12-12-01 Minutes
YELM CITY COUNCIL
MINUTES
REGULAR MEETING
WEDNESDAY, DECEMBER 12,2001
OPENING
1. Mayor Rivas called the meeting to order at 7:30 p.m.
Council present: Don Miller, John Thompson and Glen Cunningham
Excused: Bob Isom and Pat Fetterly
1. a. Councilmember Thompson administered the Oath of Office to Mayor Rivas for
the term commencing January 1, 2002.
1. b. Mayor Rivas presented an award to Michael Mensonides who tied with another
youth for selection as Youth of the Year. Mensonides was not available to
receive his award at Christmas in the Park.
2. Agenda Approval
01-142 MOTION BY JOHN THOMPSON, SECONDED BY DON MILLER
APPROVING THE AGENDA AS PRESENTED. CARRIED.
3. Public Comment - None
CONSENT CALENDAR
4.
Minutes: November 28, 2001 Regular Council Meeting
5.
5. a.
5. b.
Approval of Payments: Checks 15454-16590, totaling $727,016.89
Manual Checks: 15454 - 15498, Totaling $2,467.79
Claims: 16500 - 16590, Totaling $724,549.10
6.
6. a.
6. b.
01-143
Approval of Payroll
Final November 2001 Payroll, totaling $162,241.44
Preliminary December 2001
MOTION BY JOHN THOMPSON, SECONDED BY GLEN CUNNINGHAM
APPROVING CONSENT CALENDAR ITEMS AS PRESENTED. CARRIED.
NEW BUSINESS
7. Public Hearing - Water Rate and Hook-up Fee Increases Based Upon the Six
Year Comprehensive Water Plan. Mayor Rivas opened the public hearing at
7:35 p.m., announcing the date, time, place and purpose for the public hearing.
No objections to participants were voiced.
Mayor Rivas announced that Tom Skillings, (Skillings Connolly Engineering)
would make a presentation. Following the presentation the floor would be open
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for questions or comments. Individuals wanting to speak should complete a
blue speaker's card and they will be called upon following the presentation.
Tom Skillings' presentation included information concerning preparation of the
Comprehensive Water Plan to determine new water needs, capital
improvements, how water is used and conservation planning. An additional
component of the plan is determining funding for the identified needs.
Areas of concern included: 1) water rights, the City is approaching their annual
water rights allotment; 2) increasing water service capacity, the City must
obtain new water rights; 3) reducing unaccounted water from 16.40/0 to 100.10; 4)
reducing local per capita consumption, currently averaging 270 gallons p/day
p/residence to the typical 220 gallons p/day consumption in similar
communities; and 5) maximizing reclaimed water use.
Plans to address these goals include installing new meters and an automated
meter reading system, implementing a water conservation program including a
change in the existing rate structure, and extending reuse lines to Yelm High
School and to a City park for irrigation purposes, as well as to additional
commercial users.
Other system needs include: 1) Replacing well #1. 2) Constructing a new
500,000 gallon storage tank to increase storage capacity, currently at 550,000
gallons, and to improve fire flow. A new tank will also allow needed repairs to
be made to the Baker Hill (500,000 gallon) tank, which suffered some damage
during the February earthquake. The Baker Hill tank hasn't been resurfaced
due to lack of storage capacity to allow taking the tank off line.
Estimated costs for the recommended improvements are $2.5 million dollars.
The annual debt repayment is estimated at $200,000 per year for 20 years and
would finance
Meter Read System $245,000 New Storage Tank $1.3 Million
Baker Hill Tank Restoration $160,000 Replace Well #1 $ 135,000
Water Line to City Park $100,000 Financing (Bond) Costs $325,000
Reclaimed Water Line Extension $210,000
To repay the debt a water rate increase is proposed, along with a change from
a flat fee ($.95 p/100 cubic foot) to a block rate structure. The block rate
attaches a different fee to each of four (consumption) tiers. The first tier allows
up to 600 cubic feet at a cost of $1.15 per 100 cf, the next 400 cubic feet would
be cost $1.80 per 100, the next 1399 cubic feet at $2.30 per 100, and
additional amounts at $3.05 per 100. This formula also serves to equalize
system revenue/usage variations occurring under the current flat rate billing
system.
Mayor Rivas called for comments/questions from the public.
Merle Gors, Birkland St., indicated that his household has already instituted
conservation methods and asked if there would be a conservation incentive or
discount available, and stated that it didn't seem fair to ask for additional
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conservation. Tom Skillings responded that someone who is already
maximizing conservation methods probably would not see a benefit aside from
lower monthly bills compared to others.
Ron HardinQ, Washington St., questioned the finance structure and term of the
$200,000 loan (bond). He also asked if the cost estimates are set in stone or
might they go up or down? Tom Skillings responded that yes the estimated
costs could go up or down. The numbers are based upon preliminary cost
estimates for design and construction. The numbers include an inflation factor
and an attempt is made to be conservative... to be sure there will be enough
dollars. But, yes costs could go higher or lower. However, these are good
numbers for estimating purposes.
