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06 14 2016 Updated Agenda Packet AGENDA YELM CITY COUNCIL MEETING TUESDAY, JUNE 14, 2016 6:00 P.M. Website Viewing: Clicking on agenda items will open associated documents including staff reports, resolutions, ordinances, etc. Note: some agenda items may not have attachments. Call to Order 1. Roll Call 2. Agenda ApprovalACTION 3. Special Presentations- 4. Student of the Month STEDI Update, Michael Cade Public Comment 5. the meeting recorder. Comment topics should not appear elsewhere on the agenda. Time (three minutes per speaker) and the number of speakers (five) are limited and may be adjusted to meet agenda requirements. Consent AgendaACTION 6. Minutes; Regular Meeting May 24, 2016 a. Payables; Checks # b. c. Public Hearing- none scheduled 7. New Business- 8. Seasonal Worker Position ACTION a. 10 Presenter: Ryan Johnstone, Public Works Director min Attachments: Staff Report Purchase of Replacement Sewer Utility Vehicle ACTION b. 10 Presenter: Ryan Johnstone, Public Works Director min Attachments: Staff Report, Quote 5/24/16 Old Business none scheduled 9. Council and Mayor 10. Councilmember Foster represents Yelm on the following committees. Thurston County Solid Waste Advisory Committee (SWAC) Councilmember Carmody represents Yelm on the following committees. Intercity Transit Board Yelm Adult Community Center Councilmember Isom represents Yelm on the following committees. Thurston Regional Planning Yelm Economic Development CouncilCommittee (TRPC) Yelm Finance Committee Councilmember Stillwell represents Yelm on the following committees. Thurston County EDC Board Yelm Finance Committee Councilmember Wood represents Yelm on the following committees. (TRPC) Transportation Policy Yelm Finance Committee Board Yelm Transportation Committee TComm 911 Admin Board Councilmember DePinto represents Yelm on the following committees. Yelm Transportation Committee Thurston County Law and Justice STEDI Councilmember Hendrickson represents Yelm on the following committees. Medic One Yelm Emergency Operations Board Mayor Harding represents Yelm on the following committees. Yelm Economic Development Yelm Finance Committee Committee Yelm Emergency Operations Board Yelm Transportation Committee Executive Session- none scheduled 11. Correspondence (Correspondence is available upon request) 12. Adjourn 13. Upcoming Meetings Regular City Council Meeting, Tuesday, June 28, 2016, 6:00 pm, Public Safety Building Council Study Session, Wednesday, June 29, 2016, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, July 12, 2016, 6:00 pm, Public Safety Building CITY OF YELM MEETING INFORMATION All regular Yelm City Council meetings are audio recorded. A $5.00 per CD (prepaid) fee is required. For information about obtaining a copy of the proceedings, please call 360.458.8402. Public comments are welcome. However, in order to proceed with scheduled agenda items the allowable time per speaker is limited to 3 minutes and the number of speakers limited to five. Comments during the public comment portion of the meeting should not be associated with measures or topics appearing elsewhere on the agenda and should not address topics for which public hearings have been conducted or are anticipated. It is the City of Y a person with a disability and in need of reasonable accommodations to conduct business or participate in government processes or activities, please contact Janine Schnepf, at 360.458.8402 at least four (4) working days prior to the scheduled event. The City of Yelm is an equal opportunity provider and employer. The Preliminary Agenda and Approved Council Minutes are available at www.ci.yelm.wa.us Agenda Item 6. a. Minutes Page 1 of 6 YELM CITY COUNCIL REGULAR MEETING TUESDAY, MAY 24, 2016 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Bob Isom, Tad Stillwell, Tracey Wood, Joe DePinto and Russ Hendrickson. 16-056 MOTION BY TRACEY WOOD EXCUSING COUNCILMEMBER MOLLY CARMODY FROM THE MEETING. CARRIED. 