01/08/03 Minutes
1.
2.
3.
03-01
4.
5.
6.
a.
b.
1)
2)
c.
d.
YELM CITY COUNCIL MEETING
MINUTES
REGULAR MEETING
WEDNESDAY, JANUARY 8, 2003
Call to Order. Mayor Rivas called the meeting to order at 7:30 p.m.
Roll Call. Present: Don Miller, John Thompson, Bob Isom, Ron Harding
and Pat Fetterly. (Pat Fetterly arrived at 7:40 p.m.)
Agenda Approval
MOTION BY BOB ISOM, SECONDED BY DON MILLER
APPROVING THE AGENDA WITH THE ADDITION OF A
PRESENTATION BY DAVE PRATT, YELM LIONS CLUB, AS
ITEM 4. CARRIED.
Special Presentations - Dave Pratt, Lions Club past president and 2003
Prairie Days Chairman explained that the event has been a social and
cultural event for the last 60 years, 40 of those years under the
sponsorship of the Lions Club. The event provides 80% of the clubs
charitable funds which are returned to the community. He requested
Council consideration of a proclamation officially recognizing Prairie
Days as a citywide festival. The official status provided by the
proclamation could benefit the community and event by involving the
business community in activities as well as other service agencies.
There was some discussion concerning the recent date change, current
carnival services provider, coordination with the Chamber of Commerce,
and having a date without conflicting events.
Council consensus supported a proclamation and Mayor Rivas
requested that staff prepare a proclamation for the next meeting.
Public Comment - There was no response to the call for comments.
Consent Agenda
Council Minutes: December 11, 2002, Regular Meeting
Payables: Checks 18977 - 19124, totaling $204,406.06
Manual Checks 19064 - 19124, totaling $3,364.21
Claims Checks 18977 - 19063, totaling $201,041.85
Payroll: December 2002 Final Payroll, Checks 6482-6581, totaling
$154,855.82
Park Use Requests - No park use requests were considered
Yelm City Council Minutes
ab/city council/2003/O 1-08-03
Page 1 of 4
03-02
MOTION BY JOHN THOMPSON, SECONDED BY BOB ISOM
APPROVING CONSENT AGENDA ITEMS AS PRESENTED.
CARRIED.
7.
Public Hearing( s) - No public hearings were scheduled.
a.
New Business
City of Y elm/Architects BRCA- Tsang Architectural Services Contract
for City Hall Remodel. Shelly Badger reported that 9 proposals were
received in response to the advertised Request for Proposals. Five
proposals were selected for follow-up interviews to determine the most
qualified firm.
8.
Architects BCRA- Tsang was selected based upon their qualifications, the
presented work plan, approach to the project, and familiarity with the
Yelm area, past performance and references, and scheduled completion
date.
A General Scope of Work was prepared on an hourly basis with the total
not to exceed $19,780.00. Tasks were identified in five different areas
with an assigned cost to each. The tasks were reviewed individually.
Some flexibility exists within the optional Task 5 for city staff to perform
work, resulting in an overall cost savings that could reduce the costs to
$15,824, which is 11 % of the total project budget.
There was some discussion concerning who served on the in-house
Remodel Committee, the construction bidding process, architects
services averages as part of project budgets, and the benefits of including
optional Task #5 in the Scope of Work in case some of the services are
needed.
Additional discussion concerned the equipment inventory under Task 1, a
feeling that 15% of the budget may be on the high side for these services,
the level of city staff expertise and time available to perform tasks vs.
bidding it out, the timeline and loss of public works staff to grounds
maintenance as spring approaches.
03-03
Further discussion concerned the complexity of evaluating and planning
lighting/power/HV AC/alarm systems, etc. when the buildings structure
and function will be radically changed from the existing use.
