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02 09 2016 Agenda Packet AGENDA YELM CITY COUNCIL MEETING TUESDAY, FEBRUARY 9, 2016 6:00 P.M. Website Viewing: Clicking on agenda items will open associated d resolutions, ordinances, etc. Note: some agenda items may not haattachments. 1. Call to Order 2. Roll Call 3. Agenda Approval ACTION Special Presentations- 4. Student of the Month- Public Comment 5. the meeting recorder. Comment topics should not appear elsewhere on the agenda. Time (three minutes per speaker) and the number of speak are limited and may be adjusted to meet agenda requirements. 6. Consent Agenda ACTION a. Minutes; Regular Meeting January 26, 2016 Payables; Checks # b. Public Hearing none scheduled 7. New Business- none scheduled 8 Old Business none scheduled 9. 10. Council and Mayor Councilmember Foster represents Yelm on the following committees. Thurston County Solid Waste Advisory Committee (SWAC) Councilmember Carmody 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 Stillwell represents Yelm on the following committees. Thurston County EDC Board Yelm Finance Committee Councilmember Wood represents Yelm on the following committees. (TRPC) Transportation Policy Yelm Finance Committee Board Yelm Transportation Committee TComm 911 Admin Board Councilmember DePinto represents Yelm on the following committees. Yelm Transportation Committee Thurston County Law and Justice STEDI Councilmember Hendrickson represents Yelm on the following committees. Medic One Yelm Emergency Operations Board Mayor Harding represents Yelm on the following committees. Yelm Economic Development Yelm Finance Committee Committee Yelm Emergency Operations Board Yelm Transportation Committee 11. Executive Session- none scheduled 12. Correspondence (Correspondence is available upon request) Comcast Upcoming changes to set-top boxes dated January 26, 2016 Nisqually Land Trust 2016 Conservation Dinner and Auction invita 2, 2016 4:30-9:00pm @ Indian Summer Golf & Country Club in Olympia, WA. Public Notice -Elected Officials Retreat (additional information below) Thurston County Auditor Mary Hall News Release reminding voters that Election Day is Tuesday, February 9, 2016. 13. Adjourn Upcoming Meetings Elected Officials Retreat scheduled for February 11, 2016 from 9:00-4:00 at the Public Safety Building Training Room, 206 McKenzie Ave. SE Regular City Council Meeting, Tuesday, February 23, 2016, 6:00 p Council Study Session, Wednesday, February 24, 2016, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, March 8, 2016, 6:00 pm, Public Safety Building CITY OF YELM MEETING INFORMATION All regular Yelm City Council meetings are audio recorded. A $5. about obtaining a copy of the proceedings, please call 360.458.840 Public comments are welcome. However, in order to proceed with s speaker is limited to 3 minutes and the number of speakers limit portion of the meeting should not be associated with measures or topics appearing elsewhere on the ag should not address topics for which public hearings have been co abilities. If you are a person with a disability and in need of reasonable accommodations to co processes or activities, please contact Janine Schnepf, at 360.4 scheduled event. The City of Yelm is an equal opportunity provide The Preliminary Agenda and Approved Council Minutes are availabl www.ci.yelm.wa.us Agenda Item 6. a. Minutes Page 1 of 6 YELM CITY COUNCIL REGULAR MEETING TUESDAY, JANUARY 26, 2016 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Molly Carmody, Tracey Wood, Joe DePinto and Hendrickson. 16-008 MOTION BY TRACEY WOOD EXCUSING COUNCILMEMBERS BOB ISOM AND TAD STILLWELL FROM THE MEETING. CARRIED. 3. Agenda Approval 16-009 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations Yelm Chamber of Commerce Update, Victoria Wortberg Victoria has been with the Chamber of Commerce since September is a great opportunity to look at how to move the Chamber forwar responsive to businesses, our community and the City of Yelm. Vi the City, the community and the business community for the incre for the Chamber. Victoria gave an overview of the Chambers plan and next year. There will be four different types of services av businesses and those businesses will choose the level of service Chamber that best fits their individual needs. The Chamber has n help businesses market effectively that have never been offered an online membership portal that will have individual websites o located in Yelm, business coaches that will come to Yelm to work owners and Town Hall meetings where business owners will be able City officials to improve Yelm for our business community. The $ Chamber receives from the city is used for marketing our communi Victoria thanked the Council for their continuing support and encourages them to extend the contract again this year. Councilm asked what the annual budget for the Chamber would be for 2016, anticipated major expenditures and how the Chamber plans to mark. Victoria stated $210,000, in which approximately $100,000 goes t existing employees and anticipated future employees. Victoria is a marketing campaign and forming partnerships in the community a Mayor Harding thanked Victoria for attending and encouraged the keep up the good work. 5. Public Comment Preston Collins, Yelm resident spoke about disclosure in government. Disclosure means telling the truth. Our high-level government has been keep its citizens for years. Withholding technology and patents under national security, which would have improved our lives greatly. th profits and allowed profiteering to corporations and elites. On , Captain Randy Cramer, US Marine was a guest speaker at the Triad where he disclosed his experiences while serving as a member of that go beyond the trainings of a politician. Learn to benefit n citizens and visionaries of this community. 