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05 10 2016 Agenda Packet AGENDA YELM CITY COUNCIL MEETING TUESDAY, MAY 10, 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 4. Special Presentations- Yelm Student of the Month- 5. Public Comment the meeting recorder. Comment topics should not appear elsewhere on the agenda. Time (three minutes per speaker) and the number of speak are limited and may be adjusted to meet agenda requirements. 6. Consent Agenda ACTION a. Minutes; Regular Meeting April 26, 2016 & Study Session April 27, 2016 b. Payables; Checks # c. Cochrane Park Use Request- Yelm Amateur Radio Group, National Emergency Preparedness Drill June 24, 11am-2pm, June 26, 2016. (overnight camp in parking lot) 7. Public Hearing- none scheduled 8. New Business- none scheduled rd a. Request for Waiver of Appeal Fee, Bichler 93 Ave. 9. Old Business none scheduled 10. Council and Mayor Councilmember Foster represents Yelm on the following committees. Council 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 CouncilCommittee (TRPC) Yelm Finance Committee Councilmember Stillwell represents Yelm on the following committees. Thurston County EDC Board Yelm Finance Committee Councilmember Wood represents Yelm on the following committees. (TRPC) Transportation Policy Yelm Finance Committee Board Yelm Transportation Committee TComm 911 Admin Board Councilmember DePinto represents Yelm on the following committees. Yelm Transportation Committee Thurston County Law and Justice STEDI Councilmember Hendrickson represents Yelm on the following committees. Medic One Yelm Emergency Operations Board Mayor Harding represents Yelm on the following committees. Yelm Economic Development Yelm Finance Committee Committee Yelm Emergency Operations Board Yelm Transportation Committee 11. Executive Session- none scheduled Correspondence 12. (Correspondence is available upon request) Thurston Regional Planning Council Pre-Agenda Friday, May 6 8:30am- 11am Thurston County Auditor News -Notice of Election: Presidential Primary May 24, 2016 13. Adjourn Upcoming Meetings Regular City Council Meeting, Tuesday, May 24, 2016, 6:00 pm, Public Safety Building Council Study Session, Wednesday, May 25, 2016, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, June 14, 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 ca Public comments are welcome. However, in order to proceed with s time per speaker is limited to 3 minutes and the number of speakers limited to five. Comments public comment portion of the meeting should not be associated w elsewhere on the agenda and should not address topics for which e been conducted or are anticipated. a person with a disability and in need of reasonable accommodati in government processes or activities, please contact Janine Schnepf, working days prior to the scheduled event. The City of Yelm is a employer. The Preliminary Agenda and Approved Council Minutes are available at www.ci.yelm.wa.us Agenda Item 6. a. Minutes Page 1 of 6 YELM CITY COUNCIL REGULAR MEETING TUESDAY, APRIL 26, 2016 MINUTES 1. Mayor Pro-tem Wood called the meeting to order at 6:00 pm. 2. Roll Call Present: JW Foster, Molly Carmody, Bob Isom, Tad Stillwell, Joe and Russ Hendrickson. 3. Agenda Approval 16-043 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS PRESENTED. SECONDED BY JOE DEPINTO. 16-044 COUNCILMEMBER ISOM REQUESTED THAT ITEM 8A BE REMOVED FROM THE AGENDA. SECONDED BY JW FOSTER. AYES-FOSTER, CARMODY, ISOM, STILLWELL, HENDRICKSON. OPPOSED-DEPINTO. 16-045 MOTION BY BOB ISOM TO APPROVE THE AGENDA WITH THE REMOVAL OF ITEM 8A. SECONDED BY JW FOSTER. 16-046 COUNCILMEMBER DEPINTO AMENDED THE MOTION TO INCLUDE A 20 MINUTE EXECUTIVE SESSION TO DISCUSS THE QUALIFICATIONS OF THE CITY ADMINISTRATOR. SECONDED BY STILLWELL. AYES-FOSTER, CARMODY, STILLWELL, DEPINTO AND HENDRICKSON. OPPOSED-ISOM. CARRIED. City Attorney Brent Dille suggested the Executive Session take p 10. Council and Mayor Reports. MAYOR PRO-TEM WOOD RESTATED THE MOTION REMOVING ITEM 8A AND ADDING A 20 MINUTE EXECUTIVE SESSION BEFORE MAYOR AND COUNCIL REPORTS. AYE;FOSTER, CARMODY, STILLWELL AND DEPINTO. OPPOSED;ISOM AND HENDRICKSON. MOTION CARRIED. 4. Special Presentations none scheduled 5. Public Comment Leroy Painter-Smith, President of the Amateur Radio Club asked camp overnight at Cochrane Park June 24 & 25, 2016 for the Natio Preparedness Drill called Field Day. The Yelm Ham Radio Club is the American Radio Relay in Connecticut. The Club will have lots does not want to have to pack up each day. Councilmember DePinto many people would be camping. Leroy stated they are expecting 20 and out throughout the day. Councilmember Isom asked if they wou in tents or trailers and if the equipment would remain in paved there would be tents, a generator and at least one trailer and a they can stay in the paved area if need be but some of the anten to be in the park area. Councilmember Foster suggested going thr process of filling out the park use request. Councilmember Carmo there is no overnight camping in the park. Councilmember Isom st reasoning for no overnight camping is to keep people from settin residency in the park and the damage that could occur. Grant Bec Development Director explained that camping could be permitted i the Council through the park use request process. Mr. Painter-Sm park use request tomorrow. Councilmember Foster suggested that i agenda. Mayor Pro-tem suggested that it be discussed during Mayo Initiatives. 