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12-08-15 MinutesYELM CITY COUNCIL REGULAR MEETING TUESDAY, DECEMBERS, 2015 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Joe Baker, Bob Isom, Tad Stillwell, Tracey Wood, Ken Garmann and Russ Hendrickson. Agenda Approval 15-107 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations - November Student of the Month - Sarah McAuley is an amazing young adult at Yelm High School. Academically she is talented and near the top of her class, combining both YHS and Running Start workloads. As a leader Sarah is highly active in a variety of programs including cheerleading, chamber choir and leadership summit. Sarah also volunteered to plan and put on the highly successful sophomore orientation'. It is also quite common that Sarah spends time at school helping teachers. After, graduation, Sarah plans to pursue an ROTC program at a 4 -year college, and is currently leaning toward Central Washington University. Sarah is a great ambassador for Yelm High School. Mayor Harding presented Ms. McAuley with a plaque and thanked for attending the meeting. 5. Public Comment - no public comment 6. Consent Agenda Minutes - Regular Meeting November 24, 2015 Payables - Checks #65823 - #65936, Totaling $689,669.33 15-108 MOTION BY RUSS HENDRICKSON APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing - a. Continued Public Hearing from November 24, 2015 Ordinance No. 1008 - 2016 City of Yelm Budget Mayor Harding continued the Public Hearing at 6:07 from November 24, 2015. Noah Crocker presented a slide show on the updated figures for the budget. There were only minor changes from the preliminary budget presented on November 24. Tami Merriman presented the Mayor and Council with a letter regarding the proposed 2016 Budget as part of the official record. All non -represented, non- exempt employees were present during the public hearing comment with the exception of Dana Spivey. On August 24, 2015, the non -represented, non-exempt employees filed a petition to form a union under the Washington State Council of County and City Employees (WSCCCE). In March 2015, the collective bargaining agreement between Teamsters Local Union No. 252 and the City of Yelm was ratified. The contract included a 2.25% COLA increase in 2015 and 2016, as well as a change in medical benefits that the City would pay 95% of the employee's health insurance premiums, and the employee would pay the other 5%. Non - represented employees received with their April 2015 pay stubs, notice of the amended salary scale to include the 2.25% COLA and the increased cost of health insurance pursuant to the Public Works contract. On November 20, 2015 non - represented employees received an email that stated "because the WSCCCE 12/8/15 bargaining is pending, and the cost of living (COLA) is part of the bargaining process, the wage scale for this membership was unchanged from 2015, with the exception of step increases." The non -represented employees continue to pay the 5% insurance premium. According to the National Labor Relations Act, the work place environment must stay "status quo" until a contract is ratified. It appears that withholding an approved and expected wage increase while still requiring a percentage of health insurance premiums is a change to the non -represented employee's work place environment. Mayor Harding stated the situation is similar to when the Police Department switched from the Teamsters Union to the Police Guild. The Cost of Living (COLA) is a negotiated item therefore it is not automatically carried over to 2016. Mayor has been in contact with the City's Union negotiation representative and this is the direction he advised the City to take. Councilmember Wood said the council needs clarification on where we are in the process. He does not believe that everyone on the Council is aware of this issue and what our legal input has been. Councilmember Stillwell asked if the employees are currently paying the 5% of the premium and not receiving the COLA. Mayor Harding stated the City is maintaining the medical benefit at the existing level. Janine Schnepf, City Clerk/HR Manager stated that in the past, the COLA had been applied based on the other union negotiations. Prior to this year, there was not the third union. This year is unique in that the new unit was just formed so a piece of the new bargaining will be that salary piece and that is why it is not applied in 2016. Councilmember Foster clarified that the unrepresented employees will not be receiving the COLA for the start of 2016, but will negotiate a COLA in their new contract when the negotiations take place. The Mayor stated that when a new union is formed, there is no pursuing benefit as far as COLA's. That is a bargained benefit. Councilmember Stillwell asked if the health care is a bargained benefit as well. Mayor Harding stated they could bargain the health care as part of the negotiation process. Mayor Harding is hesitant