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06-23-15 Minutes2. 15-047 15-048 YELM CITY COUNCIL REGULAR MEETING TUESDAY, JUNE 23, 2015 MINUTES Mayor Pro -Tem Isom called the meeting to order at 6:00 pm. Roll Call Present: JW Foster, Joe Baker, Jennifer Littlefield, Tracey Wood, Ken Garmann and Russ Hendrickson. MOTION BY TRACEY WOOD MEETING. CARRIED. Agenda Approval MOTION BY TRACEY WOOD CARRIED. EXCUSING MAYOR HARDING FROM THE APPROVING THE AGENDA AS PRESENTED. 4. Special Presentations - none scheduled 5. Public Comment - Victoria Mattoon, Yelm City resident spoke against allowing fireworks inside the city limits. Ms. Mattoon would like to see them banned or least the time you are allowed to light them to be shortened to a couple of days only. She is concerned about fires starting due to the dry weather. Mayor Pro -Tem stated it was too late to make any changes this year but suggested the issue be brought to a study session for discussion. He thanked Ms. Mattoon for bringing her concerns to Council. Councilmember Foster looked online and found that fireworks are only supposed to be discharged from 9:00am to 11:00pm on July 3 and 4 according to the RCW. Ms. Mattoon would like to have that information published in the Nisqually Valley News. Shelly Badger stated she had received a press release from Thurston County on behalf of all the area fire districts asking if the City of Yelm would like to participate in a press release that reminds everyone of the laws associated with fireworks and encourages everyone to be extra careful due to the dry climate. The City of Yelm will be participating in the press release. 6. Consent Agenda Minutes - Regular Meeting June 9, 2015 Payables - Checks #64858 - #64922 Totaling $192,884.69 15-049 MOTION BY RUSS HENDRICKSON APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing -none scheduled 8. New Business - a. Resolution No. 558 - stating the City has continued participation with Thurston County in the Federal Community Development Block Grant Entitlement Program for years 2016-2018 Shelly Badger explained that in 2012 Thurston County was designated a Community 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 (approx. $1,000,000). Lacey and Page 1 of 4 Tumwater utilized the remaining two years' funds. The City has received $439,208 from this program for the Yelm Skate Park project, which will begin construction later this summer. Thurston County has requested a Resolution no later than July 10, stating the City has 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 and will allow the City to apply for funding once over the 3 -year period for CDBG eligible projects or programs. Councilmember Wood asked for clarification on Yelm receiving $439,208 for the Yelm Skate Park project, which is almost half of the money awarded to south Thurston County Communities. Ms. Badger stated that is correct and if the funding cycles remains the same then Yelm could be eligible to receive funding again in 2016. Councilmember Garmann asked why Thurston County wanted a Resolution when the original Interlocal Cooperation Agreement (ICA) automatically renews to consecutive three-year terms. Ms. Badger stated Thurston County requested a Resolution no later than July 10. Councilmember Foster asked if the City of Yelm have any upcoming projects that would meet the requirements for funding. Staff will be determining that in the future. Councilmember Wood asked if there is an opt out clause with notice if need be. There is such a clause in the ICA. Councilmember Littlefield asked when the funding cycle would be decided. Ms. Badger answered when the Resolutions are passed from all the participating Cities. 15-050 MOTION BY TRACEY WOOD APPROVING RESOLUTION NO. 558 STATING THE CITY HAS CONTINUED PARTICIPATION WITH THURSTON COUNTY IN THE FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT ENTITLEMENT PROGRAM FOR YEARS 2016-2018. CARRIED. b. 2014 AC Water Main Replacement Construction and Construction Management Contracts Ryan Johnstone stated that 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 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. The two 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 go out for bid in 2016.The bids for Schedule B and C were advertised and the lowest responsive bid came from WHH Nisqually Federal Services. Funds for the project will come from Fund 404, Water Capital Improvement. The current allocated budget is $350,000 for construction and construction management. The total cost as bid was $404,028.21. Reserve funding within the Capital Improvement Fund would be utilized to make up the difference of $54,028.21. The project is expected to be approximately 75 days. 15-051 MOTION BY TRACEY WOOD AUTHORIZING MAYOR PRO -TEM ISOM TO AWARD THE PROJECT TO 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. CARRIED. Page 2 of 4 C. Resolution No. 557 Authorizing the City of Yelm to receive a State Revolving Fund (SRF) for the purpose of preparing Phase I of a Stormwater Management Plan Ryan Johnstone explained that 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 a $25,000 loan over a 20 -year term at 2.7%. 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 City stormwater collection, treatment and disposal system. The plan is an important tool for day-to-day operations and as a public reference document. The plan will address regulatory issues, protection of property from flooding and erosion; identify health and safety issues, system mapping, inventory needs, and analysis of drainage and water quality issue and present recommendations for the preservation of environmental and aesthetic benefits to the community. 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. 15-052 MOTION BY TRACEY WOOD APPROVING RESOLUTION NO. 557 ACCEPTING A STATE REVOLVING FUND LOAN (SRL) FOR THE PURPOSE OF PREPARING PHASE I OF A STORMWATER MANAGEMENT PLAN. CARRIED. d. Ordinance No. 1002, Amending the 2015 Salary Schedule Appendix II Janine Schnepf stated that Council adopted the 2015 Budget, including the Salary and Benefit Schedule in December of 2014. The Salary Schedule Appendix II was amended in March of 2015. Since that time, the departure of some personnel afforded the opportunity to evaluate the organization and those departments. It was determined that two of the now vacant positions could be combined into one, creating a new position of Public Works Manager. 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. 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. Councilmember Wood asked why the term "exempt" is placed in front of the Public Works Manager position. Ms. Schnepf stated that City of Yelm staffing includes exempt and non-exempt employees. Exempt are salaried. In this case, non- exempt Public Works positions are union members, exempt positions are not. 15-053 MOTION BY TRACEY WOOD ADOPTING 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. CARRIED. 9. Old Business —none scheduled 10. Mayor and Council Initiatives Councilmember Foster attended the Thurston County Solid Waste Advisory Committee (SWAG) meeting. Councilmember Foster also attended the Nisqually River Council meeting and reported that he is amazed at the Federal, State and Page 3 of 4 South Sound organizations that continuously study the waters in and around the South Sound area and gather information that help in managing these waterways. Councilmember Foster will be attending the Thurston County unveiling of their neonicotinoid agreement. Councilmember Baker stated the brochure put out by the Nisqually River Trust was very interesting. Councilmember Baker attended the Yelm Adult Community Center meeting and reported that the seniors made a couple of thousand dollars at their yard sale. The Adult center is looking for a bus from Intercity Transit for their seniors and the center is doing well financially. Councilmember Wood attended the Transportation Policy Board meeting and reported there was an amendment to the Region Transportation Improvement Program (RTIP). Councilmember Hendrickson attended the Medic One meeting and supplied the Council with a report that showed the total calls increased by 8.4% over the last year but the response time for ALS and BLS have decreased. Councilmember Littlefield announced that the Yelm Lions Club is looking for volunteers to help at their food booth anytime but especially on Thursday for Prairie Days. 11. Executive Session - none scheduled 12. Correspondence included - AWC City Voice Newsletter June 17, 2015 Comcast changes letter dated June 9, 2015 AWC Cityvision Magazine May/June 2015 The Salute to the Union Ceremony invitation for the 2015 4th of July Fireworks at JBLM 13. Adjourned at 6:30 pm. �4 Attest: Bob Isom, Mayor Pro -Tem Lori Mossman, Deputy City Clerk Page 4 of 4