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02 23 2016 Agenda Packet 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. 2. 3. none scheduled 4. 5. the meeting recorder. Comment topics shouldnot 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. a.Regular Meeting February 9, 2016 b.Checks # none scheduled 7. 8. a. 10Presenter: Chad Bedlington, Public Works Manager minAttachments: Staff Report, Exhibits, TIB Letter and Agreement b. 10Presenter: Noah Crocker, Finance Director minAttachments: Staff Report, Ordinance No. 1011 c. 10min Presenter: Chad Bedlington, Public Works Manager Attachments: Staff Report, Agreement d. 10 min Presenter: Ryan Johnston, Public Works Director Attachments: Staff Report, Agreement e. 5min Presenter: Grant Beck, Community Development Director Attachments: Staff Report f. 10minPresenter:Grant Beck, Community Development Director Attachments:Staff Report, Resolution No. 565 g. 15min Presenter: Grant Beck, Community Development Director Attachments: Staff Report, Interlocal Agreement 9.none scheduled 10. represents Yelm on the following committees. Thurston County Solid Waste Advisory Committee (SWAC) represents Yelm on the following committees. Intercity Transit BoardYelm Adult Community Center represents Yelm on the following committees. Thurston Regional Planning Yelm Economic Development CouncilCommittee (TRPC) Yelm Finance Committee represents Yelm on the following committees. Thurston County EDC BoardYelm Finance Committee represents Yelm on the following committees. (TRPC) Transportation Policy Yelm Finance Committee Board Yelm Transportation Committee TComm 911 Admin Board represents Yelm on the following committees. Yelm Transportation CommitteeThurston County Law and Justice STEDI represents Yelm on the following committees. Medic OneYelm Emergency Operations Board represents Yelm on the following committees. Yelm Economic Development Yelm Finance Committee Committee Yelm Emergency Operations Board Yelm Transportation Committee none scheduled 11. 12. (Correspondence is available upon request) Olympia Master Builders Housing Summit, March 23, 2016, 8:00am -12 @ Lacey Community Center 13. 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 Regular City Council Meeting, Tuesday, March 22, 2016, 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. 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.yelm.wa.us Agenda Item 6. a. Minutes Page 1 of 3 YELM CITY COUNCIL REGULAR MEETING TUESDAY, FEBRUARY 9, 2016 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Molly Carmody, Bob Isom, Tad Stillwell, Tracey Wood, Joe DePinto and Russ Hendrickson. 3. Agenda Approval 16-017 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS PRESENTED. CARRIED. Councilmember Carmody stated she received an email from Karen that stated Shawn Christensen would be considered for the vacant Planning Commission position at this meeting. Mayor Harding stated it would be brought to Council at the next meeting. 4. Special Presentations Student of the Month Kalista Fourre Kalista Fourre is a talented senior at Yelm High School. Near the top of her class, Kalista has challenged herself in many ways. As an Honors and Advanced Placement student, Kalista has maintained her academic standing while committing to a rigorous program. Athletically, she is a 4-year letter winner in basketball and was the leadership summit last summer, performs with the band, and volunteers significant time serving as a youth basketball coach. Always smiling, Kalista stands tall among the best that YHS will graduate this year. 5. Public Comment Steve Klein, Thurston County resident shared his concerns for Bald Hill Road with all the rain we have had recently. There have been a couple of issues in the last year and a half that has shut the road down due to flooding. This project is on the 6 Year Transportation Improvement Plan but it could take years to fund the project. Mr. Klein would like to see something done very soon since it is a well- traveled road. Mr. Klein suggested putting up a concrete wall and dredging under Highway 507 to help with the drainage. Mayor Harding stated that Public Works Director Ryan Johnstone is aware of the problem and he is working on it. Cameron Jane, owner of the Triad Arts Theater presented the Mayor and a valentine coupon and invited them to the theater on February th 13 for a Valentine Special Show. 6. Consent Agenda Minutes Regular Meeting January 26, 2016 & Study Session January 27, 2016. Payables Checks #66183 - #66289 Totaling $715,047.24 16-018 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing none scheduled 8. New Business none scheduled 2/09/16 Agenda Item 6. a. Minutes Page 2 of 3 9. Old Business none scheduled 10. Mayor and Council Initiatives Councilmember Foster attended an informational meeting concerning the formation of a group that is interested in bringing an Art Institute to Yelm. Councilmember Foster is involved with the Thurston County