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11 10 2015 Agenda PacketAGENDA YELM CITY COUNCIL MEETING TUESDAY, NOVEMBER 10, 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 - Student of the Month - 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 October 27, 2015 & Study Session October 28, 2015 b. Payables; Checks # C. YCP, Annual Christmas in the Park event, December 4 & 5, 2015 all day — Community wide event 7. Public Hearing- none scheduled 8. New Business - a. Yelm Skatepark Award Bid for Construction Contract ACTION Presenter: Chad Bedlington 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- none scheduled 12. Correspondence (Correspondence is available upon request) South Sound Partners for Philanthropy, October 21, 2015 — announcing the recipients of the 2015 Leadership in Philanthropy Awards AWC Elected Officials Essentials Workshop, Saturday, December 5, 2015 Thurston County Chamber of Commerce, Voice Magazine Nov /Dec 2015 Morningside Newsletter November 2015 - Giving Tuesday, December 1, 2015 Strong Cities, Great State — Invitation to a reception honoring Representative J.T. Wilcox with the AWC Transportation Champion Award, November 10, 2015 5pm -6pm at the Yelm Public Safety Building U.S. Army Corps of Engineers Public Notice for October 2, 2015 — Construction of new residential overwater structures in certain inland marine waters of Washington State 13. Adjourn Upcoming Meetings Regular City Council Meeting, Tuesday, November 24, 2015, 6:00 pm, Public Safety Building Council Study Session, Wednesday, November 25, 2015, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, November 24, 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.ci.yelrr7.wa.t.es Agenda Item 6. a. Minutes Page 1 of 2 YELM CITY COUNCIL REGULAR MEETING TUESDAY, OCTOBER 27, 2015 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Joe Baker, Bob Isom, Jennifer Littlefield, Tracey Wood and Ken Garmann. 15 -089 MOTION BY 3W FOSTER EXCUSING COUNCILMEMBER RUSS HENDRICKSON FROM THE MEETING. CARRIED. Agenda Approval 15 -090 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - none scheduled 5. Public Comment - no comment 6. Consent Agenda Minutes - Regular Meeting October 13, 2015 Payables - Checks #65559 - #65612 Totaling $712,142.62. 15 -091 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 Baker was unable to attend the Intercity Transit Board meeting but participated over the phone regarding the evaluation of the General Manager. Councilmember Littlefield attended the Thurston County HOME Consortium retreat and they discussed changing the HOME Consortium to be more aligned with the county initiative Thurston Thrives that deals with housing, health and other issues. The HOME Consortium will make more funding recommendations. Policy will come from the Housing Action Team, which falls under the Thurston Thrives umbrella. The CIP (Community Investment Partnership) monies and the State and Federal money will go through the HOME Consortium. Councilmember Garmann along with Councilmember Hendrickson and Public Works Director Ryan Johnstone attended a seminar on the transportation of hazardous waste material. Mayor Harding reported that City Hall has been extremely busy. 10/27/15 Agenda Item 6. a. Minutes Page 2 of 2 Councilmember Littlefield stated she had noticed in the check report that a portion of the Military banners had been paid and asked when they would be put up around town. Mayor Harding stated that half of them were put up today. The City has sponsored 18 of the 25 just to get the program up and running. They will all be installed along Yelm Avenue. Councilmember Baker stated that he received three phone calls from Yelm School District bus drivers asking if the City could either take out the railroad crossing sign near Nisqually Pines or put up exempt signs at the crossings. Mayor Harding will check into the matter and get back to Councilmember Baker. Councilmember Woods asked if the letter received from the Ice Chips Grannies had been sent to the Nisqually Valley News for publication. The letter set the records straight regarding their moving their business from rural Yelm to Tumwater and all the rumors of the City not being business friendly were untrue. Mayor Harding stated it was a very nice letter. 