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09-26-01 Minutes YELM CITY COUNCIL MINUTES REGULAR MEETING WEDNESDAY, SEPTEMBER 26,2001 OPENING 1. Mayor Rivas called the meeting to order at 7:30 p.m. Council present: Don Miller, John Thompson, Glen Cunningham and JW Foster. Absent: Bob Isom 2. Agenda Approval 01-114 MOTION BY JOHN THOMPSON, SECONDED BY DON MILLER, APPROVING THE AGENDA AS PRESENTED. CARRIED. 3. Public Comment - None CONSENT CALENDAR 4. Minutes: September 12, 2001 5. Payments: Checks 15970 - 16035, Totaling $75,062.58 a. Claim Vouchers 15984 -16035, Totaling $74,404.88 b. Manual Checks 1597 - 15983, Totaling $657.70 6. Payroll: Preliminary September 2001 01-115 MOTION BY JOHN THOMPSON, SECONDED BY JW FOSTER, APPROVING CONSENT AGENDA ITEMS AS PRESENTED. CARRIED. NEW BUSINESS 7. Public Hearing - 2002 Community Development Block Grant Proposals. Mayor Rivas opened the public hearing at 7:38 p.m. announcing the date, place and purpose of the hearing. No conflicts or objections to participants were stated. Mayor Rivas called on Shelly Badger for the staff report. Shelly Badger reported that this is an annual public hearing to select an applicant to apply for a Community Development Block Grant of up to $750,000. Grant eligibility requires that projects must principally benefit low income populations. Qualified projects may prevent or eliminate slums/blight, or meet an urgent need for public health/safety. Projects may also address: 1) housing, Yelm benefited from a Housing Rehab Program in the early '90s; 2) economic development; 3) community facilities, Yelm Community Services Yelm City Council Minutes ab\cc\2001 \minutes\09-26-01 Page 1 of 6 building, expansion and youth center, and Krislen Apartments; or 4) public facilities, '97 city water system upgrades. To be eligible as a public facilities project benefiting a wide area of the population, at least 51 ofc, of the population must meet the low to moderate income (LMI) threshold. In the 1990 Census 630/0 of Yelm's population met LMI criteria. As 2000 Census household income figures will not be available until 2002, the granting agency developed a formula to estimate LMI population. Using that formula Yelm's LMI is estimated to be 28.90/0. This percentage disqualifies applications for area-wide benefit projects. A Request for Proposals (RFP) from local nonprofit agencies was advertised for projects that would principally benefit the LMI population. The City must act as lead agency for any selected project and grant dollars are funneled through the city for the project. Only one proposal was received. The audience and council may also identify possible community needs in all categories. Fran Sherrill, Yelm Senior Multipurpose Center Director explained that they currently serve 225 seniors. Services provided include a daily lunch program at the center that serves approximately 55-60 people and a meal delivery service to 15-20 homebound people per day that extends as far as Tenino and Cougar Mountain. Recreational/social activities offered include pool, cards, games and crafts and day trips. Transportation is also provided for grocery shopping, errands, etc. The exercise program is restricted to chair exercises due to limited floor space. Most seniors are unable to climb the stairs to upper floors and the building does not have an elevator making that space unusable to seniors. The proposed new facility on 103rd would be located on a 41/2 acre parcel and would be built in phases. The facility would provide increased dining space allowing lunch program expansion to serve 200 people per day over the next 5 years, space for speakers/programs in senior interest areas, a personal/health care area for pedicures/manicures, and for vision/hearing exams, and an exercise pool for low impact aerobic exercise, as well as general use space for socializing, TV viewing, food bank, etc. To generate operating revenue, some areas of the new facility can be rented out in the evening. Additional income would come from relocating the thrift shop to street level and making the other floors available as rental space. Being no response to a call for additional comment Mayor Rivas closed the public hearing at 7:55 p.m. 7. a. Shelly Badger explained that Council approval would allow the Yelm Senior Center to prepare and submit a grant application for CDBG funds and commit the City to acting as lead agency and serving in an administrative support role for the project if the grant is awarded. 