Medic One EMS system and is happy to report that after compiling data from last year, Thurston County is now at a 59% save rate for cardiac arrests. The national average is somewhere around 10% so Thurston County has worked diligently to have such an impressively high save rate. Councilmember Carmody attended the same informational meeting as Councilmember Foster regarding the Art Institute group and added that it was very informative and it is going into the pre feasibility stages. Councilmember Carmody state it would be an awesome opportunity to bring art classes to Yelm and technical, vocational, educational classes as well. Councilmember Carmody also attended the Intercity Transit Board meeting and they approved a new contract with their Attorney and Lobbyist and approved a chairperson to the Council. Councilmember Carmody met with EJ Curry from the Yelm Adult Community Center and one of the needs that conveyed was that the Senior Center needs more volunteers and money. Councilmember Wood attended the TComm 911 Admin Board meeting, the current Chair and Vice Chair were reappointed, and they discussed the Text 911 service. More information regarding this new system will be brought to Council in the future. Councilmember DePinto will be reaching out to neighboring cities regarding their Parks and Recreation departments so we can improve upon ours. Councilmember DePinto met with Farron McCloud, Chairman of the Nisqually Indian Tribe to discuss partnerships and how we can work closer together and improve our relationship. Councilmember DePinto asked when the Yelm Transportation Committee meets. Mayor Harding stated they are held on an as needed basis. Councilmember DePinto has reached out to the STEDI group to determine when they meet. Councilmember Hendrickson attended the Yelm Emergency Operations board meeting along with Chief Todd Stancil, and discussed the Alert Sense system. The Hazardous Mitigation Plan is moving along. The Yelm School District has purchased a big generator from Fairpoint Communications to be used during emergency fuel situations. The Executive Seminar for Thurston County will be March 21, 2016. That is Cascadia Rising, which will be a State wide emergency exercise that will last for 5 days. Yelm will be involved in the exercise for 3 days. In the event of an actual emergency, the Public Safety Building will be the set up. Mayor Harding clarified the Alert Sense program is very similar to an Amber Alert system. All the jurisdictions in Thurston County are subscribing to the program. A system would send out messages to the community via text. 2/09/16 Agenda Item 6. a. Minutes Page 3 of 3 Mayor Harding explained for the new Councilmembers, that the City sub contracts with the Yelm School for fuel for their vehicles and the ongoing issue has been that if there is an emergency and there is no power, city vehicles cannot fuel up. Mayor Harding stated the Council retreat that was scheduled for February 11, 2016, has been cancelled and will be rescheduled. 11. Executive Session none scheduled 12. Correspondence included Comcast Upcoming changes to set-top boxes dated January 26, 2016 Nisqually Land Trust 2016 Conservation Dinner and Auction invitation, April 2, 2016 4:30-9:00pm @ Indian Summer Golf & Country Club in Olympia, WA. Public Notice -Elected Officials Retreat Thurston County Auditor Mary Hall News Release reminding voters that Election Day is Tuesday, February 9, 2016. Astronaut Edgar Mitchell: Witness Testimony 13. Adjourned at 6:20 pm. ___________________________ Attest: _________________________ Ron Harding, Mayor Lori Mossman, Deputy City Clerk 2/09/16 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 1 of 12 City of Yelm STAFF REPORT To:Mayor Ron Harding Yelm City Council From:Ryan Johnstone,Public WorksDirector Chad Bedlington, Public Works Manager Date:February 12, 2016 (for February 23, 2016City Council Meeting) Subj:SR 507, MosmanAve SEto Washington Ave SE Project Funding Approval Request Recommendation AuthorizeMayor Harding to enter into an Agreement with the Transportation Improvement Board(TIB)to mutually fund the construction of sidewalk along SR507 between Mosman Avenue SE and Washington Avenue SE. Funding Expense authority for this project requires Council Approval via a separate budget amendment as it was not an anticipated expense when the 2016 budget was adopted via Ord. 1008 (the 2016 budget)in December of 2015. Adequate funds exist in fund 102-Arterial Streets Reserves to fund the City’s portion of the project costs in 2016 if approved by City Council. Background On July 28, 2015 City Council adopted Resolution 559 which adopted an updated six year transportation improvement program(STIP).The STIP is the capital facilities document that guides transportation funding for a six year cycle. Itis based on the Yelm Comprehensive Transportation Plan and is the ‘implementation’ document forthe overall plan. Projects that are on the STIP are eligible for State or Federal funding, as well as funding from the use of Localfunding sources, such asTraffic Facilities Charges (TFC’s). Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 2 of 12 The proposed 2015 list includes: Six Year Transportation Improvement Program Projects List Project Name Project # Bald Hill Rd to SR 507/SR 510 Loop Intersection -New Connection Y2C Killion to Coates - New Connection Y4A 103rd Ave. SE Bridge Replacement & East Approach Y4C Burnett/93rd Intersection - Realignment & Traffic SignalY5A Longmire/SR 510 Intersection - Traffic Signal Y5B Central Business District - Cullens to 4thY5C Mill Road SE - 107th to 104th Y6B Mill Road SE Sidewalk - 104th to Cochrane Park Y6C Mill Road SE Sidewalk- Cochrane Park to SR 507Y6D Connect Prairie Line to Tacoma Rail Y7A Rail Trail - Power Canal to Roy Y7B Mosman Ave. -Railroad to Longmire Y8A/Y8C Mosman Ave. -2nd to 4th Y8E Mosman Ave. -4th to Clark Y8F Bald Hill Road - City Limits to 5 Corners Y9 Cullens Street - Yelm Ave to Van Trump Y15A Cullens Street - 94th to 450' north Y15B 100th Way -Middle Rd to Green Acres Y16 SR 507 Sidewalk -Mill to Mosman Y17A SR 507 Sidewalk -Mosman to Washington Y17B Railway Road SE Sidewalk - 1st to Middle Y18 Middle Road Sidewalk -Railway to 300' east Y19 Creek Street Sidewalk -103rd to Algiers Y20 Identified within the 2015 STIP list above was the “SR 507 Sidewalk – Mosman to Washington” projectY17B which Public Works pursued funding for in 2015. Current Situation In the Fall of 2015 Public Works submitted an application to the TIB for funding of the SR 507 sidewalk project. On November 20, 2015 we received confirmation that our project had been selectedfor funding in 2016-17.Estimated project costs for this project are $400,400, inclusive ofa 20% matching requirement from the City ($80,080). We were informed in December 2015 by the TIB that design funding for this project can be authorized immediately upon submission of the appropriate verification and agreement execution. It would be prudent to expedite this project into design as quickly as possible to take advantage of the adjacent Yelm Skatepark improvement project proximity for continuity of projects and better design. Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 3 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 4 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 5 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 6 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 7 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 8 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 9 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 10 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 11 of 12 Agenda Item 8. a. TIB Funding Agreement, SR507 Sidewalk Page 12 of 12 Agenda Item 8. b. Ordinance No. 1011, Budget Amendment, Fund 102 and 316 Page 1 of 3 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Noah Crocker, Finance Director Date: February 17, 2016 (for February 23, 2016 City Council Meeting) Subj: Ordinance No. 1011, 2016 Budget Amendment Fund 102 and Fund 316 Adopt Ordinance 1011, amending the adopted 2016 Budget to increase the spending authority in Fund 102 (Arterial Street Fund) and 316 (Roads/Street Construction) by $80,080 and $445,889 respectively to complete the SR 507 Sidewalk project, complete/ release retainage from the Cullens/Solberg Construction Project and complete the Mosman Phase 2 Engineering. In the Fall of 2015 Public Works submitted an application to the Transportation Improvement Board (TIB) for funding of the SR 507 sidewalk project. On November 20, 2015 we received confirmation that our project had been selected for funding in 2016- 17. Estimated project costs for this project are $400,400, inclusive of a 20% matching requirement from the City ($80,080). The City was informed in December 2015 by the TIB that design funding for this project can be authorized immediately upon submission of the appropriate verification and agreement execution. For the estimated project cost of $400,400 TIB will provide a grant of $320,320 and the City identified $80,080 from Fund 102 as a source to provide the match as required by TIB. As the project will be paid for out of fund 316, a transfer of $80,080 is required from 102 to 316. The anticipated grant proceeds will be added to the 2016 budget as a funding source. Secondly, as the Cullens/Solberg project has reached completion the City has released retainage to the contractor. The original 2016 budget did not provide for the release of retainage as the project was anticipated to be fully completed in 2015. Additional expenditure authority of $10,010.62 is requested as a part of this budget amendment. February 23, 2016 Page 1 of 2 Agenda Item 8. b. Ordinance No. 1011, Budget Amendment, Fund 102 and 316 Page 2 of 3 Finally, during the 2016 Budget process the forecast was for higher expenses to be incurred in the 2015 budget year for the Mosman