to make any changes and is unsure if it is even appropriate for the council to engage with the employee's one on one when they have a collective bargaining unit. Councilmember Isom stated that both of the items mentioned are negotiable items in a contract. This particular group of employees has never had a contract, (in his opinion) therefore any provisions or benefits of other contracts were given to the non -represented employees was done out of fairness. Councilmember Isom is personally uncomfortable with this entire conversation because they are represented at this stage of the game. Councilmember Garmann asked about the timeline of the bargaining and the COLA. Mayor Harding stated Councilmember Isom's comment sums it up. Mayor Harding hopes the bargaining will start quickly and this will be a mute point. Tami Merriman stated that the union representative for the non- represented employees was not aware of the change in COLA's until it was brought to his attention by City Staff, and it was a shock and disappointment to receive the email in November. Councilmember Garmann stated that to have this come to the attention of Council at the last minute of the budget process, seems like it should be examined more thoroughly and have more discussion, like the Police Guild got a sign on bonus to make up for the lack of COLA increase, if staff was promised this increase and it is being denied due to timing, it does not seem fair. It does not seem right that we as a Council have not had the opportunity to have discussion. Mayor Harding stated that it would have been much more appropriate if the union agent would have contacted, the City's representative and talked about this in advance. Councilmember Foster asked Noah if the 2016 budget number reflected the 2.25% COLA for the non - represented employees. Noah stated that the 2016 budget does not include a 12/8/15 2016 COLA for non -represented employees. Mayor Harding closed the public hearing at 6:31. 8. New Business — a. Ordinance No. 1008, 2016 City of Yelm Budget Noah Crocker, Finance Director stated that Mayor Harding and staff present a balanced 2016 Budget. The current budget has changed very little since it was last presented. The expenses have been brought up to date. The $6.867 million dollar general fund reflects a conservative approach to revenue projections ($5.071 million), as well as a thorough analysis of planned expenditures. It maintains current programs, contracts and levels of service provided to the community. The Interfund Loans for $245,000 from the General Fund to Fund 316 have change since we received a portion of the grant money since the last meeting. The Interfund Loan has been reduced by $177,000. Noah thanked the Mayor and Administrative staff in helping developing the budget. Councilmember Isom moved to approve Ordinance No. 1008. Seconded by Councilmember Wood. Mayor Harding asked for further discussion. Councilmember Garmann stated because his term is ending he will be abstaining from the voting on the budget. Councilmember Stillwell will also abstain since this is only the second Council meeting he has attended. Councilmember Baker stated this is his last meeting and he will abstain from voting. Mayor Harding informed the Council that if they did not have an operating budget at the end of this meeting, no staff could come to work. Councilmember Foster felt that process of adopting and working through this budget was a fair representation of what we had negotiated and achieved throughout the year with our revenues and expenditures. Councilmember Foster believes that next year's budget will also show that we are being efficient and responsible with the funds for the City of Yelm. Mayor Harding called for the question. 15-109 MOTION BY BOB ISOM ADOPTING ORDINANCE NO. 1008, 2016 CITY OF YELM BUDGET. 4 -AYES (FOSTER, ISOM, WOOD AND HENDRICKSON), 3 - ABSTAINED (BAKER, STILLWELL AND GARMANN). MOTION CARRIED. b. Nisqually River Foundation — Intergovernmental Services Contract for 2016 Noah Crocker, Finance Director reported that the Nisqually River Foundation, (formerly known as the "Yelm Community Schools-Nisqually River Education Project", now recognized as a 501C3 not-for-profit organization associated with the Nisqually River Council), seeks to create a new generation of Yelm citizens who are aware of and care for Yelm Creek, the Nisqually River and the City of Yelm's water resources, including groundwater, surface water, wastewater and reclaimed water. If approved, this will be the City of Yelm's 13th year supporting this cause. Through this support, the City of Yelm will join other local governments in supporting this outstanding watershed education program and will be recognized as a Nisqually River Foundation and Congress sponsor. A request for continued support was received on November 16, 2015 in the amount of $3,500.00. 