03 22 2016 Agenda Packet
AGENDA
YELM CITY COUNCIL MEETING
TUESDAY, MARCH 22,20166:00 P.M.
Website Viewing: Clicking on agenda items will open associated documents including staff reports,
resolutions, ordinances, etc. Note: some agenda items may not have attachments.
1. Call to Order
2. Roll Call
3. Agenda Approval ACTION
4. Special Presentations-
Reserve Officer of the Year, Officer Mike Baker
Officer of the Year, Officer Jared Geray
5. Public Comment –Please complete a blue speaker’s card and present it to
the meeting recorder. Comment topics should not appear elsewhere on the
agenda. Time (three minutes per speaker) and the number of speakers (five)
are limited and may be adjusted to meet agenda requirements.
6. Consent Agenda ACTION
a.Minutes; Regular Meeting March 8, 2016
b.Payables; Checks in the amount of $403,093.04
7. Public Hearing-none scheduled
8. New Business-
Parametrix Professional Services Agreement, Wastewater Treatment ACTION
a.
Plant Facility Plan
10
min Presenter: Ryan Johnstone, Public Works Director
Attachments: Staff Report, Agreement
Ordinance No. 1012, Budget AmendmentACTION
b.
10 Presenter: Noah Crocker, Finance Director
min Attachments: Staff Report, Ordinance No. 1012
SR 507 Mosman Ave to Washington St. Sidewalk Project, Professional ACTION
c.
Agreement, Gray and Osborne
10 min
Presenter: Chad Bedlington, Public Works Manager
Attachments: Staff Report, TIB Notice to proceed, Agreement
9. Old Business –none scheduled
10. Council and Mayor
Councilmember Foster represents Yelm on the following committees.
Thurston County Solid Waste
Advisory Committee (SWAC)
Councilmember Carmodyrepresents 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
CouncilCommittee
(TRPC)
Yelm Finance Committee
Councilmember Stillwellrepresents Yelm on the following committees.
Thurston County EDC Board Yelm Finance Committee
Councilmember Woodrepresents 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
Thurston County Mayor’s ForumBoard
Yelm Transportation Committee
11. Executive Session-none scheduled
Correspondence
(Correspondence is available upon request)
12.
2016 AWC Board of Directors Recruitment Newsletter, March 4, 2016
Congressman Denny Heck eNewsletter, March 13, 2016-National
recognition for South Sound student artists
13. Adjourn
Upcoming Meetings
Council Study Session, Wednesday, March 23, 2016, 5:00 pm, Public Safety Building
Elected Officials Retreat, April 9, 2016, 9:00 am- 4:00 pm, Public Safety Building
Regular City Council Meeting, Tuesday, April 12, 2016, 6:00 pm, Public Safety Building
Regular City Council Meeting, Tuesday, April 26, 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.
It is the City of Yelm’s policy to provide reasonable accommodations for people with disabilities. If you are
a person with a disability and in need of reasonable accommodations to conduct business or participate
in government processes or activities, please contact Janine Schnepf, at 360.458.8402 at least four (4)
working days prior to the scheduled event. The City of Yelm is an equal opportunity provider and
employer.
The Preliminary Agenda and Approved Council Minutes are available at
www.ci.yelm.wa.us
Agenda Item 6. a. Minutes
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YELM CITY COUNCIL REGULAR MEETING
TUESDAY, MARCH 8, 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
16-030 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS
PRESENTED. CARRIED.
4. Special Presentations
Student of the Month Brianna Feller
Brianna Feller is a strong student who also attends South Puget Sound
Community College. She hopes to earn her AA degree at the same time she
graduates from Yelm High School. At the high school, Brianna serves as senior
ASB Treasurer and volunteers to help others whenever possible. Brianna
s as a leadership event and organized other
students to help. The money raised by her efforts will offset the costs of
leadership camp for future student leaders. Brianna has volunteered to help train
new Treasurers to work with the ASB office. Outside of school, Brianna works at
Casa Mia and enjoys riding horses. She plans to attend Arizona State University
next fall with the goal of studying Communications.
