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06 23 2015 Agenda PacketAGENDA YELM CITY COUNCIL MEETING TUESDAY, JUNE 23, 2015,6:00 P.M. Website Viewing: Clicking on agenda items will open associated documents including staff reports, resolutions, ordinances, etc. Note: some agenda items may not have attachments. Call to Order 2. Roll Call 3. Agenda Approval ACTION 4. Special Presentations- none scheduled 5. Public Comment — Please complete a blue speaker's card and present it to the meeting recorder. Comment topics should not appear elsewhere on the agenda. Time (three minutes per speaker) and the number of speakers (five) are limited and may be adjusted to meet agenda requirements. 6. Consent Agenda ACTION a. Minutes; Regular Meeting June 9, 2015 b. Payables Checks # 7. Public Hearing- none scheduled 8. New Business - a. Resolution No. 558, City of Yelm's continued participation with ACTION 10 min Thurston County in the Federal Community Development Block Grant Entitlement Program for 2016 -2018 Presenter: Shelly Badger Attachments: Staff Report, Resolution No. 558 b. 2014 AC Water Main Replacement Construction and Construction ACTION 10 min Management Contracts Presenter: Ryan Johnstone Attachments: Staff Report, Contracts C. Resolution No. 557 Authorizing the City of Yelm to receive a State ACTION 10 min Revolving Fund (SRF) for the purpose of preparing Phase I of a Stormwater Management Plan Presenter: Ryan Johnstone Attachments: Staff Report, Resolution No. 557 d. Ordinance No. 1002 Amending the 2015 Salary Schedule Appendix II ACTION 5 min Presenter: Janine Schnepf Attachments: Staff Report, Ordinance No. 1002 9. Old Business — none scheduled 10. Council and Mayor Councilmember Foster represents Yelm on the following committees. • Thurston County Solid Waste • Nisqually River Council Advisory Committee (SWAC) • Yelm Finance Committee Councilmember Baker represents Yelm on the following committees. • Intercity Transit Board • Yelm Adult Community Center Councilmember Isom represents Yelm on the following committees. • Thurston Regional Planning Yelm Economic Development Council Committee (TRPC) • Yelm Finance Committee Councilmember Littlefield represents Yelm on the following committees. • Thurston County HOME Yelm Finance Committee Consortium Councilmember Wood represents Yelm on the following committees. • (TRPC) Transportation Policy • Yelm Transportation Committee Board • TComm 911 Admin Board Councilmember Garmann represents Yelm on the following committees. • Yelm Transportation Committee Thurston County Law and Justice Councilmember Hendrickson represents Yelm on the following committees. • Medic One Yelm Emergency Operations Board Mayor Harding represents Yelm on the following committees. • Thurston County Economic • Yelm Finance Committee Development Council • Yelm Emergency Operations Board • Yelm Transportation Committee • Thurston County Mayor's Forum • Yelm Economic Development • (TRPC) Transportation Policy Committee Board 11. Executive Session- none scheduled 12. Correspondence (Correspondence is available upon request) AWC City Voice Newsletter June 17, 2015 Comcast changes letter dated June 9, 2015 13. Adjourn Upcoming Meetings Regular City Council Meeting, Tuesday, July 14, 2015 6:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, July 28, 2015, 6:00 pm, Public Safety Building CITY OF YELM MEETING INFORMATION All regular Yelm City Council meetings are audio recorded. A $5.00 per CD (prepaid) fee is required. For information about obtaining a copy of the proceedings, please call 360.458.8402. Public comments are welcome. However, in order to proceed with scheduled agenda items the allowable time per speaker is limited to 3 minutes and the number of speakers limited to five. Comments during the public comment portion of the meeting should not be associated with measures or topics appearing elsewhere on the agenda and should not address topics for which public hearings have been conducted or are anticipated. It is the City of Yelm's policy to provide reasonable accommodations for people with disabilities. If you are a person with a disability and in need of reasonable accommodations to conduct business or participate in government processes or activities, please contact Janine Schnepf, at 360.458.8402 at least four (4) working days prior to the scheduled event. The City of Yelm is an equal opportunity provider and employer. The Preliminary Agenda and Approved Council Minutes are available at AAA. .yelm.wa.us C..A , 'E ... AGENDA YELM CITY COUNCIL STUDY SESSION WEDNESDAY, JUNE 24, 2015 5:00 P.M. Call to Order 2. Roll Call 3. Agenda Approval 4. Presentations 5. Mayor's Report 6. Council Initiatives Upcoming Meetings Regular City Council Meeting, Tuesday, July 14, 2015, 6:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, July 28, 2015, 6:00 pm, Public Safety Building Study Session Meeting, Wednesday, July 29, 2015, 5:00 pm, Public Safety Building Meeting Information It is the City of Yelm's policy to provide reasonable accommodations for people with disabilities. If you are a person with a disability and in need of reasonable accommodations to conduct business or participate in government processes or activities, please contact Janine Schnepf, at 360.458.8402 at least four (4) working days prior to the scheduled event. The Preliminary Agenda and Approved Council Minutes are available at WWW.ci. elm.Wa.us. Agenda Item 6. a. Minutes Page 1 of 2 YELM CITY COUNCIL REGULAR MEETING TUESDAY, JUNE 9, 2015 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Joe Baker, Jennifer Littlefield, Tracey Wood, Ken Garmann and Russ Hendrickson. 15 -044 MOTION BY TRACEY WOOD EXCUSING COUNCILMEMBER BOB ISOM. Agenda Approval 15 -045 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - none scheduled 5. Public Comment - Steve Klein, Thurston County resident deferred his three minute allotted time to Daniel Crowe. Daniel Crowe, Yelm City resident read a letter prepared by The Yelm Business Association recommending the Yelm Community Center is named the Kathy Wolf Memorial Community Center for her many contributions of time and energy to the City of Yelm and the citizens of Yelm. Susan Freitag, Thurston County resident again spoke regarding a program that would recognize Yelm's youth with signs throughout the City. Signage would be recognizing the youth for outstanding achievements. Mayor Harding thanked Ms. Freitag for coming before Council again and stated they are looking into the program. 