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04 12 2016 Agenda Packet AGENDA YELM CITY COUNCIL MEETING TUESDAY, APRIL 12, 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. a. Student of the Month b. Arbor Days Proclamation Public Comment 5. the meeting recorder. Comment topics should not appear elsewhere on 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 Minutes: Regular Meeting March 22, 2016; Study Session March 23, 2016 a. Payables; Checks # b. Longmire Park Request Yelm Lions Club , c. 7/16/16, 7/30/16, 8/13/16 & 8/27/16 5pm-11:30pm Public Hearing- none scheduled 7. New Business- none scheduled 8. 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 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 Executive Session- none scheduled 11. Correspondence (Correspondence is available upon request) 12. Yelm Chamber of Commerce April Newsletter AWC letter, 2016 Board of Directors Recruitment AWC brochure, Training and Events, Spring/Summer 13. Adjourn Upcoming Meetings Regular City Council Meeting, Tuesday, April 26, 2016, 6:00 pm, Public Safety Building Council Study Session, Wednesday, April 27, 2016, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, May 10, 2016, 6:00 pm, Public Safety Building CITY OF YELM MEETING INFORMATION All regular Yelm City Council meetings are audio recorded. A $5. information about obtaining a copy of the proceedings, please ca58.8402. Public comments are welcome. However, in order to proceed with s time per speaker is limited to 3 minutes and the number of speak 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 or are anticipated. le with disabilities. If you are a person with a disability and in need of reasonable accommodati in government processes or activities, please contact Janine Sch working days prior to the scheduled event. The City of Yelm is an equal opportun employer. The Preliminary Agenda and Approved Council Minutes are availabl www.ci.yelm.wa.us Agenda Item 4. Presentations - Arbor Day Proclamation Page 1 of 1 Arbor Month Proclamation WHEREAS, in 1872, Sterling Morton proposed to the Nebraska Board Agriculture that a special day be set aside for the planting of and WHEREAS, this holiday, called Arbor Day, was first observed with of more than one million trees in Nebraska; and WHEREAS, Arbor Day is now observed throughout the nation and the and WHEREAS, trees can reduce the erosion of our precious topsoil by water, cut heating and cooling costs, moderate the temperature, clean the air, produce life giving oxygen and provide habitat fo wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood fo homes, fuel for our fires, and countless other wood products; an WHEREAS, trees in our City increase property values, enhance the vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy a renewal; NOW, THEREFORE I, Ron Harding, Mayor of the City of Yelm, do her April 29, 2016 as Arbor Day and the Month of April 2016 as Arbor Month and I invite the Council and Citizens of Yelm to our Arbor Day Celebration at 11:00 am April 29, 2016 at the Yelm City Community Center FURTHER, I urge all citizens to plant trees to gladden the hear promote the well-being of this and future generations. Signed this 12th day of April 2016 Ron Harding, Mayor Agenda Item 6. a. Minutes Page 1 of 6 YELM CITY COUNCIL REGULAR MEETING TUESDAY, MARCH 22, 2016 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Tracey Wood, Joe DePinto and Russ Hendricks. Tad Stillwell was available by via conference/speaker phone. 16-033 MOTION BY JW FOSTER EXCUSING COUNCILMEMBERS MOLLY CARMODY AND BOB ISOM FROM THE MEETING. CARRIED. 3. Agenda Approval 16-034 MOTION BY TRACEY WOOD APPROVING THE AGENDA AS PRESENTED. CARRIED. 4. Special Presentations 2015 Reserve Officer of the Year, Officer Mike Baker Todd Stancil, Yelm Police Chief stated that in 2015 Mike Baker v than 260 hours of his time to the Department and the Yelm Commun than 2500 hours since he started volunteering in 2003. Mike is a Officer that allows him to work solo, assist patrol Officers and service. Mike is always willing to assist the Department in any very short notice situations. He is currently the longest servin the City of Yelm and is highly respected amongst his peers in th community. Mike has a positive attitude and a great work ethic. time that Mike Baker has been recognized as Reserve Officer of t Mayor Harding presented Mike Baker with a plaque and thanked hi service and dedication to the community. 