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10 08 19 Agenda PacketCITY OF YELM w ash in��n CITY COUNCIL AGENDA 10/8/2019 Z. CALL TO ORDER/ROLL CALL Z. AGENDA APPROVAL 3. SPECIAL PRESENTATIONS a) None Scheduled 4. PUBLIC COMMENT *Complete a blue speakers card J. CONSENT AGENDA a) September 24, 2019 Regular meeting &October 1, 2019 Study Session Minutes 6. NEW BUSINESS a) None Scheduled 7. OLD BUSINESS a) Professional Services Agreement -FCS Group Item Postponed from September 24, 2019 Meeting S. UPDATES a) Departments —Michael Grayum, City Administrator b) Councilmembers c) Mayor JW Foster g. EXECUTIVE SESSION a) None Scheduled 10. ADJOURN 106 2nd ST SE • Yelm, WA 98597 •360.458.3244 • www.yelmwa.gov The City of Yelm is an equal opportunity employer and provider MEETING INFORMATION All regular Yelm City Council meetings are recorded. Meetings may be viewed at www.yelmwa.gov or a copy may be purchased by contacting the City Clerk's office at 360.458.8402. It is the City of Yelm's policy to provide reasonable accommodations for people with disabilities. If you require reasonable accommodations to participate at a City Council meeting, please contact the City Clerk's office at 360.458.8402 at least four (4) working days prior to meeting. Information on the Americans with Disabilities Act and the Title VI Statement is available at www.yelmwa.gov/human-resources. *The public comment portion of the agenda is an opportunity for the public to address the Council for items that are not on the published agenda. Comments are limited to three minutes and five speakers. Comment on matters listed on the published agenda are welcomed as part of the normal agenda. COMMITTEE AND LIAISON ASSIGNMENTS Mayor JW Foster Yelm Emergency Operations Board Vice -Chair of Thurston Regional Planning Council Board of Director for Risk Management Service Agency Member of Community Investment Partnership Board member South Sound Military and Community Partnership Councilmember EJ Curry Yelm Public Safety Committee Yelm Finance Committee Member of Solid Waste Advisory Committee Liaison to Yelm Senior Center Liaison to South East Thurston Fire Authority Councilmember Molly Carmody Yelm Planning & Economic Development Committee Yelm Finance Committee Board of Director for Intercity Transit Authority Liaison to Nisqually River Council Councilmember Cody Colt Yelm Planning & Economic Development Committee Yelm General Government Committee Yelm Public Works Committee Member of Thurston County Emergency Services Councilmember Tad Stillwell Yelm Public Safety Committee Yelm General Government Committee Board of Directors of Economic Development Council Yelm Emergency Operations Board Member of Law and Justice Council Councilmember Tracey Wood Yelm General Government Committee Yelm Public Works Committee Member of Transportation Policy Board Administrative Board of Director for TCOMM 911 Councilmember Joe DePinto Yelm Finance Committee Yelm Public Safety Committee Member of South Thurston Economic Development Initiative Councilmember Terry Kaminski Yelm Planning & Economic Development Committee Yelm Public Works Committee Member of Thurston Thrives Page 2 of 2 YELM CITY COUNCIL TUESDAY, SEPTEMBER 24, 2019 MINUTES CITY HALL BUILDING 106 SECOND STREET SE YELM, WA 1. Mayor JW Foster called the meeting to order at 6:00 p.m. Roll Call Present: EJ Curry, Molly Carmody, Cody Colt, Tad Stillwell, Tracey Wood, Joe DePi nto, Terry Kaminski. 2. Agenda Approval 19-064 MOTION BY TRACEY WOOD TO APPROVE THE AGENDA AS PRESENTED. SECONDED BY EJ CURRY. 7-0, MOTION CARRIED. 3. Special Presentations - National Voter Registration Day Proclamation Childhood Cancer Awareness Month Proclamation 4. Public Comment - Jessica Smith would like an old Poplar tree removed from City right-of-way on Solberg. It keeps losing branches and could be dangerous. 5. Consent Agenda a. Minutes: August 27, 2019 & September 3, 2019 b. Council Voucher Approval for August 2019 Totaling $1,639,969.00. 