07-09-13 MinutesYELM CITY COUNCIL REGULAR MEETING
TUESDAY, JULY 9, 2013 MINUTES
1. Mayor Harding called the meeting to order at 6:00 p.m.
2. Roll Call Present: JW Foster, Joe Baker, Bob Isom, Tracey Wood and Ken
Garmann. Excused: Russ Hendrickson. Mike McGowan arrived at 6:04.
3. Agenda Approval
13-54 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED.
CARRIED.
4. Special Presentations - no presentations
5. Public Comment -
Steve Romines, Medic One Administrator and Director of Thurston County
Emergency Services recognized Councilmember JW Foster for his dedicated career
to the community. Councilmember Foster has been a Firefighter for 40 years and
a Paramedic for 25 years in Thurston County. In 1993 and 1995, Councilmember
Foster was recognized as Paramedic of the Year for Thurston County and
recognized as EMS instructor of the Year in 1999. He has instructed for
Emergency Medical Services for over 25 years and a CPR instructor for over 27
years. Mr. Romines presented an engraved clock as a gift of appreciation from
the Medic One System and Emergency Medical System of Thurston County. The
Medic One System and Tumwater Fire Department recognized Councilmember
Foster at his retirement party but his clock had not yet arrived. Mayor Harding
added that Councilmember Foster has taught CPR to City staff and trained them
on use of the Defibulator.
6. Consent Agenda
Minutes - Regular Meeting June 25, 2013 & Study Session June 26, 2013.
Payables - Checks #60612- #60713 Totaling $473,797.32
YCP, VFW - John Thomson - Wounded Warrior Car Show, August 31, 2013 lam -
3pm, Open to the Public
YCP, Prairie Street Rod Association Car Show, August 3 & 4, Open to the Public
13-55 MOTION BY JOE BAKER APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearing - 2013 Six -Year Transportation Improvement Program (STIP
Mayor Harding opened the public hearing at 6:08 and Grant Beck gave a brief
report on the proposed STIP stating the only changes made was the small section
from Solberg to Longmire to extend Mosman to match up with upcoming Phase II
project to be eligible for state and federal funding. Mayor Harding closed the
public hearing at 6:10.
8. New Business -
a. Resolution No. 541, 2013 to 2019 Six Year Transportation Improvement
Program
Grant Beck explained that the Six Year Transportation Improvement Program is
the capital facilities document that guides transportation funding for a six-year
cycle. It is based on the Yelm Comprehensive Transportation Plan and is the
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`implementation' document for the overall plan. Projects that are not on the STIP
are not eligible for State or Federal funding, or the use of local Traffic Facilities
Charges (TFC's). The plan is required to be updated annually. The only change to
the STIP is the small section from Solberg to Longmire (Y8A) to extend Mosman
to connect with the upcoming Phase II project.
13-56 MOTION BY MIKE MCGOWAN ADOPTING RESOLUTION NO. 541
ESTABLISHING THE 2013 TO 2019 SIX-YEAR TRANPSORTATION
IMPROVEMENT PROGRAM FOR THE CITY OF YELM. CARRIED.
b. Scope of Work KPG Construction Services
Stephanie Ray stated that per the City's 2010 Water System Plan, certain capital
improvement projects were identified as necessary to enhance fire flow and
provide a more robust distribution system to certain areas in the downtown core.
The projects replace approximately 2,600 linear feet of 4" asbestos water main
with 10" polyvinyl chloride (PVC) pipe in the following locations: Van Trump
between 2nd Street NE and 3rd Street; SW Railroad (alley) to Rice Street SW; Rice
Street to Yelm Middle School; City Hall Railroad Street SW to Mosman. There was
a 60 year life span on AC pipe and there is currently approximately 7 miles of AC
pipe installed in Yelm from 1924-1970 and has met or exceeded its life span and
needs to be replaced. These improvements have been funded through a water
revenue bond secured by the City in 2010 in preparation for the projects. Bids for
the waterline replacement project were opened on June 28 and Pape and Son
Construction was the low responsive bid in the amount of $580,138.42.
13-57 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE
SCOPE OF WORK WITH KPG ENGINEERING, INC. IN THE AMOUNT OF
$68,989.82 (SIXTY EIGHT THOUSAND NINE HUNDRED EIGHT NINE
DOLLARS EIGHTY TWO CENTS) FOR ENGINEERING SERVCIES REQUIRED
FOR THE DISTRIBUTION LINE REPLACEMENT WORK AS IDENTIFIED IN
THE CITY'S 2010 WATER SYSTEM PLAN. CARRIED.
c. Pape and Son Award Waterline Replacement
Stephanie Ray explained to further the development of SW Yelm Well 1a, the
City's Water System Plan identified certain capital improvement projects
necessary to bring the well on-line and supply water to the existing customer
base as well as provide for the City's proposed growth over the next six-year
planning period. The capital projects include: property acquisition (well site
location); completing a well head protection plan; additional reservoir storage;
distribution line replacement projects; water treatment facilities; potential
booster pump station; and transmission main installation connecting the new
source of supply to the existing water system. These improvements have been
funded through a water revenue bond secured by the City in 2010 in preparation
for the projects. The waterline replacement projects were identified as projects
that could be done prior to the completion of the full design and construction of
the larger SW Yelm Well projects. Design of the project took place this spring and
identified additional work needed to correct stormwater drainage issues along
Railroad; (Mosman, Railroad and Rice Streets). The engineer's updated 2013
construction estimate was $676,000.00. Bids were opened on June 28, 2013 and
Pape and Sons, Inc was the lowest bid. Using the low bid amount, plus all
engineering services, the current project total was $752,798.24, $152,798.24
over the planning level estimate of $600,000 from the Water System Plan. Bid
accuracy has been checked and Pape and Sons, Inc is the low responsive bid at
$580,138.42.
