02-23-16 MinutesYELM CITY COUNCIL REGULAR MEETING
TUESDAY, FEBRUARY 23, 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
16-019 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS
PRESENTED. CARRIED.
4. Special Presentations - none scheduled
5. Public Comment - no comment
6. Consent Agenda
Minutes - Regular Meeting February 9, 2016
Payables - Checks #66290 - #66363 Totaling $175,180.93.
16-020 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearing - none scheduled
8. New Business -
a. TIB Funding Agreement, SRS07 Sidewalk
Chad Bedlington, Public Works Manager ex
must be approved for this project, as it was r
2016 budget was approved in December 2(
Resolution No. 559, which adopted an
improvement program (STIP). The STIP is
guides transportation funding for a six-yez
eligible for State or Federal funding, as wel
funding sources, such as Traffic Facilities Cl
Public Works submitted an application to the
(TIB) for funding of the SR 507 sidewalk p
received confirmation that our project had bE
Estimated project costs for this project a
matching requirement from the City ($80,(
informed by the TIB that design funding fi
immediately upon submission of the appn
execution. It would be prudent to expedite t
possible to take advantage of the adjacent Y
Droximitv for continuity of i)roiects and bett
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Mosman/Washington Ave 5E
)lained that a Budget Amendment
of an anticipated expense when the
15. In July 2015, Council adopted
updated six-year transportation
he capital facilities document that
r cycle. Projects on the STIP are
as funding from the use of Local
arges (TFC's). In the fall of 2015,
Transportation Improvement Board
oject. On November 20, 2015, we
en selected for funding in 2016-17.
-e $400,400, inclusive of a 20%
80). In December 2015, we were
r this project could be authorized
priate verification and agreement
its project into design as quickly as
flm Skatepark improvement project
!r design. Councilmember Carmody
asked which fund the money would come from for this project. Chad stated that
Fund 102 -Arterial Street Reserves. Councilmember Carmody asked who would be
doing the actual work. Chad stated the project would be contracted out.
Councilmember DePinto asked the balance of Fund 102. Noah Crocker, Finance
Director stated after the deposit of approximately $52,000 from the Motor Vehicle
Fuel Tax to the current balance of $91,000 the total would be $140,000. Noah
clarified that Fund 102 is special revenue fund and will get funds from a
dedicated revenue source (Fuel tax) and can only be used for specific projects.
Councilmember Foster asked what the Fuel tax is based on. Noah said it is based
on consumption. Therefore, with the price of fuel going down, the consumption
would go up. The tax rate is fixed per gallon and Yelm receives a percentage of
the overall revenue.
16-021 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO ENTER INTO
AN AGREEMENT WITH THE TRANSPORTATION IMPROVEMENT BOARD
(TIB) TO MUTUALLY FUND THE CONSTRUCTION OF SIDEWALK ALONG SR
507 BETWEEN MOSMAN AVENUE SE AND WASHINGTON AVENUE SE.
CARRIED.
b. Ordinance No. 1011, Budget Amendment, Fund 102 and 316
Noah Crocker, Finance Director reported that in the fall of 2015 Public Works
submitted an application to the Transportation Improvement Board (TIB) for
funding of the SR 507 sidewalk project. In November 2015, we received
confirmation that our project had received funding. TIB will provide a grant of
$320,320 of the $400,400 estimated cost of the project and the City will pay
$80,080 from Fund 102 as the 20% match required. The Cullens/Solberg project
has reached completion and 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. 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. This did not occur in 2015
but are anticipated to occur in 2016. 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.
16-022 MOTION BY BOB ISOM ADOPTING ORDINANCE NO. 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. CARRIED.
c. Professional Services Agreement, RH2 Engineering 2016-2021 Water
System Plan Update
Chad Bedlington, Public Works Manager reported that Council approved the
expense authority via Ordinance No. 1008 (2016 Budget) within the 404 Water
Capital Improvement fund. As a water purveyor regulated by the Washington
State Department of Health (DOH), the City of Yelm is required to update its
Water System Plan (WSP) every 6 years. The principal goal of water system
planning is to make the best use of the City's 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 2015 for the WSP Update. We received 4 submissions of 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 DOH and has worked with RH2 to develop an accurate scope of
work. The City is required to complete and adopt the updated WSP before
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December 31, 2016. Councilmember Isom asked if RH2 Engineering has done
work with the City of Yelm previously. Chad stated his connections with RH2
during the SW Well Project were very positive and they were very professional.