3. Agenda Approval 16-057 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations Hands on CPR Awareness Demonstration, S.E. Thurston Fire Authority Erica Maginess, Volunteer EMT/Fire Fighter and Michael Fogarty, Yelm Fire Fighter gave a presentation on chest compressions. Erica stated that SE Thurston Fire arrive on the scene. First, you call 911, and then do chest compressions until aid arrives. This will greatly increase the persons survival. Chest compression should be given to the beat of the song . In Thurston County the save rate is 59.6% which is excellent. Councilmember Foster and Mayor Harding volunteered to do chest compressions on the mannequin. Free CPR classes are st offered the 1 Tuesday of every month at the station on Mill Road. Mayor Harding thanked them for the demonstration and reminded everyone that next week is CPR Awareness Week. Councilmember Foster added that the save rate has greatly improved since 2005 when changes were made to the training program and more citizens participated in training. The rate has increased to 59.6% save rate which is the best in the nation right now. 5. Public Comment Dennis Gray, a retired schoolteacher has started driving part time for Uber, and is in support of the Uber program. Uber helps people get to where they need to go. Andrea Ahl has been driving for Uber for 7 months and stated it is great for the community. She transports college students and visitors and feels the program will help to keep drunk drivers off the roads. 6. Consent Agenda Minutes Regular Meeting May 10, 2016 Payables Checks #66884 - #66965 Totaling 209,674.21. Yelm City Park Request (YCP) Wounded Warrior Car Show, September 3, 2016 6am-4pm, Community Wide Event YCP, Family Fun Day, July 9, 2016 8am-5:30pm, Community Wide Event 16-058 MOTION BY BOB ISOM APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing none scheduled 8. New Business 5-24-16 Agenda Item 6. a. Minutes Page 2 of 6 a. Purchase of Handheld Meter Reading Equipment Ryan Johnstone, Public Works Director explained that the Water Department needs to replace the existing handheld meter reading units due to age and lack of vendor support. Currently, the three handheld devices, their charging cradles, and two touch read meter wands are at the point of failure which has created issues gathering reliable water consumption data. Because of the products age, the vendor no longer supports these products making the completion of needed repairs impossible. Water Utility and Billing staff recently met with the equipment vendor to review the new equipment options that are available. The decision was made to replace the three existing handheld devices along with their charging cradles and two touch read meter wands. The vendor is currently offering a rebate on this purchase if we trade in our existing, unsupported equipment. This rebate totals approximately $3,500. The new equipment quote is provided. This purchase was not included in the 2016 budget; however, that will be rectified in a budget amendment to follow later this year. Funds for this purchase will come from fund 401-Water Utility. Councilmember DePinto asked if more than one vendor was contacted. Ryan stated we have past experience with this vendor and they are offering the rebate right now. 16-059 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO APPROVE THE PURCHASE OF NEW HANDHELD METER READING EQUIPMENT FOR THE YELM PUBLIC WORKS WATER UTILITY IN THE AMOUNT OF $21,460.00. CARRIED. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Grant Beck, Community Development Director stated the Cities of Yelm, Olympia, Lacey and Tumwater have been working together to develop a common regulatory technology-based companies, which offer a new model of commercial transportation service using online platforms to connect passengers with drivers using personal vehicles, which include Uber and Lyft. Currently, TNC drivers are regulated in the same manner as taxicabs, which require the issuance of an individual occupational permit to each driver. The occupational permit process was created to regulate certain occupations, which, by their nature, present a heightened public safety risk, including solicitors and driver for hire. In s, it was determined that the background checks conducted by the companies are more extensive than the background check standards for the vehicle maintenance and driving records than Yelm currently establishes for drivers for hire. Rather than require individual occupational permits and individual background checks, it is sensible to require a single occupational permit of the TNC as an umbrella license for all drivers. The City would retain