19-065 MOTION BY TRACEY WOOD TO APPROVE THE CONSENT AGENDA. SECONDED BY EJ CURRY. 7-0, MOTION CARRIED. 6. New Business a. Ordinance No. 1054 - Annexation 19-066 MOTION BY TRACEY WOOD ADOPTING ORDINANCE NO. 1054 PETITION TO ANNEX LOTS 19 THROUGH 23 OF YELM VIEWS SUBDIVISION ALONG GROVE ROAD INTO THE CITY OF YELM. SECONDED BY EJ CURRY. 7-0, MOTION CARRIED. b. Professional Services Agreement - FCS Group 19-067 MOTION BY JOE DEPINTO POSTPONING THE PSA UNTIL AFTER THE STUDY SESSION ON OCTOBER 1 WHERE COUNCIL WILL BE UPDATED ON THE IMPROVEMENTS THAT NEED TO BE MADE TO THE WATER RECLAIMED FACILITY. SECONDED BY MOLLY CARMODY. 7-0, MOTION CARRIED. 7. Old Business - none scheduled 8. UPDATES - City Administrator Michael Grayum - • There is an opening for an Accounting Assistant in the Finance Department. • We will be making an application to the Department of Ecology for Water Rights later this year. • A draft Legislative Agenda will be presented to Council for their consideration. 9-24-19 Health and Wellness Fair on Thursday for City staff and their families at the Community Center. All city buildings will be closed from 11:45 am to 1:15 pm. There are some vacancies for Yelm Arts Commission, Yelm Historical Commission and the Tree Advisory Board. Please apply through our website. • Upcoming Study Session - Community Survey, discussion of the Water Reuse Facility, Performance measures and the budget process. • Upcoming Council meeting - Budget process Resolution, Police department reorganization. Public Works Director Chad Bedlington reported that Jeremy Campeau has been promoted to Lead Wastewater Operator and John Ivey has been promoted to Lead Water Operator effective October 1, 2019. We have also hired a new Wastewater Treatment Plant Operator, Joseph Richards. Community Development Director Grant Beck reported on the new camera and microphone system for the Council Chambers and stated we are now recording to YouTube instead of AV Capture. Councilmember Curry attended the Homelessness Task Force meeting on September 17th at the Community Center, the South East Thurston Fire Authority meeting, the ribbon cutting ceremony for the new turf at Yelm High School football game and the play ""Mama Mia". Councilmember Carmody attended the Yelm Planning & Economic Development Committee meeting, Board of Directors meeting for Intercity Transit Authority, the Nisqually River Council meeting and co-chaired the Homelessness Task Force meeting on September 17, 2019. The next Town Hall meeting will be October 9th, 6:30 pm at the Community Center. The next Homelessness Task Force meeting is scheduled for October 15, 2019, 6:30 pm at the Community Center. Councilmember Colt attended the ribbon cutting for the new turf at the Yelm High School football game. Councilmember Stillwell attended the Yelm Emergency Operations Board meeting. There will be an Emergency Preparedness Expo on Saturday, September 28, 2019 10:00 am - 2:00 pm at the Peter Schmidt Elementary School in Tu mwater. Councilmember Wood attended the Yelm Public Works Committee meeting, the Transportation Policy Board meeting, the Thurston County K9 fundraiser and the Administrative Board of Directors for TCOMM 911 meeting. Councilmember DePinto watched Michael Grayum's testimony to the Water Rights Joint Task Force and thought he did a great job. Councilmember DePinto attended ""Chat with the Chief", South Thurston Economic Development Initiative meeting, toured the Boys and Girls Club, met with Nisqually Tribe about the Homelessness issue and co-chaired the Homelessness Task Force meeting on September 17, 2019. Councilmember DePinto will be meeting with the General Government Committee to go over the Ordinances he is working on. 9-24-19 Councilmember Kaminski attended the Yelm Public Works Committee, the Homelessness Task Force meeting and the Thurston Thrives meeting. Mayor Foster reported sadly on the loss of 1st