2015 Officer of the Year, Officer Jared Geray Todd Stancil, Yelm Police Chief stated that Jared Geray began hi Yelm Police Department in November of 1999. Prior to Yelm, Jared in the cities of Roy, Spokane County and Rainier. In addition to capacity, Jared was a department Detective for 6 years. During his Detective, Jared continuously exhibited a tenacity to solve crim criminals accountable and continues to seek out additional respo training that will assist him in his career goals. Jared serves instructor for the department since January 2002 and has played making our firearms training program one of the most respected i enforcement community. Jared is a professional with a high degre and integrity and an excellent example of a true honest hard wor represents the brotherhood to the highest degree. It was unanimo supervisory staff to recognize Jared as 2015 Officer of the Year a great combination of old school work ethic along with a youthf drive. Mayor Harding presented Jared Geray with a plaque and thanked h service to the Yelm community. Mayor Harding also thanked Jared Detective and stated he has a natural personality that people ca with and he really excelled in that position. 5. Public Comment no comment 6. Consent Agenda Minutes Regular Meeting March 8, 2016 3/22/16 Agenda Item 6. a. Minutes Page 2 of 6 Payables Checks #66450 - #66526 Totaling $403,093.04. 16-035 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. 7. Public Hearing none scheduled 8. New Business a. Parametrix Professional Services Agreement, Wastewater Treatmen Facility Plan Ryan Johnstone explained that on May 13, 2014, the City of Yelm entered into a contract with Parametrix, Inc. to complete a 15 year Facility Pl Reclamation Facility (WRF). Due to the treatment process challen become necessary for the City to begin planning for needed impro WRF that will e National Pollutant Discharge Elimination System (NPDES) permit. that have been or are being completed that were not included in include sand filter denitrification pilot testing, implementatio denitrification improvements, and additional meetings, communica management activities to accommodated these additional tasks. Wi successful completion of the sand filter denitrification pilot s 2015, the decision was made to move forward with implementation sand filters. The required update to the WRF O&M manual that enc improvements was recently completed and installation of the requ currently underway and anticipated to be complete in early April amendment will be followed by a budget amendment to the Sewer/Re Improvement Fund (413). This amendment will increase the budgeta authority for this effort to a total of $381,452.99. Councilmemb this project was previously budgeted. Ryan stated it was not bud as we started down the planned path that there were some items t pilot study to make sure it would be viable with our facility. C DePinto asked where the money would come from. Ryan explained Fu which is the Sewer/Reuse Capital Improvement Fund. Mayor Harding Councilmember Stillwell if he had any questions. Connection with Stillwell was lost at this time. Councilmember Foster stated it approve budget amendments when we have had constant updating thr study sessions. The connection with Councilmember Stillwell was he had no questions regarding this matter. 16-036 MOTION BY JW FOSTER AUTHORIZING MAYOR HARDING TO SIGN A CONTRACT AMENDMENT IN THE AMOUNT OF $83,621.38 WITH PARAMETRIX INC. FOR ADDITIONAL SERVICES COMPLETED AS PART OF THE WATER RECLAMATION FACILITY-FACILITY PLAN PROJECT. CARRIED. b. Ordinance No. 1012, Budget Amendment Noah Crocker, Finance Director explained that Ordinance No. 1012 the adopted 2016 Budget to increase the expenditure/revenue auth Fund 110, Fund 407, Fund 416 to provide funding for additional s as part of the Water Reclamation Facility-Facility Plan project 110 was originally established to accept donations for the libra acquisition project. The fund has been spent to a low level and transfer the remaining monies to fund 200 to be used for future payments of the library as well as close Fund 110. Fund 407 and established to provide a reserve for the sewer LID #1 as well as fund to pay debt service and administrative costs of the LID #1. 