07-22-08 Minutes MINUTES
YELM CITY COUNCIL MEETING
JULY 22, 2008, 7:30 P.M.
1. Mayor Harding called the meeting to order at 7:30 pm
2. Roll Call -Present; Don Miller, Joe Baker, Bob Isom, Mike McGowan, Pat
Fetterly, John Thompson, Russ Hendrickson.
3. Agenda Approval
8-73 MOTION BY PAT FETTERLY APPROVING THE AGENDA AS PRESENTED.
CARRIED
4. Special Presentations - no presentations
5. Public Comment -There was no public comment.
6. Consent Agenda
Minutes
July 8, 2008 Regular Meeting
Payables, Checks; 34904-34987 totaling $193,917.35
Payroll -June Final Payroll, Checks: 13750-13901, Totaling $360,611.93
Financial Report - no report
8-74 MOTION BY BOB ISOM APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearings -none
8. New Business
a. Yelm Prairie Line Trail, Soto and Sons Construction Phase I
Stephanie Ray reviewed the available funds to complete Phase 1 of the Yelm
Prairie Line Trail construction, including the awarded federal Safe Accountable
Flexible Efficient Transportation Equity Act- A Legacy for Users grant
(SAFETEA-LU) in the amount of $803,600. Additional funds include; $32,000
held in reserve from the initial purchase of the rail; $50,000 budgeted for the
project and $70,000 for the design, also received from a surface transportation
grant. WSDOT estimated regional costs at 1 million per mile. Soto and Sons
was the low response bidder for construction leaving an amount of $56,000
short to complete the project as designed. Stephanie proposed two options:
one increasing the City's contribution from Fund 104 Capital Reserve to cover
the cost overage and complete the project in full.
8-75 MOTION BY PAT FETTERLY AUTHORIZING MAYOR HARDING TO SIGN
THE CONTRACT IN THE AMOUNT OF $803,680 WITH SOTO AND SONS
CONSTRUCTION, LLC FOR THE CONSTRUCTION OF PHASE 1 OF THE
YELM PRAIRIE LINE TRAIL SUBSEQUENT TO APPROVAL FROM
WASHINGTON STATE DEPARTMENT OF TRANSPORTATION. CARRIED.
b. Yelm Prairie Line Trail, KPG Construction Management Services
Phase I Contract for $101,048.21
Stephanie Ray continued with the Management Services contract for the
Phase 1 construction, stating that KPG Engineering was the design engineer
at the start of the project and is recommended to be awarded the management
and inspection phase during the construction.
She added that federally funded projects require a more intensive and costly
environmental review process as well as a more intensive construction
management process.
8-76 MOTION BY BOB ISOMAUTHORIZING MAYOR HARDING TO SIGN A
CONTRACT IN THE AMOUNT OF $101,048.21 WITH KPG ENGINEERS
FOR THE CONSTRUCTION INSPECTION AND MANAGEMENT OF PHASE
1 OF THE YELM PRAIRIE LINE TRAIL. CARRIED
c. Coates Avenue Reconstruction, Expedition of Contract. In an effort to
expedite the contracts needed to begin and complete the Coates Avenue
Reconstruction project before inclement Fall weather, Stephanie Ray
presented an option to Council to authorize staff to begin the documentation
process after the bid opening and before the next Council meeting. She
assured Council that the focus was on the start of construction but Council was
not obligated to approve the bid prior to the contract being brought to the next
council meeting.
Councilmember Isom complemented Stephanie on her ability to acquire grant
funding and forward thinking to upcoming project completion.
8-77 MOTION BY BOB ISOM AUTHORIZING STAFF TO SEND THE CONTACT
DOCUMENTS TO THE LOW RESPONSIVE BIDDER FOR THE COATES
AVENUE RECONSTRUCTION PROJECT, FROM THE JULY 25T" BID
OPENING, CONDITIONED ON THE BID BEING AT OR BELOW THE
ENGINEER'S ESTIMATE, IN ORDER TO EXPEDITE THE CONSTRUCTION
PROCESS.
d. Evidence Room Services, Interlocal Agreement with City of Yelm and
Rainier. Chief Todd Stancil reviewed the Interlocal Agreement establishing the
conditions to help out the City of Rainier to properly dispose of and return
evidence accumulated and held from 1997 to 2004. The City of Rainier Police
Department was disbanded in 2004. Since that time the State has mandated
that the evidence be addressed. The City of Yelm would provide two trained
evidence officers to work on their off time; including overtime and weekends to
address the evidence for a period of six months being fully compensated for
that time.
8-78 MOTION BY PAT FETTERLY AUTHORIZING MAYOR HARDING TO SIGN
THE INTERLOCAL AGREEMENT BETWEEN THE CITY OF RAINIER AND
THE YELM POLICE DEPARTMENT TO PROVIDE EVIDENCE ROOM
SERVICES AS STATED IN THE AGREEMENT.
9. Old Business
Longmire Park Reclaimed Water Line Contract with A&A Excavation for
$311,696 with Budget Amendment to Increase Project Budget.
Tim Peterson reported on the Reclaimed Water Line proposed for Longmire
Park. Council approved a project budget for 2008 for $368,000. The low
response bidder from the 10 bids returned was A & A Excavation in the
amount of $311,696.30. An update of the total project cost including design,
construction, management and contingency requires a budget amendment of
an additional $40,800 proposed to be from the Capital Reserve in the
Sewer/Reuse Capital Improvement Fund. Construction could begin as soon as
the purple pipe is available with completion estimates of 40 days.
8-79 MOTION BY PAT FETTERLY AUTHORIZING MAYOR HARDING TO SIGN A
CONTRACT WITH A & A EXCAVATION FOR THE CONSTRUCTION OF
THE LONGMIRE PARK RECLAIMED WATER LINE IN THE AMOUNT OF
$311,696.30 AND AUTHORIZE STAFF TO PREPARE A BUDGET
AMENDMENT TO INCREASE THE PROJECT BUDGET FROM $368,000 TO
$408,800. CARRIED.
10. Council and Mayor
Councilmember Miller attended the Fire District Commissions meeting
reporting that the Commissions signed the interlocal agreement to form a
planning committee to investigate the possible formation of a Fire District
Authority.
Councilmember Baker reported from the Intercity Transit meeting. Transit
was unable to add another morning route but has exchanged a 40 seat bus for
the 35 seat bus and has revised the route to pickup up at an added stop at 1St
and McKenzie to utilize the previous Police Department parking lot for park
and riders.
Councilmember Isom hosted a Thurston County Regional Council meeting at
the new Public Safety Building.
Councilmember Fetterly reported attending an interesting presentation on the
estuary by the Tribe at the Nisqually River Council meeting.
Councilmember Thompson attended the Yelm Transportation Committee
meeting stated that Skilling Connelly engineers are currently managing the
Yelm Ave project with the departure of the City's engineer.
Mayor Harding attended the Yelm Transportation meeting.
11. Executive Session -none scheduled
12 Correspondence. Comcast provided a fact sheet to Council on the frequently
asked questions about the analog to digital TV signal change that will occur in
February 2009. Other correspondence included Port of Olympia's news
release regarding Air Service between Olympia and Portland and the Thurston
Council on Cultural Diversity and Human Rights Agenda of July 14, 2008.
13. Adjourn 8:15 pm
d a ng, Mayor
Attest:
Ja ine Schnepf, City Cle