15-110 MOTION BY BOB ISOM TO APPROVE AND AUTHORIZE MAYOR HARDING TO SIGN THE ATTACHED INTERGOVERNMENTAL SERVICES CONTRACT FOR THE PERIOD JANUARY 1, 2016 — DECEMBER 31, 2016 IN THE AMOUNT OF $3,500.00, BETWEEN THE CITY OF YELM AND THE NISQUALLY RIVER FOUNDATION — NRF". CARRIED. 12/8/15 c. YELM MULTIPURPOSE SENIOR CENTER CONTRACT Noah Crocker, Finance Director stated that the Washington State Constitution allows the city to provide funding to non-profit organizations for the necessary support of the poor and infirm. Historically, the City of Yelm has contributed monthly funding to the Yelm Adult Community Center (Senior Center) to aid in their mission of providing services to the senior community. The amount approved by Council in 2014 is $1,000.00 per month. The City Council has indicated they would like to continue to provide these services funds to the Yelm senior multi-purpose center and staff recommends approval of a contract extension from May 2015 -December 2016. Councilmember Wood asked what the previous monthly amount was, and if it was increasing to $1,000. Noah stated it had been $500 a month. 15-111 MOTION BY BOB ISOM APPROVING RESOLUTION NO. 562 ESTABLISHING AN INTERFUND LOAN BETWEEN THE GENERAL FUND 001 TO THE ROADS/STREET CONSTRUCTION FUND 316. CARRIED. d. Engineering and Construction Management Services, BHC — 2016 AC Water Line Replacement Ryan Johnstone stated the Capital Improvement Program (CIP) approved as part of the current water system plan contains water main replacement projects necessary to increase the reliability and efficiency of the potable water distribution system. One of the primary ways to accomplish this is to replace old, AC water main with new PVC or ductile iron, and to address deficiencies in capacity (i.e. undersized pipe). Several pipe segments were included in the 2014 Water Main Replacement Project. Council approved these projects on July 22, 2014 for design by BHC, LLC. The contract was approved in the amount of $84,369 at that time and added to on October 14, 2014 for a total design approval of $132,710. The project was broken into three separate bid schedules A, B, and C to allow for reduction in the construction contact should bid results exceed the budgeted amount. Yelm Ave E was added to the CIP because it was AC pipe, undersized (6") for the system needs of potable water circulation, needed upgrade for fire flow, and was logical to replace while replacing the tow adjoining pipe segments. City staff put forth a solid effort to replace the Yelm Ave E main prior to the WSDOT overlay completed earlier this year but was unsuccessful due to planning and scheduling challenges with WSDOT. This will affect the construction costs associated with this pipe segment, but could remain nominal, as a full Asphalt depth overlay will not be required. Design of the Schedule A water main sections is currently 80% complete. If the request for additional scope of services is approved, design will resume upon adoption of the 2016 budget (early January). Anticipated completion and out for bid in March 2016, with construction completion near June 2016. Approval to complete the design, bid, and construction management support of the Schedule A pipe segments will increase the design contract by $30,924. Project funding for the remaining design and construction will be from the 404 Water Capital Improvement Fund and is included in the 2016 Proposed Budget. 15-112 MOTION BY 3W FOSTER AUTHORIZING MAYOR HARDING TO SIGN A CONTRACT AMENDMENT IN THE AMOUNT OF $30,924.00 WITH BHC CONSULTANTS FOR ADDITIONAL DESIGN SERVICES FOR ASBESTOS CEMENT (AC) WATER MAIN REPLACEMENT. CARRIED. 12/8/15 e. 2015/16 Legislative Services Contract Noah Crocker, Finance Director explained that Kathleen Collins, of Capitol Strategies, and Davor Gjurasic, of Gjurasic Public Affairs, have been contracted to work for the City at various times since 2005 and are well acquainted with issues of great importance to the City, particularly the 510 Yelm Loop project. Their presence and advocacy of Yelm issues during legislative sessions is of significant value and has proved beneficial to advancement of the Loop project, as well as receiving funding for capital projects, such as the Longmire Park restrooms and community center. This contract continues efforts toward the completion of the 510 Yelm Loop, specifically inclusion of moving funding ahead of its current schedule. It also includes other issues considered by the Legislature and/or voters; monitors water and reclaimed water issues; and provides assistance in identifying funding opportunities for capital projects. Monthly summaries will be provided as part of the contract, as well as a legislative summary at the end of the legislative session. The 2015/16 contract state date of November 1, 2015 will include compensation for these services are $20,000 at $4,000 per month, and combined expenses not to exceed $2,000. Funds expended in 2015 will come from the General Fund (001), Arterial Streets (102) and ; 2015-2016 expenses will be budgeted from the General Fund (001), Arterial