07-22-14 MinutesYELM CITY COUNCIL REGULAR MEETING
TUESDAY, JULY 22, 2014 MINUTES
1. Mayor Harding called the meeting to order at 6:00 p.m.
2. Roll Call Present: J. W. Foster, Joe Baker, Bob Isom, Mike McGowan, Tracey
Wood, Ken Garmann and Russ Hendrickson.
3. Agenda Approval
14-069 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED.
CARRIED.
4. Special Presentations -none scheduled
5. Public Comment - none
6. Consent Agenda
Minutes - Regular Meeting July 8, 2014
Payables - Checks #62848 - #62925 Totaling $406,703.30
YCP -Prairie Street Rod Association Car Show, August 2 & 3, 2014 All Day - Open
to the Public
14-070 MOTION BY BOB ISOM APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearing -2014 Six Year Transportation Improvement Program
(STIP)
Mayor Harding opened the public hearing at 6:04. Grant Beck gave a brief
description of the proposed STIP and stated there were a couple of projects
moved around on the list but no significant changes to the STIP. Mayor Harding
closed the public hearing at 6:08.
8. New Business -
a. Resolution No. 552 - 2014 Six Year Transportation Improvement
Program (STIP)
Grant Beck explained the Six -Year Transportation Improvement Program (STIP)
is the capital facilities document that guides transportation for funding for a six-
year cycle. The STIP is based on the Yelm Comprehensive Transportation Plan
and is the implementation document for the overall plan. Projects not on the STIP
are not eligible for State or Federal funding, or the use of local Traffic Facilities
Charges (TFC's). The plan is required to be updated annually. The City's
Transportation Improvement Program will contain certain projects that are
fiscally constrained (a funding source identified). The proposed project list this
year was developed by a team comprised of the Public Works Director, the
Program/Program Manager, and the Community Development Director.
14-071 MOTION BY BOB ISOM ADOPTING RESOLUTION NO. 552 ESTABLISHING
THE 2014 TO 2020 SIX-YEAR TRANSPORTATION IMPROVEMENT
PROGRAM FOR THE CITY OF YELM. CARRIED.
b. Resolution No. 553 - Traffic Facilities Charge (TFC) Update
Grant Beck stated the Concurrency Management Chapter of the Yelm Municipal
Code at Section 15.40.020 (5) (d) states the City Council shall establish the
transportation facility charge (TFC) annually as part of the adoption of the most
current six year transportation improvement program (STIP). The TFC shall be
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SCANNED
based on the development's contribution to the increase in local traffic and the
capacity related improvements identified in the STIP. Based on the adopted
formula and the variables described above; the 2014 Transportation Facilities
Charge would be $1,612 per peak trip. The current TFC charge, which has not
changed since 2008, is $1,321 per peak trip. Councilmember McGowan asked
about the formula for calculating the transportation facility charges and asked
about the traffic study that was done, and if the mini loop has had an effect on
the study. Mr. Beck went over the formula in detail and stated the study was
done in February and preliminary screening on the numbers show that the level
of service at all the concurrency intersections is improving from previous years
and the total peak PM trips on Yelm Avenue is down by 15%-20% since the last
TFC study.
14-072 MOTION BY MIKE MCGOWAN ADOPTING RESOLUTION NO. 553
ESTABLISHING TRANSPORTATION FACILITIES CHARGES OF $1,612 PER
PEAK TRIP BASED ON THE 2014 SIX-YEAR TRANSPORATION
IMPROVEMENT PROGRAM. CARRIED.
c. AC Water Main Replacement Design Contract (BHC)
Ryan Johnstone reported the Capital Improvement Program (CIP) approved as
part of the current water system plan (WSP) contains water main replacement
projects necessary to increase the reliability and efficiency of the potable water
distribution system. One of the primary means of increasing reliability and
efficiency of the distribution system is to replace old, AC water main with new
PVC or ductile iron water main. Three of the nine distribution system
improvement projects listed in the CIP were completed last year. This contract
will complete the design of the next three projects. A Request for Qualifications
was assembled and three consultants were selected from the MRSC roster to
submit a Summary of Qualifications (SOQ's) for this project. The most qualified
consultants were selected from the SOQ's to design the project improvements.
Mr. Johnstone introduced Chris Kelsey with BHC Consultants as the Project
Manager for the project. Currently, $450,000 for the completion of design and
construction of this project is in the 413 Water Capital Improvement fund. Mayor
Harding asked about an asbestos water line inventory. Ryan stated that
information is currently in our GPS system. Mayor Harding would like to see the
map and this issue be brought to a future study session. Councilmember Isom
was concerned by we would spend $84,369 for design services when we know
where the pipe is located. Why wouldn't we do it ourselves? Mr. Johnstone stated
there are many reasons to have professionals do the work. The professionals are
trained in this specific field and by having the work down by a Consultant; the
Consultant would be responsible if there were any issues with the replacement
line. There are also many requirements to installing a waterline with setbacks
and the locality of other utilities. Mayor Harding stated he would like Stephanie
Ray, Project Manager for the City of Yelm to go over with Council the benefits
versus risk of hiring consultants to replace waterlines when the Asbestos water
line inventory map is brought before Council in a future Study Session.
Councilmember Foster clarified that by hiring BHC Consultants to design the
waterline replacement; the contractors bidding on the actual replacement would
have specifications and would maintain consistency with our current water
system and state standards.
14-073 MOTION BY 7W FOSTER AUTHORIZING MAYOR HARDING TO SIGN A
CONTRACT IN THE AMOUNT OF $84,369 WITH BHC CONSULTANTS FOR
DESIGN SERVICES FOR ASBESTOS CEMENT (AC) WATER MAIN
REPLACEMENT. CARRIED.