MOTION BY BOB ISOM, SECONDED BY JOHN THOMPSON
AUTHORIZING MAYOR RIVAS TO SIGN A CONTRACT WITH
ARCHITECTS BCRA- TSANG FOR ARCHITECTURAL
SERVICES NOT TO EXCEED $19,780 TO PREPARE BID READY
PLANS AND SPECIFICATIONS FOR THE REMODEL OF CITY
HALL. CARRIED.
Yelm City Council Minutes
ab/city council/2003/O 1-08-03
Page 2 of 4
b. City of YelmlNisqually Jail Contract. Todd Stancil provided a copy of
the contract for jail services at the Nisqually Jail facility, a new 25 bed
facility. Other cities currently using the facility include Lacey, Tumwater
and Tenino. He hopes to secure two beds for Yelm's use at $50 per day,
with an option to allow use of beds by other jurisdictions if they aren't
needed by Yelm. There is a considerable time savings for officers in
using a facility that is so close to the city as officers can complete
transport and booking quickly, and be back in the community patrolling.
Discussion concerned the current lack of a contract and the difficulty in
securing jail space for misdemeanor offenders and those with warrants,
investigating ways to pass on some costs to the offender for the officer's
time in the process, anticipated costs and billing process for the Regional
Justice Center, accreditation status of the Nisqually Jail.
03-04
Additional discussion concerned the need for an addendum or
supplemental contract guaranteeing two beds, with an option to release
one of the beds ifit isn't needed. A motion was made and withdrawn to
table action on this item.
MOTION BY PAT FETTERLY, SECONDED BY JOHN
THOMPSON AUTHORIZING MAYOR RIVAS TO SIGN THE
NISQUALLY JAIL CONTRACT ALLOWING THE YELM
POLICE DEPARTMENT TO UTILIZE JAIL SERVICES
OFFERED BY THE NISQUALLY POLICE DEPARTMENT.
CARRIED.
9.
Old Business - No Old Business was scheduled.
a.
Board/Commission Business
Mayor Rivas requested confirmation of reappointment of Ed Blake to
serving a second three-year term on the Yelm Historic Preservation
Commission.
MOTION BY BOB ISOM, SECONDED BY JOHN THOMPSON
CONFIRMING THE REAPPOINTMENT OF ED BLAKE TO A
THREE YEAR TERM ON THE YELM HISTORIC
PRESERVATION COMMISSION. CARRIED.
Mayor Rivas requested consensus for to reappointment Joe Williams as
Chair of the Rail Committee.
Council consensus supported reappointing Joe Williams as Chair of
the Rail Committee.
10.
03-05
b.
11.
Executive Session - No executive session was scheduled or conducted.
12.
Mayor and Council Reports/Initiatives
Yelm City Council Minutes
ab/city council/2003/0 1-08-03
Page 3 of 4
a. Mayor Rivas requested confirmation of reappointing Pat Fetterly as the
Financial Liaison.
Council consensus supported the reappointment of Pat Fetterly as
Financial Liaison.
1) Councilmember Miller attended the State of the City address at the Lions
Club meeting and attended an audit entrance conference along with
Councilmember Thompson. The in-house portion of the 2001 audit
should be completed this week.
2) Ron Harding attended an IT meeting, which was primarily a round table
to discuss what they want from the legislature. The authority proposed an
80% petrol/200/0 synthetic fuel mix that will reduce emissions. However,
the fuel change will also cost more. Any planned Yelm route changes
should be suggested prior to printing schedules.
b. Correspondence reviewed included
1) Domestic Violence Summit, Pat Fetterly requested a copy of the
information.
2) Public Disclosure Commission Filing Packets
13. Adjourn: 8:52 p.m.
~~/I_-
//// / I
//"'.....
Attest:
'1
j, ;;,)
/' 1/, I "/\" '. " ;"/:
i, ,}, Y , "',"
L; . 1/-0' J! /t It II .,,'
Agnld Bennick, City Clerk
Yelm City Council Minutes
ab/city council/2003/01-08-03
Page 4 of 4