16-023 MOTION BY JW FOSTER AUTHORIZING 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. CARRIED.
d. Professional Services Agreement Confluence Environmental Company,
Olympia/Lacey/Yelm Final Design -Deschutes River Habitat Restoration
Project
Ryan Johnstone, Public Works Director explained that Council approved expense
authority for this project via Ordinance No. 1008 (2016 Budget) within the 401
Water Utility Fund. 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. This project is one of a suite of mitigation projects agreed to be completed
by the Cities in order to mitigate for groundwater withdrawals associated with
water rights that were awarded to the Cities by the Department of Ecology
(DOE). However, because the Washington State Supreme Court reversed Yelm's
water rights award, 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, are "on hold" until the issues surrounding the
award of future water rights to Yelm are settled. 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 being $35,000.
Construction of the designed improvements will begin in 2017. Councilmember
Carmody clarified that this agreement is for design only and she asked who
would maintain the land in the future and monitor and test it. Ryan stated the
land was purposely created as a natural setting and should revert to its natural
habitat and should not need any maintenance but that we are currently
monitoring the project. Mayor Harding offered some additional information on the
project. Councilmember Carmody called for Point of Order and stated that Mayor
Harding cannot enter into the debate according to Roberts Rule of Order. As the
Chair of the meeting, Councilmember Carmody stated it is the Mayor's role to
monitor the meeting. Mayor Harding stated he did not wish to enter into the
debate of the subject but only wanted to offer additional information. Brent Dille,
City of Yelm Attorney stated Mayor Harding is only offering additional information
for the Council on this matter and it would be appropriate so that Council knows
what is happening with the property. Councilmember Wood stated he would be
interested in hearing what the Mayor has to add. Mayor Harding stated that Yelm
has a 1/3 ownership in the property and would have an obligation to any future
expenses pertaining to the property.
16-024 MOTION BY TAD STILLWELL AUTHORIZING 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.
CARRIED.
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e. Yelm Planning Commission Appointment Confirmation, Shawn
Christensen
Grant Beck, Community Development Director stated that at the end of January
2016, one Planning Commission position had expired. Pursuant to the Yelm City
Council Protocol Manual, the Community Development Department advertised the
vacancy by an official announcement in the Nisqually Valley News and by posting
the announcement at public places. One application was received for the expired
position from Shawn Christensen. Grant stated that Shawn Christensen is a local
person engaged in the community and he will be a great addition to the Planning
Commission.
16-025 MOTION BY TRACEY WOOD CONFIRMING MAYOR HARDING'S
APPOINTMENT OF SHAWN CHRISTENSEN TO FILL ONE EXPIRED
POSITION ON THE CITY OF YELM PLANNING COMMISSION. CARRIED.
f. Resolution No. 565, Yelm Community Center Rental Fees
Grant Beck, Community Development Director reported that the Yelm Community
Center is nearing completion and will soon be available to rent. Mayor Harding
had requested that the Yelm Parks Advisory Committee develop 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
recommended policies, rules, and rental fees to the City Council. The Council first
reviewed the proposal at the study session in October 2015. There was
discussion about discounted rates for local community service organizations and
City residents. It was revisited at the January 2016 study session. At the January
study session, the Council requested that the fees, recommended to be
comparable to similar regional facilities, be set lower than comparables until
operations costs and the capacity of the facility had some history. With lower
rental fees, the Council indicated that discounts might not be required. Resolution
No. 565 reflects the discussion from the Council at the January study session.
Councilmember DePinto asked what the estimated operating costs would be for
the Community Center. Grant stated approximately $60,000 a year just to keep
the utilities on, which does not include any staff costs. Councilmember DePinto
asked what the estimated staffing costs. Grant stated if the facility were rented
for Friday, Saturday and Sunday, staff costs would be approximately $750 for
that weekend. Councilmember DePinto stated about $80,000 a year roughly to
operate the facility. Councilmember DePinto has been contacted by several
people concerning the pricing for the facility and will vote no on Resolution No.