Ron HardinQ, asked if a higher rate increase would be needed if the estimates
go up. Tom Skillings responded that the City typically sets forth a program of
the maximum number of dollars to be spent and then works the Capital
Improvement Plan from that point to make sure that the dollars cover the
project. In the past, the City hasn't increased costs. Historically the City has
been pretty good at keeping costs under that ceiling. But, that doesn't mean
that it couldn't happen. Skillings pointed out that the $200,000 payment is an
annual payment on the $2.5 million dollar (bond) based on a projected 5 % 010
interest rate with a twenty year repayment term.
Ron HardinQ, asked if the structure would address water needs for the next 20
years, or will the City be paying for a loan 10 years after? Tom Skillings
responded that part of financial viability is getting a rate structure in place that
makes the system viable in the future, so you aren't always working in a deficit.
The plan does provide a revenue stream that allows you to maintain your
system going forward in the future. Skillings added that the improvements, the
storage tank and water line replacement is heading in a direction that keeps
the system viable and healthy. This is really a process of looking at where the
City is going in twenty years and planning what to do to the system in the next
six years - which is about as far as any planning can be done with any degree
of accuracy. This is the best look at the system today and for the next six years
taking into consideration what can happen in twenty years.
Candi Shelton, Hobby St, asked for clarification on the uses of reclaimed water
at the high school. Tom Skillings responded that the reclaimed water system
and the potable (drinking) water system are separate from each other, and that
reclaimed water would be used for only for irrigation or agricultural purposes.
Being no additional public comment, Mayor Rivas called for Council questions.
Councilmember Thompson asked if any unaccounted water was due to fire
uses. It was determined that that had been the case but that fire department
use is being estimated now. The main problems are leakage from old pipes,
inaccurate meters, fire department estimates, which still could be off, and water
theft.
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Councilmember Miller added that the Public Works Dept. has started an
aggressive leak detection program. Tom Skillings acknowledged that the
unaccounted for water situation is getting better and that new meters will help.
Shelly Badger presented an overview of Ordinance 748 highlighting proposed
water rate changes in the ordinance. Ready for service fees (base rate) for
customers outside the City increase from $3 to $10 depending on meter size
and type of service. All potable water customers experience identical structure
and rate changes. Hookup fee increases ranging from $375 to $800,
depending on the type of service, will provide revenue for obtaining new water
rights. The charge for an illegal water turn on increases from $25 to $60 and
the charge for restoring service due to a delinquency increases from $15 to
$20. Increases are effective January 1, 2002, except the ready for service and
block rate fee and structure change which becomes effective May 1, 2002 to
allow time to bring new software on line.
A letter from Norm Boe, Stevens St., opposing the water rate increase was
entered into the record.
Being no additional comment Mayor Rivas closed the public hearing at 8:35.
7. a. Ordinance No. 748 - Water Rate Increase and Structure Change. Mayor Rivas
called on Shelly Badger for the staff report.
01-144 MOTION BY JOHN THOMPSON, SECONDED BY DON MILLER ADOPTING
ORDINANCE NO. 748 INCREASING WATER RATES AND CHANGING THE
BILLING STRUCTURE. CARRIED.
There was a short pause in the meeting while presentation equipment was
disassembled and moved.
8. Public Hearing - 2002 City of Yelm Budget (Continued from 11/28/01). Mayor
Rivas opened the public hearing at 8:41 p.m. announcing the date, time, place
and purpose of the hearing. No objections to participants were voiced. Mayor
Rivas called for the staff report.
As the hearing was continued from the prior meeting a staff report was
available but not reviewed.
Mayor Rivas called for questions/comments concerning the 2002 final budget.
Being no comment Mayor Rivas closed the public hearing at 8:43 p.m.
8. a. Ordinance No. 746 - City of Yelm 2002 Municipal Budget and Salary
Schedule.
01-145 MOTION BY JOHN THOMPSON, SECONDED BY GLEN CUNNINGHAM
ADOPTING ORDINACE 746, THE 2002 MUNICIPAL BUDGET. CARRIED.
9. Resolution No. 423 - Claim Agent Appointment - Mayor Rivas called for the
staff report. Agnes Bennick explained that earlier in the year the legislature
passed a law requiring each jurisdiction to 1) identify an individual to receive
claims on behalf of the City and to 2) forward a copy of claims agent
appointment to be recorded with the county auditor. In smaller entities, the City
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Clerk is the most logical person to be the agent because the clerk's office is
always open during regular business hours and someone is always there.
01-146 MOTION BY DON MILLER, SECONDED BY JOHN THOMPSON
APPROVING RESOLUTION 423 APPOINTING THE CITY CLERK AS
CLAIMS AGENT FOR THE CITY. CARRIED.
10. Surplus Equipment Listing - Mayor Rivas called for the staff report. Agnes
Bennick explained that this listing includes equipment that has accumulated
over the years. As there was never one location where everything was stored,
and the City lacked a place to gather the items together to inventory and
service, equipment had accumulated.
The listing has been circulated to all departments allowing them to claim
equipment they might want to use. Surplus items will be sent to the state
tomorrow for sale/disposal.