3/22/16 Agenda Item 6. a. Minutes Page 3 of 6 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 in these funds can be moved and used for operations and capital activities. This amendment will move those funds from 407 and 41 close funds 407 and 416. In May 2014, the City of Yelm entered it with Parametrix, Inc. to complete a 15 year Facility Plan for th Facility (WRF). There is sufficient cash in Fund 413 to pay for contract expenses. Councilmember DePinto asked how it was determ proceeds would go into Fund 413. Noah explained his reasoning fo 413. Councilmember Foster asked Brent Dille, City Attorney whether o whole motion must be read if it is quite lengthy or a simple mot Ordinance No. 1012 would be acceptable. Brent stated a simple mo fine. 16-037 MOTION BY JW FOSTER TO ADOPT ORDINANCE NO. 1012, AMENDING THE ADOPTED 2016 BUDGET TO INCREASE THE EXPENDITURE/REVENUE AUTHORITY IN FUND 110 (LIBRARY BUILDING FUND), FUND 200 (LTGO BOND REDEMPTION FUND), FUND 407 (LID 1 REV BOND REDEMPTION FUND), FUND 416 (SEWER LID 1 REV BOND RESERVE FUND) AND FUND 413 (SEWER/REUSE CAPITAL IMPROVEMENT) TO CLOSE OUT FUNDS 110, 407, 416 AND TO PROVIDE FUNDING FOR ADDITIONAL SERVICES COMPLETED AS PART OF THE WATER RECLAMATION FACILITY-FACILITY PLAN PROJECT FOR UFND 413. CARRIED. c. SR 507 Mosman Ave to Washington St. Sidewalk Project, Professio Agreement, Gray and Osborne Ryan Johnstone, Public Works Director stated the project is fun Transportation Improvement Board (TIB) via an 80% project grant local funds match. On February 23, 2016, Yelm City Council approved the acceptance of the grant fund agreement and approved via Ordinanc transfer monies to fund 316 to fund the C payable to this consultant is $46,200, with $36,960 of it being -year transportation improvement plan. In November of 2015, the City was awarded funding from the TIB to construct the project. On February 23, 2016, City Council approved funding for this project including the dedication of matching funds from 1, 2016, the City received authorization from TIB to proceed with the de and move toward bidding the project for construction. Public wor Services Center (MRSC) Roster for consulting services. We determ forward with selecting Gray and Osborne, Inc. was the best choic Councilmember Foster asked if we have used Gray and Osborne in t stated we have used them many times in the past and we have a ve record with them. Councilmember Foster asked if anything substan anticipated in the design element that might cause the project t estimate and if so, is there capacity in the grant funding to co Ryan stated he d themselves but it was discussed to possible incorporate addition of the project but at this time we are just moving forward with project. 16-038 MOTION BY JW FOSTER AUTHORIZING MAYOR HARDING TO ENTER INTO A CONSULTANT AGREEMENT WITH GRAY & OSBORNE, INC. TO DESIGN, ENGINEER, AND PROVIDE PROJECT MANAGEMENT ASSISTANCE FOR THE 3/22/16 Agenda Item 6. a. Minutes Page 4 of 6 CONSTRUCTION OF SIDEWALKS ALONG SR 507 BETWEEN MOSMAN AVENUE SE AND WASHINGTON AVENUE SE. CARRIED. 9. Old Business none scheduled 10. Mayor and Council Initiatives Councilmember Foster attended the reception for the new Interim City Administrator Bill Brandon, the Thurston County Solid Waste Advi (SWAC) meeting and the Nisqually River Council meeting. Councilm also attended the Thurston County Emergency Management Executive along with Councilmembe Wood and Hendrickson, Chief Stancil and Public Works Director Ryan Johnstone. It was an overview of the planning proc disasters. We are engaged in more of a planning process for the emergencies now than just planning recovery. We need to engage m partners in the private sector. A suggestion would be to provide the planning process. For example: building our Yelm Ordinances make more underground utilities. Grant Beck, Community Developme stated for the record that when we put together our street tree e Puget Sound Energy and new trees are planted are selected so it Councilmember Wood attended the reception for the new Interim City Administrator Bill Brandon and the Thurston County Executive Sem Councilmember Wood attended the Transportation Policy Board (TRP where a Regional Transportation