565, due to the fact the fees should be less expensive and recommends a no vote
by Council. Councilmember Isom does not feel that the Community Center should
be subsidized by the City but that it should be self-sustaining, but the fees should
be set higher to cover the costs to operate the facility. Councilmember Isom
knows this will be revisited after the City has had the opportunity to actually see
how much it will cost to operate. Grant elaborated on information received from
Justin, City of Lacey Parks and Recreation coordinator, during the process of
gathering information for the fees and stated that the City of Lacey subsidizes
their facility as do most cities. Councilmember Stillwell asked if the City furnished
the Yelm Community Center with furniture. Grant stated the purchase voucher
was approved in the meeting tonight and the furnishings should be delivered on
Monday. Councilmember Stillwell agrees that with tight budgets, the City is
taking a large gamble with public money. Grant stated a new Resolution could be
brought before Council quickly if we find that the fees are not covering the actual
cost to operate the facility. Councilmember Foster stated that we need to start
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some place for the fees and without any history or knowing how much it will cost
to actually operate the building; Resolution No. 565 would be a good starting
place. Through the process of gathering information for the fees, it was
discovered that the City of Lacey subsidizes their building through the General
Fund as does most cities that have a Community Center. They have two full time
staff and seven part time staff to operate the facility.
16-026 MOTION BY BOB ISOM ADOPTING RESOLUTION NO. 565 ESTABLISHING
RENTAL FEES FOR THE YELM COMMUNITY CENTER. OPPOSED-
COUNCILMEMBER DEPINTO. MOTION CARRIED.
g. Interlocal Agreement Yelm Community Schools and City of Yelm, Office
of Drinking Water Grant, Prairie Elementary
Grant Beck, Community Development Director stated that Yelm Community
Schools has requested that Prairie Elementary be connected to the City of Yelm
Water System. A Group A water system owned and maintained by the School
District currently serves prairie Elementary. 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 service the school will be borne by the School District. The
Washington State Department of Health, Office 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, which would be 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. Councilmember Isom asked how many
water connections would be involved. Grant stated it is estimated to be about five
connections.
16-027 MOTION BY JOE DEPINTO AUTHORIZING MAYOR HARDING TO SIGN AN
INTERLOCAL AGREEMENT BETWEEN THE CITY AND YELM COMMUNITY
SCHOOLS FOR THE APPLICATION OF THE OFFICE OF DRINKING WATER
GRANT. CARRIED.
9. Old Business —none scheduled
16-028 MOTION BY MOLLY CARMODY TO ADOPT 5 STATEGIC INITATIVES BASED
ON THE COMPREHENSIVE PLAN WITHIN 90 DAYS OF ITS FINAL
APPROVAL. SECONDED BY COUNCILMEMBER DEPINTO.
Mayor Harding asked for clarification from Councilmember Carmody on that stated
motion. Councilmember Carmody explained that the Comprehensive Plan is in the
final stages of the public input and in order to effectively implement the Comp
Plan, the Council should already have a mechanism in place upon its adoption so
that we can move quickly on it. In 2008, the City adopted a set of goals that were
then updated in 2011. Now that the City will have a Comp Plan, it should
determine strategic initiatives stemming from that plan. To quickly move on the
Comp Plan, these initiatives should be determined and adopted within a short
time after the Comp Plan has been approved. 90 days allows for several Study
Sessions or a retreat to be scheduled so the City can make informed and agreed
upon decisions. The Cities of Tumwater, Olympia and Lacey all have strategic
initiatives for their comprehensive or overall plans as well as Thurston County.
This would set the Council up for accountability to the public to say yes we agree
the public has approved the Comp Plan. Mayor Harding referred to Brent Dille,
City Attorney as to the procedure for bringing this motion forward.
Councilmember Carmody stated that according to Robert's Rules of Order this
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matter could be brought up after unfinished business. Brent stated that the Yelm
Council Protocol Manual states items would be placed on the agenda under 8.05.
Councilmember Carmody asked if Council has adopted the Robert's Rules of
Order. Brent stated they have been adopted in part but are modified through the
Protocol Manual. This should have been an agenda -setting item. Mayor Harding
asked Councilmember Carmody to amend her motion and if passed then it would
be open for Council discussion.