6. Consent Agenda Minutes - Regular Meeting May 26, 2015 & Study Session May 27, 2015 Payables - Checks #64742 - #64845 Totaling $494,091.37 YCP, Yelm Lions Club- Prairie Days, June 21 -30 (Event June 25 -27), Community - wide event Longmire Park, American Cancer Society Relay for Life "Screen on the Green ", July 18, 2015 YCP, Linked (First Baptist Church), Family Fun Day, July 18, 2015 8am -6pm 15 -046 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing -none scheduled 8. New Business - none scheduled 9. Old Business -none scheduled 10. Mayor and Council Initiatives Councilmember Foster attended the South Sound Military Partnership meeting at Joint Base Lewis- McChord and was updated on the possible draw down for our area. The decision should come by the end of June. Page 1 of 2 Agenda Item 6. a. Minutes Page 2 of 2 Councilmember Baker attended the Intercity Transit Board meeting and authorized the General Manager to enter into a contract for the construction of 27 more bus stop pads, including two in Yelm. There are 207 active vanpool groups and 171 new vanpool riders. Two grants were funded which would maintain the current route from Olympia to DuPont and Tumwater to Lakewood. Councilmember Littlefield attended the Thurston HOME Consortium meeting where they discussed putting out a RFP for the Housing and Homeless Coordinator and the location of the upcoming retreat. Don Soloma, Thurston County Health Department Director talked about changes that may be coming in the Homeless Sector and the HOME Consortium organization. Councilmember Wood attended the TComm 911 Admin Board meeting. They are working on text to 911 and possible revenue sources. The Director of CapCom and TComm will be retiring after 27 years of service. Councilmember Hendrickson attended the Yelm Emergency Operations Board meeting. Mayor Harding also attended the Yelm Emergency Operations Board meeting and reported that there is an effort to coordinator Yelm's Emergency Management Plan with Thurston County's Emergency Management Plan. There is still discussion on locating a fuel resource in the City to provide fuel to city vehicles during emergencies. Mayor Harding attended the Chamber Forum where non - profit organizations discussed the work they are doing and Grant Beck gave a presentation on the Comp Plan. Mayor Harding attended the AWC Strong Cities Committee, which was newly formed and consists of 20 Mayors from around the State of Washington and discuss their priorities and challenges. 11. Executive Session - none scheduled 12. Correspondence included - Comcast service changes, May 26, 2015 State Representative IT Wilcox Special Session Update, June 5, 2015 13. Adjourned at 6:25 pm. Attest: Ron Harding, Mayor Lori Mossman, Deputy City Clerk Page 2 of 2 To: Mayor Ron Harding Yelm City Council Agenda Item 8. a. Resolution No. 558 Page 1 of 10 Cit y of Yelm From: Shelly Badger, City Administrator STAFF REPORT Date: June 15, 2015 (for June 23rd City Council Meeting) Subj: Resolution No. 558 — Continued participation in the Thurston County Federal Community Development Block Grant Entitlement Program for years 2016 — 2018 (includes Interlocal Cooperation Agreement and Memorandum of Understanding). Recommendation To approve Resolution No. 558 stating the City's continued participation with Thurston County in the Federal Community Development Block Grant Entitlement Program for years 2016 -2018. Background In 2012 Thurston County was designated a Community Development Block Grant (CDBG) Urban County by the US Department of Housing and Urban Development (HUD) which entitled the County and its participating cities to annual allocations of CDBG funds from HUD for the 2013 — 2015 period. In August 2012, the City of Yelm, along with Rainier, Tenino and Bucoda signed an ICA and MOU with Thurston County for the years 2013 — 2015, whereby the City agreed to become a party to the federal entitlement program and Thurston County agreed to commit and pledge CDBG funds one of the three years for eligible projects in south Thurston County communities (approximately $1,000,000). The remaining two years' funds were utilized by Lacey and Tumwater. Under this program, the City was the recipient of $439,208 for the Yelm Skatepark project, which will begin construction later this summer. Current Situation The original ICA automatically renews to consecutive three (3) year terms, however, Thurston County has requested a Resolution no later than July 10th, stating the City's continued participation. Resolution No. 558 adopts by reference the ICA and MOU, which include all the original terms and conditions from the prior period, accept for the addition of item #15 in the ICA. By renewing the ICA and MOU, the City will once again be able to apply for funding once over the 3 -year period for CDBG eligible projects or programs. Agenda Item 8. a. Resolution No. 558 Page 2 of 10 CITY OF YELM RESOLUTION NO. 558 A RESOLUTION OF THE CITY OF YELM STATING CONTINUED PARTICIPATION WITH THURSTON COUNTY IN THE FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT ENTITLEMENT PROGRAM FOR THE YEARS 2016 — 2018. WHEREAS, in 2012 Thurston County was approved by the U.S. Department of Housing and Urban Development (HUD) as a Community Development Block Grant (CDBG) Entitlement grantee; and WHEREAS, the City of Yelm entered into a Interlocal Cooperation Agreement (ICA) and Memorandum of Understanding (MOU) with Thurston County for 2013 — 2015 whereby during this period the County agreed to commit one of the three years of CDBG funds for eligible projects within south Thurston County communities; and WHEREAS, the City applied for these funds and was successful in receiving $439,208 for the Yelm Skatepark project; and WHEREAS, the ICA and MOU automatically renew to consecutive three (3) year terms, unless the County or City provides written notice that it elects not to participate; and WHEREAS, Thurston County has requested a Resolution stating the City's intent to continue participation in the program for the years 2016 — 2018; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YELM, WASHINGTON, DOES RESOLVE TO: Continue its participation with Thurston County to receive funds under the Federal Community Development Block Grant Entitlement Program for the years 2016 — 2018. This Resolution authorizes Mayor Harding to sign the attached Interlocal Cooperation