Phase 2 project. The expenses for Mosman Phase 2 did not occur in 2015 but are anticipated to occur during the 2016 budget year. This amendment will move expenditure authority from the 2015 fiscal year to the 2016 fiscal year. There is sufficient cash in Fund 102 to provide the grant match. With the transfer and the TIB grant, fund 316 will have sufficient cash to complete the projects at present. The Council should adopt Ordinance 1011 in order to provide the transfer, authorize the expenditures to construct the SR507 Sidewalk project, complete the Cullens/Solberg Project and complete the Mosman Phase 2 Engineering. February 23, 2016 Page 2 of 2 Agenda Item 8. b. Ordinance No. 1011, Budget Amendment, Fund 102 and 316 Page 3 of 3 CITY OF YELM ORDINANCE NO. 1011 AN ORDINANCE amending the 2016 City of Yelm Budget as adopted by Ordinance No.1008 in December 2015, by increasingappropriations in excess of original estimates. The City Council of the City of Yelm, Washington ordainsas follows: Section 1. 2016budgeted amounts for expenditures/transfers from fund 102, for the for the fiscal year ending December 31, 2016, are increased by $80,080 forSR507Sidewalk project; Additionally,2016budgeted amounts for expenditures from fund 316, for theSR507 Sidewalk project, completion/release of retainage for the Cullens/Solberg Construction projectand completion of Mosman Phase 2 Engineeringfor the fiscal year ending December 31, 2016, are increased bya total of $445,899 ($400,400; $10,011; and $35,488respectively) as shown in Exhibit Ain the Staff Report; Section 2. The budget for the year 2016 as amended by the changes in Section 1 shall be filed in the office of the City Clerk who is hereby directed to transmit this supplemental budget to the Auditor of the State of Washington, Division of Municipal Corporations. Section 3. Ratify and Confirmation Clause – Any action taken pursuant to this ordinance but prior to the effective date is hereby ratified and confirmed. Section 4. This ordinance shall take effect five days following publication. PASSED and signed in authentication on this 23rdday of February, 2016. __________________________________ Ronald W. Harding, Mayor Authenticated: __________________________________ Janine A. Schnepf, City Clerk Passed and Approved: February 23rd, 2016 PUBLISHED: Nisqually Valley News:March 4, 2016 Effective: March 9, 2016 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 1 of 30 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Ryan Johnstone, Public Works Director Chad Bedlington, Public Works Manager Date: February 12, 2016 (for February 23, 2016 City Council Meeting) Subj: 2016-2021 Water System Plan Update Authorize Mayor Harding to enter into a Professional Services Agreement (PSA) with RH2 Engineering, Inc. to complete the Water System Plan Update for an amount not to exceed $190,000.00. Expense authority for this project was approved by City Council via ordinance No. 1008 (the 2016 Budget) within the 404-Water Capital Improvement fund. Adequate funds exist in the budget for the Water System Plan (WSP) Update. As a water purveyor regulated by the Washington State Department of Health (DOH), the City of Yelm is required to update its WSP every six (6) years. As defined by DOH, resources in order to provide high-quality service and protect the health of its customers. The WSP covers 6- and 20-year planning periods. A schedule of improvements will be updated with this WSP, along with a financial program update for the 6-year period. Planning assumptions will utilize the most recent population projections for Yelm as developed by the Thurston Regional Planning Council and Thurston County. The City advertised a Request for Qualifications (RFQ) for Professional Services in December of 2015 for the WSP Update. We received four (4) submissions of February 12, 2016 Page 1 of 2 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 2 of 30 qualifications and completed a scoring and panel review of all prospective firms interested in performing the work. RH2 ranked the highest and is considered the most responsive firm for this project. The City has completed the planning kickoff meeting with the DOH and has worked with the prospective consultant to develop an accurate scope of work based on information garnered during the planning kickoff meeting. Staff recommends moving forward with entering into a PSA to have RH2 perform the attached scope of work (Exhibit A of the PSA). The City is required to complete and adopt the updated WSP before December 31, 2016, and as these plan move forward with the update as soon as possible. February 12, 2016 Page 2 of 2 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 3 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 4 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 5 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 6 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 7 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 