the ability to regularly audit the records of the TNC and audit individual driver records if complaints are received by the City. Ordinance No. 1013 established such a regulatory scheme, and is similar to ordinances being considered by the Cities of Olympia, Lacey, and Tumwater. This will create common licensing standards for any TNC wishing to operate in Thurston County. Each TNC driver will still be required to obtain a City of Yelm Business License and would be responsible for all local Business and Occupation taxes due the City of Yelm. Councilmember Isom asked what would happen if the others cities failed to pass the Ordinance. Grant stated it would still be in effect. Councilmember DePinto stated he has used Uber in the past and stated it is very simple and efficient to use. 5-24-16 Agenda Item 6. a. Minutes Page 3 of 6 16-060 MOTION BY TRACEY WOOD TO ADOPT ORDINANCE NO. 1013, RELATING TO THE REGULATION OF TRANSPORTATION NETWORK COMPANIES AND AMENDING SECTION 5.03.020 YELM MUNICIPAL CODE AND ADOPTING A NEW CHAPTER 5.18 YELM MUNICIPAL CODE. CARRIED. c. Interlocal Agreement with Cities of Yelm, Olympia, Lacey and Tumwater for Administration and Enforcement of Occupational Permits for Transportation Network Companies Grant Beck, Community Development Director stated the Cities of Yelm, Olympia, Lacey, and Tumwater have been working together to develop a common regulatory Thurston County. The City Councils of each of these jurisdictions will be considering the adoption of nearly identical ordinances regarding the administration and delegation of administration and enforcement to another City that is party to the proposed Interlocal agreement. The City of Olympia has indicated that it would be willing to administer and enforce the provisions of the TNC Ordinances, if so desired by the Cities of Yelm, Lacey and Tumwater. Olympia will likely be served by many more TNC drivers than the City of Yelm, and because they have the resources available to administer and enforce the new regulations, it is appropriate for Yelm to delegate the administration and enforcement to the City of Olympia. The City of Yelm retains the right to supplement audit and enforcement activities at any time, and may withdraw from the agreement at any time. Councilmember Foster asked if Olympia staff would be checking to see if the Uber drivers are getting City of Yelm business licenses. Grant they will be checking against our business license records. 16-061 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN AN INTERLOCAL AGREEMENT BETWEEN THE CITIES OF LACEY, OLYMPIA, TUMWATER, AND YELM REGARDING THE JOINT REGULATION OF TRANSPORATION NETWORK COMPANIES. CARRIED. d. Resolution No. 567, 2016 Irrigation Conservation Program Grant Beck, Community Development Director reported that the City Council adopted a water budget for each water customer with an irrigation meter. The budget was based on the amount of water according to the Washington Irrigation Guide needed to maintain healthy and productive landscaping, or the customers use in 2009, whichever was less. This program was anticipated to reduce irrigation usage by half. The program was highly successful and Commercial water customers saved over 65 million gallons (200-acre feet) of water since 2010. These water conservation goals and extend the life of the existing water system infrastructure. The proposed 2016 water conservation program is identical to the 2014 program with water budgets established by the Community Development Director based on the criteria originally adopted by Council in 2009. The total amount of water allocated for irrigation in 2016 includes approximately a 1.3% unallocated reserve for the purpose of adding new customers. Community Development will manage the program with assistance from Public Works. Councilmember DePinto asked if these are the same numbers as 2014 and he wanted to make sure that the businesses that are exceeding their limits get plenty of notification. Grant stated that they are the same numbers as 2014. The Community Development Department is very proactive with the businesses and sometimes they are made 5-24-16 Agenda Item 6. a. Minutes Page 4 of 6 aware of a possible leak, which they might not have noticed without the program. Communication is key in helping businesses stay within their water budget. 