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09 22 2015 Agenda PacketAGENDA YELM CITY COUNCIL MEETING TUESDAY, SEPTEMBER 22, 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. 1. Call to Order 2. Roll Call 3. Agenda Approval ACTION 4. Special Presentations- 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 September 8, 2015 & Study Session August 26, 2015 b. Payables; Checks # 7. Public Hearing- none scheduled 8. New Business- a. Authority as Agency Representatives to access financial information ACTION 10 min Presenters: Noah Crocker, Finance Director Attachments: Staff Report b. ACTION 10 min Presenters: Attachments: Staff Report, Contract 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- A 30 minute Executive Session is scheduled for the purpose of discussion of the Fraternal Order of Police Collective Bargaining Agreement (RCW 42.30.140 4(a) (b). 12. Correspondence (Correspondence is available upon request) Invitation to Panorama Retirement Community on September 28, 2015 4:30pm — 6:30pm at the Lacey Campus for refreshments and conversation. Mary Hall, Thurston County Auditor Press Release, September 22 is National Voter Registration Day 13. Adjourn Upcoming Meetings Council Study Session, Wednesday, September 23, 2015, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, October 13, 2015, 6:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, October 27, 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 www.cli.yelm.wa.�as Agenda Item 6. a. Minutes Page 1 of 3 YELM CITY COUNCIL REGULAR MEETING TUESDAY, SEPTEMBER 8, 2015 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: J.W. Foster, Joe Baker, Bob Isom, Jennifer Littlefield, Tracey Wood, Ken Garmann and Russ Hendrickson. Agenda Approval 15 -075 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - none scheduled 5. Public Comment - no comment 6. Consent Agenda Minutes - Regular Meeting August 25, 2015 Payables - Checks #65279 - #65347 Totaling $830,232.35 15 -076 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing -none scheduled 8. New Business - a. Student Resource Officer Contract with Yelm Community Schools Todd Stancil, Chief of Police stated that over the past 20 years plus, the Yelm School District and the City of Yelm have partnered to provide a police officer to work within the school district. From 1992 to 1999, a D.A.R.E. instructor that taught drug abuse resistance education to all 5th grade classrooms provided this service. In 1999, this service changed to that of a School Resource Officer (SRO), who since that time has been responsible for handling all emergency calls coming from the schools as well as education and crime prevention. This service was provided with an annual agreement to allow the parties to review the program on a regular basis. There are no language changes in the current contract. The contract amount has changes to reflect an increase in contribution from the Yelm School District. The amount of the contract went from $30,000 to $60,000 to reflect the actual cost to have the officer present in the school. Councilmember Isom thanked all parties involved in getting the contract amount increased to what it actually costs the City. Mayor Harding stated that the City has a very good relationship with the school district and it is a benefit to the city to have an officer at the schools. 15 -077 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN THE AGREEMENT BETWEEN YELM COMMUNITY SCHOOLS AND THE CITY OF YELM FOR SCHOOL RESOURCE OFFICER SERVICES FOR THE 2015/16 SCHOOL YEAR. CARRIED. 