Special Forces sergeant Jeremy Griffin. Mayor Foster attended the Association of Washington Cities Mayor Exchange Conference in Leavenworth, Mayor Foster thanked South Thurston Economic Development Initiative for coming to Yelm, reported there's one weekend left of "Mama Mia" at the Triad Theater, September 21St was "thank a cop day", Homecoming assembly at the High School, two new businesses opened in Yelm, Wellness Fair will be Thursday from 10:00 am - 2:00 pm at the Community Center and announced there will be a fundraiser with "together" at 7:00 am at the Hotel Red Lion in Olympia tomorrow. 9. Executive Session - none scheduled 19-068 MOTION BY CODY COLT TO ADJOURN. SECONDED BY TRACEY WOOD. 7-01 MOTION CARRIED. 10. Adjourned at 7:10 p.m. Attest: JW Foster, Mayor Lori Lucas, City Clerk These minutes record the official actions of the Yelm City Council. Complete recordings are available on the city website at www.yelmwa.gov. 9-24-19 YELM CITY COUNCIL STUDY SESSION TUESDAY, OCTOBER 1, 2019 6:00 P.M. CITY HALL BUILDING 106 SECOND STREET SE YELM, WA 1. Mayor JW Foster called the meeting to order at 6:03 p.m. 2. Present: Councilmembers: EJ Curry, Molly Carmody, Cody Colt, Tad Stillwell, Tracey Wood, Joe DePinto and Terry Kaminski. Staff present: Public Works Program and Projects Manager Pat Hughes, City Administrator Michael Grayum and City Clerk & HR Manager Lori Lucas. 3. a. Water Reclamation Facility (WRF) timeline and next steps Public Works Director Chad Bedlington was not available to present this item so it will be addressed at the next Study Session. 3. b. Council performance measures and community survey discussion Michael Grayum led the Council in performance measures discussion. A Resolution will be brought to Council for their approval capturing performance measures for projects that Council would like to complete. Councilmember Carmody addressed the community survey discussion and the criteria for the survey and the information that would be helpful to capture. Discussion followed for the different surveys available. 3. c. Yelm Parks Advisory Committee (YPAC) recommendation —proposal to charge rental fees for City park pavilion Yelm Parks Advisory Committee Chair, Cecelia Jenkins updated the Council on changes that the Parks Advisory Committee discussed. The changes included charging for the pavilion at the City Park and changing the hours of the park effective January 1, 2020. Council will continue to discuss the fee structure for the pavilion in the City Park. 3. d. Yelm Parks Advisory Committee (YPAC) recommendation on park hours Yelm Parks Advisory Committee Chair, Cecelia Jenkins proposed changing the hours of the parks from dawn to dusk year round, instead of certain hours. These two recommendations will come before Council for a vote. 4. Mayors Report — The Health & Wellness Fair at the Community Center on Thursday, September 26th was a huge success. HR Specialist Karen Bennett did a great job coordinating the event. The Mayor attended "Reality Fair" at the Yelm High School along with Financial Analyst Michael Malek. Mayor Foster attended the Annual Boys & Girls Club Gala and they raised approximately $549,000. The Yelm Farmer's Market will be held through the month of October. There will be a College and Career Fair at the Yelm High School on October 9th at 5:00 pm. Mayor Foster will be attending the Association of Cities Government Risk Insurance Pool Conference out of town so Mayor Pro -Tem Tracey Wood will be running the next Council meeting. 5. Council Initiatives Councilmember Curry stated the SE Thurston Fire Authority will be sending their Resolution to the Clerk to be put on the agenda for an upcoming meeting. 