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13-58 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN A
CONTRACT WITH PAPE AND SONS CONSTRUCTION, INC IN THE AMOUNT
OF #580,138.42 (FIVE HUNDRED EIGHTY THOUSAND ONE HUNDRED
THIRTY EIGHT DOLLARS FORTY TWO CENTS) FOR CONSTRUCTION
SERVICES RELATED TO THE CITY'S 2013 WATERLINE REPLACEMENT
PROJECT. CARRIED.
d. Contract Award for Mosman Design Phase II to Gray & Osborne, Inc.
Stephanie Ray reported that in May of 2011, the City completed a corridor study
for the southern 'mini -loop'; identified as Longmire/Mosman Avenue to Clark
Road. The corridor study provided a breakdown of project segments that allow
the City to complete certain portions of the corridor as funding became available.
The Mosman Avenue realignment project (Mosman Design, Phase 1) is currently
under design and will be to construction phase in 2014. The intersection
realignment was determined to be the highest priority project and needed to be
completed prior to adding future segments. In March of 2013, the City applied for
and was awarded a Surface Transportation Grant through the Thurston Regional
Planning Council to continue Phase II of the Mosman corridor in the amount of
$155,700 with a local match of $24,300. The money needed to be obligated
through Washington State Department of Transportation/Highways and Local
Programs no later than August 1, 2013. On May 30, city staff conducted
engineering interviews with three transportation firms and determined that Gray
and Osborne would be the preferred consultant to lead the next phase. Staff has
been diligently working on meeting the August 1st deadline and recommends that
the necessary agreements be executed to accept the Surface Transportation
Grant in the amount of $155,700 and complete all necessary paperwork required
to obligate through the federal funding process.
13-59 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE
LOCAL AGENCY AGREEMENT CONSULTANT AGREEMENT WITH GRAY &
OSBORNE, INC. IN THE AMOUNT OF $180,000.00 (ONE HUNDRED EIGHTY
THOUSAND DOLLARS NO CENTS) FOR ENGINEERING SERVICES RELATED
TO THE MOSMAN AVENUE DESIGN — PHASE II RAILROAD TO LONGMIRE,
AS WELL AS EXECUTE OTHER DOCUMENTS AS REQUIRED TO SECURE
FEDERAL FUNDING. CARRIED.
e. City of Yelm Planning Commission Appointment
Mayor Harding stated that the City of Yelm Planning Commission had one vacated
term at the end of December of 2012. The vacancy was advertised pursuant to
the City Council's Protocol Manual and has received an application for
consideration from Molly Carmody.
13-60 MOTION BY JW FOSTER TO CONFIRM THE APPOINTMENT OF MOLLY
CARMODY TO FILL THE VACATED TERM 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 Solid Waste Advisory
Committee meeting and will be attending their Annual Planning Retreat this week.
Since 2009, the work of the SWAC and the Thurston County Commissioners has
reduced the landfill per capita in Thurston County by 23%. Also, based on
advisement over the last 5 years, the plans have focused on recycling, reduction,
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prevention education, cooperative efforts with local institutions (schools and
businesses) to achieve those goals. Progress has been made in all of those areas
and significant savings to Thurston County residents in the reduced handling and
transportation costs of the wastes that go to the landfill. SWAC will continue to
work on creating a cleaner, healthier environment for residents.
Councilmember Baker attended the Intercity Transit Board meeting.
Councilmember McGowan attended the Thurston County HOME Consortium
where they discussed request funding proposals that were submitted and how the
subcommittee would equitably allocated and distributed the funds. Seattle to
Portland (STP) bike ride will be this coming weekend and the trail seems to be in
better shape than in the past.
Councilmember Wood was a judge for the mud contest at Yelm Prairie Days.
Councilmember Garmann attended the bid openings for the Water
Improvement Projects.
Mayor Harding stated Yelm Prairie Days went well and staff did an excellent job
and worked hard to provide kitchen facilities in such short notice since the kitchen
building had been damaged.
11. EXECUTIVE SESSION - none scheduled
12. Correspondence included -
TRPC Pre -Agenda Friday, July 12, 2013, 8:30 - llam
Olympia-Lacey-Tumwater Visitor & Convention Bureau ENewsletter dated July 1,
2013
Williams Northwest Pipeline information letter dated June 2013.
Thurston County Chamber of Commerce Voice Magazine July/August 2013
Municipal Research News Summer 2013
13. Adjourn 6:45 pm.
Attest:
g, Mayor.,P 7e
Lori Mossman, Deputy City Clerk
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