01-116 MOTION BY DON MILLER, SECONDED BY JOHN THOMPSON APPROVING THE YELM SENIOR CENTER TO APPLY FOR A COMMUNITY DEVELOPMENT BLOCK GRANT WITH THE CITY ACTING AS LEAD AGENCY. CARRIED. Yelm City Council Minutes ab\cc\2001 \minutes\09-26-01 Page 2 of 6 8. Yelm Ave./First St. Intersection Analysis. Mayor Rivas called on Tim Peterson to provide a staff report. Tim Peterson provided background information beginning with the First Street Road Improvement Project that was completed in 1989, and a change in laws the following year allowing an increase in truck length limits. More recently, revisions to First St. included adding a left turn pocket to move 15t St. traffic onto Yelm Avenue. (Yelm Ave. is a state roadway falling under WSDOT jurisdiction.) Other considerations are that the Wolf Building is on the right-of- way with a zero setback and the building's awning protrudes into the right-of- way. He pointed out that eventual intersection upgrades could impact that building. A report from Perry Shea, engineering consultant at Shea Group, provided an evaluation of several options that could be implemented until funding can be secured for the proposed Y2/Y3 bypass (conservative estimate5-8 years). The recom.mended "besf'... alternative ..included ...movin~....tl1.,i~irst..St.stC)I\'tJar 10ft.>nortb,reducingtl1eleftturnlanewidtl1from <12to<11 ft., encouraging the property owner to re-build the existing awning to reduce exposure, and posting limited turn radius warning signs for truck drivers. Continued monitoring was also recommended. Steve Craig, Wolf Building owner, indicated that he has been in contact with both DOT and Perry Shea, and that he considered the possibility of having trucks use a Second Street to Jefferson, to First Street route instead of turning directly onto First Street. He spoke with the owner of the sign shop on Second Street who said that a lot of trucks already use that route and agreed that he could adjust his parking to accommodate this option. Discussion concerned state vs. local jurisdictional responsibilities, concerns about pedestrians safety while they wait to cross at that intersection, roadway weight/width capacity of various alternate routes, impacts of any changes to Yelm Community School's project and frontage improvement requirements, and limited funding availability for new surface construction vs. funding availability for improvements, 01-117 MOTION BY JOHN THOMPSON, SECONDED BY DON MILLER APPROVING SHEA GROUP PROPOSED OPTIONS CONTAINED IN THEIR SEPTEMBER 10, 2001 LETTER, AND DIRECTING STAFF COMPLETE THE SUGGESTED IMPROVEMENTS AND LOOK INTO THE SECOND STREET TRUCK ROUTE OPTION. CARRIED. 8. a. Resolution No. 418 - Commemorating the Victims of September 11, 2001 Terrorism Attacks. Mayor Rivas read the Resolution honoring the memory of terrorist attack victims and their loved ones, supporting the efforts of our nation's leaders to guarantee freedom, justice, peace and security, and encouraging community support of organizations and persons providing aid to the victims. 01-118 MOTION BY GLEN CUNINGHAM, SECONDED BY JW FOSTER APPROVING RESOLUTION NO. 418 COMMEMORATING THE VICTIMS OF SEPTEMBER 11,2001 TERRORISM ATTACKS. CARRIED. Yelm City Council Minutes ab\cc\2001 \minutes\09-26-01 Page 3 of 6 OLD BUSINESS 9. Timberland Regional Library Agreement Update - Mayor Rivas requested the staff report. Shelly Badger provided back ground on the annexation to the Timberland Library District as approved by Yelm voters in 1990. Voter approval allowed property tax dollars that could have been collected by the City to be diverted directly to Timberland. The annexation agreement also required that the City provide and maintain suitable quarters for the library including heat, light, water, janitorial, services, grounds maintenance and certain facility modifications. The library currently has 9,000 users making the space the City can afford to provide less than adequate for the number of library users. Timberland has been negotiating with Prairie Park Development to lease space in a building that is currently under construction. Timberland would be the contract leaseholder and the City would provide an annual financial contribution to support the library. Councilmembers were provided a copy of a draft amendment to the 1990 service contract. Four main areas were identified with Yelm and Timberland agreeing on 1) a ten year term of agreement for the support contract, the January 1, 2002 support contract proposal date, and a City general fund financial support in the amount of $28,009.80 for 2002. This amount is calculated at $8.19 per capita using the prior (2001) year's population count (3420) as established by the state Office of Financial Management. A one-year population lag formula would continue throughout the term of the support contract. Timberland is proposing an inflationary factor allowing a per capita increase in the third and seventh year coinciding with an inflation provision in their lease agreement. Staff requested Council guidance on the inflation factor provision and provided figures demonstrating costs in the third and seventh years staying with the $8.19 per capita rate but reflecting expected (Growth Management) population increases. Discussion concerned how the $8.19 rate was established (current costs divided by population), the lack of a facilities contribution from other jurisdictions that have residents using the Yelm library, the process of changing from providing services to paying a dollar value for those services, Timberland's need to insure they