11. Executive Session - none scheduled 12. Correspondence included - Press Releases from Thurston County Auditor Mary Hall: Logic and Accuracy test for November 3, 2015 General Election Auditor's Office urges voters against writing in fake ballot names Ballots available and drop boxes open AutoMARK assisted voting device available AutoMARK assisted voting device community locations Congressman Denny Heck newsletter on Bipartisan Solutions, October 23, 2015 Thurston Regional Planning Council Pre - Agenda Friday, November 6, 2015 8:30 -11 am 13. Adjourned at 6:10 pm. Attest: Ron Harding, Mayor 10/27/15 Lori Mossman, Deputy City Clerk CITY OF YELM Yelm City Hall 105 Yelm Ave W Yelm WA 98597 360- 458 -3244 Date Recelved e-.- Iwrr _ . que City Counc Park Use Request Form for Yelm City Park (Located at First Street (SR 507) and Mosman Avenue) Completion of this form is required to `reserve' the Pavilion area at Yelm City Park, and/or for one of the events listed below *. As per the Yelm Municipal Code (YMC) Title 9, Chapter 9.68 — The Yelm City Park is open to the public, and for all events not requiring the approval of the City Council, is available on a "first come first served basis." The following events require City Council approval: *C Ir q§, carnival and traveling exhibition, *any religious or political meeti g, and *any Yelm City Park Facilities: (Ail available on "first come first served basis " — except * Pavilion). Restrooms Ball Field Stage GROUP SIZE„ I Booths Play- ground * Pavilion (Center covered area with picnic tables). I hereby agree on my part and for the organization I represent to abide by the City of Yelm Parks rules and policies (as per the Yelm Municipal Code) related to the use of park facilities which includes the following section on "applicant's responsibility." • Applicant is responsible for obtaining all necessary permits, including appropriate health permit as needed. • Any applicant using park grounds and facilities accepts financial responsibility for any damage done to said grounds. Application for use of a park facility will constitute acceptance by the applicant of the responsibility stated above and willingness to comply with all rules and regulations regarding the use of park facilities as prescribed by the City Council of the City of Yelm. In the event of damage, applicant will accept the City Council's estimate of the amount of same. • The applicant must exercise the utmost care in the use of Yelm 's Barks and agrees to protect, indemnify and save the City of Yelm harmless from use of requested facilities. *Groups /+organ! a n s o so I `community -wide' events must provide the city with proof of self- insurance. • Adult leaders of organizations using park facilities will remain with their groups during all activities and will be responsible for the observance of all rules. • All organizations and groups will, in all cases, clean and put in order the park grounds used by them before leaving. • Consumption of any intoxicating liquor on park premises without first obtaining lawful authority, is considered an act constituting disorderly conduct. • Smoking tobacco products by use of cigarette, cigar, pipe or any other smoking device inside the boundaries of any park, without first obtaining lawful authority, is unlawful. • Remaining after closing time prohibited. Hours of park accessibility at all parks is as follows - Winter hours: 6 am to 8 pm, (October 1 to March 31) and Summer hours: 6 am to 11 pm (April 1 to September 30.) • * A $25 refundable Cleaning deposit Is required when `reserving' the City Park Pavilion facility, and must be paid at time of request submittal. Upon inspection of the park area by city staff after your function, the deposit you provided will be refunded during the next regular payment period. • Currently there is not a fee charged for use of the Parks, but donations are gladly accepted. • The City of Yelm is not responsible for lost and /or stolen items on city park