Streets (102) and Water Fund (401) on a pro -rata share or work performed on the issues. Councilmember Stillwell asked how often we would get feedback from the lobbyists. Mayor Harding stated he would probably meet with them at least 2 dozen times during the contracted time. 15-113 MOTION BY BOB ISOM TO AUTHORIZE MAYOR HARDING TO SIGN A LEGISLATIVE SERVICES CONTRACT TO ENGAGE DAVOR GJURASIC AND KATHLEEN COLLINS TO LOBBY ISSUES OF BENEFIT TO THE CITY OF YELM FROM NOVEMBER 1, 2015 THROUGH MARCH 31, 2016. CARRIED. f. Ordinance No. 1009, 2015 Year End Budget Amendment Noah Crocker explained there are variations in both revenue and expenditure appropriations occur throughout the budget year, creating the need for amendments. The City of Yelm adopts the annual budget by department level for the Current/General Fund and by fund level for all other funds. The 2015 Amendment total is $69020.00. Appropriation changes include adjustments to balance the departments/funds for fund 109 Yelm Police Department School Resource related to salaries and benefits. The net effect to ending cash is ($3,953.00). Councilmember Isom asked if the increase was a direct result of the new Police contract. Noah stated it was. 15-114 MOTION BY BOB ISOM ADOPTING ORDINANCE NO. 1009 AMENDING THE 2015 BUDGET BY APPROPRIATING FUNDS FOR 2015 CONTRACT OBLIGATIONS, TRANSFERS, AND OTHER EXPENDITURE RELATED BUDGET ADJUSTMENTS. CARRIED. 9. Old Business —none scheduled 10. Mayor and Council Initiatives Councilmember Baker attended the Intercity Transit Board meeting and reported the three positions on the Citizen Action Committee have now been filled. At the Intercity Transit Board meeting Councilmember Baker was presented a plaque, a clock and a Proclamation in honor of his time at Intercity Transit. Rosemont and other businesses can get discounted passes by simply applying. 12/8/15 Councilmember Isom thanked Councilmember Baker and Councilmember Garmann for their years of service on the Council. Councilmember Isom attended the Thurston Regional Planning Council meeting where the Thurston Climate Action Team gave a presentation and the survey and results are on their website. The Executive Director's evaluation went very well. The annual contract will be coming up very soon and dues will be billed in March. Councilmember Wood thanked Councilmember Baker and Councilmember Garmann for their service and stated they will be missed. Councilmember Hendrickson attended the Yelm Emergency Operations Board meeting where they discussed Tacoma/La Grande has increased their water by 700 cubic feet going over the damn. It is up to 6,300 cubic feet per second. Thurston County has activated their Emergency Coordination Center due to all the rain and flooding. Mayor Harding thanked Councilmember Baker and Councilmember Garmann for their service and it has been a pleasure working with both of you during your terms. Mayor Harding also thanked Councilmember Littlefield for her service. Staff will be hosting a small reception for the outgoing Councilmember's and those invitations will be sent out soon. Mayor Harding received a phone call yesterday from Thurston County Commissioner Sandra Romero in regards to the HOME Consortium Group. HOME Consortium is the advisory board that awards money that is taken in through document preservation. The group has voted to self - dissolve at their last meeting. They would like to transfer the authority to award funding from HOME Consortium to a new group called the Community Initiation Partnership (CIP). In order to be a member of this newly formed group CIP, the county is asking for a financial commitment of one-half of one percent of our sales tax collected to assist in funding the organization. Mayor Harding told Commissioner Romero that he would relay the message but he does not fully understand the authority of the group or the funding stream. Councilmember Isom asked that this matter be brought to a future Study Session. Mayor Harding stated Commissioner Romero wanted a commitment by Friday, December 11, 2015. Council consensus was that they could not vote on something that they did not fully understand. 11. Executive Session - none scheduled 12. Correspondence included - Yelm Area Chamber of Commerce December Forum & Luncheon, Tuesday, December 8, 11:30 -fpm, Prairie Park Hotel Councilmember Foster was unable to attend the Christmas in the Park but would like to know how it went in the new Community Center building. Councilmember Hendrickson wanted to recognize John Edwards for working the event all day with a smile on his face. Mayor Harding stated there is a large participation of city staff and school staff and the Chamber and businesses that work the event. There were many positive comments about the Community Center. Councilmember Hendrickson thanked Councilmember Woods and Mr. Doug's Restaurant for donating the hot dogs. 13. ourned at 7:0 Am. r Attest: RiA Ha r6 in a y o Lori Mossman, Deputy City Clerk 12/8/15