8 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 9 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 10 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 11 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 12 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 13 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 14 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 15 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 16 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 17 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 18 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 19 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 20 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 21 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 22 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 23 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 24 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 25 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 26 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 27 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 28 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 29 of 30 Agenda Item 8. c. PSA RH2 Engineering, Water System Update Page 30 of 30 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 1 of 26 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Ryan Johnstone, Public Works Director Date: February 11, 2016 (for February 23, 2016 City Council Meeting) Subj: Deschutes River Habitat Restoration Final Design Attach: Final Design Professional Services Agreement, Consultant Scope and Fee Authorize Mayor Harding to sign the professional services agreement with Confluence Environmental Company in the amount of $35,000 (one-third of the total fee of $105,000) for completion of the final design effort for the Deschutes River Habitat Restoration project. Expense authority for this project was approved by City Council via ordinance No. 1008 (the 2016 Budget) within the 401-Water Utility fund. Adequate funds exist in the budget for the Deschutes River Habitat Restoration Project final design. The Deschutes River Habitat Restoration project restores former fish and wildlife habitat on 200 acres of property jointly owned by the Cities of Yelm, Lacey, and Olympia. The property was originally purchased in 2011. Habitat restoration design has been ongoing since that time. This project is one of a suite of mitigation projects agreed to be completed by the Cities of Yelm, Lacey, and Olympia in order to mitigate for groundwater withdrawals associated with water rights that were awarded to the Cities by the Department of Ecology. However, because Yelm's water rights award was reversed by the Washington State Supreme Court, the City has committed to support the final design of this particular project only. Any further mitigation efforts to be funded by the City of Yelm, including the construction of this project, are "on-hold" until the issues surrounding the award of future water rights to the City of Yelm are settled. February 23, 2016 Page 1 of 2 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 2 of 26 60% design of the habitat restoration project was completed in 2015 and it is expected that final design will be completed by late summer of 2016. The cost of final design is $105,000. The Cities are splitting the cost evenly three ways with Yelm's share of the final design cost being $35,000. Construction of the designed improvements will begin in 2017. February 23, 2016 Page 2 of 2 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 3 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 4 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 5 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 6 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 7 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 8 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 9 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 10 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 11 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 12 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 13 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 14 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 15 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 16 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 17 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 18 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 19 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 20 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 21 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 22 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 23 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 24 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 25 of 26 Agenda Item 8. d. PSA Confluence Envirn. Co. Final Design Deschutes River Habitat Restoration