01-14-14 MinutesYELM CITY COUNCIL REGULAR MEETING
TUESDAY, JANUARY 14, 2014 MINUTES
1. Mayor Harding called the meeting to order at 6:00 p.m.
Mayor Harding administered the Oath of Office to Bob Isom, Mike McGowan,
Tracey Wood and Russ Hendrickson.
2. Roll Call Present: J. W. Foster, Joe Baker, Bob Isom, Mike McGowan, Tracey
Wood, Ken Garmann and Russ Hendrickson.
3. Agenda Approval
14-001 MOTION BY TRACEY WOOD AMENDING THE AGENDA TO ADD THE
APPOINTMENT OF MAYOR PRO -TEM. CARRIED.
4. Special Presentations -none scheduled
5. Public Comment -
Krosbie Carter, Lacey resident invited Councilmembers to take part in the
Homeless Census happening January 23, 2014 from 1pm -4pm in Yelm. The
Census Bureau will be in Yelm for a week to insure an accurate count of the
homeless in the rural community. Councilmember McGowan elaborated on the
event and encouraged the community to get involved.
6. Consent Agenda
Minutes - Regular Meeting December 10, 2013.
Payables - Checks #61664 - #61815, Totaling $ 783,629.81.
14-002 MOTION BY BOB ISOM APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearing -Resolution No. 546 - Amendment to the 2013 Six -Year
Transportation Improvement Program
Mayor Harding opened the Public Hearing at 6:17.
Grant Beck explained that in July of 2013, the Council adopted the Six Year
Transportation Improvement Program (STIP) by Resolution No. 451. The current
project list includes Y5C, which is the reconstruction of Yelm Avenue between
Cullens and 4th Street. Part of this overall project is the construction of curb,
gutter and sidewalks. The City recently received approval of a transportation grant
for the construction of curb, gutter, and sidewalks along the north side of Yelm
Avenue (SR 510) between Solberg Street and Cullens Road. Resolution No. 546
would amend the current STIP to clarify this point. The total project cost is
expected to be approximately $230,230 with design completed by May of 2014
and construction to be completed by October 2014.
Mayor Harding closed the public hearing at 6:19.
8. 1. Mayor Harding explained that every two years a Mayor Pro -Tem must be
appointed as part of the City's policies and protocol.
14-003 MOTION BY MIKE MCGOWAN TO NOMINATE COUNCILMEMBER BOB ISOM
AS MAYOR PRO -TEM FOR THE CITY OF YELM. CARRIED.
Councilmember Isom thanked the Council for having faith in him to perform the
duties of Mayor Pro -Tem.
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8. New Business —
a. Resolution No. 546 Amendment to the 2013 Six Year Transportation
Improvement Program
14-004 MOTION BY MIKE MCGOWAN ADOPTING RESOLUTION NO. 546
AMENDING THE ADOPTED 2013 TO 2019 SIX YEAR TRANSPORTATION
IMPROVEMENT PROGRAM FOR THE CITY OF YELM TO CLARIFY THE
EXTENT AND SPECIFIC IMPROVEMENTS OF PROJECT YSC. CARRIED.
b. Release of Retainage for 2013 Waterline Replacement Project
Stephanie Ray stated to further development of SW Yelm Well 1A, the City's
2010 Water System Plan identified certain capital improvement projects
necessary to bring the well on-line and supply water to the existing customer
base as well as provide for the City's proposed growth over the next six-year
planning period. The waterline replacement project was awarded to Pape and Son
Construction, Inc. at the July 9, 2013 council meeting. The contract award was
$580,138.42. The project was complete and accepted by the City on October 21,
2013 in the amount of $542,608.88. Pape and Son replaced 2600 linear feet of
AC waterline.
14-005 MOTION BY JOE BAKER AUTHORIZING THE RELEASE OF RETAINAGE IN
THE AMOUNT OF $24,959.01 TO PAPE AND SON CONSTRUCTION, INC.
AFTER RECEIPT OF ALL PROPER DOCUMENTATION FOR CONSTRUCTION
SERVICES RELATED TO THE CITY'S 2013 WATERLINE REPLACEMENT
PROJECT. CARRIED.
c. Project Closeout for 2013 Enhanced Pavement Preservation Project
Stephanie Ray reported that the 2014 Fiscal Year call for projects from the
Transportation Improvement Board offered an opportunity to competitively
compete through the Enhanced Pavement Preservation for overlay money to help
extend the asphalt life of failing roadways. The City was awarded $423,190 in
November of 2012 for three projects: Bald Hills from SR 507 to the Thurston
County line; Cullens Road from SR 510 to Coates; and Burnett Road from SR 510
to the 510 Alternate Loop. The City's match for this grant is $47,021. The City
awarded the pavement preservation project to Lakeside Industries in the amount
of $299,778.50 on June 25, 2013. The work was completed and accepted by the
City on October 17, 2013. The final contract price for the preservation work was
$278,595.89 and $86,376.00 for engineering costs for a total of $364,971.89.
The City contributed 10% of the total project cost of $36,492. Mayor Harding
stated that Stephanie has a history of bringing projects in under the bid amount,
which is good project management.