9/8/15 Agenda Item 6. a. Minutes Page 2 of 3 Yelm Community Center Contract, Department of Commerce Local and Community Projects 2016 Program Noah Crocker, Finance Director stated that in August of 2013, we were notified that the City was the successful recipient of an additional $1,000,000 appropriation from the 2013 -2015 State Capital Budget for the Yelm Community Center project. This funding was administered by the Department of Commerce (DOC) through their Projects that Strengthen Communities' Program. Again, in August 2015, the City was the successful recipient of an additional $500,000 appropriation from the 2015 -2017 State Capital Budget for the Yelm Community Center. The Yelm Community Center project is constructing a new 4,950 square foot community center located at 301 Second Street, SE in Yelm's City Park, which is located in the Central Business District. The site has been owned by the City of Yelm since 1950. The one story center includes a large multipurpose room, commercial kitchen and indoor and outdoor restrooms. Civil improvements will also add 25 parking spaces, area lighting storm water treatment and ADA access. Staff has been working with the DOC Project Manager to draft the attached contract and recommends Council approval. The contract would include: Funds for design and construction costs of the community center, reimbursable grant in the amount of $485,000, the Department of Commerce retains 3% ($15,000) to cover their direct administrative costs. Insurance requirements have been met. The City agrees that the community center will be held and used by the City for the stated purpose for a period of ten (10) years from the date the final payment is made. An exemption from the LEED certification process has been granted. Councilmember Wood asked for clarification on the actual amount to be awarded. Mayor Harding explained there is a 3% administrative fee that will come off the top of the money received. 15 -078 MOTION BY JENNIFER LITTLEFIELD AUTHORIZING MAYOR HARDING TO SIGN THE DEPARTMENT OF COMMERCE - LOCAL COMMUNITIES PROJECT GRANT PROGRAM 2016 FOR THE YELM COMMUNITY CENTER IN THE AMOUNT OF $485,000. CARRIED. 9. Old Business -none scheduled 10. Mayor and Council Initiatives Councilmember Foster had the opportunity to sit in on the Civil Service Oral Board interview panel and stated there is a good list of candidates. Councilmember Baker attended the Yelm Chamber Forum Luncheon where he answered questions asked to all the Yelm Council Candidates. Councilmember Wood attended the TComm 911 Admin Board meeting where an offer was made internally for the new director. Councilmember Garmann attended the Yelm Chamber Forum today. Mayor Harding attended the Thurston County Mayor's Forum sponsored by the Port of Olympia. The next Mayor's Forum meeting will be in the Public Safety Building. A roundtable style discussion was held regarding the police officer shooting a few months ago in Olympia and how as a region we will address some of those deeply divided issues. 11. Executive Session - none scheduled 9/8/15 Agenda Item 6. a. Minutes Page 3 of 3 12. Correspondence included — Invitation to Speak Up; Speak Out - Annual Gala for SafePlace Olympia, Friday, September 25, 2015 - Indian Summer Golf & Country Club Thurston Regional Planning Council Pre - Agenda Friday, Sept. 11, 2015 8:30 am- 11 am Yelm- Rainier - Roy- McKenna Chamber of Commerce September Forum & Luncheon Tuesday, Sept. 8, 2015 Thurston County Chamber of Commerce Voice Magazine Sept /Oct 2015 Nisqually Land Trust Annual Meeting & Salmon Bake Sunday, Sept. 13, 2015 4pm- 7:30pm at Odd Fellows Park, Olympia Councilmember Littlefield asked is the Community Center tour is still scheduled for 9 -9 -15 at 4 pm at the Public Safety Building. Mayor Harding stated everyone would meet in front of the Public Safety Building and walk over as a group. 13. Adjourned at 6:23 pm. Attest: Ron Harding, Mayor 9/8/15 Lori Mossman, Deputy City Clerk To: Mayor Ron Harding Yelm City Council Agenda Item 8. a. Authority to Access Financial Information Page 1 of 1 City of Yelm From: Noah Crocker, Finance Director STAFF REPORT Date: September 15, 2015 (for September 22, 2015 City Council meeting) Subj: Authority as agency representatives to access financial information Recommendation Authorize the following individuals: Noah Crocker, Finance Director and Janine Schnepf, City Clerk /HR Manager as agency representatives with the authority to access bank, loan, account and other financial information as required on behalf of the City of Yelm. Background The City of Yelm has had some changes in the organization and staffing of the Finance and Administrative departments, and as such need to authorize the