16-029 MOTION BY COUNCIMEMBER CARMODY AMENDING THE PREVIOUS
MOTION TO OPEN THIS MATTER UP FOR DISCUSSION. SECONDED BY
COUNCILMEMBER DEPINTO. MAYOR HARDING ASKED FOR A VOTE TO
OPEN THIS ITEM UP FOR DISCUSSION. YES-CARMODY, STILLWELL AND
DEPINTO. OPPOSED -FOSTER, ISOM, WOOD AND HENDRICKSON. MOTION
DIES.
Mayor Harding asked Councilmember Carmody to bring this issue to the Study
Session tomorrow under Council Initiatives to be revisited.
10. Mayor and Council Initiatives
Councilmember Foster attended the Thurston County Solid Waste Advisory
Committee meeting and reported that two of the programs that were initiated and
have been extremely successful. One is the gathering of unused food from schools
in Rochester, directed towards their Community Services group in that
community, and has fed many people in the process. Secondly, they have entered
into agreements with a variety of establishments to collect reusable items. This
will take an estimated 3% of the waste stream and redirect it towards other uses.
Councilmember Foster attended the Nisqually River Council meeting and stated it
was interesting to note that although our honeybee population are great trouble
and can negatively affect their entire economy, the wild bee population of the
northwest is doing pretty well. Out of the 200 species of wild bees that live in the
northwest most of them live underground and are no bigger than the thickness of
a penny, they do a huge amount of the pollinating of our local fruit trees and
flowers. While in Eatonville last week throwing dead salmon back into the river to
repopulate the stream bed with food for the fish, Councilmember Foster was able
to witness the worst traffic congestion from the I-5 shutdown near DuPont for
about 8 hours, that he has ever witnessed. This caused a great deal of stress to
our local streets and lives could have been lost because emergency vehicles could
not get around the traffic. Councilmember Foster will bring this up at Study
Session for discussion and try to formulate a plan to communicate with County
and State Department of Transportation to see if there is a way to mitigate future
congestion problems like that. Mayor Harding stated that those discussions are
already taking place. Councilmember Foster announced that this is the last
meeting before the Yelm Dollars for Scholars Auction held on March 5, at the Yelm
High School at 4pm.
Councilmember Carmody attended the Intercity Transit Board Study Session
were a report was given by the Sustainable Environmental Department stating
they have been able to cut costs by implementing a new employee management
system where everyone is on board with using the very last drop out of a bottle of
fluid to cut costs, reduce carbon emissions and overall improve the whole system
by getting everyone on board with the new system. Councilmember Carmody
attended the Yelm Adult Community Center meeting and reported they are
working on replacing their carpets.
2/23/16
Councilmember Stillwell attended the Thurston County Economic Development
Council board meeting, which was a 1 1/2 -hour budget session. They gave the City
of Yelm kudos for their continued support.
Councilmember Wood attended the Transportation Policy Board meeting where
they retained Andy Ryder, Mayor of Lacey as the Chair and Graeme Sackrison,
citizen representative as the Vice Chair. The draft work program was discussed
and sent it to the Thurston Regional Planning Council for their input before
finalizing the plan.
Councilmember DePinto attended the South Thurston Economic Development
Initiative (STEDI) committee meeting where networking and training sessions
were discussed including different programs they offer. Councilmember would like
the impact fee schedule posted to the City of Yelm's website. Councilmember
DePinto spoke to our contracted Lobbyists regarding what they are doing for Yelm
and they are expected to give Council an update soon. Councilmember DePinto
reminded Council of the upcoming play at the Triad Theater, "The importance of
being Earnest" and invited everyone to attend.
Mayor Harding met with Justin from Lacey Parks and Recreation and discussed
the Yelm Community Center. Mayor Harding asked Grant Beck, Community
Development Director if the fees were posted on the City's website. Grant stated
they are already on the website but clarified that Councilmember DePinto would
like to see the comparables added as well so that citizens can see that we are
very competitive in our fees.
11. Executive Session - none scheduled
12. Correspondence included -
Olympia Master Builders Housing Summit, March 23, 2016, 8:OOam-12 @ Lacey
Community Center
Councilmember Isom stated he is unable to attend the Study Session tomorrow.
13. Adjourned at 7:00 pm.
Attest:
Ron Hardi Mayor
2/23/16
Lori Mossman, Deputy City Clerk