01-26-16 MinutesYELM CITY COUNCIL REGULAR MEETING
TUESDAY, JANUARY 26, 2016 MINUTES
1. Mayor Harding called the meeting to order at 6:00 pm.
2. Roll Call Present: JW Foster, Molly Carmody, Tracey Wood, Joe DePinto and Russ
Hendrickson.
16-008 MOTION BY TRACEY WOOD EXCUSING COUNCILMEMBERS BOB ISOM AND
TAD STILLWELL FROM THE MEETING. CARRIED.
3. Agenda Approval
16-009 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED.
CARRIED.
4. Special Presentations -
Yelm Chamber of Commerce Update, Victoria Wortberg
Victoria has been with the Chamber of Commerce since September and reported it
is a great opportunity to look at how to move the Chamber forward and make it
responsive to businesses, our community and the City of Yelm. Victoria thanked
the City, the community and the business community for the incredible support
for the Chamber. Victoria gave an overview of the Chambers plan for this year
and next year. There will be four different types of services available to
businesses and those businesses will choose the level of service from the
Chamber that best fits their individual needs. The Chamber has new services to
help businesses market effectively that have never been offered before, such as
an online membership portal that will have individual websites of businesses
located in Yelm, business coaches that will come to Yelm to work with business
owners and Town Hall meetings where business owners will be able to meet with
City officials to improve Yelm for our business community. The $7,500 that the
Chamber receives from the city is used for marketing our community and services
the Visitor's Bureau. Victoria thanked the Council for their continuing support and
encourages them to extend the contract again this year. Councilmember DePinto
asked what the annual budget for the Chamber would be for 2016, what the
anticipated major expenditures and how the Chamber plans to market Yelm.
Victoria stated $210,000, in which approximately $100,000 goes to salaries of
existing employees and anticipated future employees. Victoria is putting together
a marketing campaign and forming partnerships in the community and beyond.
Mayor Harding thanked Victoria for attending and encouraged the Chamber to
keep up the good work.
5. Public Comment -
Preston Collins, Yelm resident spoke about disclosure in government. Disclosure
means telling the truth. Our high-level government has been keeping secrets from
its citizens for years. Withholding technology and patents under the guides of
national security, which would have improved our lives greatly. They have given
profits and allowed profiteering to corporations and elites. On January 16t",
Captain Randy Cramer, US Marine was a guest speaker at the Triad Theater
where he disclosed his experiences while serving as a member of the Mars
Defense Force. He is disclosing all the information he knows about the secret
space program'. Preston Collins invited everyone to think about the possibilities
that go beyond the trainings of a politician. Learn to benefit not judge the fellow
citizens and visionaries of this community.
1/26/16
Michael Cade, Executive Director of the Thurston Economic Development Council
spoke to Council about the South Thurston Economic Development Initiative,
which is a consortium of citizens that come together to support the Chamber of
Commerce, and the businesses that do economic development in the community.
The group provides technical assistance to business to make them grow and
thrive. A working group meets every month and everyone is invited to attend.
Shawna Stuart, Executive Director of the Visitor and Convention Bureau
reported that she works with all of Thurston County and have some exciting
initiatives moving forward that are regional in nature one of which is the
Agrotourism program. The role of the bureau is destination marketing, which
means to inspire, inform, and influence visitors, meeting planners and group tour
operators to come to our region and experience what we have to offer. The
business plan will be available online tomorrow.
Aslan Meade, Economic Development Council is newly hired and will spend half
time focusing on the South Thurston region. Aslan is a liaison with the Port of
Olympia and is hoping to involve the Port of Olympia in some kind of agricultural
infrastructure in the near future. Aslan is the chair of the Thurston Food Systems
Council, which is currently merging with the Thurston Thrives Food Action.
Lisa Smith, Enterprise for Equity, which helps people with limited income start
small businesses and has been around for 11 years. They also do training and
technical assistance, money 101 classes that teach people to manage their money
well, learn how to grow and offer micro loans up to $25,000. Lisa highly
recommends that everyone attend at least one of the STEDI meetings, which are
held the 3rd Friday of each month at 8 am in different locations.