Agreement and Memorandum of Understanding. PASSED and approved by the City Council, and signed this 23 Id day of June 2015. Ron Harding, Mayor Attest: Janine Schnepf, City Clerk Approved: June 23, 2015 Published: Nisqually Valley News, July 3, 2015 Res 558 6/23/15 Agenda Item 8. a. Resolution No. 558 Page 3 of 10 INTERLOCAL COOPERATION AGREEMENT BETWEEN THURSTON COUNTY AND CITY OF YELM TO PARTICIPATE IN AND RECEIVE FUNDS UNDER THE FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT ENTITLEMENT PROGRAM PROGRAM YEARS 2016 — 2018 This Interlocal Cooperation Agreement (hereinafter the "Agreement ") for Community Development Block Grant Funds (hereinafter "CDBG ") is made and entered into by and between Thurston County (hereinafter the "County "), a political subdivision of the State of Washington, and the City of Yelm, (hereinafter the "City "), a municipal cooperation within Thurston County for the purpose of receiving and administering federal funds under the CDBG Entitlement Program. This agreement will become effective upon adoption by the parties and approval by the U.S. Department of Housing and Urban Development (HUD), and will continue until terminated as provided herein. WHEREAS, a pursuant to Section 104 (b) Title I of the Housing and Community Development Act of 1974, as amended, provides CDBG funds may be used for the support of the activities that provide decent housing and suitable living environments and expanded economic opportunities principally for persons of low and - moderate - income; and WHEREAS, Thurston County notified HUD of its intent to participate as an Urban County under the CDBG program as the federal fiscal year 2013; and WHEREAS, HUD has previously determined that Thurston County qualifies as an Urban County and is eligible to become a CDBG Entitlement grantee; and WHEREAS, the amount of CDBG funds to which the County may be entitled is in part dependent upon the population of other CDBG eligible applicant cities and towns which by this Agreement elect to participate in the CDBG Entitlement Program with the County; and WHEREAS, the purpose of this Agreement, which is entered into pursuant to, and in accordance with the State Inter -local Cooperation Act, RCW 39.34 is to plan for, and administer the CDBG Program. Interlocal Cooperation Agreement — CDBG Entitlement — Thurston County & City 51412 015 —Page I Agenda Item 8. a. Resolution No. 558 Page 4 of 10 NOW, THEREFORE, in consideration of the mutual promises made herein and the mutual benefits received hereunder, the parties agree as follows: SECTION I: DEFINITIONS: 1. "Party" means a unit of local government that is a signatory to this agreement. 2. "Qualified Urban County" is a county that is eligible to be a CDBG Entitlement grantee. The qualified urban county in this agreement is Thurston County. As a qualified urban county, Thurston County shall assume overall responsibility for ensuring that the funds it receives from the CDBG Entitlement Program are managed in compliance with all applicable HUD requirements. SECTION II: GENERAL PROVISIONS 1. This agreement covers the County and the City's participation in the federal CDBG Program. The County has the necessary authority to accept CDBG funding as an Urban County to undertake essential and eligible community development and lower income housing assistance activities for the next three (3) Federal Fiscal Years (2016 -2018) funded from the CDBG program and from any program income generated from the expenditure of such funds. The County and City agree to cooperate to undertake, or assist in undertaking, community renewal and lower income housing assistance activities. 2. By executing this agreement, each party understands that it: a. May not apply for grants from appropriations under the State CDBG Program for fiscal years during the period in which it participates in the urban county's CDBG program; and b. May receive a formula allocation under the Emergency Solutions Grant (hereinafter "ESG ") Program only through the urban county. Provided, however, that this does not preclude the urban county or a unit of government participating with the urban county from applying to the State for ESG funds, if the state allows; and c. May receive a formula allocation under the HOME Program and through the urban county. 3. The term of this Agreement shall be the County CDBG Urban County qualification period of the federal years 2016 -2018, commencing on September 1, 2015, and ending on August 21, 2018, unless an earlier date of termination is fixed by HUD, pursuant to the ACT. This Agreement remains in effect until the CDBG, HOME, and ESG funds and program income received with the respect to activities carried out for Program fiscal years 2016, 2017, and 2018 and any successive qualification periods are expanded and the funded activities are completed. The County and the City cannot terminate or withdraw from this Agreement while the Agreement remains in effect. Interlocal Cooperation Agreement — CDBG Entitlement — Thurston County & City 51412015 — Page 2 Agenda Item 8. a. Resolution No. 558 Page 5 of 10 4. This Agreement automatically renews to consecutive three (3) year terms, unless the County or the City provide written notice at least sixty (60) days prior to the end of the term that it elects not to participate in a new qualification period. A copy of that notice must be sent to the HUD Field Office. Before the end of each three (3) year term, the County will notify the City in writing by the date specified in HUD's Urban County qualification notice for the next qualification period of its right not to participate in the urban county for a successive three (3) year term with a copy of the notification sent to the HUD Field Office. 5. The Parties to this Agreement agree to adopt any amendments to this Agreement incorporating any changes necessary to meet the requirement for Cooperation Agreements set forth in the Urban County Qualification Notice by HUD applicable for a subsequent three (3) year urban county qualification period. Any amendment to this Agreement shall be submitted to HUD as provided in the urban county qualification notice as required and that such failure to comply will void the automatic renewal for such qualification period. 6. The County and the City agree to cooperate to undertake, or assist in undertaking community renewal and lower- income housing assistance activities. 