property. • Yelm City Park is a public park, and is available on a "first come first served basis." Please be aware that when you reserve the pavilion facility, this does not restrict other activities in other areas of the park. Please in!Aal that you have read and understand all of the above rules and policies„ " person City of Yelm Staff Date C:\DS\MYDOCUMENTS\PARKS\CITYPARK\YELMCrrYPARKREQUESTFORM.DOC Agenda Item 6. c. Yelm City Park Request t I Certificate of Coverage SERVICE AGENCY Certificate holder: City of Yelm 105 Yelm Ave West Yelm, WA 98597 RE: Christmas in the Park Policy number: Term of certificate: Annual re- issue: None 1/1/2015 — 1/1/2016 Yes Please be advised that City of Yelm along with 99 other Washington Cities/Towns and special purpose districts, is a member of the Association of Washington Cities Risk Management Service Agency (AWC RMSA), and participates in the self- insured and loss- pooling programs checked below, which are administered by the AWC RMSA for those municipalities. Type of Coverage Limits Deductible All risk property coverage $250 million per occurrence $0 Liability coverage $ 10 million per occurrence $0 Employee fidelity blanket coverage $ 1 million per occurrence $0 Comprehensive auto liability $ 10 million per occurrence $0 On behalf of the member, the AWC RMSA agrees with and represents to certificate holder, that within the limits and provisions of the above program, AWC RMSA will provide defense, payment, loss or indemnification funding in accordance with the terms of the Joint Protection Plan (JPP) provided, however, the assumption of liability is limited to claims arising from the sole negligence of the employees of City of Yelm with respect to the referenced operations or activities. AWC RMSA is not an insurance company and therefore cannot name an additional insured or loss payee. Cancellation: Should the above described coverage be cancelled before the expiration date thereof, the AWC RMSA will endeavor to mail 30 days written notice to the above named certificate holder, but failure to mail such notice shall impose NO obligation or liability of any kind upon the AWC RMSA. This certificate is issued for information only and gives no rights to the certificate holder. This certificate does not amend, extend or alter the coverage provided by the AWC RMSA. Luann Hopkins Chief Operating Officer cc: City of Yelm Association of Washington Cities Risk Management Service Agency 1076 Franklin Street SE, Olympia, WA 98501 To: Mayor Ron Harding Yelm City Council Agenda Item 8. a. Yelm Skatepark Award Bid Contract Page 1 of 3 City of Yelm STAFF REPORT From: Ryan Johnstone, Public Works Director Chad Bedlington, Public Works Manager Date: November 5, 2015 (for November 10, 2015 City Council Meeting) Subj: Yelm Skatepark- Request for Authorization to Award Bid and to Enter into Construction Contract Attach: Bid Tabulation Results Recommendation Authorize Mayor Harding to award the project to and sign the construction contract with Dreamland Skateparks, LLC in the not to exceed amount of $409,300.00. This amount is not inclusive of sales tax and excludes Bid Alternative 3 listed below (Plant Purchase and Installation). Background The Skatepark Project is located at 201 1St Ave NE across SR507 from the Yelm City Park and future Community Center. The project was designed in partnership with City Staff, BCRA consulting, New Line Skateparks Inc, and a Citizen Advisory Committee. The majority of the project is funded via a Federal grant through the Community Development Block Grant (CDBG) program, facilitated through Federal Housing and Urban Development (HUD). This project was originally bid in August of 2015, with bid results unfortunately coming in well above the allotted budget for this project. The project was rebid in October of 2015 with the results attached for your consideration. Current Situation The Skatepark project was advertised for construction on October 16 & 23, 2015 and bids were opened on October 30, 2015. Six (6) bids were received. Bids received were: Agenda Item 8. a. Yelm Skatepark Award Bid Contract Paae 2 of 3 The engineer's