01-24-2017YELM CITY COUNCIL REGULAR MEETING
TUESDAY, JANUARY 24, 2017 MINUTES
Mayor Foster called the meeting to order at 6:03 pm (due to recording issues).
Roll Call Present: EJ Curry, Jennifer Littlefield, Molly Carmody, Tad Stillwell,
Tracey Wood, Joe DePinto and Russ Hendrickson.
3. Agenda Approval
17-008 MOTION BY TRACEY WOOD TO APPROVE THE AGENDA AS PRESENTED.
SECONDED BY RUSS HENDRICKSON. MOTION CARRIED.
4. Special Presentations - none scheduled
Public Comment- no comments
6. Consent Agenda
a. Minutes - Regular Meeting January 10, 2017
b. Payables - Checks #68331 - #68389 Totaling $234,466.60
17-009 MOTION BY EJ CURRY TO APPROVE THE CONSENT AGENDA. SECONDED
BY MOLLY CARMODY. MOTION CARRIED.
7. Public Hearing - City of Yelm Comprehensive Plan
The Public Hearing was continued from the January 10, 2017 meeting.
Tami Merriman presented a brief PowerPoint presentation, gave an overview of
the proposed changes, and explained that the Comprehensive Plan is the Goals
and Policy guidance document for the City of Yelm and it must be reviewed and
updated every seven years to ensure it is consistent with the policies of the
Growth Management Act. The Plan has had public participation through open
houses and public hearings. All comments received have been available to
everyone through the City of Yelm's website. The Plan was updated to include
updated material such as housing statistics, population projections and capital
projects. Goals and policies were added from the Sustainable Thurston Plan and
the JBLM Joint Land Use Study. A map was included to show the three zoning
requests, one being changed from C1 to C2 and two parcels that are part of the
Master Plan Community that were incorporated in 1994. They were part of the
Thurston Highlands development but when the Master Plan did not go forward, the
two parcels were unable to develop due to the minimum requirement of 200
acres. They would be removed from the Master Plan Community and zoned R4. In
the downtown area, the zoning was clarified in the Central Business District.
Steve Borman asked if there were any parking requirement changes in the Central
Business District for residential applications. Tami stated there were no changes
proposed in the Comprehensive Plan because they are not development
regulations. There are policies in the Plan to help accommodate parking
restrictions and constraints but those would be addressed when updating the
Unified Development Code. Mayor Foster stated that we would continue to accept
all comments and the Comp Plan would be an action item at the Council meeting
on February 14.
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17-010 MOTION BY MOLLY CARMODY TO CONTINUE THE PUBLIC HEARING TO
THE FEBRUARY 14, 2017 COUNCIL MEETING. MOTION SECONDED BY EJ
CURRY. MOTION CARRIED.
S. New Business —
a. 2018 Overlay Project, Transportation Improvement Board (TIB) Grant
Award
Maryanne Zukowski PE, Public Works Manager stated the City was successful in
securing Transportation Improvement Board (TIB) funding for the Arterial
Preservation Program for the Cullens Road. SE Project in the amount of $559,458.
Local match requirement is 10.1% at $62,931 for eligible project items. Fund 316
Roads/Street Construction has available funds from capital project Mosman Phase
3 that would secure local funding for this project and implement design and
construction this year. The start of Mosman Phase 3 design was moved out in the
2017 schedule to accommodate staff workload, which in turn reduced design -
funding needs in 2017 from Transportation Facility Charges. The Cullens Rd SE
project was adopted by Resolution No. 568 on July 12, 2016 as part of the 2017-
2023 Transportation Improvement Program. Funding was not received until after
the 2017 budget had been finalized so no capital funding for local match or ADA
costs are currently allocated. Additional ADA work that is required is not eligible
for funding under this TIB grant program. Additional local funds of approximately
$30,620 are needed to include ADA upgrades for design and construction that
were identified in preliminary design. Funding exists within the capital budget
under Fund 316 to include the ADA improvements together with the local match
fund requirements. Councilmember Littlefield asked how many vehicles use
Cullens Road since the bypass was completed. Grant Beck, Community
Development Director stated about 2500 vehicles a day now. Councilmember
DePinto asked for clarification on the shifting of funds and what determined
priority and other projects that were discussed. Maryanne stated this is the
priority that was used internally by staff to determine which projects would be
done first. Upcoming project on the list is the Fort Stevens Elementary project,
Mosman Phase 2 project, the First Avenue Sidewalk Project and those projects are
underway, and under contract, so those projects could not be shifted at this time.