1/26/16 Agenda Item 6. a. Minutes Page 2 of 6 Michael Cade, Executive Director of the Thurston Economic Development Counci spoke to Council about the South Thurston Economic Development I which is a consortium of citizens that come together to support Commerce, and the businesses that do economic development in the The group provides technical assistance to business to make them thrive. A working group meets every month and everyone is invite Shawna Stuart, Executive Director of the Visitor and Convention Bureau reported that she works with all of Thurston County and have som initiatives moving forward that are regional in nature one of wh Agrotourism program. The role of the bureau is destination marke means to inspire, inform, and influence visitors, meeting planne operators to come to our region and experience what we have to o business plan will be available online tomorrow. Aslan Meade, Economic Development Council is newly hired and will spend hal time focusing on the South Thurston region. Aslan is a liaison w Olympia and is hoping to involve the Port of Olympia in some kin infrastructure in the near future. Aslan is the chair of the Thu Council, which is currently merging with the Thurston Thrives Fo Lisa Smith, Enterprise for Equity, which helps people with limited income small businesses and has been around for 11 years. They also do technical assistance, money 101 classes that teach people to man well, learn how to grow and offer micro loans up to $25,000. Lis recommends that everyone attend at least one of the STEDI meetin rd held the 3 Friday of each month at 8 am in different locations. Mayor Harding thanked the group for attending the Council meeti update and stated the STEDI group is a very enthusiastic consort owners with a lot of positive information. Mayor Harding invited to a future Study Session. Michael Cade stated that Victoria Wor launching program manager for the Washington Center for Women in and during her tenor as the director of that program, she launched 107 new businesses. She is excellent resource to the Yelm community and to congratulate her publically for the great work she has done. Cameron Jane, owner of the Triad Arts Theater welcomed the newly elected Council members. Cameron reminded everyone that the Nisqually Tr family has contributed an art exhibit that is being shown at the beautiful. Councilmember DePinto thanked Jane for attending, sta attending an upcoming play, and encouraged the rest of the Counc 6. Consent Agenda Minutes Regular Meeting January 12, 2016 Payables Checks #66182 - #66182 Totaling $530,281.09. 16-010 MOTION BY MOLLY CARMODY TO AMEND THE CONSENT AGENDA TO WITHDRAWL THE PAYABLES FOR FURTHER DISCUSSION. MOTION SECONDED. AYES (CARMODY, DEPINTO AND FOSTER) OPPOSED (WOOD). CARRIED. 16-011 MOTION BY JW FOSTER TO APPROVE THE AMENDED CONSENT AGENDA. SECONDED AND MOTION CARRIED. Councilmember Carmody had concerns about the payables in the pac regarding the SW Well project that has been stopped by the Supre payables add up to $252,000 for this project and since the proje stopped, she would like to know why we are still writing checks. stated the SW Well project is an ongoing project and has nothing 1/26/16 Agenda Item 6. a. Minutes Page 3 of 6 Supreme Court. That is the location of the water right if we rec project is more than just about the water rights. Councilmember concerned about the amount of money being spent on a project tha receive the water rights to complete. The odds that the current explained that the Council has already approved and entered into the work on the SW Well. The project would also put in a half a storage facility. Ryan Johnstone, Public Works Director clarifie could use the existing water rights that the City currently has as well. Regardless of what happens with the SW Well, the bulk o infrastructure that is there would be utilized. We can pump up t from the downtown wells and use it as an additional storage faci Councilmember DePinto asked Ryan Johnstone if he thought in his opinion if the we needed to move forward and pay these bills. Ry this is a valuable project for the City and the bills should be Community Development Director also added that the SW Well proje provide backup storage to the downtown wells that were construct could potentially have issues. Ryan explained the SW Well would storage to the two sources of supply that are currently located 60 feet deep which could be subject to surface water issues. May the City attorney, Brent Dille what the legal obligation of the stated the invoices need to be paid. There could be legal ramifi chooses to opt out of the contract at this time. 16-012 MOTION BY MOLLY CARMODY TO APPROVE THE VOUCHERS AS PRESENTED. CARRIED. 