5. Public Comment no comment
6. Consent Agenda
Minutes Regular Meeting February 23, 2016 & Study Session February 24,
2016
Payables Checks #66364 - #66449 Totaling $1,198,896.32
16-031 MOTION BY RUSS HENDRICKSON APPROVING THE CONSENT AGENDA AS
PRESENTED. SECONDED BY TRACEY WOOD. Councilmember Stillwell asked
about the status of the Yelm Community Center and possible litigation. Mayor
Harding stated we are not in litigation at this time but there are some punch list
items that have not been completed and we have legal counsel helping us with the
terms of the contract with Steitz Construction. When this process started there
were quite a few items that the contractor needed to complete and now we are
down to about a dozen items. The City will be seeking a cost reimbursement from
the contractor and complete those items ourselves. Councilmember DePinto asked
if the legal counsel is on a retainer with the City. Mayor Harding explained that we
have a City Attorney and we have special counsel, which is the firm Foster Pepper.
Councilmember DePinto asked if they are on retainer then what are we specifically
hiring them to do. Mayor Harding explained that the firm Foster Pepper is used for
a number of different issues but there is no pending litigation at this time regarding
the Community Center. Councilmember Carmody voiced concerns for the bills
regarding Bean, Gentry and Wheeler, which is the firm where our City Attorney
Brent Dille works and asked if the bills listed in the voucher report is paid monthly
or every two weeks Mr. Dille explained that the
agreement with the City of Yelm is for 180 hours annually at a reduced municipal
rate and the prosecution rates is a fixed rate. There is no retainer, the hourly rate
is $205 (normally $325 hourly), and charges a reduced rate of $125 per hour for
travel time. Councilmember Carmody asked why Mr. Dille is attending the Council
meetings on a regular basis now when he did not attend regularly in the past. Mr.
3/8/16
Agenda Item 6. a. Minutes
Page 2 of 3
Dille stated he was asked to attend. Mayor Harding stated that normally City
Attorneys attend the Council meetings and in the past, we have saved money by
not having an Attorney present. Over the last couple of months, there has clearly
been a need for legal counsel to attend the meetings to advise the Council and
Mayor. Councilmember Carmody asked Mr. Dille when the last time he read
Councilmember Isom called Point of Order stating legal counsel has been asked to
attend the meetings. Councilmember Carmody does not feel that legal counsel is
necessary at the meetings and that the money could be better spent elsewhere.
Mayor Harding stated it is an operational decision to have counsel at the meetings
and not a grilling session.
16-032 COUNCILMEMBER WOOD MOVED TO TABLE THIS DISCUSSION TO A STUDY
SESSION. SECONDED BY RUSS HENDRICKSON. Discussion followed on the
procedure of the motion.
COUNCILMEMBER WOOD RETRACTED HIS MOTION TO MOVE TO A STUDY
SESSION.
MAYOR HARDING CALLED FOR THE QUESTION. ALL THOSE IN FAVOR OF
APPROVING THE VOUCHERS AYES-FOSTER, ISOM, STILLWELL, WOOD AND
HENDRICKSON. OPPOSED-CARMODY. ABSTAINED-DEPINTO. MOTION
CARRIED.
7. Public Hearing none scheduled
8. New Business none scheduled
9. Old Business none scheduled
10. Mayor and Council Initiatives
Councilmember Foster attended the Chamber of Commerce State of the City
Address Luncheon. Yelm Dollars for Scholars Auction was a success again this year
bringing in approximately $125,000. Councilmember Foster thanked the
community for the support.
Councilmember Carmody will be going on a tour of the Intercity Transit System
in April.
Councilmember Wood attended the State of the City Address at the Chamber
Luncheon.
Councilmember DePinto asked for clarification on the need to have legal counsel
attend the Council meetings. Mayor Harding stated that there are new
and thought it would be helpful to have Mr. Dille attend to assist
with any procedural issues and advise the Council and Mayor in an unbiased
manner. Most cities have their legal counsel attend their meetings.