Plan was approved for the public learned that Thurston County has spent about 50 million dollars paths since this project started. Councilmember DePinto expressed his deep sorrow and sympathy for those killed and injured in the terrorists attacks in Brussels this mor DePinto asked for a status update on hiring a full time City Adm many applications had been received. Councilmember asked if the Administrator is working on an as needed basis or a full time ba the process for those who have applied for the position. Mayor H this would be a better discussion for a study session. Councilme th spoke with Ridgeline 7 Hendrickson and gave them basic information on local government attended the STEDI meeting and discussed different upcoming comm and Thurston County Bountiful Byways. Councilmember Hendrickson attended the Medic One meeting and reported that Thurston County Medic One response time is at 98% of our goal. W our saving rate goal for heart attacks response and the national we are doing excellent. Mayor Harding along with Chief Stancil, Public Works Director Ryan Johnstone a Foster met with Department of Transportation and discussed Yelm alternative route when I-5 is closed and the possible solutions congestion. Reminded everyone of department head presentations a 101 tomorrow at the Study Session. 11. Executive Session none scheduled 3/22/16 Agenda Item 6. a. Minutes Page 5 of 6 12. Correspondence included 2016 AWC Board of Directors Recruitment Newsletter, March 4, 201 Congressman Denny Heck Enewsletter, March 13, 2016-National rec South Sound student artists 13. Adjourned at 6:41 pm. ___________________________ Attest: _________________________ Ron Harding, Mayor Lori Mossman, Deputy City 3/22/16 Agenda Item 6. a. Minutes Page 6 of 6 YELM CITY COUNCIL STUDY SESSION WEDNESDAY, MARCH 23, 2016, 5:00 P.M. Mayor Pro-tem Tracey Wood called the meeting to order at 5:00 p. Present: Councilmembers Bob Isom, Tad Stillwell, Joe DePinto and Russ Hendrickson. Councilmember JW Foster arrived 5:05 p.m. Staff: Sonia Ramirez, Noah Crocker, Grant Beck, Ryan Johnstone provided summary for minutes and attendance. Mayor Harding arrived at 5:25 p.m. 4. Department Presentations: Department Heads from each department presented a PowerPoint pre department duties, responsibilities, activities and including ph Municipal Court: Sonia Ramirez, Court Administrator Admin/Finance: Noah Crocker, Finance Director (Janine Schnepf, C absent) Community Development, Grant Beck, Community Development Directo Public Works: Water, Sewer, Streets, Parks, Ryan Johnstone, Publ Police, Todd Stancil, Police Chief 5. Budget 101, Noah Crocker, Finance Director Noah Crocker presented a Budget 101 training on governmental bud Further explaining the system for allocation of funds including General Fund, Special Revenue Funds, Debt Service Funds, Capital Proprietary Funds: Enterprise Funds (Utilities), Internal Servic Agency; must follow (BARS). . 6. Council Initiatives Adjourn: 7:55 p.m. ________________________________ Attest_______________________ Ron Harding, Mayor Janine Schnepf, City Clerk 1 of 1 03/23/16 Agenda Item 6. c. Longmire Park Request Page 1 of 5 Agenda Item 6. c. Longmire Park Request Page 2 of 5 Agenda Item 6. c. Longmire Park Request Page 3 of 5 Agenda Item 6. c. Longmire Park Request Page 4 of 5 Agenda Item 6. c. Longmire Park Request Page 5 of 5 Agenda Item 12. Correspondence Page 1 of 4 Yelm Area Chamber of Commerce April Newsletter Nisqually Valley Home & Garden Show 2016 Save The Date! Are you ready to enjoy spring? We certainly are! On April 30th and May 1st, the Yelm Area Chamber of Commerce will host the 2016 Nisqually Valley Home & Garden Show at Yelm High School. This is the 14th annual show, bringing together residents and area business as well a large number of visitors in a bustling festiv atmosphere. Shop at local businesses Learn from experts in their fields Tour over 100 exhibitor booths and demonstrations Sample foods from a variety of vendors Connect with friends and neighbors Agenda Item 12. Correspondence Page 2 of 4 Bring the entire family Discover your hidden treasures at the Antique Fair Explore Classic Vintage Cars at the Car Show Take in the many seminars ranging from horticultural expert Marianne Binetti and Kellie Petersen of Gordon's Garden