opinion of probable construction cost was $340,000.00 with bid alternate 1 at $28,510.00, bid alternate 2 at $14,306.00 and bid alternate 3 at $15,882.00. The lowest responsive bids were within the acceptable limits based on industry expectations for a project of this size. Dreamland Skateparks, LLC was selected as the lowest responsive bidder based on the base bid amount. Bid Alternatives 1, 2 and 3 were not advertised as eligible for individual award and remain at the sole discretion of the City to modify, include, or exclude from the contractors scope of work and budget. Bidder's Name Total Base Bid Amount Bid Alternative 1 Bid Alternative 2 Bid Alternative 3 Gricti $404,600.00 $22,140.00 $10,316.00 $36,900.00 Construction Roglines $415,000.00 $12,700.00 $7,000.00 $21,000.00 Gritton Building $478,071.00 $12,162.00 $7,072.00 $12,888.00 Co. Northwest $435,655.00 $15,800.00 $7,700.00 $20,000.00 Cascade RV Associates $395,000.00 $18,000.00 $8,000.00 $32,000.00 Dreamland $370,800.00 $30,000.00 $8,500.00 $36,400.00 Skateparks The engineer's opinion of probable construction cost was $340,000.00 with bid alternate 1 at $28,510.00, bid alternate 2 at $14,306.00 and bid alternate 3 at $15,882.00. The lowest responsive bids were within the acceptable limits based on industry expectations for a project of this size. Dreamland Skateparks, LLC was selected as the lowest responsive bidder based on the base bid amount. Bid Alternatives 1, 2 and 3 were not advertised as eligible for individual award and remain at the sole discretion of the City to modify, include, or exclude from the contractors scope of work and budget. Skatepark Project Re -Bid 10/30/2015 2.15 PM Engineer's Estimate: $340,000 VIII �" i "II, "igldll'Iiiip�i, Bid Alt. #1 $28,510 w.asn,,iwcTOni Bid Alt. #2 $14,306 Bid Alt. #3 $15,882 Agenda Item 8. a. Yelm Skatepark Award Bid Contract Page 3 of 3 City of Yelm Public Works Department Physical Address: 901 Rhoton Road SE Mailing Address: 105 Yelm Ave West Yelm, WA 98597 (360) 458 -8406 Fax: (360) 458-8417 Web: �nr�mu.ci.ye lm.�nra.us Bidder's Name Total Base Bid Amount Bid Alternative 1 Bid Alternative 2 Bid Alternative 3 Grindline Construction $404,600.00 $22,140.00 $10,316.00 $36,900.00 Roglines $415,000.00 $12,700.00 $7,000.00 $21,000.00 Gritton Builidng Co. $478,071.00 $12,162.00 $7,072.00 $12,888.00 Northwest Cascade $435,655.00 $15,800.00 $7,700.00 $20,000.00 RV Associates $395,000.00 $18,000.00 $8,000.00 $32,000.00 Dreamland Skateparks $370,800.00 $30,000.00 $8,500.00 $36,400.00 H:\ —Parks Department \Projects \Skate Park \skatepark - Re -Bid Results Join us for this signature AWC workshop where you'll network with a group of your peers, interact virtually with trainers who've worked extensively with cities, and spendtimetmgetherexaminingrea|+moddmunicipa|scenarios,withthehe|pofan on-site city attorney.The morning session covers your basic legal obligations and liabilities, and your statutory role and responsibilities. In the afternoon, you'll explore what makes your work at city hall meaningful, and how your leadership contributes tea greater good and a healthier community. Asan added benefit, this event offers on excellent opportunity tu connect and network with other city leaders in your region, while spending less time and travel costs than a traditional training event. You don't have tabe new to elected office to benefit from this /WVCworkshop that covers the most critical legal and functional responsibilities of local elected officials. This training is also designed to meet the specific requirements of the Open Government Training Act. Foster Pepper Craig Dunn Western Washington University [� L� � � � w , Agenda Item 12. Correspondence Page 2 of 6 No ver b e r, and 0 1 IS III ICI ; � IEII BE IF ! #GivingTuesday is a global event on December 1 st that recognizes the importance of giving back. Following on the heels of "Black Friday" and "Cyber Tuesday," #GivingTuesday celebrates the generosity of the human spirit. On #GivingTuesday, please #GiveTueTransition to raise funds for our High School Transition Program! This program provides critical work experience