17-011 MOTION BY MOLLY CARMODY AUTHORIZING THE CITY ADMINISTRATOR
TO SIGN AND EXECUTE THE TIB FUEL TAX AGREEMENT AND THE PROJECT
STATUS FORM WHEREBY ENTERING INTO AN AGREEMENT WITH TIB TO
MUTUALLY FUND THE 2017 OVERLAY PROJECT. MOTION SECONDED BY
TRACEY WOOD. MOTION CARRIED.
b. Cullens Road SE Overlay Project Consultant Selection and Contract Design
Services
Maryanne Zukowski PE, Public Works Manager reported that the City utilized the
Municipal Research Services Center (MRSC) Rosters for Architectural and
Engineering Services for Statements of Qualifications. Three firms were screened
and ranked from the core list from MRSC for Requests for Proposals. Gray and
Osborne were selected from the list of firms as the most qualified responsive
proposal from the three firms solicited. Resolution No. 568 adopted the Cullens
Road SE project on July 12, 2016 as part of the 2017-2023 Transportation
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Improvement Program. Council has approved execution of the Transportation
Improvement Board Grant Agreements. The contract for design engineering
services would be in the amount of $61,174. Councilmember DePinto asked if any
other bids came in at a lower cost and has the City of Yelm used Gray and
Osborne in the past for services. Maryanne explained that the MRSC Roster is for
Architectural and Engineering Services based on the ranking of qualifications and
then negotiate the cost of the contract. Gray and Osborne have completed work in
Yelm quite a few times in the past with positive results. Councilmember Littlefield
asked for clarification on the $18,982.00 remaining authorized from design phase
to apply to construction and/or staff salaries $18,982.00. Maryanne stated that
when the grant application was prepared and submitted, there was an amount for
the design phase, construction engineering and the construction contract for a
total dollar amount. The amount has since been negotiated to a lower cost. If that
amount is within a certain percentage, the money can be moved to construction
engineering or a contingency program in the construction phase in case there are
unknown costs that arise or it can be applied to the staffs' salary.
17-012 MOTION BY TAD STILLWELL AUTHORING MAYOR 7W FOSTER TO SIGN
AND EXECUTE THE PROFESSIONAL SERVICES AGREEMENT FOR
ENGINEERING SERVICES, AWARDING A PROFESSIONAL SERVICES
CONTRACT TO GRAY AND OSBORNE. SECONDED BY RUSS HENDRICKSON.
MOTION CARRIED.
9. Old Business — none scheduled
10. Department Updates -
City Administrator Michael Grayum reported the City has received a donation of
$10,000 from the Nisqually Indian Tribe and another donation of $20,000 from the
Estate of Adele Kaluhiokalani who left money to the Police department, Fire
department and the Mary Bridge Hospital. We will use that money to assist in
purchasing a patrol vehicle. Code Enforcement is still a priority and Grant and the
Community Development Department is doing a great job getting the residents to
comply with Yelm Municipal Code and junk vehicles and other trash. Michael will be
meeting with the YMCA Executive Director Kyle Cronk on Thursday for an update on
the survey they recently conducted to see if there was a need for a YMCA in our
area. Michael invited interested parties to attend the meeting with him. The Yelm
Chambers Business After Hours' will be hosting Drive 507 on January 26, 2017 at
5:07 pm on at the Timberland Bank. Michael was invited to the Triad Theatre for a
new program where they will conduct monthly interviews of 'who is who in the
Nisqually Watershed' once a month. The Eagle Scouts have reached out to the Public
Works Department and identified some storm drains that will be labeled with water
quality buttons. Public Works is working on drafting paperwork for the volunteers
and their parents to fill out. The topics of the upcoming Study Session will be: Study
Session meeting logistics, follow-up on water system malfunction, Comprehensive
Plan Q & A, Social Media Policy and the Council's Legislative Agenda. Councilmember
DePinto asked what our Legislative priorities are in Olympia. Michael stated that the
two primary issues we are focusing on are playground equipment and securing
funding to complete the Bypass Loop, Mayor Foster stated it is very important to
have our Lobbyists in Olympia. Mayor Foster was contacted by our Lobbyists
regarding a 'Bill on the Hill' currently regarding the alcohol taxes. This was not
originally part of the Council's Legislative Agenda but it could potentially impact City
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of Yelm funds. Mayor Foster attended the Mayor's Forum and Governor Inslee gave a
presentation. Mayor Foster also met with Representative IT Wilcox and Senator
Becker and they both committed to the City of Yelm's primary Legislative Agenda
items. On an important note, the Nisqually River Council brought a representative
from the eastside of the mountain, Shelly Short to demonstrate the importance of
the work that the River Council does. Representative Wilcox shared with Mayor
Foster that this was one of the most significantly opinion changing moments in that
Legislature's life. This demonstrates the impact of having legislatures come out and
visit us.