Center to local preparedness expert Vivian Eason of Thurston County Emergency Management and Kirk Haffner of South Sound Solar. The show features hundreds of exhibitor booths and demonstrations offering the latest in home and yard related products, services and improvements. And don't forget the food! Savor some of Thurston Counties best from Simply Organic, Taco Gaby and The Cattlemen to name a few. Antique and Vintage Appraisal Fair Antique Road Show move over! Bring your family heirlooms, fun vintage finds and serious antiques. The Nisqually Valley Home an Garden Show will offer our very own Antique Fair, where you can have your treasures evaluated by our expert appraiser George A. Higby of Complete Estate Sales and Accredited Appraisals. Mark your calendars now and get ready for the Nisqually Valley Admissionis Free! Home & Garden Show 2016! CHAMBER FORUM & LUNCHEON Steve Pottle of Capture Opportunity presents: Being a Great Entrepreneur Means Being a Great Salesperson Steve Pottle, former senior sales director for Moore Data Management Services, Great Plains Software and Microsoft, is also an experienced entrepreneur and small business owner. Pottle has been involved in owning and managing a full service coffee store and seasonal Agenda Item 12. Correspondence Page 3 of 4 kiosks, starting a successful local business bank and running his own sales and marketing improvement company, Capture Opportunity, where he focuses on impacting a positive bottom line through research, communication, and developing executive business presentations. Join us on April 12, 2016 from 11:30am-1pm Location: Prairie Hotel, 700 Prairie Park Lane, Yelm COST: $20 Members Catered by CASA MIA Hand-Crafted Goods Agritourism: Farm Stands, Wineries, Breweries, and Local What is Agritourism? Agritourism is becoming very popular across the state. The phrase "agritourism" generally refers to any activity that attracts visitors to a farm or ranch. Agritourists can choose from a wide range of activities that include picking fruits and vegetables, riding horses, tasting honey, learning about wine and cheesemaking, or shopping in farm gift shops and farm stands for local hand-crafted goods. Where and What is the Bountiful Byway? The Thurston Bountiful Byway-a scenic route in the heart of Thurston County's picturesque rural and agricultural lands, star in the Nisqually Valley, stretches south to the city of Yelm, th Rainier and Tenino and west to the Capital Forest before ending the intersection of Mud Bay Road and Delphi Road SW. The byway will be a scenic route that promotes agricultural tourism, or agritourism, in the rural parts of Thurston County. Learn more about the Bountiful Byway from Shauna Stewart, Executive Director of the Visitor Convention Bureau, during the April forum. Agenda Item 12. Correspondence Page 4 of 4 It's Not Too Late To Nominate for the Chamber Board The Yelm Area Chamber is still accepting nominations for three Board of Director candidates. They should be highly motivated individuals and community leaders committed to the furtherance o Chamber objectives. If you are interested or know of anyone who might excel in these volunteer position and be willing to give o their time and effort, please contact our Executive Director, director@yelmchamber.com Victoria Wortberg, at or 360-458- 6608. The new Board members will be chosen this month and your nominations or applications are very important. Thank you. Thinking of Becoming a Chamber Member? The Yelm Area Chamber of Commerce is committed to being your SUCCESS 2016! partner. Learn more about the value and benefits of being a Chamber member here, or call us at 360-458- 6608. We look forward to hearing from you soon. Volunteers Needed for the Nisqually Valley Home & Garden Show Are you great with people, pleasant and want to connect with you community? If so, than we would love to speak with you about being a volunteer for the 14th Annual Nisqually Valley Home & Garden Show being held at the Yelm High School this April 30th and May 1st. Please contact Mayra Pena at info@yelmchamber.com or call at 360-458-6608. We want to hear from you. Thank you! Yelm Area Chamber of Commerce 138 Prairie Park Lane P.O. Box 444 Yelm, WA 98597 Website: http://yelmchamber.com/ Phone: 360-458-6608 Email: info@yelmchamber.com