Loading...
10-28-14 MinutesYELM CITY COUNCIL REGULAR MEETING TUESDAY, OCTOBER 28, 2014 MINUTES Mayor Harding called the meeting to order at 6:00 p.m. Roll Call Present: J. W. Foster, Joe Baker, Bob Isom, Tracey Wood, Ken Garmann and Russ Hendrickson. 14-090 MOTION BY BOB ISOM CONFIRMING THE APPOINTMENT OF JENNIFER LITTLEFIELD TO YELM CITY COUNCIL POSITION #4 FOR THE TERM EXPIRING DECEMBER 31, 2015. CARRIED. b. Mayor Harding administered the Oath of Office to Jennifer Littlefield and she took her seat as a Councilmember. C. Agenda Approval 14-091 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - Relay for Life presentation to local sponsors - Mayor Harding along with Relay for Life Captain, Sonia Ramirez and Co -Captain Teresa Mattson presented plaques to: the City of Yelm Wellness program for the $250 registration fee, City of Yelm for the best tent decor awarded to Judy Butler and Janine Schnepf; Mr. Doug's Family Restaurant for sponsoring the team banner, Gamer Graph -X Sports for partial sponsorship of the team t -shirts, Todd & Ericka Stancil & The Rainier Ringers for their $1,240 monetary donation and Yelm Wal-Mart Supercenter for $100 in gift cards for use at Wal-Mart. Mayor Harding thanked everyone for his or her involvement in the Relay for Life. The City of Yelm team raised $3173.79. Mayor Harding thanked Sonia and Teresa for all their hard work to organize such a successful event. South Thurston Economic Development Initiative Update (STEDI)-Michael Cade, Thurston County EDC Executive Director - Michael Cade, Executive Director of the EDC, introduced Lisa Smith, Executive Director of Enterprise for Equity and Fred Evander, Planner for the Thurston Regional Planning Council. Mr. Cade gave a special thanks to Mayor Harding and City Administrator Shelly Badger for their work in the STEDI program. Mayor Harding challenged Mr. Cade about four years ago to think about economic development differently and bring economic development resources out to communities that really need it. The South Thurston County Small Business Resource Guide was handed out to council. The matrix helps South Thurston County business owners identify local and regional resources that exist to help them expand their knowledge base and grow their business. The STEDI group meets once a month and rotates the meeting location throughout the cities that collaborate with STEDI. Lisa Smith stated her office is located in Olympia but serves, Thurston, Mason, Lewis, Pacific and Grays Harbor counties. Enterprise for Equity's focus is on business training and technical assistance. They also offer micro loans up to $25,000 for business start up. Forty percent of people served are in rural areas. Rural entrepreneurship is at the core of what makes cities strong. Fred Evander elaborated on the resources that STEDI brings from the north part of the counties to the and south counties for business opportunities. Yelm is doing very good stuff in their community. Mayor Harding stated the resources are valuable and much needed in all areas. STEDI brings hope for the Page 1 of 5 businesses that might not otherwise have the resources available to them. There is a renewed enthusiasm for their businesses. Councilmember Foster attended a presentation on the Washington Tourism Alliance and asked how that works with the STEDI program. Mr. Cade stated that the Thurston County Visitor & Convention Bureau is a critical partner in the STEDI program. Tourism is an important part of the local economy. Shelly Badger is Yelm's representative on the STEDI group and stated the group provides education of resources to one another and a renewed excitement about South County and the opportunities available to them. Councilmember Isom asked why the Work Force Development is not on the list as a resource. Mr. Cade said they should be at the table; they are on the mailing list but have not been able to attend. Public Comment - Preston Collins, Yelm resident, applied for Council Position #4 and was very disappointed to hear of the appointment to Council Position #4 in the Nisqually Valley News and on the Council Agenda. Mr. Collins did not receive any formal notice from the City stating the position had been filled. Mr. Collins objected to the way the appointment of Jennifer Littlefield to Council Position #4 has been handled and requested that all the candidate's names be made public. He would also like disclosure of the proceedings of the selection process in writing through our local news media. Mr. Collins asked if his application was considered for the position. Mayor Harding explained that the Councilmember's were given all applications for review. All seven applications were given the same due process. The process was publically announced and outlined at the last council meeting, which was recorded. Councilmember Isom responded to the attack on the Council integrity by stating that Mr. Collins' application was considered heavily as part of the review process. Every application was reviewed carefully in the process. Mayor Harding stated there were seven great applicants applying for Council Position #4. Mr. Collins would have liked a personal response from the City acknowledging receipt of his application. 6. Consent Agenda Minutes - Regular Meeting October 14, 2014 Payables - Checks #63468 - #63532 Totaling $573,230.06. YCP, Annual Christmas in the Park, December 5 & 6, 2014, Open to the Public 14-092 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing -none scheduled 8. New Business - a. Contract Award Stetz Construction, Inc. - Yelm Community Center Project Phase 1 Shelly Badger stated that Council authorized BCRA to begin the design of Phase 1 of the Yelm Community Center on February 5, 2014. The scope of work included full design through the bid process and some limited construction services. The final design of the Community Center was complete at the end of August 2014, and went to bid on September 5, 2014 and September 12, 2014. Fourteen bids were opened on September 25, 2014. Stetz Construction came in at the lowest price. References for Stetz Construction have been checked and BCRA's letter of recommendation is included. Councilmember Isom asked what exactly are we getting in Phase 1 for the 2.2 million. Ms. Badger stated a 5,000 square feet Page 2of5 facility with a commercial grade kitchen, large open multi use room that can be divided into two rooms, interior and exterior access to the kitchen for community events and the site improvements like the parking lot and landscaping. Councilmember Isom wanted to make sure that we had a building that we can move in ready when we have spent the 2.2 million. Councilmember asked about the references given for Stetz Construction. Mayor Harding stated the City is required to follow the lowest responsive bid process, all the references were checked, and the few negative comments were not enough to reject the bid. We have to either accept the bid from the lowest bidder or not do the project. Ms. Badger stated the references were the most recent relevant projects done by Stetz Construction. 