7. The County and the City will take all actions necessary to assure compliance with Thurston County's certification required by Section 104 (b) of the Title I of the Housing and Community Development Act of 1974, as amended, including Title VI of the Civil Rights Act of 1964, the Fair Housing Act, Section 109 of Title I of the Housing and Community Development Act of 1974, and other applicable laws. 8. The County will not use CDBG funding for activities in, or in support of a City that does not affirmatively further fair housing within the City's jurisdiction or that impedes the County's action to comply with the County's fair housing certification. 9. The County and the City have each adopted and are enforcing: a. A policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in non- violent civil rights demonstration; and, b. A policy of enforcing applicable State and local laws against physically barring entrance to, or exit from a facility or location which is the subject of such non - violent civil rights demonstration within jurisdictions. 10. The County and the City will not obstruct the implementation of the approved Consolidated Plan, the Community Development Plan and subsequent Annual Action Plan(s) during the period covered by this Agreement. Interlocal Cooperation Agreement — CDBG Entitlement — Thurston County & City 51412015 — Page 3 Agenda Item 8. a. Resolution No. 558 Page 6 of 10 11. The County has final responsibility for conducting CDBG activities and annual filing of non - housing Community Development Plan and Action Plan and required certifications with HUD. The Thurston County HOME Consortium will submit the Consolidated Plan. 12. The County, as recipient pursuant to 24CFR 570.501 (b), is responsible for ensuring that all fiends are used in accordance with all program requirements. The use of designated public agencies, sub - recipients, or contractors does not relieve the recipient of this responsibility. The County is also responsible for determining the adequacy of performance under sub - recipient agreements and procurement contracts, and for taking appropriate action when performance problem arise, such as the actions described in 24CFR 570.910. 13. Where the City is participating with, or as part of an urban county, the County is responsible for applying to the City the same requirement of a written agreement as described in 24 CFR 570.503, except that the five -year period identified under 24CFR 570.503 shall begin with the date that a participating City is no longer considered by HUD to be a part of the urban county, instead of the date that the sub - recipient agreement expires. 14. The County and the City may not apply for grants under the Small Cities or State CDBG Programs from appropriations for fiscal years 2016, 2017, and 2018, the years during which the City is participating in the Thurston County CDBG Program. 15. Pursuant to the Consolidated and Further Continuing Appropriations Act, 2015, Pub L. 113 -235, a unit of general local government may not sell, trade, or otherwise transfer all or any portion of such funds to a metropolitan city, urban county, unit of general local government, or Indian Tribe, or insular area that directly or indirectly receives CDBG fiends in exchange for any other funds, credits or non - Federal considerations, but must use such funds for activities eligible under Title 1 of the Housing and Community Development Act of 1974, as amended. 16. The County and the City agree to execute a Memorandum of Understanding (MOU) determining the governance structure, including decision and administrative processes to carry out the terms of this Agreement. 17. This Agreement creates no separate legal entity. 18. Prior to its entry into force, this Agreement shall be filed with the Thurston County Auditor's Office or posted upon the websites of the County and the City as provided by RCW 39.34.040. Interlocal Cooperation Agreement — CDBG Entitlement — Thurston County & City 51412015 — Page 4 Agenda Item 8. a. Resolution No. 558 Page 7 of 10 19. This Agreement shall be governed by the laws of the State of Washington as to interpretation and performance. The parties agree that venue for enforcement of any provisions shall be the Superior Court of Thurston County. 20. This Agreement shall be effective upon the signature by the last of the parties hereto. Thurston County Cathy Wolfe, Chair of Board Date: Approved as to form: County Prosecuting Attorney: LOW Deputy City of Yehn Ron Harding, Mayor Date: Approved as to form: RIN Interlocal Cooperation Agreement — CDBG Entitlement — Thurston County & City 51412015 — Page 5 City Attorney Agenda Item 8. a. Resolution No. 558 Page 8 of 10 MEMORANDUM OF UNDERSTANDING for Governance, Decision Making and Administration of the Community Development Block Grant Program This memorandum of understanding (MOU) is entered into five originals between Thurston County (hereinafter the "County "), a political subdivision of the State of Washington, and the cities of Yelm, Rainier, Tenino and Bucoda (hereinafter the Cities "), municipal corporations within Thurston County, for purposes of defining a governance, decision making and administrative structure to manage the Community Development Block Grant (hereinafter the "CDBG ") entitlement funding. These CDBG funds are referenced in the Interlocal Cooperation Agreement (Agreement) between the County and the Cities to participate and receive funds under the federal CDBG entitlement program. WHEREAS, the County and the Cities have agreed to pursue funding from the Department of Housing and Urban Development (HUD) for CDBG; WHEREAS, the County and the Cities recognizes the need to create a governance /administrative structure to manage CDBG funding in a fair and equitable way with particular attention paid to meeting both urban and rural needs; NOW THEREFORE, in consideration of the mutual promises made herein and the mutual benefits received hereunder, the parties agree as follows: I. The County shall be the administrator of the CDBG Entitlement Program in accordance with the provisions of the Agreement referenced above. II. The County agrees that every three years it will commit and pledge CDBG funds for eligible projects within south Thurston County communities, including the Cities that are party to this agreement. Decisions shall be made by committee consisting of an equal number of representatives from each of the 5 parties. If no such projects