16-062 MOTION BY TRACEY WOOD ADOPTING RESOLUTION NO. 567 RESTRICTING THE USE OF WATER FOR IRRIGATION PURSUANT TO SECTION 13.04.097 YELM MUNICIPAL CODE AND ESTABLISHING POLICIES AND PROCEDURES FOR THE IMPLEMENTATION OF WATER CONSERVATION MEASURES IN 2016. CARRIED. e. Engagement for Professional Recruitment of City Administrator Bill Brandon, Interim City Administrator stated that Prothman Company is a proven facilitator of municipal employment recruitment in Washington. The position of City Administrator is crucial to assist the Mayor in professional management of the City. Prothman Company assistance in the recruitment process would be invaluable in been evaluated and policies have been instituted to enhance services in the community. However, long-term goals and policies need to be developed and enacted. The recruitment process normally takes from a minimum of 2 ½ months to 3 ½ months, 3 ½ months is most typical. Professional recruitment, in my experience, is the most effective process in insuring a broad outreach in recruiting qualified professional municipal managers. The recruitment process includes Description of Ideal Candidate Qualifications, Organization-Specific Information, Community Specific-information, Compensation Package Details and information on how to apply. 16-063 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE PROFESSIONAL SERVICES AGREEMENT WITH PROTHMAN COMPANY IN THE AMOUNT OF $19,500. CERTAIN ADDITIONAL EXPENSES WILL INCUR DEPENDING ON THE DESIGN OF THE RECRUITMENT (DETERMINED BY THE CITY) AND THE TRAVEL EXPENSES OF SELECTED CANDIDATES. THIS ADDITIONAL EXPENSE SHALL NOT EXCEED $10,000 WITHOUT PRIOR APPROVAL OF COUNCIL. CARRIED. Mayor Harding recused himself from the meeting due to conflict of interest rd regarding Agenda Item 9. Request for Waiver of Appeal Fee, Bichler 93 Ave. Mayor Pro-tem Wood conducted the remainder of the meeting. 9. Old Business none scheduled rd Request for Waiver of Appeal Fee, Bichler 93 Ave. Tami Merriman, Associate Planner briefly reminded council of the previous request from Mr. Bichler to waive the appeal fee of $500 due to a financial hardship. Mr. Bichler was asked by Council to provide financial documents showing a financial hardship before they could determine if the fee would be waived. Documents were provided to Council on May 10 but the item had to be tabled due to a lack of quorum with Mayor Pro-Tem Wood presiding over the meeting with the absence of Councilmember Isom asked what the amount of the fee for the Hearing Examiner which was waived in January. Tami stated the Hearing Examiner Appeal fee was $1250. Councilmember Isom stated the financial information provided is difficult to reconcile but he does not see where the $500 appeal fee would be a financial hardship to the appellant. 16-064 MOTION BY BOB ISOM TO DENY THE REQUEST TO WAIVE THE APPEAL FEE OF $500, BASED UPON THE FINANCIAL DOCUMENTS PROVIDED. SECONDED BY TAD STILLWELL. Councilmember DePinto does not agree with Councilmember Isom and believes the $500 fee would be a financial hardship to 5-24-16 Agenda Item 6. a. Minutes Page 5 of 6 Mr. Bichler. MAYOR PRO-TEM WOOD CALLED FOR THE QUESTION. AYE FOSTER, ISOM, STILLWELL AND HENDRICKSON. OPPOSED-DEPINTO. MOTION CARRIED TO DENY THE WAIVER OF THE APPEAL FEE TO MR. BICHLER. Councilmember Foster asked what the next step would be for Mr. Bichler. Tami fee and if he chooses to pay the $500 then a hearing would be scheduled before the Council to hear the appeal. If Mr. Bichler chooses to not move forward then it will not come before Council. 10. Mayor and Council Initiatives Councilmember Foster asked Public Works Director Ryan Johnstone how the Spring Clean up went last Saturday. Ryan stated it went very well. 3 dumpsters where filled before the event with senior and disabled garbage that was picked up by Public Works the week prior and then 10 more dumpsters where filled at the time of the event 140 permits were collected which is the most ever collected. Councilmember Foster attended the YMCA informational meeting with Councilmember DePinto. Councilmember Foster also attended the Thurston County Solid Waste Advisory Committee (SWAC) meeting and reported there is a Safe Home Project sponsored by SWAC where someone would come to your home and do an assessment of your homes living conditions, from air