Mayor Harding thanked the group for attending the Council meeting and giving an
update and stated the STEDI group is a very enthusiastic consortium of business
owners with a lot of positive information. Mayor Harding invited the STEDI group
to a future Study Session. Michael Cade stated that Victoria Wortberg was the
launching program manager for the Washington Center for Women in Business
and during her tenor as the director of that program, she launched 107 new
businesses. She is excellent resource to the Yelm community and Michael wanted
to congratulate her publically for the great work she has done.
Cameron Jane, owner of the Triad Arts Theater welcomed the newly elected
Council members. Cameron reminded everyone that the Nisqually Tribe McCloud
family has contributed an art exhibit that is being shown at the theater and it is
beautiful. Councilmember DePinto thanked Jane for attending, stated he will be
attending an upcoming play, and encouraged the rest of the Council to attend.
6. Consent Agenda
Minutes - Regular Meeting January 12, 2016
Payables - Checks #66182 - #66182 Totaling $530,281.09.
16-010 MOTION BY MOLLY CARMODY TO AMEND THE CONSENT AGENDA TO
WITHDRAWL THE PAYABLES FOR FURTHER DISCUSSION.
MOTION SECONDED. AYES (CARMODY, DEPINTO AND FOSTER) OPPOSED
(WOOD). CARRIED.
16-011 MOTION BY JW FOSTER TO APPROVE THE AMENDED CONSENT AGENDA.
SECONDED AND MOTION CARRIED.
Councilmember Carmody had concerns about the payables in the packet
regarding the SW Well project that has been stopped by the Supreme Court. The
payables add up to $252,000 for this project and since the project has been
stopped, she would like to know why we are still writing checks. Mayor Harding
stated the SW Well project is an ongoing project and has nothing to do with the
1/26/16
Supreme Court. That is the location of the water right if we receive it but that
project is more than just about the water rights. Councilmember Carmody is
concerned about the amount of money being spent on a project that we might not
receive the water rights to complete. The odds that the current case in front of
the Supreme Court would be approved, it not in the City's favor. Mayor Harding
explained that the Council has already approved and entered into a contract for
the work on the SW Well. The project would also put in a half a million -gallon
storage facility. Ryan Johnstone, Public Works Director clarified that the project
could use the existing water rights that the City currently has to utilize that source
as well. Regardless of what happens with the SW Well, the bulk of the
infrastructure that is there would be utilized. We can pump up to the reservoir
from the downtown wells and use it as an additional storage facility.
Councilmember DePinto asked Ryan Johnstone if he thought in his professional
opinion if the we needed to move forward and pay these bills. Ryan stated that
this is a valuable project for the City and the bills should be paid. Grant Beck,
Community Development Director also added that the SW Well project would
provide backup storage to the downtown wells that were constructed in 1954 and
could potentially have issues. Ryan explained the SW Well would offer additional
storage to the two sources of supply that are currently located 60 feet apart and
60 feet deep which could be subject to surface water issues. Mayor Harding asked
the City attorney, Brent Dille what the legal obligation of the City. Brent Dille
stated the invoices need to be paid. There could be legal ramifications if the City
chooses to opt out of the contract at this time.
16-012 MOTION BY MOLLY CARMODY TO APPROVE THE VOUCHERS AS
PRESENTED. CARRIED.
7. Public Hearing — none scheduled
8. New Business —
a. Yelm Chamber Contract for Services 2016
Noah Crocker reported during the 2016 budget, the City Council agreed to
continue funding for the Yelm Area Chamber of Commerce for the tourism -related
services they provide to the Yelm residents and businesses in the amount of
$7,500.00. The 2016 Service Provider Agreement between the City and the
Chamber describes the tourist related services to include: research and prepare
tourist -related materials promoting the City of Yelm; produce the 2016 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.