are proposed or approved, the County may elect to fund eligible projects elsewhere in Thurston County. If no projects are proposed for either of the other two years, the parties to this agreement may apply for use of those CDBG funds for eligible projects in their respective jurisdictions. III. This MOU is intended to serve as an interim agreement until and unless the parties negotiate a new agreement to replace it. The parties agree to engage in good faith negotiations with the other parties to the CDBG entitlement to develop a replacement agreement. It is the intent of the parties to establish a future governance framework that provides for an equal partnership for all parties to the CDBG entitlement. N. This MOU creates no separate legal entity. V. Prior to its entry into force, this Memorandum of Understanding shall be filed with the Thurston County Auditor's Office or posted upon the web sites of the County and Cities as provided by RCW 39.34.040. VI. This Memorandum of Understanding shall be governed by the laws of the State of Washington as to interpretation and performance. The parties agree that venue for enforcement of any provisions shall be the Superior Court of Thurston County. VII. This Agreement shall be effective upon the signature by the last of the parties hereto. Memorandum of Understanding wth City of <NAME> Thurston County & City 51412015 — Page I Agenda Item 8. a. Resolution No. 558 Page 9 of 10 IN WITNESS WHEREOF, the parties hereto have caused this Memorandum of Understanding to be executed by the dates and signature herein under affixed. The persons signing this MOU on behalf of the parties represent that each has authority to execute this MOU on behalf of the party entering into this MOU. Thurston County Town of Bucoda Cathy Wolfe, Chair of the Board Date: Approved as to form: Deputy Prosecuting Attorney City of Rainier Randy Schleis, Mayor Date: Approved as to form: Deputy Prosecuting Attorney City of Tenino Bret Brodersen, Mayor Date: Approved as to form: Deputy Prosecuting Attorney Alan Carr, Mayor Date: Approved as to form: Deputy Prosecuting Attorney City of Yelm Ron Harding, Mayor Date: Approved as to form: Memorandum of Understanding wth City of <NAME> Thurston County & City 51412015 — Page 2 Agenda Item 8. a. Resolution No. 558 Page 10 of 10 CITY OF YELM RESOLUTION NO. 558 A RESOLUTION OF THE CITY OF YELM STATING CONTINUED PARTICIPATION WITH THURSTON COUNTY IN THE FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT ENTITLEMENT PROGRAM FOR THE YEARS 2016 — 2018. WHEREAS, in 2012 Thurston County was approved by the U.S. Department of Housing and Urban Development (HUD) as a Community Development Block Grant (CDBG) Entitlement grantee; and WHEREAS, the City of Yelm entered into a Interlocal Cooperation Agreement (ICA) and Memorandum of Understanding (MOU) with Thurston County for 2013 — 2015 whereby during this period the County agreed to commit one of the three years of CDBG funds for eligible projects within south Thurston County communities; and WHEREAS, the City applied for these funds and was successful in receiving $439,208 for the Yelm Skatepark project; and WHEREAS, the ICA and MOU automatically renew to consecutive three (3) year terms, unless the County or City provides written notice that it elects not to participate; and WHEREAS, Thurston County has requested a Resolution stating the City's intent to continue participation in the program for the years 2016 — 2018; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YELM, WASHINGTON, DOES RESOLVE TO: Continue its participation with Thurston County to receive funds under the Federal Community Development Block Grant Entitlement Program for the years 2016 — 2018. This Resolution authorizes Mayor Harding to sign the attached Interlocal Cooperation Agreement and Memorandum of Understanding. PASSED and approved by the City Council, and signed this 23 d day of June 2015. Ron Harding, Mayor Attest: Janine Schnepf, City Clerk Approved: June 23, 2015 Published: Nisqually Valley News, July 3, 2015 Agenda Item 8. b. 2014 AC Water Main Replacement Const. & Const. Management Contracts Page 1 of 2 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Ryan Johnstone, Public Works Director Date: June 15, 2015 (for June 23, 2015 City Council Meeting) Subj: 2014 AC water main replacement construction and construction management contracts Attach: Construction contract with WHH Nisqually Federal Services Construction management contract with BHC Consultants (contracts to be included in updated packet prior to June 23rd Council meeting) Recommendation Authorize Mayor Harding to award the project to and sign the construction contract with WHH Nisqually Federal Services (WHH) in the amount of $368,308.21 and sign the construction management contract with BHC Consultants in the amount of $35,720.00. Background The 2014 AC Water Main Replacement project is part of a yearly program replacing aging asbestos cement water main within the City of Yelm water distribution system. Design of three segments of AC water main was completed in April 2015 on time and within the approved project budget of $132,870.00. Based on the engineer's cost estimate, it was determined to bid the two sections of AC water main that were identified as high priority projects in the Water System Plan. These sections are: • Bid Schedule B: Algiers Rd SE including Yelm View Ct SE; and, • Bid Schedule C: Tranquility Lane SE Bid Schedule A, which includes Yelm Ave E, 3rd St SE and the alley located between 2nd St SE and 3rd St SE will not be constructed this year but will be bid in 2016 from the completed design. Current Situation Bid Schedules B and C were advertised for construction on May 6, 2015 and bids were opened on May 27, 2015. Bids received were: June 23, 2015 Page 1 of 2 Agenda Item 8. b. 2014 AC Water Main Replacement Const. & Const. Management Contracts Page 2 of 2 Pacific Civil and Infrastructure Rainier General Development Nova Contracting: WHH Nisqually Fed. Services: Black Hill Excavating: South Bay Excavating: $409,457.68 $376,880.29 $432,843.40 $368,308.21 $390,752.59 $395,733.22 WHH Nisqually Federal Services was selected as the lowest responsive bid. The construction management scope assembled by BHC is comprehensive and the cost is appropriate and within industry expectations for a project this size. Funds for the project reside in Fund 404, Water Capital Improvement. The current allocated