Chad Bedlington, Public Works Director stated there is caution tape around the
playground equipment at the City Park. Our annual AWC Risk Management
Assessment discovered some brackets that were unsafe. The equipment is under
warranty and it will be a week or two before the brackets can be repaired or
replaced. Mayor Foster asked how long the four dumpsters would be available for
citizens to recycle their Christmas Trees. Chad had called Lemay and they will be out
soon to pick up the dumpsters. Mayor Foster called out the professionalism of the
Yelm Police Department in conjunction with Thurston County Sheriff's department on
a recent event that happened just outside the city limits of Yelm on Clark Road.
There was a life and death moment that happened on that scene. It was because of
the training, prep work and good judgment of the Officers on scene that one of our
citizens is alive today.
11. Mayor and Council Initiatives
Councilmember Curry reported that the Yelm Adult Community Center received a
$5,000 grant from the Nisqually Indian Tribe.
Councilmember Carmody attended the Community Investment Partnership (CIP)
and studied non -housing issues like food security, education and mental health and
childcare. Councilmember Carmody along with Councilmember's Littlefield and
DePinto attended the Community Development department meeting and discussed
the Parks Plan and the Comprehensive Plan, the process of naming public buildings
and the structure of the department. Councilmember Carmody emailed
Representatives Wilcox and Barkis and Senator Becker about the alcohol tax increase
and getting some of the money to Yelm. Intercity Transit (IT) wants to increase its
collection of the gas tax by one tenth of one percent. IT lost money when the motor
vehicle tax went away so this would help fill that gap.
Councilmember Littlefield attended the Community Development department
meeting. There is a program starting called Camp Hope for at risk youth that she will
not be able to attend tomorrow but is interested in the referral process and getting
youth from Yelm and other rural areas involved. Councilmember Littlefield hopes to
attend future meetings and will update Council in the future.
Councilmember Stillwell will be attending the State Auditor's Office exit interview
with the City of Yelm on Thursday. Councilmember Stillwell has been contacted by
citizens about the condition of the sidewalks in Yelm, especially on Creek Street by
the post office. A citizen has tipped over in her hover around motor vehicle twice.
Mayor Foster stated the State Auditor's Office would hold the exit interview at 10:00
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on Thursday and there is room for one more councilmember if anyone is interested
in attending.
Councilmember Wood had an opportunity to fill in for Mayor Foster as Mayor Pro -
Tem at the Thurston County Chamber of Commerce State of the City Address and
met many interesting elected officials and spoke in front of a large crowd. It was well
received.
Councilmember DePinto attended the South Thurston Economic Development
Initiative Group (STEDI) and discussed their 'Midnight Rides' where the group
attends multiple Council meetings in the area. They will be dropping by our February
14th meeting. Councilmember DePinto would like the materials and documents from
the State Auditor's Office Exit Interview to be posted on the city's website for the
public to view.
Councilmember Hendrickson attended the Thurston County EMS -Medic One
meeting where they renewed the contract for American Medical Response (AMR) and
gave a Brown and Feller Scholarship to an Olympia Fire Fighter to help with
expenses. Councilmember Hendrickson is researching mini defibrillator machines for
patrol vehicles.
Mayor Foster attended the Mayor's Forum and the Mayor's Exchange with the
Legislators, which was a very effective use of his time in coordinating with many
people. Also attended the Nisqually River Council meeting and kicked off 'Kindness
Week Celebration' at Lackamas Elementary. Mayor Foster attended the Prairie Days
Revitalization Committee meeting where they discussed changing the parade date to
Saturday morning instead of Thursday evening. The committee is seeking other
associated events into Yelm for Prairies Days week to make Prairie Days more of a
community celebration. Mayor Foster attended Police Chief Stines retirement party in
Tumwater. He is retiring after 34 years in law enforcement. Mayor Foster has known
Police Chief Stines since 1988. Mayor Foster thanked Chief Stines for his leadership
and mentorship of other police officers and chiefs. Mayor Foster reminded Council to
ask one another to fill-in on committee meetings if they are unable to attend.
12. Executive Session - no additional session scheduled.
13. Correspondence included -
Chamber of Commerce -Drive 507 Business After Hours on January 26, 2017, 5:07-
6:30 pm at Timberland Bank.
17-013 MOTION BY RUSS HENDRICKSON TO ADJOURN, SECONDED BY TRACEY
WOOD. MOTION CARRIED.
13. Adjourned at 6:50 pm.
Attest:
JW F ster, Mayor Lori Mossman, City Clerk
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