16-013 MOTION BY JW FOSTER TO APPROVE AND AUTHORIZE MAYOR HARDING
TO SIGN THE SERVICE PROVIDER AGREEMENT BETWEEN THE CITY OF
YELM AND THE YELM AREA CHAMBER OF COMMERENCE FOR THE PERIOD
JANUARY 1, 2016 — DECEMBER 31, 2016 IN THE AMOUNT OF $7,500.00.
CARRIED.
b. Ordinance No. 1010, Budget Amendment Community Center
Noah Crocker stated that at the October 2015 Council study session, the Council
was updated on the status of the Yelm Community Center construction. At that
time, the contractor had exceeded the contract deadline and had provided a
schedule for completion before the end of the year. The project was determined
to be substantially complete on December 4, 2015, and should have been
completed, including punch list items, by January 6, 2016. The final payments
1/26/16
have not been made. The estimated cost to complete and occupy the building,
including fixtures and furnishings, installing the audio visual equipment, security
cameras, and renovating the old park restrooms to storage for the Community
Center, is $284,000. This assumes that all remaining items in dispute are the
City's responsibility. At the end of 2015, the Yelm Community Center construction
budget included $141,931 of unspent expenditure authority, which remained in
the Municipal Building Fund as beginning net cash. Councilmember DePinto asked
where the funds were coming from. Noah Crocker stated there is 1 million dollars
in bond proceeds, 1.45 million in grant proceeds from the State, grant proceeds
from the Port of Olympia, about $50,000 for an insurance claim due to damage to
the previous kitchen by the circus, and there were some transfers from the
accumulative reserve fund in prior fiscal years. $389,000 from accumulative
reserve funds from beginning the project to date has been transferred to the
project fund. Councilmember DePinto asked how much the Community Center
would cost. Grant Beck stated the total cost from inception to date is $2.66
million dollars. Total will be closer to $2.7 when the project is complete due to
some unforeseen costs with the Center. Councilmember Carmody wondered why
the invoice from Stetz Construction sent to her by Mayor Harding stated $1.879
million dollars as the original contract amount and would like to know why is it
now $2.8 million dollars. Grant Beck explained the $2.7 million dollars is the total
construction cost, not just the construction of the Community Center. It includes
the tear down of the old police station, the old skate park and the two houses the
City bought that bordered the City Park property. It also includes the design,
construction management and the construction. The invoice from Stetz
Construction only included the construction of the Community Center. Mayor
Harding added that the City is bound by state law and have detailed
requirements for Architecture and Engineering and that is an expensive service.
Councilmember DePinto asked if there are any outstanding invoices on this
project and when did the City receive them. Noah Crocker stated that BCRA for
Construction Management and Stetz Construction both have outstanding
invoices. Grant reported that the contractor submitted an invoice in mid
December but it was too late to pay the invoice in the December Council
meeting. Because the contractor went beyond the substantial completion date,
that invoice was paid at the January 12th Council meeting but withheld enough
funds to make the City whole should the punch list items not be done by the 6th
and liquid damages, until the project closeout.
16-014 MOTION BY TRACEY WOOD ADOPTING ORDINANCE NO. 1010, AMENDING
THE ADOPTED 2016 BUDGET TO INCREASE THE SPENDING AUTHORITY IN
FUND 302 (MUNICIPAL BUILDING FUND) BY $284,000 TO COMPLETE THE
CONSTRUCTION OF THE YELM COMMUNITY CENTER. CARRIED.
c. Yelm Historic Commission Appointment, Gene Coulter
Grant Beck reported that at the end of December 2015, the Historic Preservation
Commission had two expired positions. Pursuant to the Yelm City Council's
Protocol Manual, the Community Development Department advertised the
vacancy and term expirations by an official announcement in the Nisqually Valley
News, and by posting the announcement at public places in City Hall and the
Library. The announcement was also sent to all board and commission
chairpersons and all persons who have expressed an interest in the past to serve,
but who were not previously selected. The members whose terms expired were
1/26/16
invited to reapply. One application was received to fill the expired positions.
Grant stated Gene Coulter has been a productive member of the Commission.