Project Page 26 of 26 Agenda Item e. Yelm Planning Commission Appointment Confirmation, Shawn Christensen Page 1 of 1 Agenda Item 8. f. Resolution No. 565, Community Center Rental Fees Page 1 of 3 City of Yelm STAFF REPORT To:Mayor Ron Harding Yelm City Council From:Grant Beck, Community Development Director Date: February 12, 2016 (for February 23, City Council Meeting) Subj:Community Center Rental Fees Adopt Resolution 565 establishing rental fees for the Yelm Community Center. The Yelm Community Center is nearing completion and will soon be available to rent. Mayor Harding had requested that the Yelm ParksAdvisory Committeedevelop proposed rules and procedures, and a rental fee schedule for consideration by the City Council. The Committee reviewed the operations of similar facilities within the Thurston/Pierce County region and, from these examples, forwarded recommendedpolices, rules, and rental fees to the City Council. The Council first reviewed the proposal at its study session inOctober,2015. At that time, there was discussion about discounted rates for local community service organizations and City residents. The matter was revisited at the January 23, 2016 study session, after the Committee reviewed the Council’s concerns with Councilmember Foster and Mayor Harding. At the January study session, the Council requested that the fees, recommended to be comparableto similar regional facilities, be set lower than comparables until operations costs and the capacity of the facility had some history. With lowerrental fees, the Council indicated that discountsmay not be required. The resolution before Council reflects the discussion from the January study session. The City Council may choose to adopt Resolution 565 to establish rental fees at the Community Center. Agenda Item 8. f. Resolution No. 565, Community Center Rental Fees Page 2 of 3 CY ITY OF ELM RN565 ESOLUTION UMBER ERFYCC STABLISHING ENTAL EES FOR THE ELM OMMUNITY ENTER W, the City has constructed a Community Center in Yelm City Park as HEREAS in implementing an overall Master Parks Plan; and W,theYelmParks Advisory Committee worked to develop rules, rental HEREAS procedures, and fees for the Community Center; and , the Parks Advisory Committee forwarded its recommendation to the Yel W HEREAS Council at a study session held January 27, 2016; and ,the City Council desires to set rental fees at a rate lower than the co W HEREAS facilities recommended by the Yelm Parks Advisory Committee to e by the residents of the greater Yelm community; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Yelm that the following rental fees are hereby established for use of the Yelm Community All room rental fees include City staff set-up of tables and chairs. Set up and clean up time must be included in the room rental time. Room Rate North event room $50/hour South event room $50/hour Both event rooms $100/hour Kitchen with room rental $100/day Kitchen without room rental $75/hour Deposit Rate Reservation deposit 50% of total rental Damage deposit $250 Damage deposit (event w/alcohol) $500 Other Rate Early open/Late close $45/occurrence City staff assistance (as required) $30/hour per employee Audio/visual equipment $50/day Cancellation (more than 90 days) $50/room Cancellation (less than 90 days) Full reservation deposit Cancellation (less than 14 days) Full room fee Agenda Item 8. f. Resolution No. 565, Community Center Rental Fees Page 3 of 3 The minimum rental for event rooms is 2 hours Monday through Thu and 5 hours Friday through Sunday. The minimum rental for the kitchen without a room rental is 5 Events sponsored by the City and City programs and functions are exempt from all fees and charges. The fee for room rentals by groups renting the facility for comm community service project or local non-profit organization is 200% of the full rate. rd APPROVED this 23 day of February, 2016. Ron Harding, Mayor ATTEST: Janine Schnepf, City Clerk Agenda Item 8. g. Interlocal Yelm Community Schools Page 1 of 7 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Grant Beck, Community Development Director Date: February 11 (for February 23, 2016 City Council Meeting) Subj: Interlocal Agreement – Yelm Community Schools Authorize Mayor Harding to sign an interlocal agreement between the City and Yelm Community Schools for the application of the Office of Drinking Water Grant. Yelm Community Schools has requested that Prairie Elementary be connected to the City of Yelm Water System. Prairie Elementary is currently served by a Group A water system owned and maintained by the School District. The school is within the water service area of the City and is within Yelm’s Urban Growth area, although it is currently outside the City limits. The cost to design and installation of a water main extension to serve the school will be borne by the School District. The Washington State Department of Health, Office of Drinking Water offers grant assistance to water