10-1-19 Councilmember Carmody submitted a policy proposal to the General Government Committee on the parking standards. Councilmember Carmody would like the Planning Commission to address this issue. Councilmember Colt reported that the General Government Committee received policy proposals for the parking requirements and the mailbox proposal and they will be sent to their perspective committees for discussion and recommendations. Councilmember DePinto is excited to bring his policy proposal on secure mailboxes to Council soon. Councilmember Kaminski stated a private citizen would like to donate a check for $500 to help homeless students. 6. "Yellm 101" No discussion. Adjourn: 7:05 p.m. Attest: JW Foster, Mayor Lori Lucas, City Clerk These minutes record the official actions of the Yelm City Council. Complete recordings are available on the city website at www.yelmwa.gov. 10-1-19 YELM CITY COUNCIL TUESDAY, OCTOBERS, 2019 MINUTES CITY HALL BUILDING 106 SECOND STREET SE YELM, WA 1. Mayor Pro -Tem Tracey Wood called the meeting to order at 6:00 p.m. Roll Cali Present: El Curry, Molly Carmody, Cody Colt, Tad Stillwell, Joe DePinto and Terry Kaminski. 2. Agenda Approval 19-069 MOTION BY TAD STILLWELL TO APPROVE THE AGENDA AS PRESENTED. SECONDED BY EJ CURRY. 6-0, MOTION CARRIED. 3. Special Presentations - none schedule 4. Public Comment - Diane D'Acuti, Yelm property owner shared her health concerns about using Round -Up weed killer for weed management. Richard Fife, Yelm property owner shared his frustrations about a water leak that was discovered at his rental. 5. Consent Agenda a. Minutes: September 24, 2019 & October 1, 2019 Study Session Minutes 19-070 MOTION BY MOLLY CARMODY TO APPROVE THE CONSENT AGENDA. SECONDED BY EJ CURRY. 6-0, MOTION CARRIED. 6. New Business - none scheduled 7. Old Business a. Professional Services Agreement - FCS Group 19-071 MOTION BY MOLLY CARMODY TO POSTPONE THE FCS AGREEMENT INDEFINITELY UNTIL A FINAL COST FOR CONSTRUCTION CAN BE ESTABLISHED. SECONDED BY EJ CURRY. 6-0, MOTION CARRIED. UPDATES - City Administrator Michael Grayum - • Chat with the Chief tomorrow at Mr. Doug's Restaurant at 1:00 pm. • Eleven citizens have signed up for the Police Citizens Academy. • A Resolution describing the process of the budget was handed out to Councilmembers. This Resolution will come before Council at a future meeting. • Michael Grayum updated Council on the history and health of the Wastewater Treatment Facility with a power point presentation. Each upgrading Phase was explained along with an estimated timeframe for completion. • Chief Todd Stancil shared with Council the Organizational Structure of the Police Department and explained the created position of Assistant Police Chief for succession planning. RQ IT -Mus Councllmember Curry attended the Support for Yelm School event on Saturday evening. Councilmember Carmody stated the Homelessness Task Force meeting might need to be rescheduled. Councllmember Colt attended the Yelm Planning & Economic Development Committee meeting and the EMS Council meeting. Councilmember Stillwell attended the Board of Directors of Economic Development Council meeting. Councilmember Stillwell sold his house in August and is frustrated with the Utility billing refund process and the phone tree that you get when you call City Hall. Councilmember DePinto asked if the City chip -sealed the Willow Glen neighborhood, it is jagged and looks unfinished. Homelessness Task Force meeting may need to be rescheduled. There will be a normal Task Force meeting next Tuesday, October 15, 2019 at 6:30 pm. Councllmember Kaminski Yelm Planning & Economic Development Committee meeting, the Chamber Luncheon today and the last performance of Mama Mia at the Triad Theater. Mayor Pro -Tem Wood attended the Administrative Board of Director for TCOMM 911 meeting. Executive Session - none scheduled 19-072 MOTION BY JOE DEPINTO TO ADJOURN. SECONDED BY MOLLY CARMODY. 6-0, MOTION CARRIED. 10. Adjourned at 7:20 p.m. JAttest: Tracey Woodl Mayor Pro -Tem Lori Lucas, City Clerk These minutes record the official actions of the Yelm City Council. Complete recordings are available on the city website at www.yelmwa.gov. 10-08-19