16-015 MOTION BY ]W FOSTER CONFIRMING MAYOR HARDING'S RE-
APPOINTMENT OF GENE COULTER TO FILL ONE EXPIRED POSITION ON
THE HISTORIC PRESERVATION COMMISSION. CARRIED.
d. Yelm Planning Commission Appointment, Terry Kaminski
Grant Beck stated that at end of December 2015, two Planning Commission
positions expired. Protocol was followed according to the manual and one
application was received to fill the expired positions. All applications are available
for the Council's review if desired. Grant Beck stated Terry Kaminski has been on
the for many years and is highly involved in the Community. Councilmember
Carmody would like the one application emailed to her for her review.
16-016 MOTION BY TRACEY WOOD CONFIRMING MAYOR HARDING'S RE-
APPOINTMENT OF TERRY KAMINSKI TO FILL ONE EXPIRED POSITION ON
THE CITY OF YELM PLANNING COMMISSION. CARRIED.
9. Old Business —none scheduled
10. Mayor and Council Initiatives
Councilmember Foster attended the Thurston County Chamber State of the
Community event in which Mayor Harding was part of the panel and from his
perspective; Mayor Harding received the longest and loudest applause from the
audience during his presentation on how well the City of Yelm has done over the
past 10 years of meeting the challenges of the times. Councilmember Foster
asked Mayor Harding to reiterate how much water is being pumped today relative
to our current population growth over the past 10 years. Mayor Harding stated
that in 2014 our records show we pumped the same amount of water with double
the population as we pumped in 2004. The City is doing well in managing our
water resource. Councilmember Foster attended the Thurston County Solid Waste
Advisory Committee (SWAC) meeting. Councilmember Foster attended his first
Thurston Thrives meeting yesterday and observed a presentation from the food
sub -group regarding emphasis on providing reliable healthy locally sourced food
for those in need. A very remarkable group of people working collaboratively to
address a very important need in our community.
Councilmember Carmody attended her first Intercity Transit Board meeting and
everyone there was super nice. The Board was updated on procurement,
improved bus stops, and watched videos from the safety cams.
Councilmember DePinto attended the Thurston County Law and Justice meeting
and was updated on the services they provide for Yelm. The AWC Legislative
reception is tomorrow and asked if there will be a representative from Yelm
attending. Mayor Harding stated there is no one scheduled to attend the
reception. Councilmember DePinto would like to send a representative next year.
Councilmember DePinto would like the contracted lobbyists invited to a Study
Session to give an update. Mayor Harding will talk to them about the update.
Councilmember DePinto announced that he would be bringing up at the Study
Session tomorrow, a proposal to move $200,000 from our reserve fund to Public
Safety for two full time police officers salaries. He feels this is imperative to bring
our community up to safety standards.
1/26/16
Councilmember Hendrickson attended the Thurston County Medic One meeting
and reported a scholarship was given to Tim Reynolds from Olympia Fire
Department. Fifteen people graduated from EMT classes and a demonstration on
the Medic One Inventory system.
Mayor Harding attended the Thurston County Chamber State of the
Communities event, which gives the opportunity to interface with businesses and
leaders of Thurston County. Mayor Harding also attended a full day retreat
yesterday of the Thurston County EDC and reported on the Strategic Planning
process.
11. Executive Session - none scheduled
12. Correspondence included -
Press Releases from Thurston County Auditor, Mary Hall -
-Downtown Olympia Accessible Voting Location Rescheduled -dated January 15,
2016
-Kids Encouraged to Enter Election -Related Coloring Contest -dated January 13,
2016
-Black Hills High School Sophomore Wins Good Citizenship Day Essay Contest -
dated January 15, 2016
-February Special Election Voters' Pamphlets Mailed to Households -dated January
13, 2016
Thurston Regional Planning Council Pre -Agenda Friday, February 5, 2016 8:30am -
11am
Mayor Harding reminded everyone of the Study Session tomorrow at 5pm.
13. Adjourned at 7:15 pm.
-� Attest:
Ron Hardinb', Mayor Lori Mossman, Deputy City Clerk
1/26/16