better align with Law Enforcement specific duties. ?Replaced an administrative staff position due to retirement after 35 years of service. ?Added a third front office staff member to help with the growing case load and public disclosure requests. ?Added 40 mm less lethal tools. ?Added a second Detective position to assist with the growing caseload. Police Continued…C ITY OF Y ELM 2027 -2028 MAJOR GOALS •Add additional supervision and leadership to the nighttime patrol shifts. •Create a more detailed training process for promoted Sergeants. •Add a shift for the newly created metro unit to better serve the community with the ongoing traffic issues and complaints. •Start a drone program to assist with investigations, officer safety and suspect tracking. •Look into adding new options for pursuit technology. •Add more Officers to our field training program to provide more training options and mentors for new Officers in our department. •Work with Thurston County Emergency Management to implement an Emergency Operations Center training that would include Yelm employees. •Add a Police Executive Assistant position to the front office to provide leadership and management for the administrative staff. Human Resources C ITY OF Y ELM 2025 -2026 MAJOR ACCOMPLISHMENTS •Strengthened recruitment, hiring and onboarding processes to support successful employee transitions and workforce stability. •Continued development and modernization of personnel policies, administrative procedures and employment practices to improve consistency and respond to changing state and federal requirements. •Expanded employee, supervisor and management training and professional development opportunities, including continued investment in Citywide leadership development. •Strengthened the City's risk management program through proactive loss-prevention efforts, claims coordination, employment- practice guidance, policy development, training and collaboration with AWC RMSA. •Enhanced administration of employee leave and workplace accommodation programs, including implementation of significant changes to Washington Paid Family and Medical Leave requirements and coordination with FMLA, workers' compensation and other applicable leave programs. •Strengthened workers' compensation, Stay at Work and return-to-work coordination to support employees, reduces lost work time and manage City costs. •Continued to strengthen employee and labor relations through contract administration, workplace issue resolution, supervisor support and preparation for future collective bargaining. •Advanced the review and modernization of City job descriptions, classifications and organizational structures to promote inte rna l consistency and prepare for future classification and compensation work. •Expanded employee wellness initiatives and programs designed to support employee health and help manage long-term benefit cost. •Advanced workforce and succession planning efforts to prepare the organization for retirements, leadership transitions and fu tur e staffing needs. •Strengthened partnerships with legal counsel, AWC RMSA, benefit providers and other professional resources to provide employe es and department with timely and knowledgeable support. •Established Human Resources as a stand-alone City department for the 2027-2028 biennium, recognizing the expanding scope and importance of workforce management, labor relations, organizational development and employment compliance. H.R. Continued…C ITY OF Y ELM 2027 -2028 MAJOR GOALS •Labor Negotiations & Compensation •Classification/Compensation Study •HR Policy Modernization •Electronic Records Management •Recruitment/Retention •Leadership Training •Risk Management •Workforce Planning Public Services C ITY OF Y ELM 2025 -2026 MAJOR ACCOMPLISHMENTS ?Constructed Prairie Line Trail Phase 2B Bridge over Nisqually River?Construction of 2 nd Street Sidewalk ?Started a Fleet Maintenance Program to Track all Vehicle ?Approved Water System Plan for 2026 -2033 Maintenance and issues?Design and construction of 2026 AC Watermain Improvements ?Installed a Storage Shed at City Park?Local and Regional Traffic/Transportation Models ?Started a City wide maintenance report and tracking program ?Rate Analysis for Sewer, Storm, and Water (Dude Solutions) ?6-year Capital Improvement Plan ?Lowered ER&R costs while increasing number of fleet vehicles ?6-year Transportation Plan ?Successfully supported several community and regional events ?Adopted the 10-20 Year Capital Facilities Plan including: STP, Prairie Days, Christmas in the Park, and Jazz ?Maintained and improved employee recognition program, to Festival to name a few. highlight outstanding work ?Streets put on a sustainable management plan ?New parking lot constructed ?Completed striping and pavement preservation of 7+ miles the ?Finished WRF Upgrades totaling over 30 million dollars, City streets including the first Biodryer in Washington State ?Fulfilled Maintenance and Repair of 1000 S.T.E.P. tanks and ?Certified staff in Pesticide, forklift, First-Aid, CPR, Bucket holding facilities for commercial and residential homes to include Truck, Backhoe, Water and Sewer operators inspection, testing of new facilities, and responded to over 300 Alarms.?Completed Phase 1 Veteran Memorial Park ?Start production of Class A bio solids, removing the need for ?Constructed Solberg Sidewalk ?90% of the ADA Transition Plan completed sludge transportation ?Completed Water, Storm Water and Sewer Rate Analysis for financial stability ?SE Reservoir Constructed and online ?Construction of Sidewalk through City Park ?Completed Comprehensive plan ?Permitted over 200 new homes and businesses ?Annexed over 1000 acres into the City Public Services Continued…C ITY OF Y ELM 2027-2028 M AJOR G OALS ?Secure Funding to Finish Construction of Veteran Memorial Walk and Park ?Start and Complete construction of Cochrane Park Phase II ?Continue Sidewalk connectivity paths for Safe Routes to Schools ?Maintain Training Tuesdays and increase their attendance to citywide ?Design and start construction of 640 Reservoir and Well ?Complete Habitat Conservation Plan ?Start Construction of Southern Loop (SOLO) ?Update Development Standards and Inspection Program ?Continue to update code and regulations ?Maintain STEP tank maintenance and inspection requirements ?Become self-sufficient in all STEP tank maintenance and pumping ?Provide Class A biosolids for Public Use ?Start and Complete Roundabout at Bald hills/Morris Rd ?Start and Complete Rhoton Road Upgrades ?Construct 2026 AC Water Main Replacements ?Design 2028 Water Main Replacements Information Technology C ITY OF Y ELM 2025 -2026 M AJOR A CCOMPLISHMENTS ?Migrated the City’s Enterprise Resource Planning system from on-premises to the cloud. ?Migrated the City’s Email from on-premises to the cloud. ?Improved City IT resilience and disaster recovery capabilities. o Deployed Highly Available Server Cluster. o Deployed redundant edge security devices. o Deployed new backup and recovery stack including immutable cloud storage. ?Deployed Laserfiche 12 ?Deployed M365 Intune across all city. ?Filled the Network Administrator position, increasing IT staffing capacity. 2027 -2028 M AJOR G OALS •Upgrade and Deploy new City phone system. •Develop and implement a comprehensive City-wide data governance framework that standardizes information classification, retention, protection, and lifecycle management across City systems and departments. •Develop and implement a City-wide artificial intelligence (AI) policy and expand the responsible and practical use of AI tools across City departments. C ITY OF Y ELM Next Up October 6 th –Study Department Budget Session Presentations Public Hearings –Property October 27 th–Council Tax & Biennial Budget Meeting Capital Budget C ITY OF Y ELM th November 10–Council Meeting Budget Discussions as needed Public Hearing and Adoption November 24 nd–Council Property Tax Public Hearing and Adoption Meeting 2027-2028 Budget C ITY OF Y ELM Questions?