7. Public Hearing none scheduled 8. New Business a.Yelm Chamber Contract for Services 2016 Noah Crocker reported during the 2016 budget, the City Council a continue funding for the Yelm Area Chamber of Commerce for the t services they provide to the Yelm residents and businesses in th $7,500.00. The 2016 Service Provider Agreement between the City Chamber describes the tourist related services to include: resea tourist-related materials promoting the City of Yelm; produce th organize, sponsor, administer and advertise community events tha attendees from outside the Yelm area, such as Yelm Prairie Days and Garden Show. 16-013 MOTION BY JW FOSTER TO APPROVE AND AUTHORIZE MAYOR HARDING TO SIGN THE SERVICE PROVIDER AGREEMENT BETWEEN THE CITY OF YELM AND THE YELM AREA CHAMBER OF COMMERENCE FOR THE PERIOD JANUARY 1, 2016 DECEMBER 31, 2016 IN THE AMOUNT OF $7,500.00. CARRIED. b.Ordinance No. 1010, Budget Amendment Community Center Noah Crocker stated that at the October 2015 Council study sessi was updated on the status of the Yelm Community Center construct time, the contractor had exceeded the contract deadline and had schedule for completion before the end of the year. The project to be substantially complete on December 4, 2015, and should hav completed, including punch list items, by January 6, 2016. The f 1/26/16 Agenda Item 6. a. Minutes Page 4 of 6 have not been made. The estimated cost to complete and occupy th including fixtures and furnishings, installing the audio visual cameras, and renovating the old park restrooms to storage for th Center, is $284,000. This assumes that all remaining items in di nity Center construction budget included $141,931 of unspent expenditure authority, which the Municipal Building Fund as beginning net cash. Councilmember where the funds were coming from. Noah Crocker stated there is 1dollars in bond proceeds, 1.45 million in grant proceeds from the State, from the Port of Olympia, about $50,000 for an insurance claim d the previous kitchen by the circus, and there were some transfer accumulative reserve fund in prior fiscal years. $389,000 from accumulative reserve funds from beginning the project to date has been transf project fund. Councilmember DePinto asked how much the Community would cost. Grant Beck stated the total cost from inception to d million dollars. Total will be closer to $2.7 when the project i some unforeseen costs with the Center. Councilmember Carmody won the invoice from Stetz Construction sent to her by Mayor Harding million dollars as the original contract amount and would like t now $2.8 million dollars. Grant Beck explained the $2.7 million construction cost, not just the construction of the Community Ces the tear down of the old police station, the old skate park and City bought that bordered the City Park property. It also includ construction management and the construction. The invoice from S Construction only included the construction of the Community Cen Harding added that the City is bound by state law and have detai requirements for Architecture and Engineering and that is an exp Councilmember DePinto asked if there are any outstanding invoice project and when did the City receive them. Noah Crocker stated that BCRA for Construction Management and Stetz Construction both have outstan invoices. Grant reported that the contractor submitted an invoic December but it was too late to pay the invoice in the December meeting. Because the contractor went beyond the substantial comp th that invoice was paid at the January 12 Council meeting but withheld enough th funds to make the City whole should the punch list items not be and liquid damages, until the project closeout. 16-014 MOTION BY TRACEY WOOD ADOPTING ORDINANCE NO. 1010, AMENDING THE ADOPTED 2016 BUDGET TO INCREASE THE SPENDING AUTHORITY IN FUND 302 (MUNICIPAL BUILDING FUND) BY $284,000 TO COMPLETE THE CONSTRUCTION OF THE YELM COMMUNITY CENTER. CARRIED. c.Yelm Historic Commission Appointment, Gene Coulter Grant Beck reported that at the end of December 2015, the Histor Commission had two expired positions. Pursuant to the Ye Protocol Manual, the Community Development Department advertised vacancy and term expirations by an official announcement in the News, and by posting the announcement at public places in City H Library. The announcement was also sent to all board and commiss chairpersons and all persons who have expressed an interest in t but who were not previously selected. The members whose terms ex 1/26/16 Agenda Item 6. a. Minutes Page 5 of 6 invited to reapply. One application was received to fill the exp Grant stated Gene Coulter has been a productive member of the Co 16-015 MOTION BY JW FOSTER - APPOINTMENT OF GENE COULTER TO FILL ONE EXPIRED POSITION ON THE HISTORIC PRESERVATION COMMISSION. CARRIED. d.Yelm Planning Commission Appointment, Terry Kaminski Grant Beck stated that at end of December 2015, two Planning Com positions expired. Protocol was followed according to the manual application was received to fill the expired positions. All appl Grant Beck stated Terry Kaminski has been on the for many years and is highly involved in the Community. Coun Carmody would like the one application emailed to her for her re 16-016 MOTION BY TRACEY WOOD - APPOINTMENT OF TERRY KAMINSKI TO FILL ONE EXPIRED POSITION ON THE CITY OF YELM PLANNING COMMISSION. CARRIED. 