Councilmember Hendrickson attended the Yelm Emergency Operations Board
meeting where they discussed Alert Sense and upcoming training on the new
system. Councilmember Hendrickson also attended the Chamber State of the City
Luncheon.
Mayor Harding thanked the Council for attending the State of the City Luncheon
today and stated it was well received. Mayor Harding also attended the After Hours
3/8/16
Agenda Item 6. a. Minutes
Page 3 of 3
Lions meeting to discuss Prairie Days and the operational aspects of the new
Community Center for that event.
11. Executive Session none scheduled
12. Correspondence included
Yelm Area Chamber of Commerce News March 2015
Enewsletter from Congressman Denny Heck 2016 U.S. Service Academy
th
Information Nights in the 10 Congressional District March 28-31, 2016
March Chamber Forum & Luncheon: State of the City, March 8, 2016 11:30am-
1pm
13. Adjourned at 6:23 pm.
___________________________ Attest: _________________________
Ron Harding, Mayor Lori Mossman, Deputy City Clerk
3/8/16
Agenda Item 6.b.
VOUCHER APPROVAL FORM
The following is a list of checks approved for payment at
Tuesday, March 22, 2016 council
Payroll
Direct Deposit-Employee
9999999999$24,041.53
Payroll
Checks-Employee
6645066452$2,180.21
Payroll
A/P Checks
XXXXXX$-
Payroll
A/P EFT & Drafts
9999999999$7,309.52
A/P Checks/Voucher
2016
6645366526$368,922.48
A/P
Voucher EFT & Drafts
9999999999$639.30
Utility RefundsXXXXXX
TOTAL$403,093.04
____________________________ /_______________________________/________________________________
Mayor Councilmember Councilmember
____________________________/________________________________/________________________________
Councilmember Councilmember Councilmember
____________________________/_______________________________
Council member Councilmember
ATTEST:_____________________________
CITY CLERK:_______________________________________
The above checks approved and signed by a majority of the Yelm City Council, are hereby approved for payment
passed on a motion by______________________________________________at a regular council meeting held
this 22nd day of March, 2016
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Agenda Item 8. a. Parametrix Professional Srvs. Agreement, Wastewater Treatment Plant Facility Plan
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Agenda Item 8. a. Parametrix Professional Srvs. Agreement, Wastewater Treatment Plant Facility Plan
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Agenda Item 8. b.
Page 1 of 3
City of Yelm
STAFF REPORT
To:Mayor Ron Harding
Yelm City Council
From:Noah Crocker,Finance Director
Date:March17, 2016 (for March 22, 2016City Council Meeting)
Subj:Ordinance No. 1012, 2016 Budget Amendment – Fund 110, 200,407,413,416
Recommendation
AdoptOrdinance 1012, amending the adopted 2016Budgetto increase the
expenditure/revenue authority in Fund110 (LIBRARY BUILDING FUND), Fund200
(LTGO BOND REDEMPTION FUND),Fund407 (LID 1 REV BOND REDEMPTION
FUND), Fund416 (SEWER LID 1 REV BOND RESERVE FUND) and Fund 413
(SEWER/REUSE CAPITAL IMPROVEMENT) toclose out funds 110, 407, 416 and to
provide funding for additional services completed as part of the Water Reclamation
Facility-Facility Plan project for Fund 413.
Background
Fund110,200
Fund 110 was originally established to accept donations for the library construction and
acquisition project. The fund has been spent to a low level and this action will transfer
the remaining monies to fund 200 to be used for future debt service payments of the
library as well as close fund 110.
Fund 407, 416, 413
Fund 407 and 416 were established to provide a reserve for the sewer LID #1 as well as
a bond redemption fund to pay debt service and administrative costs of the LID#1. The
bonds have been retired for LID #1 and in 2015,the final assessment payments were
received. There are no longer any LID #1 assessment outstanding, thus, the remaining
cash in these funds can be moved and used for operations and capital of sewer
activities. This amendment will move those funds from 407 and 416 to 413 and close
funds 407 and 416.