14-006 MOTION BY TRACEY WOOD AUTHORIZING THE RELEASE OF THE
RETAINAGE BOND IN THE AMOUNT OF $14,988.93 HELD BY THE CITY OF
YELM AGAINST LAKESIDE INDUSTRIES RELATED TO THE CITY'S 2013
PAVEMENT PRESERVATION PROJECT BALD HILLS ROAD; CULLENS ROAD;
BURNETT ROAD. CARRIED.
d. Gray & Osborne Yelm Avenue Sidewalk Contract
Stephanie Ray stated in August of 2013 staff submitted a grant proposal to the
Transportation Improvement Board (TIB) to construct new curb, gutter, and
sidewalk from Cullens Street NW to Solberg Street NW. The total cost was
estimated to be $230,230, with a city match of $46,046. On November 25, 2013,
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14-007
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14-008
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the City received notification from TIB that the City received a grant for
$184,184. The scope of work from Gray & Osborne includes both the design fee
and construction management fee for the sidewalk project. There are now
sidewalks from five corners to Yelm High School on the north side and almost as
much on the south side. It is anticipated that both the design and construction
will be completed in 2014. Councilmember Isom asked about moving power poles
for this project. Ms. Ray said no poles would need to be moved. Councilmember
Foster asked about right of ways and access egress of the properties along the
project. Ms. Ray stated the project is on right of way and the new approaches will
maintain a more controlled access to the properties, which will make it safer also.
Councilmember McGowan asked about what impact the project would have on
existing sidewalks and crosswalks. Ms. Ray stated the crosswalks usually are
painted annually by the City and there are no new crosswalks added by this
project.
MOTION BY TRACEY WOOD AUTHORIZING MAYOR HARDING TO ENTER
INTO A CONTRACT WITH GRAY & OSBORNE, INC. IN THE AMOUNT OF
$59,969 (FIFTY NINE THOUSAND NINE HUNDRED SIXTY NINE DOLLARS
AND NO CENTS) FOR PROFESSIONAL ENGINEERING SERVICES
ASSOCIATED WITH THE DESIGN AND CONSTRUCTION MANAGEMENT OF
THE WEST YELM AVENUE SIDEWALK IMPROVEMENT. CARRIED.
Disposition of Surplus Vehicle
Janine Schnepf stated as vehicles age and the budget allows, vehicles are
replaced for all departments within the City. The State of Washington allows this
surplus inventory to be sold through an agreement with General Services
Administration (GSA), first offering the vehicles to other government agencies
and then to the public. The City of Yelm has 15 vehicles stored at Public Works
yard that are no longer being used. Three of the fifteen remain from the last time
vehicles were approved for surplus. Council approval is required to declare the
additional 12 vehicles as surplus before arranging with GSA to accept the
vehicles. Upon sale, the City of Yelm receives a distribution of payment from
GSA. Councilmember Baker asked if all bids must go through GSA and why can't
Yelm citizens bid on the vehicles before they go to GSA. Councilmember Isom
asked about the fees charged by GSA and asked about the City running its own
auction to retain more funds from the sale of surplus vehicles. Mayor Harding
suggested this issue be tabled until staff can look into other options for surplus
vehicles. This will be discussed at a future study session before coming to Council
for a vote.
MOTION BY BOB ISOM TO TABLE THE DISPOSITION OF SURPLUS
VEHICLES. CARRIED.
Old Business —
Mayor and Council Initiatives
Councilmember Foster reminded Council of the newsletter in their packets from
the Nisqually Tribes Natural Resources department stating it is a great newsletter
highlighting projects done by the partners that make up the Nisqually River
Council for the last decade.
Councilmember Baker reported the Yelm Adult Community Center is being
reorganized and membership is improving. The seniors would like to thank Mayor
Harding and the individuals that have helped.
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Councilmember Isom attended the Thurston Regional Planning Council and
reported the 2014 Operating Budget was approved.
Councilmember McGowan attended the Thurston County HOME Consortium
meeting and reported one of the main highlights of the meeting was discussing
the upcoming Homeless Census and the needs assessments for the rural Thurston
County areas. RFQ's will go out next week for the needs assessments.
Councilmember Wood attended the Transportation Policy Board and reported
they discussed the goals and policies of the Regional Transportation Plan and had
nominations for Chair and Vice Chair. Elections will be held next month.
Councilmember Hendrickson attended the Medic One meeting and reported
tablets were purchased for the committee members. Councilmember also attended
the State of the Community address last week.
Mayor Harding attended the Thurston County Chamber State of the Community
and presented the State of the Community. Mayor Harding also met with County
Commissioner Romero and project coordinator for Thurston County, Liz Davis and
discussed States Surveys. Mayor Harding accepted an invitation to serve on the
Youth's Task Force Policy Board.
11. Executive Session - none scheduled
12. Correspondence included -
Port of Olympia News Release dated January 2, 2014 - Economy stalls Plans for
Hotel at East Bay
Olympia- Lacey -Tu mwater Visitor & Convention Bureau ENewsletter dated January
2, 2014
SmileMobile Schedule for 2014
Thurston County Auditor's Media Release dated December 27, 2013 (Specialty
License Plates)
Thurston Regional Planning Council Pre -Agenda Friday, January 10, 2014
8:30-11:00
Councilmember Baker recognized a group of young scouts in the audience and
asked if they had any questions for council. Jerry Bick, Scoutmaster for the troop
explained that the boys were working towards earning their citizenship merit
badge. A couple of the scouts asked what the duties of Councilmembers and
Mayors and how they were elected. The Councilmembers were happy to answer
their questions and thanked them for their interest in local government. The
scouts will be working on earning their hiking badge this weekend by walking the
Yelm-Tenino trail.
13. Adjourn 6:56 pm.
J�2,7 �ZL �212Attest: 4kc,"
Ron Harding, Mayor >;��Lori Mossman, Deputy City Clerk
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