9. Old Business none scheduled 10. Mayor and Council Initiatives Councilmember Foster attended the Thurston County Chamber State of the Community event in which Mayor Harding was part of the panel and perspective; Mayor Harding received the longest and loudest appl audience during his presentation on how well the City of Yelm ha past 10 years of meeting the challenges of the times. Councilmem asked Mayor Harding to reiterate how much water is being pumped to our current population growth over the past 10 years. Mayor H that in 2014 our records show we pumped the same amount of water the population as we pumped in 2004. The City is doing well in m water resource. Councilmember Foster attended the Thurston Count Advisory Committee (SWAC) meeting. Councilmember Foster attended Thurston Thrives meeting yesterday and observed a presentation f sub-group regarding emphasis on providing reliable healthy local for those in need. A very remarkable group of people working col address a very important need in our community. Councilmember Carmody attended her first Intercity Transit Board meeting and everyone there was super nice. The Board was updated on procurem improved bus stops, and watched videos from the safety cams. Councilmember DePinto attended the Thurston County Law and Justice meeting and was updated on the services they provide for Yelm. The AWC L reception is tomorrow and asked if there will be a representativ attending. Mayor Harding stated there is no one scheduled to att reception. Councilmember DePinto would like to send a representa Councilmember DePinto would like the contracted lobbyists invite Session to give an update. Mayor Harding will talk to them about Councilmember DePinto announced that he would be bringing up at Session tomorrow, a proposal to move $200,000 from our reserve f Safety for two full time police officers salaries. He feels this our community up to safety standards. 1/26/16 Agenda Item 6. a. Minutes Page 6 of 6 Councilmember Hendrickson attended the Thurston County Medic One meeting and reported a scholarship was given to Tim Reynolds from Olympi Department. Fifteen people graduated from EMT classes and a demo the Medic One Inventory system. Mayor Harding attended the Thurston County Chamber State of the Communities event, which gives the opportunity to interface with leaders of Thurston County. Mayor Harding also attended a full d yesterday of the Thurston County EDC and reported on the Strateg process. 11. Executive Session none scheduled 12. Correspondence included Press Releases from Thurston County Auditor, Mary Hall -Downtown Olympia Accessible Voting Location Rescheduled-dated J 2016 -Kids Encouraged to Enter Election-Related Coloring Contest-date 2016 -Black Hills High School Sophomore Wins Good Citizenship Day Ess dated January 15, 2016 -lds-dated January 13, 2016 Thurston Regional Planning Council Pre-Agenda Friday, February 11am Mayor Harding reminded everyone of the Study Session tomorrow a 13. Adjourned at 7:15 pm. ___________________________ Attest: _________________________ Ron Harding, Mayor Lori Mossman, Deputy City 1/26/16 Agenda Item 12. Correspondence Page 1 of 4 Agenda Item 12. Correspondence Page 2 of 4 Agenda Item 12. Correspondence Page 3 of 4 Agenda Item 12. Correspondence Page 4 of 4 Mary Hall AUDITOR News Release FOR IMMEDIATE RELEASE: Thursday, February 4, 2016 CONTACT: Mary Hall, Auditor, TCAuditor@co.thurston.wa.us Valerie Walston, Voter Outreach Coordinator, WalstoV@co.thurston.wa.us (360) 786-5408 TTY (360) 754-2933 Election Day Reminder 23.1% of Thurston County ballots have been returned in the Special Election OLYMPIA, WA The s that Election Day is Tuesday, February 9. This is not a countywide election; only voters in the West Thurs and Rochester) and the school districts of Griffin, North Thurst Tenino, Tumwater and Yelm are eligible to vote. Voters who have not received or have misplaced their ballot can s Office at 360-786-5408. Ballots must be postmarked by Tuesday, February 9, or deposited 26 ballot drop boxes no later than 8:00 p.m. on Election Day. A list of drop box locations mayThurstonVotes.org and in the oters who mail their ballot should check mailbox pickup times to receive an Election Day postmark. The effects of these local ballot measures are lasting, and we h voices, said Thurston County Auditor Mary Hall. usiness hours, Monday - Friday, 8:00 a.m. - 4:30 p.m., and on Election Day from 8:00 a.m. - 8:00 the Thurston County Courthouse, 2000 Lakeridge Dr SW, Building 1, Room 118, Olympia, - 30 - 9Œ;-·zš“­ .ŒŒš· t©š-;­­z“m /;“·;© Cz““-zŒ {;©Ýz-;­ [z-;“­z“m “7 w;-š©7z“m th 2000 Lakeridge Dr SW, Bldg 1 Rm 118 2905 29 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