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12-10-13 MinutesYELM CITY COUNCIL REGULAR MEETING TUESDAY, DECEMBER 10, 2013 MINUTES Mayor Harding called the meeting to order at 6:00 p.m. 2. Roll Call Present: J. W. Foster, Bob Isom, Tracey Wood, Ken Garmann and Russ Hendrickson. Councilmember McGowan arrived at 6:01 pm. 13-104 MOTION BY BOB ISOM TO EXCUSING COUNCILMEMBER JOE BAKER FOR THE MEETING. CARRIED. 3. Agenda Approval 13-105 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - Presentation of 2013 Youth of the Year - Mayor Harding introduced Siobhan Copeland and Sheridan Lantz and presented them with a plaque for their outstanding service and participation in their community. This recognition is done annually and was established by the Yelm Parks Advisory Board in 1991. This award recognizes young persons or person in the Yelm Community for their outstanding service and participation in their community supported by letters of recommendation and a record of academic excellence. Ms. Copeland and Ms. Lantz thanked Mayor Harding, Councilmembers and Cecilia Jenkins for the recognition. Normally the presentation is done at the Christmas in the Park celebration but both young women were unable to attend the event this year. Mayor Harding stated this would be done at the council meeting in the future. Public Comment -no comment 6. Consent Agenda Minutes - Regular Meeting November 26, 2013. Payables - Checks #61548 - #61663 Totaling $629,739.43. 13-106 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. Public Hearing -2014 City of Yelm Budget Continued from November 26, 2013 Mayor Harding announced the continued Public Hearing. Shelly Badger stated Mayor Harding and staff have presented a balanced 2014 budget for public comment. The budget forecast was presented to the Council on October 23, 2013. The Public Hearing was opened on November 26th and continued to December 10, 2013. In light of the current state and national economic forecast, the $6.591 million dollar general fund budget reflects a conservative approach to revenue projections, as well as a thorough analysis of planned expenditures. It maintains current programs, contracts and levels of service provided to the community. The City has received one written comment from Steve Klein. Ms. Badger thanked City Treasurer Teresa Mattson for all her hard work on the budget and for making the process smooth and efficient. Councilmember McGowan thanked Shelly for the excellent presentation and the staff for the great job they have done to bring the budget forward for adoption. There is a lot of work to bring the budget forward for adoption. Mayor Harding Page 1 of 5 8. a. 13-107 b. 13-108 c 13-109 recapped and stated it has been a good budget year for the City of Yelm, maintaining our conservative approach to 2014. Mayor Harding closed the Public Hearing at 6:26. New Business — Ordinance No. 983 — 2014 City of Yelm Budget — CONTINUED TO THE DECEMBER 10, 2013 MEETING. MOTION BY BOB ISOM ADOPTING ORDINANCE NO. 983, THE CITY OF YELM MUNICIPAL BUDGET FOR THE CALENDAR YEAR 2014. CARRIED. Ordinance No. 984 — 2013 Year End Budget Amendment Teresa Mattson stated variations in both revenue and expenditures appropriations occur throughout the budget year, creating the need for amendments to rebalance the budget. The City of Yelm adopts the annual budget by department level for the current/general fund and by fund level for all other funds. Expense and revenue appropriations are amended to the extent needed to 'rebalance' the department/fund. 2013 budgeted amounts for revenue and/or expenditures for the operation of the City of Yelm for the fiscal year ending December 31, 2013, changed by $787,815. MOTION BY BOB ISOM ADOPTING ORDINANCE NO. 984 AMENDING THE 2013 BUDGET BY APPROPRIATING FUNDS FOR 2013 CONTRACT OBLIGATIONS, TRANSFERS, AND OTHER BUDGET ADJUSTMENTS. CARRIED. Nisqually Jail Contract Todd Stancil stated there has been a service agreement with the Nisqually Jail for more than 10 years. This agreement allows the City of Yelm to secure misdemeanor offenders within the Nisqually Jail, a location that is convenient for the police department. The jail agreement has been beneficial in reduced jail bed costs for the city as well as a significantly reduced drive time for the officers. The current contract expires December 31, 2013, and has provided two beds per day at a rate of $50.00 per bed. The proposed Nisqually Jail Service agreement for the period 2014-2018 includes three beds per day at a rate of $60.00 per bed per day. The booking fee of $20.00 will not change through the life of the contract. The new jail will open in early 2014. Councilmember McGowan asked Chief Stancil why there is an increase in