new Department Head with authority to access bank, loan, account and other financial information on behalf of the City. Current Situation In order to gain access to bank account information with the City of Yelm's various financial institutions, new authorization needs to be granted to current Department Heads as named in this staff report. Sept 2015 Press Release FOR IMMEDIATE RELEASE: CONTACT: UP 1 9 s. September 17, 2015 Mary Hall, Thurston County Auditor, TCAuditor @co.thurston.wa.us Valerie Walston, Voter Outreach Coordinator, WalstoV @co.thurston.wa.us (360) 786 -5408 TTY (360) 754 -2933 September 22 is National Voter Registration Day Local registration drives held as part of national holiday; registered voters encouraged to post selfies and photos with #CelebrateNVRD on social media accounts Olympia, WA — On September 22, Americans will celebrate National Voter Registration Day (NVRD) with a massive 50 -state effort to register voters before Election Day on November 3. Citizens in Thurston County are encouraged to register online (vote.wa.gov) or at one of the many voter registration drives throughout the week. "I urge citizens to speak their voice on Election Day, but they can't do that without registering first," said Thurston County Auditor Mary Hall. "Local elections have fewer voters, and a single vote can decide a race. Registering to vote is an important first step in voting and shaping the future." Additionally, voters are encouraged to show their civic pride by posting selfies with #CelebrateNVRD on their social media accounts. Thousands of national, state and local organizations and volunteers will drive NVRD. Partner organizations will coordinate hundreds of NVRD events nationally and leverage #CelebrateNVRD in social media platforms. Thurston County Elections encourages anyone wishing to register to vote to visit vote.wa.gov or visit any of the local voter registration drive locations, listed on the next page. -30- Elections Ballot Processing Center Financial Services Licensing and Recording 2000 Lakeridge Dr SW, Bldg 1 Rm 118 2905 29th Avenue SW, Ste E & F 929 Lakeridge Dr SW, Rm 226 2000 Lakeridge Dr SW, Bldg 1 Rm 106 Olympia WA, 98502 Tumwater, WA 98512 Olympia, WA 98502 Olympia, WA 98502 Phone: (360) 786 -5408 Phone: (360) 786 -5408 Phone: (360) 786 -5402 Licensing Phone: (360) 786 -5406 Fax: (360) 786 -5223 Fax: (360) 705 -3518 Fax: (360) 357 -2481 Recording Phone: (360) 786 -5405 Fax: (360) 786 -5223 Press Release awe., FOR IMMEDIATE RELEASE: September 16, 2015 CONTACT: Mary Hall, Thurston County Auditor, TCAuditor @co.thurston.wa.us Valerie Walston, Voter Outreach Coordinator, WalstoV @co.thurston.wa.us (360) 786 -5408 TTY (360) 754 -2933 National Voter Registration Day: Tuesday, September 22, 2015 Voter Registration Drives in Thurston County Sunday, September 20 Monday, September 21 Sacred Heart Church The Evergreen State College Hallen Hall Red Square 812 Bowker St SE, Lacey 6:15 — 7:30 pm 9:00 am -12:00 pm Tuesday, September 22 Thurston County Elections Olympia Timberland Library 2000 Lakeridge Dr SW, Olympia 3138 1h Ave SE Building 1, Room 118 2:00 -4:00 pm 8:00 am — 4:30 pm Yelm Timberland Library Lacey Timberland Library 210 Prairie Park St NE 500 College St SE 10:00 am — 8:00 pm 2:00 — 4:00 pm TumwaterTimberland Library 7023 New Market St SW 2:00 — 4:00 pm Wednesday, September 23 South Puget Sound Community College YWCA The Other Bank Building 27 220 Union Ave, Olympia 2011 Mottman Rd SW, Olympia 1:00 -3:30 pm 1:00 — 3:30 pm Griffin School District 653033 rd Ave NW, Olympia 8:00 am — 4:30 pm St. Martin's University The TUB (Student Union) 11:00 am — 1:00 pm Elections Ballot Processing Center Financial Services 2000 Lakeridge Dr SW, Bldg 1 Rm 118 2905 29th Avenue SW, Ste E & F 929 Lakeridge Dr SW, Rm 226 Olympia WA, 98502 Tumwater, WA 98512 Olympia, WA 98502 Phone: (360) 786-5408 Phone: (360) 786-5408 Phone: (360) 786-5402 Fax: (360) 786 -5223 Fax: (360) 705 -3518 Fax: (360) 357 -2481 Licensing and Recording 2000 Lakeridge Dr SW, Bldg 1 Rm 106 Olympia, WA 98502 Licensing Phone: (360) 786 -5406 Recording Phone: (360) 786 -5405 Fax: (360) 786 -5223