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d. Yelm Chamber End of Summer Fling Community Celebration City Park
Request for a Beer/Wine Garden
Shelly Badger stated that on July 15, 2014, a City Park request packet was
submitted to the City of Yelm. The Yelm Chamber of Commerce is requesting use
of the City Park on Saturday, September 20, and permission to hold a Beer/Wine
garden (hosted by Prairie Hotel) at their 'pend of the summer" event. Staff
informed the parties that all necessary permits and approvals must be obtained
no later than September 10, 2014 at 5:00 PM. Councilmember McGowan asked if
there were any issues with the Beer/Wine Garden at Prairie Days. Shelly Badger
reported there were no problems or issues.
14-074 MOTION BY TRACEY WOOD APPROVING THE PARK -USE REQUEST FOR
THE YELM CHAMBER "END OF SUMMER FLING COMMUNITY
CELEBRATION" EVENT AT YELM CITY PARK, ON SATURDAY, SEPTEMBER
20TH, INCLUDING A REQUEST FOR A BEER/WINE GARDEN, PENDING
SUBMITTAL (TO THE CITY) OF THE WASHINGTON STATE LIQUOR
CONTROL BOARD AND THE HEALTH DEPARTMENT APPROVALS, NO LATER
THAN WEDNESDAY, SEPTEMBER 10, 2014 AT 5:00 PM. CARRIED.
e. Resolution No. 554 — Personnel Policy Unpaid Holidays
Janine Schnepf stated on March 31, 2014 Governor Inslee signed into law SB
5173, a bill giving public employees two unpaid religious holidays per calendar
year for a reason of faith or conscience or for an organized activity conducted
under the auspices of a religious denomination, church or religious organization.
The employer must allow the employee to take these specific days unless the
absence would impose an "undue hardship" on the employer as defined by the
Office of Financial Management (OFM), or the employee is necessary to maintain
public safety. The law went into effect on June 12, 2014. The OFM is currently
working on fine tuning the draft definition of "undue hardship". From those
guidelines, the City of Yelm's personnel policy is revised to incorporate the unpaid
holiday for faith and conscience (7.10) and clarify the leave without pay policy
exemption for the unpaid holiday (7.05). Management should not question the
reason for the requested unpaid leave but evaluate if it is an undue hardship on
the employer.
14-075 MOTION BY TRACEY WOOD APPROVING RESOLUTION NO. 554 UPDATING
THE PERSONNEL POLICY, SECTION 7.10, RELIGIOUS HOLIDAYS AND
UNPAID HOLIDAYS FOR REASONS OF FAITH AND CONSCIENCE AND
SECTION 7.05, LEAVE WITHOUT PAY, GIVING PUBLIC EMPLOYEES TWO
UNPAID HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE AND
ESTABLISHING POLICY GUIDELINES. CARRIED
9. Old Business —none scheduled
10. Mayor and Council Initiatives
Councilmember Foster attended the Nisqually River Council Annual Retreat
meeting at Sandy Beach Park, Alder Dam where he toured the facility. The
Nisqually Land Trust is having a nature walk on Saturday 26, 2014 from 10am-
1pm at the Trussel Farm across from Stewarts Meats. You must call the Land
Trust office to confirm you will be attending. Everyone is invited.
Councilmember Baker met with a couple of members of the Preservation
Committee and discussed the proposed mural that Steve Craig would like to put
on the side of the Historic Wolfe Building in downtown Yelm. Grant Beck stated
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that because the Wolfe Building is on the Historic Register, Mr. Craig would have
to get a certificate of appropriateness that the mural meets the historic nature of
the building. The Historic Preservation Committee will hear the proposed mural
design at a future meeting.
Councilmember McGowan attended the Thurston County HOME Consortium
meeting where they discussed the South County Needs Assessment. The
transportation problem in the rural communities for individuals to get to a location
to receive social services was highlighted at the meeting.
Councilmember Garmann attended the Thurston County Law and Justice
meeting and reported they will do a study on long range planning for law and
justice issues in Thurston County. Judge Dixon gave a presentation on the
benefits of utilizing a drug and alcohol program he is running rather than
offenders being incarcerated. The Judges will be giving members of the Law and
Justice Committee a crash course in laws and guidelines
Mayor Harding attended the Thurston County Economic Development Council
Finance Committee meeting as the Treasurer of the BRC. The EDC has grown and
expanded the amount of services they provide throughout Thurston County over
the last few years.
11. Executive Session - none scheduled
12. Correspondence included -
Williams NW Pipeline Overview Letter, June 2014
SE Thurston County Relay for Life invitation, Saturday August 2 & 3, 2014 Rainier
High School
Federal Energy Regulatory Commission Project Update Letter July 14, 2014
Yelm Chamber Luncheon Form Tuesday, August 12, 2014 11:30am Prairie Hotel
Conference Room
Port of Olympia News Release July 15, 2014
AWC RMSA News July 2014
Port of Olympia - Capital Lakefair Celebrates 57 Years, July 16-20, 2014
Olympia-Lacey-Tumwater Visitor & Convention Bureau eNewsletter July 15, 2014
AWC Cityvoice eNewsletter July 16, 2014
Janine Schnepf reminded and invited Council to attend the upcoming Relay for Life
event at the Rainier High School on August 2 & 3, 2014.
Mayor Harding praised staff for the fantastic job they have done organizing a
garage sale and raffle to raise funds for the cause.
13. Adjourn 6:53 pm
Attest:
Rbn Hardi, Mayor Lori Mossman, Deputy City Clerk
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