budget is $350,000 for construction and construction management. The total cost as bid for construction and construction management is $404,028.21. To take advantage of the favorable bidding climate that exists now for projects of this type and paying for only one mobilization, it is recommended that Council approve the construction and construction management contracts. Reserve funding within the Capital Improvement Fund (approximately $1.1 M) would be utilized to make up the difference of $54,028.21 and accounted for in the next budget amendment. The project duration is expected to be approximately 75 days. June 23, 2015 Page 2 of 2 To: Mayor Ron Harding Yelm City Council Agenda Item 8. c. Resolution No. 557 Page 1 of 5 City of Yelm STAFF REPORT From: Ryan Johnstone, Public Works Director Date: June 17, 2015 (for June 23 d City Council meeting) Subj: Resolution No. 557 authorizing City of Yelm to receive a State Revolving Fund (SRF) for the purpose of preparing Phase 1 of a Stormwater Management Plan. Recommendation Approve Resolution No. 557 accepting a State Revolving Fund Loan (SRL) for the purpose of preparing Phase 1 of a Stormwater Management Plan. Background The Department of Ecology, a Washington State Agency, has established a State Revolving Fund (SRF) for providing financial assistance for the construction of water pollution control facilities and the preparation of required utility planning documents. The City applied for a grant/loan in 2014 and was successful in receiving a $75,000 grant and $25,000 loan over a 20- year term at 2.7 %. Current Situation With the grant and loan proceeds, along with funds from the stormwater utility, the City of Yelm will develop a stormwater management plan to serve as the planning document for the stormwater utility and lay the groundwork for future improvements to the City stormwater collection, treatment and disposal system. This plan is an important tool that the City can use for day -to -day operations and as a public reference document. In addition to addressing regulatory issues, the plan will address protection of property from flooding and erosion, identify health and safety issues related to water resources, and present recommendations for the preservation of environmental and aesthetic benefits to the community. Discussions of system mapping and inventory needs and an analysis of drainage and water quality issues will also be included. This is the first phase of a two -phase project. The second phase will include a rate analysis for the storm water utility and a 6 -year capital improvement program. This resolution from the City of Yelm Council fulfills the requirement, authorizing the acceptance of the State Revolving Loan. Agenda Item 8. c. Resolution No. 557 Page 2 of 5 City of Yelm Resolution No. 557 A RESOLUTION AUTHORIZING THE CITY OF YELM TO RECEIVE A STATE REVOLVING FUND (SRF) LOAN FOR THE PURPOSE OF COMPLETING A STORMWATER MANAGEMENT PLAN. WHEREAS, the Department of Ecology, a Washington State Agency, has established a State Revolving Fund (SRF) for providing financial assistance for the construction of water pollution control facilities and the preparation of required utility planning documents; and WHEREAS, the City of Yelm desires to participate in a loan from SRF; for the purpose of completing a Stormwater Management Plan, laying the groundwork for future improvements to the City stormwater collection, treatment and disposal system; and WHEREAS, a requirement to participate requires a resolution of the governing body, authorizing the City of Yelm to receive a SRF loan in the amount of $ $25,000 at an interest rate of 2.7% for a 20 -year term. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF YELM AS FOLLOWS: Section 1. The City of Yelm desires to participate in the SRF Loan Program. Section 2. The City Council of the City of Yelm does hereby authorize the City of Yelm to receive a SRF Loan and to take such other actions as are necessary and relevant to the SRF Loan Program. ADOPTED by the City Council of the City of Yelm, Washington, at its regular meeting on June 23, 2015. Ron Harding, Mayor ATTEST: Janine Schnepf City Clerk Agenda Item 8. c. Resolution No. 557 Page 3 of 5 ATTACHMENT 1: OPINION OF RECIPIENT'S LEGAL COUNSEL I am an attorney at law admitted to practice in the state of Washington and the duly appointed attorney of the City of Yelm, and I have examined any and all documents and records pertinent to the LOAN agreement. Based on the foregoing, it is my opinion that: A. The RECIPIENT is a duly organized and legally existing municipal corporation or political subdivision under the laws of the state of Washington or a federally recognized Indian tribe; B. The RECIPIENT has the power and authority to execute and deliver and to perform its obligations under the LOAN agreement; C. The LOAN agreement has been duly authorized and executed by RECIPIENT's authorized representatives and, to my best knowledge and after reasonable investigation, all other necessary actions have been taken to make the LOAN agreement valid, binding, and enforceable against the RECIPIENT in accordance with its terms, except as such enforcement is affected by bankruptcy, insolvency, moratorium, or other laws affecting creditors' rights and principles of equity if equitable remedies are sought; D. To my best knowledge and after reasonable investigation, the LOAN agreement does not violate any other agreement, statute, court order, or law to which the RECIPIENT is a party or by which it or its properties are bound; E. There is currently no litigation seeking to enjoin the commencement or completion of the PROJECT or to enjoin the RECIPIENT from entering into the LOAN agreement or from accepting or repaying the LOAN. The RECIPIENT is not a party to litigation which will materially affect its ability to repay such LOAN on the terms contained in the LOAN agreement; and F. The LOAN agreement constitutes a valid obligation of the RECIPIENT payable from the Net Revenues of the Utility. Capitalized terms used herein will have the meanin s ascribed thereto in the LOAN agreement between the RECIPIENT and the DEPART. T. J Brent F. Dille, City Attorney Agenda Item 8. c. Resolution No. 557 Federal Funding Accountability and Transparency Act (FFATA) Page 4 of 5 Z= Data Collection Form Federal funds that require compliance with the Federal Funding Accountability and Transparency Act DEPARTMENT OF support this