14-093 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN A CONTRACT WITH STETZ CONSTRUCTION, INC. IN THE AMOUNT OF (ONE MILLION EIGHT HUNDRED SEVENTY NINE THOUSAND EIGHT HUNDRED SIXTY NINE DOLLARS) $1,879,869.00 FOR CONSTRUCTION SERVICES RELATED TO THE YELM COMMUNITY CENTER PHASE 1 PROJECT. CARRIED. b. BCRA Contract Amendment #1,- Yelm Community Center Project Phase 1 Shelly Badger stated in February of 2014, Council authorized BCRA to begin full design of the Community Center Project. The initial scope of work with BCRA included full design and limited construction management services. In August of 2014, the design was complete and the project was bid in September of 2014. The Amendment No. 1 includes increased construction management services for the entire length of the project. Councilmember Wood asked why this amount was not included in the original contract. Ms. Badger stated because it was the beginning of the design. The evolution of the design provides more information that warrants additional services. Mayor Harding added that the dollar amounts of the bids were unknown and so things have been done in phases, as the money is available. 14-094 MOTION BY JW FOSTER AUTHORIZING MAYOR HARDING TO SIGN AMENDMENT NO. 1 WITH BCRA, INC. IN THE AMOUNT OF $30,000 FOR ADDITIONAL CONSTRUCTION MANAGEMENT SERVICES REQUIRED TO COMPLETE PHASE 1 OF THE CITY'S COMMUNITY CENTER. CARRIED. 9. Old Business —none scheduled 10. Mayor and Council Initiatives Councilmember Foster asked for a quick update on the Mosman Ave. Project. Ms. Badger stated the project is still within the construction window. Councilmember Foster attended the Nisqually River Council meeting in Pac Forest. On October 18, attended the Salmon Festival in Eatonville, which was a successful event. On October 20, attended the Exit Interview with city staff and the Washington State Auditor's Office, which was informative and reinforced his opinion of the fine work, our city staff does especially when it comes to keeping a clean audit. Councilmember Foster also attended the Visitors & Convention Bureau presentation on the Washington Tourism Alliance. Councilmember Baker attended the Yelm Adult Community Center meeting and reported their finances are doing good due in part to fundraisers they have had recently. Councilmember Baker also attended the Intercity Transit Board meeting where they discussed strategic planning, Junior/Senior recruiting to the Citizens Advisory Committee and Pension planning. Page 3 of 5 Councilmember Isom attended the State Auditor's Exit Interview and was impressed with the way Yelm is doing things and thanked staff for a job well done. He also attended a TRPC Sub Committee and discussed the regionalization of services in the County. Councilmember Littlefield attended her last Planning Commission meeting and will miss that group, it was a great experience, but looks forward to Council's review of the Unified Development Code (UDC) since the Planning Commission has spent a lot of time working on it. Mayor Harding thanked Councilmember Littlefield for the work she did on the Planning Commission. Councilmember Garmann along with members of the Thurston County Law and Justice Committee attended a tour of the Accountable Restitution Center (ARC) building. The facility was approved by the County Commissioners then constructed and then turned over to the Sheriff's Office without any operating budget so the building has been empty for the last five years. There is an operating cost of about $500,000 a year to operate and maintain the building. Councilmember Hendrickson attended the Yelm Emergency Operations Board meeting and they discussed Flood Hazards, the Ebola outbreak and the Hazardous Mitigation Plan Update. Councilmember Hendrickson also attended the Medic One meeting and the Exit Audit at City Hall with the State Auditor and city staff. Mayor Harding attended the Exit Interview with the Auditor and staff and reported that the City has a few things to work on procedurally but City finances are in order. Mayor Harding attended the Thurston County Economic Development Council/BRC Finance Committee meeting and worked on a draft presentation of development goals. Mayor Harding has served on this board for nine years. When he joined the committee, the annual budget was less than $300,000 and now its 3.3 million dollars. Mayor Harding thanked the Council for the vote of unity for our new Councilmember and welcomed Councilmember Littlefield. Councilmember Baker wanted to take a minute to recognize all the boy scouts in the audience tonight. Mayor Harding invited the scouts to ask any questions or make a comment about the meeting. A high school student from the audience asked if there was anything that he could do as a citizen. Mayor Harding invited the young man to stay after the meeting to talk with him. A boy scout asked about the trail and the litter left on the trail. Mayos stated there are volunteer groups that get together and pick up trash. Councilmember Littlefield asked where the troop is from. They are Troop of McKenna. 11. Executive Session - none scheduled 12. Correspondence included - AWC Legislative Bulletin #18, October 17, 2014 Ask Municipal Research Services Center (MRSC), October 2014 Williams Washington Expansion Project Update -Third Quarter 2014 Harding #643 out Page 4of5 Notice to reschedule Yelm City Council meeting from Tuesday, November 11, 2014 to Wednesday, November 12, 2014 Yelm Area Chamber of Commerce November Forum & Luncheon, Wednesday, November 12, 2014 11:30-1, Prairie Hotel-Yelm Thurston Regional Planning Council Friday, November 7, 2014 8:30am - 10:30am Thurston PSE Update, October 27, 2014 Small Business Workshop Thursday, November 6, 2014 8-9:00 am Tenino Thurston Economic Development Council Upcoming, Events October 27, 2014 13. Adjourn 7:10 pm. Ro Har in , Mayor Attest: �J Lori Mossman, Deputy City Clerk Page 5of5