prisoners. Councilmember Wood asked about recouping any costs from the court system. MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE NISQUALLY JAIL SERVICE AGREEMENT EFFECTIVE JANUARY 1, 2014 — DECEMBER 31, 2018. CARRIED. d. Yelm School/City of Yelm Memorandum of Understanding (MOU) for School Resource Officer Todd Stancil reported the City of Yelm has provided a Patrol Officer to work with the Yelm School District in one form or another for the past 20 years. From 1992 to 1999, this service was provided in the way of a D.A.R.E. Instructor that taught drug abuse resistance education to all 5th grade classrooms within the district. In the fall of 1999, this service was changed to that of a School Resource Officer (SRO). The SRO was responsible for handling all emergency calls from the school as well as education and crime prevention. There are currently over 5,500 students within the district. The demands of the SRO have increased in time and responsibility. To clarify what services the City will provide and the school Page 2 of 5 district's compensation to the city for such services, a memorandum of understanding (MOU) was created. The MOU is a year-to-year contract allowing for annual review based on changing circumstances of the parties. Attorneys representing both parties have reviewed the MOU. 13-110 MOTION BY TRACEY WOOD AUTHORIZING MAYOR HARDING TO SIGN THE MEMORANDUM OF UNDERSTANDING BETWEEN THE YELM SCHOOL DISTRICT AND THE CITY OF YELM. COUNCILMEMBER BOB ISOM ABSTAINED. CARRIED. e. SW Well 1A Final Design Contract with RH2 Stephanie Ray stated in October of 2010, the City completed the successful drilling of SW Yelm 1A as a future long-term water supply solution to meet the City's projected twenty-year water demands. The drilling of the well into the deeper TqU aquifer supports the Nisqually Watershed's goals of responsible regional watershed management and is the source of supply for the City's new 942 -acre foot water right, which was approved by the Washington State Department of Ecology in the fall of 2011. This water right approval is currently being appealed to Thurston County Superior Court and a decision is expected in 2014. The City's 2010 Water System Plan identified certain capital improvement projects necessary to bring the well on line. Over the past year, RH2 Engineers and city staff have been working on the preliminary design. A project report was sent to the Washington State Department of Health in October for review and approval of the proposed projects. Phase II of the Southwest Well 1A Project is to take the preliminary design work to the final design stage. Final design includes the reservoir, treatment facility, site development, transmission main, booster pump, and all design elements required to bring the well online. The proposed period for completion of the final design work is six months from the notice to proceed. Jeff Dillard, Project Engineer was present to answer any technical questions. 13-111 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE SCOPE OF WORK WITH RH2 ENGINEERING, INC. IN THE AMOUNT OF $560,000 (FIVE HUNDRED SIXTY THOUSAND DOLLARS AND NO CENTS) FOR ENGINEERING SERVICES REQUIRED FOR THE FINAL DESIGN OF THE SOUTHWEST WELL 1A WATER SYSTEM IMPROVEMENTS PROJECTS. CARRIED. f. South Sound Military & Communities Partnership (SSMCP) Memorandum of Agreement (MOA) SSMCP Actions Benefitting Thurston County Shelly Badger explained that in 2011, the South Sound Military & Communities Partnership (SSMCP) was created via a Memorandum of Agreement (MOA) with the City of Lakewood serving as the convener, providing staff support to the Partnership. The Partnership is comprised of Joint -Base Lewis-McChord (JBLM), federal and state agencies, cities, counties, school districts and higher education institutions, associations, corporations, and not-for-profit agencies. It provides the community with a single point of contact to communicate military -related activities that could affect the region as a whole. By streamlining organizations, agencies, and community communication into one collaborative association, the Partnership has been able to support entities that are carrying out the Plan's recommendations, and oversee execution of the actions. The Partnership provides actionable recommendations to regional leaders on many topics that strengthen the role that JBLM, the National Guard, and Reserves play in America's defense strategy and the economic health and vitality of the region and the State of Washington. Councilmember McGowan asked who else would be a Page 3 of 5 member of this Partnership. Councilmember Isom asked what the money would be used for. Ms. Badger stated the $6,500 would be used to help staff the Partnership. Mayor Harding stated that the City of Lakewood has been the lead on developing and organizing this effort from the beginning. The Grant that was received to help offset the costs of the Partnership has now expired and the SSMCP is restructuring the organization to rely more on local contributions from member governments and other regional stakeholders. 