01-147 MOTION BY DON MILLER, SECONDED BY JOHN THOMPSON
APPROVING SURPLUS EQUIPMENT 2001 ITEMS FOR
SURPLUS/DISPOSAL. CARRIED.
OLD BUSINESS
11. City of Yelm/Yelm Fire District Agreement Extension. Mayor Rivas requested
authorization to extend the Fire Services Contract for three months, through
the 15t quarter of the year, and for a second three month extension through the
2nd quarter, if needed. Mayor Rivas stated that he believes that the issues at
hand and contract changes can be accomplished within the 15t quarter.
Councilmember Cunningham clarified that there were no major changes
occurring, just word smithing contract language. Councilmember Miller asked
if the City would be holding firm on not agreeing to obtain the services of a
facilitator, as he doesn't see the need. Mayor Rivas agreed that he also doesn't
see the need for a facilitator and that Commissioner French agreed with that
position. Mayor Rivas will keep Council informed if the work isn't completed as
the first three month extension draws to a close.
01-148 MOTION BY DON MILLER, SECONDED BY JOHN THOMPSON
AUTHORIZING A THREE MONTH CONTRACT EXTENSION, WITH AN
ADDITIONAL THREE MONTH EXTENSION AUTHORIZED IF NECESSARY.
CARRIED.
12. Ordinance No. 747 - Amending Ordinance 745 Setting 2002 Ad Valorem
Taxes. Mayor Rivas called for a staff report. Agnes Bennick explained that
language has been added to the original ordinance to clarify that the original
amount in the Ordinance 754 does not include new construction or utility
increases.
01-149 MOTION BY JOHN THOMPSON, SECONDED BY GLEN CUNNINGHAM
ADOPTING ORDINANCE 747 AMENDING CITY OF YELM ORDINANCE 745
SETTING THE AD VOLOREM TAXES FOR 2002 COLLECTION. CARRIED.
13. Ordinance No. 749 - 2001 Year End Budget Amendments. Mayor Rivas called
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for a staff report. Agnes Bennick explained that this is an annual housekeeping
item required by the auditor. The practice involves projecting year end
expenditures and authorizing appropriation increases at the department level in
the Current Fund to balance with actual figures. This same process is repeated
at the fund level for all other funds.
The ordinance also provides for closing Fund 406 ('90 Water Revenue Bond
Redemption) via a transfer of remaining funds to Fund 401 (Water).
01-150 MOTION BY GLEN CUNNINGHAM, SECONDED BY JOHN THOMPSON
ADOPTING ORDINANCE NO 749 THE 2001 YEAR END BUDGET
AMENDMENTS. CARRIED.
REPORTS
14. Librarian's Report - A November 2001 written report was provided. Kristin
Blalack added that the internal space use planning is underway for the new
facility.
15. Mayor Rivas - Mayor Rivas explained 23 candidates applied for the police
chief vacancy. The top five candidates went through an assessment conducted
by the Washington Association of Sheriffs and Police Chiefs, and then were
interviewed by a nine member community panel. This process narrowed the
field to three candidate The public was provided with an opportunity to meet
the candidates and submit comments at an open house. Mayor Rivas
announced that Yelm police officer Todd Stancil has been selected as the new
police chief.
Mayor Rivas presented a Certificate of Appreciation to outgoing
Council member Glen Cunningham and thanked him for his efforts on behalf of
the City.
Mayor Rivas announced that there will be a farewell for departing police chief
Brian Asmus at the Public Works Facility on Friday at 5:30 pm.
16. Councilmembers Meeting/Activities
16. a. Councilmember Miller - Financial - A November End of Month report was
provided.
16. b. Councilmember Thompson
Public Works - A written report was reviewed. John Edwards was commended
for the great job he did on the City's Christmas decorations at City Park.
He also attended an AWC seminar on Great Local Government. It was a very
good seminar and will dovetail with an upcoming budget format presentation.
16 c. Councilmember Cunningham participated in Christmas in Park activities, and
attended the Chamber Forum on Tuesday.
There was discussion concerning the time schedule for sidewalk repairs by the
Senior Center. Jim Gibson indicated that design should be concluded by the
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beginning of January, and then it goes to the TIB Board for approval, then
through WSDOT channels and hopefully with construction to begin in Spring
2002.
There was some discussion concerning changing the A TT Cable link to
Olympia instead of Pierce County.
17. Request to Cancel the Wednesday, December 26,2001 Regular City Council
Meeti ng.
01-151 MOTION BY JOHN THOMPSON, SECONDED BY DON MILLER CANCELING
THE DECEMBER 26, 2001 REGULAR CITY COUNCIL MEETING. CARRIED.
CORRESPONDENCE
Correspondence items reviewed included notification of a 9.50/0 cable rate increase,
AWC meetings/work sessions for newly elected officials and the Legislative Action
Conference, Timberland Board minutes, and Governor Locke's request to have
government employees make Martin Luther King's Birthday a day for volunteering
services to others.
ADJOURN: 9:15 P.M.
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Adami Rivas, Mayor
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