can maintain lease and operating costs, and the need to keep the contract clear and concise. Mayor Rivas reviewed the agreement sections individually. Council indicated agreement with the ten year term identified in section 3, the January 1, 2002 proposed contract date, and the $8.19 per capita amount. The dollar amount was identified as a budget item to be reviewed during upcoming Budget Work Sessions. There was additional discussion on Section 8 and inflationary factors. Mayor Rivas called for a five minute recess at 8:45 p.m. Mayor Rivas called the meeting back to order at 8:50 p.m. Yelm City Council Minutes ab\cc\2001 \minutes\09-26-01 Page 4 of6 Councilmember Foster indicated that he wasn't totally comfortable with locking into the CPI and would like to see some other factors involved like the additional local tax that City residents pay directly to Timberland that will continue to increase as Yelm grows. Bette Anderson, Timberland Manager, reminded Council that the $8.19 figure is for physical space support only, and is separate from the direct tax collection that provides books and staffing. Councilmember Foster suggested linking to the Group (property owner/manager), so that if the Group doesn't exercise its right to an inflation increase then there really isn't any reason for the City's amount to increase by the CPl. He would be more comfortable with CPI increase language that reflects Timberland's true inflationary costs. For clarification Shelly Badger recited her understanding that direction is to tweak the language in the draft so that it says something to the effect that the City would agree to accept an inflationary percentage in years three and seven no greater that the inflationary percentage that Timberland realizes in their lease negotiations. Council concurred. There was discussion on when to bring the changes back to Council for review. Bette Anderson indicated that Timberland would like to bring the contract to Yelm at the October 24th meeting for signatures and to celebrate the beginning of the new agreement. 10. Possible Dates for Work Session on Budget Presentation Options. Council selected 5:00 p.m., prior to a Council meeting, with possible dates of December 12, 5 or 19. Staff will contact Mike Bailey and confirm a date. REPORTS 11. Councilmember Miller a. Court - A written report was provided. b. Financial - Everything is as it should be. He had one question concerning expenditure. c. Other Meetings/Assignments - He attended the AWC Municipal Water Summit along with Councilmember Foster and reported that work being done on the Comprehensive Water Plan is right on target. He added that he learned that it will take 38 years to obtain new water rights, and that once per year the City should be drawing their full capacity of water. He attended the Mini Golf opening. 12. Councilmember Thompson a. Police Report - A written report was provided. Brian Asmus updated Council on an arrest at the high school. b. Public Works - A written report was provided. Tim updated progress in sludge removal, diffuser plates and plans for cleaning an SBR. c. Other Meetings/Assignments - He attended an Economic Development Council Meeting. They have some good plans for Yelm, but there is a problem getting together enough acres for some of the projects, also some projects are heavy water users. He offered to share community income information. Yelm City Council Minutes a b\cc\200 1 \minutes\09-26-01 Page 5 of 6 13. Councilmember Isom - Absent 14. Councilmember Cunningham a. Planning Commission/Community Development - The Yelm Planning Commission meeting was cancelled. A written Community Development report was provided. b. Railroad - No meetings/activity to report. c. Other Meetings/Assignments - He attended the Mini Golf opening. 15. Councilmember Foster a. City Hall - A written report was provided. b. Senior Center - He referred to the excellent information provided in Fran Sherrill's earlier report. c. Other Meetings/Assignments - He attended the AWC Municipal Water Summit and found that the City has already done a lot to comply with most requirements. There is a lot more to learn and more coming down from the state. He attended the Mini Golf opening, and the VFW Memorial for Terrorist Attack Victims. He reminded Council of the upcoming Edwards Homestead recognition and addition to the Yelm Register of Historic Sites. 6. Mayor Rivas Correspondence: Received a letter from the Thurston County Board of Commissioners requesting an elected official to serve on a high profile group to meet and discuss providing in home services for pregnant women and families with children up to the age of three. JW Foster agreed to be Yelm's representative. Meetings/Events: NVN editor, Puyallup Fair and concert, Heartwalk, IT Board, Yelm Community Schools, executive staff, Land Use Decision Making Work Session, Ft. Lewis training schedule update. CORRESPONDENCE - None Attest: , / ,r. ~g~t~ P. ~~n1~'~I~~~:~ Yelm City Council Minutes ab\cc\2001 \minutes\09-26-01 Page 6 of 6