Agenda Item 8. b.
Page 2 of 3
Fund 413
On May 13, 2014,the City of Yelm entered into a contract with Parametrix, Inc. to
complete a 15 year Facility Plan for the Water Reclamation Facility (WRF). Due to
treatment process challenges, it has become necessary for the City to begin planning
for needed improvements to the WRF that will ensure we continue to meet requirements
stipulated in the WRF's National Pollutant Discharge Elimination System (NPDES)
permit.
Additional tasks that have been or are being completed that were not included in the
original scope include sand filter denitrification pilot testing, implementation of the sand
filter denitrification improvements, and additional meetings, communication and project
management activities to accommodate these additional tasks.
There is sufficient cash in Fund 413to pay for the increase in contract expenses.
Current Situation
The Council should adopt Ordinance 1012 in order to authorize the expendituresto
close funds 110,407, 416 andto pay the amended contract between City of Yelm and
Parametrix, Inc for professional services for the Sewer Facility planfrom fund 413.
Agenda Item 8. b.
Page 3 of 3
CITY OF YELM
ORDINANCE NO. 1012
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 from fund 413, for the fiscal
year ending December 31, 2016, are increased by $54,940forWater
Reclamation Facility Plan; as shown in Exhibit A;
Additionally,2016budgeted amounts for expenditures/transfers from fund
110, 407, 416 for the fiscal year ending December 31, 2016, are
increased by a total of $9,875.76 ($0.93; $5,105.54; and $4,769.29
respectively) to transfer monies and close funds as shown in Exhibit A.
Section 2. The budget for the year 2016as 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 22rdday of March2016.
__________________________________
Ronald W. Harding, Mayor
Authenticated: __________________________________
Janine A. Schnepf, City Clerk
Passed and Approved: March22rd, 2016
PUBLISHED: Nisqually Valley News:April 1, 2016
Effective: April 6, 2016
Ord 1012 3/22/161 of 2
Ord 1012 3/22/162 of 2
Agenda Item 8. c. SR 507 Mosman Ave to Washington St. Sidewalk Project, Professional Agreement with Gray & Osborne
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City of Yelm
STAFF REPORT
To: Mayor Ron Harding
Yelm City Council
From: Ryan Johnstone, Public Works Director
Chad Bedlington, Public Works Manager
Date: March 11, 2016 (for March 22, 2016 City Council Meeting)
Subj: SR 507, Mosman Ave SE to Washington Ave SE
Consultant Agreement Gray & Osborne, Inc.
Recommendation
Authorize Mayor Harding to enter into a Consultant Agreement with Gray & Osborne, Inc to
design, engineer, and provide project management assistance for the construction of sidewalks
along SR 507 between Mosman Avenue SE and Washington Avenue SE.
Funding
This project is funded jointly by the Transportation Improvement Board (TIB) via an 80% project
grant, and a 20% local funds match. On February 23, 2016 City Council approved the
acceptance of the grant funding agreement and also approved, via Ord. 1011, to transfer
monies to fund 316 to funaximum amount payable to this
consultant is $46,200, with $36,960 of it being fully reimbursable from the TIB.
Background
-year transportation improvement plan. In
November of 2015 the City was awarded an opportunity to receive funding from the TIB to
construct the project. On February 23, 2016 Council approved funding for this project including
the dedication of matching funds from the City. On March 1, 2016 the City received
authorization from TIB to proceed with the design phase.
Current Situation
The next step in the project is to start design and move toward bidding the project for
construction. Public Works staff evaluated three (3) consultants Statements of Qualifications
sulting services.
We determined that moving forward with selecting Gray and Osborne, Inc. was the best choice
for this project.
March 11, 2016 Page 1 of 1
Agenda Item 8. c. SR 507 Mosman Ave to Washington St. Sidewalk Project, Professional Agreement with Gray & Osborne
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