and skill development for young people with disabilities. Your gift can change the lives of students with disabilities and provide them with a chance at a bright, meaningful future. Buy an Hour to Empower for $75 Fund an hour of job coaching to help develop important job skills such as communication and understanding employee responsibilities. Sponsor a Dream for $50 Support Job Club, a weekly group at SPSCC that provides Transition students with essential activities and lessons about employment. Students engage in activities like mock interviews conducted by area business leaders. Bridge the Gap for $25 Purchase necessary internship equipment for Project SEARCH and The Work Experience Project like interview clothing and slip resistant shoes so students can sample a variety of jobs. Agenda Item 12. Correspondence Page 3 of 6 #G � u �. l ,, � 11"" U e IF ra n lutun on Dece rri IIer 't by donating at I lu e e IC luce c ,„ "'11"'r-' In lu'tlu In StUdents ac[' -fl . e III i e li Ic UI II (pate n'ti II . Like riming i oin Facebook ._ ------------------------------------------ - - - - -- - ---------------------- - - - - -. PO Box 7936 809 Legion Way SE Olympia, WA 96507 360- 943 -0512 111114 s flii jcflas Rxiii Ill r')rpl l4 uCll i, usaall uillH'pules 14then Everybody Works, Everybody 14fins Agenda Item 12. Correspondence Page 4 of 6 The City of Yelm and AWC invite you to a reception honoring Representative J.T. Wilcox with the AWC Transportation Champion Award. The Association of Washington Cities presents this award to Rep. Wilcox in recognition of his critical assistance and efforts to enact a transportation package that provides tools and benefits to cities across the state. The passage of this comprehensive, multi -modal transportation package was a bright spot of the 2015 legislative session, and keeps cities moving forward. Join us in thanking Rep. Wilcox: November 10, 2015 5 -6pm Yelm Public Safety Building 206 McKenzie Ave SE Yelm, WA 98597 Cake and punch will be served. Please R.S.V.P. to Regina Adams at regjnaa @awcnet.org or call (360) 753 -4137. Association of Washington Cities • 1076 Franklin St SE • Olympia, WA 98501 If you wish to unsubscribe, click here to email us at un ubs rL aaa.�nrcnet.orc . Association of Washington Cities 1076 Franklin Street SE, Olympia, WA 98501 -1346 360- 753 -4137, 1- 800 - 562 -8981, fax: 360- 753 -0149 � -[[ffrr� rt(fillE11j11j� DEPARTMENT OF THE ARMY US ARMY CORPS OF ENGINEERS SEATTLE DISTRICT REGULATORY BRANCH P.O. BOX 3755 SEATTLE, WA 98124 -3755 CENWS -OD -RG (C) OFFICIAL BUSINESS City of Yelm 105 Yelm Avenue West Yelm WA 98597- Agenda Item 12. Correspondence Page 5 of 6 wl ° U.S,POSTAGE>> PITNEY B© ES ti ZIP 98134 000. 90 L 02 1 VV 0001389129NOV 03 2015 Agenda Item 12. Correspondence Page 6 of 6 Public Notice Date: October 2, 2015 SUBJECT: Public Notice for a Department of the Army Regional General Permit 6 (RGP 6): Structures in Inland Marine Waters of Washington State The U.S. Army Corps of Engineers has proposed to modify and reissue RGP 6 to authorize the construction of new residential overwater structures in certain inland marine waters of Washington State through a streamlined application process. Activities in this permit include fill and work in waters of the U.S. Specifically, overwater structures are identified as piers, ramps, and floats, mooring buoys, marine rails, open -frame stairways, bluff-to -beach trams, and watercraft lifts are limited to one structure or rail plus one stairway or tram per property. Maintenance of existing structures and the construction of commercial structures or marinas are not authorized by the RGP. Compensatory mitigation will be required as part of the proposed action. The U.S. Army Corps of Engineers Seattle District has posted the above - referenced public notice for your review and comment at www.nws.usace.armV.mil, under the heading "Open Public Comment Period" select "Regulatory Public Notices." If your do not have internet access and would like to request a paper copy of the notice, please contact Ms. Erin Legge at (206) 764 -6695. Comments must be received by: December 1, 2015