systems extending service to facilities such as schools. The water system is the entity eligible for the grant funds, in this case, the City of Yelm. The City and School District would like to enter into an interlocal agreement to allow the City to apply for grant funds to design the water main extension to serve Prairie Elementary. The City Council should authorize Mayor Harding to sign the interlocal agreement. Agenda Item 8. g. Interlocal Yelm Community Schools Page 2 of 7 This INTERLOCAL AGREEMENT is made on this ____ day of February, 2016, by and between the Yelm Community Schools (“School District”) and the City of Yelm (“City”), collectively referred to in this Agreement as the “Parties.” RECITALS A. Project.The School District wants to connect Prairie Elementary School to the public water system provided by The City. The City is willing to apply for a grant of up to $30,000 from the Office of Drinking Water (ODW) on behalf of the School District to help pay for costs associated for connection to the City of Yelm water supply. B. Need. The School District has determined that it has a need to connect to the City of Yelm water supply to provide potable water in lieu of the current well maintained by the School District. C. Two-Party Agreement. The School District and the City have mutually determined that the public interest would be best served by connecting to the City of Yelm water supply and applying for a grant from the Office of Drinking Water to offset costs associated with the project. D. Authorization. The Board of the Directors of the School District and the City Council of the City have authorized and directed their respective representatives to enter into the Agreement. E. Agreement. The School District and the City therefore enter into this Agreement. Agenda Item 8. g. Interlocal Yelm Community Schools Page 3 of 7 GENERAL TERMS 1. Authority. This Agreement is entered into under the authority of Chapter 39.34 Revised Code of Washington, which allows local governmental units to make the most efficient use of their powers by cooperating with other localities on a basis of mutual advantage and thereby providing services and facilities in a manner and pursuant to forms of governmental organization that will accord best with geographic, economic, population and other factors influencing the needs and development of local communities. This Agreement is binding upon and shall inure to the benefit of the successors and assigns of the Parties to this Agreement. 2. Duration.The term of this Agreement runs from February 1, 2016 until the grant is completed. 3. Purpose.The Agreement is entered into by the City and the School District pursuant to Chapter 39.34 Revised Code of Washington for the purpose of authorizing the use of common or shared resources to apply for the grant. 4. The Responsibilities of the School District The School District will use any grant funds received as a result of the City’s efforts under this Agreement towards the costs necessary in connecting to the City of Yelm water supply. 5. The Responsibilities of the City The City shall make application for grant funds from the Office of Drinking Water on behalf of the School District. This responsibility will include completing and filing any applications and following up as appropriate on said application. Agenda Item 8. g. Interlocal Yelm Community Schools Page 4 of 7 6. Joint Responsibility. The School District and the City agree to work closely and cooperatively to apply for the grant and follow all compliance requirements. 7. Hold Harmless 7.1 The City agrees to hold harmless, indemnify and defend at its own expense the School District and its officers, agents, and employees, from and against any and all claims, judgments, actions, suits, liability, loss, costs, expenses, or damages arising out of or in any way resulting from the negligent acts or omissions of the City, its officers, employees and/or agents, in the course of its performance underthis Agreement. 7.2 The School District agrees to hold harmless, indemnify and defend at its own expense the School District and its officers, agents, and employees, from and against any and all claims, judgments, actions, suits, liability, loss, costs, expenses, or damages arising out of or in any way resulting from the negligent acts or omissions of the School District, its officers, employees and/or agents, in the course of its performance underthis Agreement. 7.3 If any claim, judgment, action, suit, liability, loss, cost, expense, or damage arises out of or results from the joint negligent acts or omissions of both the City and the School District with respect to acts done pursuant to this Agreement, each party shall be responsible for its own share of any resulting liability. 