agreement between The Department of Ecology (ECY) and your organization. The purpose ECOLOGY of the Transparency Act is to make information available online so the public can see how recipients State of Washington spend federal funds. Your organization must have a Data Universal Numbering System (DUNS ®) number to comply with the act and be eligible to enter into this agreement. If you do not already have one, you may get a DUNS number free of charge by contacting Dun and Bradstreet at www.dnb.com. ECY also encourages registration with the Central Contractor Registration (CCR) to reduce data entry by both ECY and your organization. You may register with CCR free of charge at www.ccr.gov. ECY will report information about your organization and this agreement to the federal government as required by Title 2 CFR, Part 25. The public can view this information on the federal government website www.USASpending.gov. ECOLOGY AGREEMENT # Recipient Information — For Recipient Use Onl 1. Legal Name 2. DUNS Number CITY OF YELM 039518790 3. Principle Place of Performance 105 Yelm Ave West 3a. City 3b. State Yelm WA 3c. Zip +4 3d. Country 98597 U.S.A. 4. Are you registered in CCR? EYES. Skip to signature block. Sign, date and return. ONO. Continue with 5. 5. In the preceding fiscal year did your organization: a. Receive 80% or more of annual gross revenue from federal contracts, subcontracts, grants, loans, subgrants, and /or cooperative agreements; and b. $25,000,000 or more in annual gross revenues from federal contracts, subcontracts, grants, loans, subgrants, and /or cooperative agreements; and c. The public does not have access to information about the compensation of the executives through periodic reports filed with the IRS or the Security and Exchange Commission per 2 CFR Part 170.330. ❑ NO. Skip to signature block. Sign, date and return. ❑ YES. You must report the following information for the five (5) most highly compensated executives in your organization. Sign, date and return. Name Of Official Position Title Total Compensation Amount= 1. 2. 3. 4. 5. *Note: "Total compensation" means the cash and noncash dollar value earned by the executive during the subrecipient's past fiscal year. (For more information, see 17 CFR 229.402 (C)(2)). Please sign and return this document with the signed agreement. The Depart By signing this document, the Authorized Representative attests to the information above. Signature of Authorized Representative Print Name Date ment of Ecology will not pay any invoices until it receives this completed and signed form. If you need this document in a format for the visually impaired, call Leann Ryser at (360) 407 -7054. Persons with hearing loss can call 711 for Washington Relay Service. Persons with a speech disability can call 877 - 833 -6341. ECY 070 -395 (3/11) Page 1 of 2 By signing this document, the Authorized Representative attests to the information above. Signature of Authorized Representative Print Name Date ment of Ecology will not pay any invoices until it receives this completed and signed form. If you need this document in a format for the visually impaired, call Leann Ryser at (360) 407 -7054. Persons with hearing loss can call 711 for Washington Relay Service. Persons with a speech disability can call 877 - 833 -6341. ECY 070 -395 (3/11) Page 1 of 2 Agenda Item 8. c. Resolution No. 557 Federal Funding Accountability and Transparency Act (FFATA) Page 5 of 5 Data Collection Form For Department of Ecology Use Only ECY Agreement Number Subaward Project Description (see instructions and example below) Instructions for Subaward Project Description: In the first line of the description, provide a title for the subaward that captures the main purpose of the subrecipient's work. Then, indicate the name of the subrecipient and provide a brief description that captures the overall purpose of the subaward, how the funds will be used, and what will be accomplished. Example of a Subaward Project Description: Increase Healthy Behaviors: Educational Services District XYZ will provide training and technical assistance to chemical dependency centers to assist the centers to integrate tobacco use into their existing addiction treatment programs. Funds will also be used to assist centers in creating tobacco -free treatment environments. ECY 070 -395 (3/11) Page 2 of 2 To: Mayor Ron Harding Yelm City Council Agenda Item 8. d. Ordinance No. 1002 Page 1 of 3 City of Yelm STAFF REPORT From: Janine Schnepf, City Clerk Date: June 12, 2015 (for June 23rd City Council meeting) Subj: Ordinance 1002 amending the 2015 Salary and Benefit Schedule Appendix II (Ord 998) by adding an exempt Public Works Manager position and re- establishing two vacant positions with accompanying step salary ranges. Recommendation Adopt Ordinance No. 1002 amending the 2015 Salary and Benefit Schedule by adding an exempt Public Works Manager position, re- establishing the Finance Director and Senior Accounting Clerk positions, and setting an effective date. Background The 2015 Budget, including the Salary and Benefit Schedule was adopted by City Council in December 2014, (Ord 992) and the Salary Schedule, Appendix II amended in March 2015, (Ord 997 and 998). Since that time, the departure of some personnel afforded the opportunity to evaluate the organization of those departments. In so doing, it was determined that two of the now vacant positions could be combined into one, thereby creating a new position of Public Works Manager and filling the needs of the current city operations. The Finance Director and Senior Accounting Clerk positions, established and filled in prior years but currently vacant, are being re- established for use as the needs of the city grow. Current Situation At this time, the City plans to fill the Public Works Manager and Finance Director positions. Funding for these positions is included in the 2015 budget due to the resignation of the PW Field Supervisor and Treasurer (both budgeted for a full year) and savings from the time lag in creating and filling the new positions. Recommend to amend the 2015 Salary and Benefit Schedule Appendix II establishing a new exempt Public Works Manager position and re- establishing the Finance Director and Senior Accounting Clerk positions. The City of Yelm Salary Schedule is attached with the proposed step scale. Agenda Item 8. d. Ordinance No. 1002 Page 2 of 3 CITY OF YELM ORDINANCE NO. 1002 AN ORDINANCE OF THE CITY OF YELM amending the Yelm Municipal Salary Schedule (Ord 998, 3/24/15) by adding an exempt Public Works Manager position and re- establishing the non - exempt Senior Accounting Clerk position and exempt Finance Director position with accompanying Step Salary ranges for the calendar year 2015 and setting an effective date. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YELM DOES ORDAIN AS FOLLOWS: Section 1. The Appendix 11 2015 Salary Schedule is amended by the addition of a Public Works Manager (exempt) position with the accompanying salary range. Salary step amounts are monthly for full -time positions. Salary Step Range 1 2 3 4 5 6 7 Public Work Manager 6,142 6,326 6,516 6,711 6,912 7,120 7,334 Section 2. The Appendix 11 2015 Salary Step Schedule is amended by re- establishing the positions of Finance Director (exempt) and Senior Accounting Clerk (non- exempt) with the accompanying salary range. Salary step amounts are monthly for full -time positions. Salary Step Range 1 2 3 4 5 6 7 Senior Accounting Clerk 4,301 4,430 4,563 4,700 4,841 4,986 5,136 Finance Director 6,660 6,798 7,002 7,212 7,428 7,651 7,880 Section 4. Effective Date. This Ordinance shall be in full force five days after the date of publication according to state law. ADOPTED this 23 d day of June, 2015 Ron Harding, Mayor Authenticated: Janine Schnepf, City Clerk PUBLISHED: Nisqually Valley News, July 3, 2015 EFFECTIVE: July 8, 2015 Agenda Item 8. d. Ordinance No. 1002 Page 3 of 3 Appendix II Amended (Ord 1002)Salary Schedule 2015 City of Yelm Annual Salary Classification Flat Rate Minimum Maximum Accounting Clerk /Office Assist. $39,976 $47,730 Assistant to City Administrator $52,982 $63,264 Associate Planner $65,191 $77,841 Baliff $17.11 Building Inspector $54,295 $64,835 Building Official $62,025 $74,049 Certified Court Interpreter $40 -$55 per session City Administrator $131,220 $131,220 City Clerk /HR Manager $81,792 $81,792 Civil Service Secretary $18.56 Community Development Director $98,589 $98,589 Computer Support Specialist Part time 1560 annual hrs $40,531 $48,411 Councilmembers $7,200 $7,200 Court Administrator $60,773 $72,577 Court Clerk $42,712 $51,031 Deputy City Clerk $48,957 $58,467 Finance Director $79,920 $94,560 Judge $32,614 $32,614 Judge Pro -Tem $45 hr $0 Mayor $30,000 $30,000 Permit Coordinator / Office Assistant $41,215 $49,215 Police Chief $106,320 $106,320 Police Dept. Admininstrative Asst. $46,577 $55,632 Police Detective (Officers rate + 5 %) $60,432 $72,168 Police Officer $57,552 $68,736 Police Records Clerk $42,712 $51,031 Police Sergeant $77,676 Program /Project Manager $66,859 $79,829 Provisional Police Officer $0 $0 Public Works Administrative Asst. $46,577 $55,632 Public Works Animal Control Officer $0.00 Public Works Director $100,491 $100,491 PW Field Supervisor $61,902 $73,914 PW Manager $73,704 $88,008 PW Maintenance Worker $42,700 $51,031 PW Maint. Worker /Equip Operator $48,295 $57,632 PW Maint. Worker /Mechanic $51,976 $62,074 Senior Accounting Clerk $51,612 $61,632 Treasurer $56,270 $67,178 Utility Clerk $46,675 $55,730 Water Plant Operator $53,841 $64,295 WWTP Reuse System Manager $65,914 $78,700 WWTP Reuse System Operator $53,841 $64,295 WWTP Reuse System Operator Asst. $44,565 $53,227 qwll' ke Janine Schnepf City Ocrk-144. Manager City of Yelin 105 Yehii Ave W Yelyn, WA 98597 Dear Ms, Schnepf.- Agenda Item 12. Correspondence Page 1of3 Starting July 20, 2015, Comcast will be making the following changes in your community- ESPN will discontinue distribution of their two college PPV packages: GarnePlan (college football) and Full Court (college basketball). Customers will be notified by bill rnessagc. If you have any questions regarding this information, please contact me at (253) 864-4245. Siaicerely, Haris lieclitrnari Director, Government Affairs CC" Jaiiet L.Tuij)en, Comcast Shelly Badger, City olYelm Agenda Item 12. Correspondence Page 2 of 3 P j, R r+ News Release June 11, 2015 Michelle Morris Port Commissioner District 3 Commission • • Michelle o District ,.. Port Commissioners George Barner and Bill McGregor appointed Michelle Morris to the vacant District 3 Commission seat at their June 10th meeting. Of the eight applicants for the appointment, the Commission first narrowed the field to the four who are not running in the election to fill Sue Gunn's unexpired term. They agreed that the voters should make the choice in that election, and that their appointment of a candidate could give that person an unfair "leg up" as an incumbent. Morris is a principal in Sound Resource Management Group, Inc., Olympia. Previously she served as executive director of Sustainable South Sound, founder /director of Thurston County Critical Areas Ordinance Coalition, founder /director of Concerned Citizens of Thurston County and information analyst/global code of conduct for Levi Strauss & Co., San Francisco. She has a Bachelor of Arts in Finance and a Masters in Environmental Studies from The Evergreen State College. The four applicants who sought only the temporary appointment are Fred Finn, Michelle Morris, Dick Pust and George Sharp. The four running in the election to fill the unexpired term are Jerry Farmer, Larry Goodman, Bob Jones and E. J. Zita. All eight applications are available at.httD:://www. Dort ok Mn lia.com/89/Commlisslion under Commissioner District 3 Vacancy. Agenda Item 12. Correspondence Page 3 of 3 Sue Gunn resigned April 1, 2015, due to personal health matters. By law, the Port Commission has 90 days to appoint a qualified person to fill the vacancy. If the Commission failed to make a timely appointment, the responsibility for appointment would go to the Thurston County Commission. e �6f a Contact: Kathleen White, Communications & Public Affairs Manager 360. 528. 8012 Kathleen W( isortolyrnplia. corn About the Port of Olympia The southernmost deepwater port on Puget Sound, the Port of Olympia owns and operates an international shipping terminal that handles a range of breakbulk and project cargoes. The Port also owns and operates Swantown Marina & Boatworks, a 733 -slip recreational marina and boat haulout/repair facility, a regional airport and a real estate division. A community port, it generates an estimated 7,249 total direct, induced and indirect jobs as documented by Martin Associates in the 2009 data study, The Economic Impact of the Port of Olympia, January 2011, available at www.portollvrm��ilia.rorm�.