quality, water quality to cleaning products in your home, all at no cost to the resident. Councilmember Foster attended the Thurston Thrives and the South Sound Militaries Communities Partnership meeting. The City of Yelm is being designated by JBLM as a Great American Defense Community, and there will be signage and outreach coming in the future. It will be a great way to demonstrate to the people who serve at JBLM how much we appreciate and the support we give them. At the Nisqually River Council meeting it was reported that there has been a great turn around in the returning population of native steelhead to the Nisqually River and its tributaries due to the transient meat eating population of orcas eating the seals which were eating the smolts from the steelhead and the restoration of the waters in the spawning grounds. Councilmember Foster attended the Armed Forces Celebration at JBLM and was impressed by all the different organizations demonstrating the history of Armed Services in Washington. Also attended the opening day of Yelm Farmers Market, which is a great addition to our community. Councilmember Stillwell attended the Thurston County Economic Development Council Board meeting where they discussed budgeting. Councilmember DePinto attended the YMCA meeting with Councilmember Stillwell and reported there was a great turnout and things are looking well. The next meeting will be expanded to other community members and business leaders. More detailed information will be given at the next Study Session. Councilmember DePinto attended the Thurston County Law and Justice meeting and talked about the new triage center opening in August. The center will help with people that have mental illness and special needs rather than incarcerating them in the general population of the jail. Law Enforcement in general is supportive of the new center. At the STEDI meeting, they are looking at ways local government can help the local economy. Councilmember also attended Armed Forces day with Councilmember Foster and it was a great experience and attended the opening of the Farmers Market. 5-24-16 Agenda Item 6. a. Minutes Page 6 of 6 Councilmember Hendrickson attended the Transportation Policy Board meeting with Councilmember Wood and the Medic One meeting. Councilmember Wood attended the Transportation Policy Board meeting where they discussed the Transportation Improvement Plan and passed it on to the TRPC for final approval. Councilmember Wood also attended the Medic One meeting and stated it was quite educational. 11. Executive Session none scheduled 12. Correspondence included Thurston County Auditor, Mary Hall News Releases: of August Primary Ballot Measures Thursday, May 12, 2016 Candidate Filing week Thurston County Elections, New Administrative Rules Thurston Regional Planning Council Friday Pre-Agenda June 3, 2016 8:30-11am 13. Adjourned at 6:53 pm. ___________________________ Attest: _________________________ Ron Harding, Mayor Lori Mossman, Deputy City Clerk ___________________________ Tracey Wood, Mayor Pro-Tem 5-24-16 Agenda Item 6.b. VOUCHER APPROVAL FORM The following is a list of checks approved for payment at Tuesday, June 14, 2016 council Payroll Direct Deposit-Employee 9999999999$133,290.41 Payroll Checks-Employee 6696666978$26,891.73 Payroll A/P Checks 6698866997$13,201.50 Payroll A/P EFT & Drafts 9999999999$172,129.51 A/P Checks/Voucher 2016 6699867083$736,956.76 A/P Voucher EFT & Drafts 9999999999$17,488.31 Utility Refunds6708467094$887.31 TOTAL$1,100,845.53 ____________________________ /_______________________________/________________________________ Mayor Councilmember Councilmember ____________________________/________________________________/________________________________ Councilmember Councilmember Councilmember ____________________________/_______________________________ Council member Councilmember ATTEST:_____________________________ CITY CLERK:_______________________________________ The above checks approved and signed by a majority of the Yelm City Council, are hereby approved for payment passed on a motion by______________________________________________at a regular council meeting held this 14th day of June 2016 1 of 18 Agenda Item 6.b. 2 of 18 Agenda Item 6.b. 3 of 18 Agenda Item 6.b. 4 of 18 Agenda Item 6.b. 5 of 18 Agenda Item 6.b. 6 of 18 Agenda