8. Representatives. The School District Superintendent shall represent the School District and the City Mayor shall represent the City on all matters related to this Agreement (hereinafter referred to as the “Representatives”). Each Party shall revise this designation to indicate any change, as needed. Revisions shall be delivered to the other Party’s Representative. Agenda Item 8. g. Interlocal Yelm Community Schools Page 5 of 7 9. Dispute Resolution. Any disputes between the Parties arising out of this Agreement shall be resolved as follows: 9.1 Site Level Party Conference . Either party may notify the other in writing of a dispute which requires resolution. The notice shall include a narrative summary of the issues of the dispute not to exceed five typewritten pages. Within five calendar days of receipt of such faxed notice, each party shall take the necessary steps to assure that all key staff, with knowledge of the facts surrounding the dispute issues, as well as the Representatives, can timely attend a conference. The conference shall be held at a mutually agreeable site. Attorneys shall not be present for either party. Attendees and Procedure 9.2 . The key staff people of each party who have the information central to the dispute shall join together with the Representatives at the meeting to present to the Representatives the information and documents that they have developed about the disputed issues. Minutes shall be taken at the conference. The Representatives shall adjourn from the conference to work together privately in an effort to resolve the dispute. If successful in settling the matter, the Representatives shall continue to work together until they have reduced their decision to written form which shall be signed by them and circulated as necessary. The settlement terms agreed to by the parties shall be reduced to writing at the completion of the conference prior to the Representatives’ departure and the document prepared shall be approved and signed by the Representatives. 9.3 Mediation. In the event the disputed issues considered at the Party Conference have not been resolved within 24 hours of the date of the Party Conference as discussed in 11.1 and 11.2 above, then the matter shall be submitted to a mediation service, such as Washington Arbitration and Mediation Services, Inc., for mediation. Either party may apply to the mediation service selected for theestablishment of a mediation file to deal with this dispute. The Agenda Item 8. g. Interlocal Yelm Community Schools Page 6 of 7 mediation service selected shall proceed to set the hearing date which must be held within five calendar days from the date that the mediation service accepts the dispute for mediation. Upon selection of the mediation service, a single mediator shall be named bystipulation of the parties and identified in a writing forwarded to the mediation service. In the event a specific mediator is not selected by stipulation of the parties within 72 hours of filing notice of the dispute with the mediation service, then a mediator shall be promptly appointed by the mediation service so that the mediation may proceed within the 5 day time frame. The mediator shall mediate all unresolved issues that exist between the parties. Each party shall identify all such issues in writing within 72 hours of the filing by notice to the other party and to the mediator. The minutes of the Party Conference shall also be submitted to the mediator for her/his use. The mediation shall be conducted pursuant to the rules of procedure published by the particular mediation service selected. The Representatives must attend the mediation with authority to settle the matter in full at the mediation. Court 9.4 . If the dispute is not settled at mediation, either party may commence a court action to resolve the matter. The prevailing party in any dispute shall be awarded its costs and reasonable attorneys’ fees. 10. Ownership. Title and ownership of the system shall always remain vested with the City. 11. Severability . If any term of this Agreement is held invalid or unenforceable, the remainder of the Agreement will not be affected, but continue in full force. Termination. This Agreement once fully executed, may be terminated 12. upon written mutual agreement between the Parties. 13. Non-waiver. Failure of either Party to insist upon the strict performance of Agenda Item 8. g. Interlocal Yelm Community Schools Page 7 of 7 any term of this Agreement will not constitute a waiver or relinquishment of any Party’s right to thereafter enforce such term. 14. Integration. This writing contains all terms of this Agreement. It replaces all prior and contemporaneous negotiations and agreements. Modifications must be in writing and be signed by each Parties’ representative. 15. Filing and Recordation of Interlocal Agreement. This Agreement will be filed pursuant to RCW 39.34.040 with the Thurston County Records and Election Division. YELM COMMUNITY SCHOOLS CITY OF YELM ByBy :_______________________________ :_________________________________ Superintendent Mayor DATE: DATE: ________________________________________________________