13-112 MOTION BY BOB ISOM APPROVING THE MEMORANDUM OF AGREEMENT JOINING THE SOUTH SOUND MILITARY & COMMUNITIES PARTNERSHIP A THE STEERING COMMITTEE FUNDING LEVEL IN THE ANNUAL AMOUNT OF $6,500. COUNCILMEMBER TRACEY WOOD WAS OPPOSED. CARRIED. 9. Old Business — a. City of Yelm/Yelm Area Chamber of Commerce Services Agreement Shelly Badger stated during the 2014 budget development, the City Council agreed to continue funding at the 2013 level ($7,500) for the Yelm Area Chamber of Commerce for the tourism related services they provide to the Yelm residents and businesses. The 2014 Service Provider Agreement between the City and Chamber, in the amount of $7,500, describes the tourist related services provided by the Chamber. Services include: research and prepare tourist related materials promoting the City of Yelm; produce the 2014 map; organize, sponsor, administer and advertise community events that draw attendees from outside the Yelm area, such as Yelm Prairie Days and the Home and Garden Show. 13-113 MOTION BY MIKE MCGOWAN AUTHORIZING MAYOR HARDING TO SIGN THE SERVICE PROVIDER AGREEMENT BETWEEN THE CITY OF YELM AND THE YELM AREA CHAMBER OF COMMERCE FOR THE PERIOD JANUARY 1, 2014 — DECEMBER 31, 2014 IN THE AMOUNT OF $7,500. CARRIED. b. 2014 Nisqually River Foundation/City Intergovernmental Services Contract Shelly Badger stated the Nisqually River Foundation (NRF), (formerly known as the "Yelm Community Schools-Nisqually River Education Project", now recognized as a 501C3 not-for-profit organization associated with the Nisqually River Council), seeks to create a new generation of Yelm citizens who are aware of and care for Yelm Creek, the Nisqually River and the City of Yelm's water resources. If approved, this will be the City of Yelm's 12th year supporting this cause. Through this support, the City of Yelm will join other governments in supporting this outstanding watershed education program and will be recognized as a Nisqually River Foundation and Congress sponsor. On November 27, 2013, the Nisqually River Foundation requests financial support from the City in the amount of $3,500. Councilmember Foster stated this is a great way to get the children in the community involved. Councilmember Foster recently met a Biologist in Yelm that started her career by participating in this program. 13-114 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE INTERGOVERNMENTAL SERVICES CONTRACT FOR THE PERIOD JANUARY 1, 2014 — DECEMBER 31, 2014 IN THE AMOUNT OF $3,500, BETWEEN THE CITY OF YELM AND THE "NISQUALLY RIVER FOUNDATION — NRF". CARRIED. Page 4of5 10. Mayor and Council Initiatives Councilmember Isom attended the Thurston Regional Planning Council and reported the group voted to send the draft Sustainable Thurston Plan out for action to local jurisdictions. Mayor Harding stated this issue is complex will come before Council in a future Study Session before Council takes a vote on this Plan. Councilmember McGowan attended the Thurston County HOME Consortium meeting and reported the Request for Funding Proposals (RFP) will be changing. There are approximately 274 winter shelter beds available in Thurston County, 6 that are located in Yelm. Homeless Census is coming in January. Councilmember Wood attended the TComm 911 Admin Board and reported they were invited to the Nisqually Grant Banquet. Implemented a salary range for the Deputy Director that did not exist and advertised the position available. The 2011- 2012 Exit Audit went well. Mayor Harding attended the annual awards ceremony at the Chamber of Commerce Forum. Local businesses were recognized and Cecilia Jenkins was recognized as Citizen of the Year for all the hard work she contributes to our community. Mayor Harding thanked staff for another successful year for the Santa Booth at Christmas in the Park last weekend. Mayor Harding and Shelly Badger attended the second installment of the yearly program through the LEAD Thurston County program. LEAD Thurston County is an organization dedicated to preparing people for community leadership roles. 11. Executive Session - none scheduled 12. Correspondence included - Port of Olympia recognized as Port of the Year Fire & Rescue Winter Newsletter South Puget Sound Habitat for Humanity Donation Request 13. Adjourn 7:15 pm. Ron Hard . g, Mayor Attest: ori Mossman, Deputy City Clerk 4Airix,Schncr4/ (4� 6&A/C Page 5 of 5