Item 6.b. 7 of 18 Agenda Item 6.b. 8 of 18 Agenda Item 6.b. 9 of 18 Agenda Item 6.b. 10 of 18 Agenda Item 6.b. 11 of 18 Agenda Item 6.b. 12 of 18 Agenda Item 6.b. 13 of 18 Agenda Item 6.b. 14 of 18 Agenda Item 6.b. 15 of 18 Agenda Item 6.b. 16 of 18 Agenda Item 6.b. 17 of 18 Agenda Item 6.b. 18 of 18 Agenda Item 8. a. Seasonal Worker Position Page 1 of 1 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Ryan Johnstone, Public Works Director Date: June 3, 2016 (for June 14, 2016 Council Meeting) Subj: Hiring of Seasonal Employees Recommendation Authorize Mayor Harding to add and fill two seasonal worker positions that will provide support for the Public Works Parks Department. Background Seasonal employees are often hired by municipalities in order to help alleviate the work load encountered in Public Works during the spring and summer months. These positions are temporary and usually do not exceed six months in duration. There are no employee benefits offered for these positions except as what is required by law. This is the first time that Yelm Public Works has hired seasonal employees. If successful, this will be a position that Public Works will request as part of the yearly budget process. Current Situation Public Works currently has three full-time parks employees. Currently, only two of those positions are filled. The City is advertising to fill the third position. The seasonal position will be a temporary Parks Department staff member and will assist with care of the following landscaped areas: Longmire Park Cochrane Park City Park Yelm Community Center Yelm Prairie Line Trail City Hall Public Safety Building Water Reclamation Facility Public Works all city-owned landscape strips and streetscapes The position will be a full-time position for a duration not to exceed three months and will be funded out of the General Fund. Due to this position not being included in the approved 2016 Budget, the impact to the budget will be accounted for in a budget amendment to be completed at a future date. It is anticipated that the impact to the budget will not exceed $15,000 for two seasonal positions. June 14, 2016 Page 1 Agenda Item 8. b. Purchase of Replacement Sewer Utility Vehicle Page 1 of 2 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Ryan Johnstone, Public Works Director Date: May 24, 2016 (for June 14, 2016 Council Meeting) Subj: Purchase of Replacement Sewer Utility Vehicle Recommendation Authorize Mayor Harding to approve the purchase of one 2016 Ford F150 for use by the City of Yelm Sewer Utility in the amount of $23,077.50. Background On March 31, 2016, a Sewer Utility staff member was in an accident at the intersection of 1st St NE and Stevens St NE/NW. His vehicle (2007 Chevrolet Silverado) was struck by another vehicle that failed to stop at the stop sign on Stevens St NW. He was injured and the vehicle was a total loss. The Sewer Utility staff member continues to recover and is back at work on "light duty". A claim was filed with the City's insurance provider and a reimbursement of $18,946.42 was received from the insurance provider for the totaled vehicle. Current Situation Currently, the Sewer Utility has four vehicles: a 1993 GMC 1 Ton pickup, a 1995 Jeep Cherokee, a 2008 Ford F 150, and a 2009 Ford F 150. A replacement is needed for the 2007 Chevrolet totaled in the accident. This vehicle is important as four of the six sewer utility employees spend a large part of their time completing maintenance on the collection system, construction inspection, and fulfilling utility locate requests in various parts of the City. Public Works typically purchases it's vehicles from the state vehicle purchasing contract administered through the Department of Enterprise Services. A quote for a replacement vehicle was obtained through the contract and is attached to this staff report. Once the purchase is approved, a purchase request will be created and the vehicle will be ordered. The vehicle will arrive 90 to 120 days after being ordered. The balance of the purchase not covered by the insurance reimbursement will be covered out of ending cash. The acquisition and the impact to the budget will be accounted for in a budget amendment to be completed at a future date. June 14, 2016 Page 1 Agenda Item 8. b. Purchase of Replacement Sewer Utility Vehicle Page 2 of 2