4-26-16 Agenda Item 6. a. Minutes Page 2 of 6 Micah James Anderson, Yelm resident received information from t Brent Dille. Micah served Mr. Dille will his amended answer, and against the City of Yelm along with his affidavit and final billort claim against the City in December that he has not gotten a repl Micah does not receive payment from the City in the next 30 days reporting to the credit bureau. This matter will be going before June 2 at 8am and Micah advised that someone be there to represe mostly likely, a default judgment will be entered to the City. Jean Handley, Yelm resident had some miscellaneous items for th think about. First is the nomination of Mayor Harding for Stefan done some research on Mr. Chatwin and asked Council to please be their background research. Jean would like some secretive behavi be addressed. Transparency and accountability is a must. Second traffic has started and suggested that educational information b roundabout so that more people use it. Thirdly, since the skate there is a parking problem. There is not enough parking for the is way too small. Mayor Pro-Tem Wood stated it is a new project and we are still kinks. Jean also asked if the upcoming splash park project would be re site. The water at the future splash park project will be recycl Ben DeLora, Yelm resident expressed concern about the bypass si recently been approved in the legislature. Ben is concerned that traffic and the big trucks using the bypass and Rhoton Road will issues on the eastern side of Yelm. There are safety concerns fo that route and there are no sidewalks in some areas. Ben stated should annex that area that the bypass services so they can cont and what is built there because he feels it will become an essen the next 10 years. Grant Beck, Community Development Director stated that Rhoton R Transportation planning document for improvements. The bypass is project, the City of Yelm has been working with the State for 25 project and made the commitment that the loop would not be a bus and the State has designated the area as a limited access highwa Councilmember Carmody explained that the City could not just de petitioning the City to be annexed. 6. Consent Agenda Minutes Regular Meeting April 12, 2016 Payables Checks #66687 - #66764 Totaling $765,675.37. YCP/YCC Lions Club, June 20-26, 2016 Prairie Days-Open to the public 16-047 MOTION BY RUSS HENDRICKSON APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing none scheduled 8. New Business 4-26-16 Agenda Item 6. a. Minutes Page 3 of 6 a. Confirmation City Administrator-REMOVED b. Resolution No. 566, Stormwater Management Plan Chad Bedlington, Public Works Manager gave a PowerPoint on the p explained that documents such as the Water System Plan or Genera provide the foundation and guidance necessary to ensure that the accomplishes necessary goals while also maintaining regulatory c City of Yelm Stormwater Utility did not have a planning document this until now. The drafting and adoption of the Stormwater Mana (SWMP) will address that need by covering core elements as requi Department of Ecology (DOE), identifies gaps in needed data and mapping, and provides an initial analysis of the utility. On Jul Council approved the Mayor to enter into a contract with Paramet City in preparing the SWMP. That contract is funded by a $100,00 ($75,000/$25,000 Loan) from DOE. This week the DOE completed its review of the draft agreement and granted their preliminary appr SWMP. The next step in the approval process is to accept public plan and bring forward the attached Resolution No. 566 for appro City Council adopts the SWMP, then DOE will be notified of final a begin to utilize the Plan for operations and future project fund Isom asked if this has been sent out for public comment yet. Cha the only public comment currently but it has been advertised in would like public comment at this time. No written comments have by the City as of today. Councilmember Carmody inquired if part water management funding pays for payroll at the wastewater trea Ryan Johnstone, Public Works Director addressed Council and stat storm water is an enterprise fund meaning it pays for itself. Th Utility is the only utility currently in the City that has no fu the City grows we will have to address that issue. Small portion wages currently are paid out of the fund. Mayor Pro-Tem Wood opened it up for public comment. Mark Jensen, Yelm resident asked what was done to obtain the gra Department of Ecology and what the requirements of the grant wer explained that funding from DOE for the plan came from the tradi opportunity, Call for projects, that occurs annually. The obliga grant are to draft a plan to their satisfaction and produce a st management plan for their acceptance. Mayor Pro-Tem closed the public comment period. 16-048 MOTION BY RUSS HENDRICKSON APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. rd c. Request for Waiver of Appeal Fee, Bichler 93 Ave Tami Merriman, Associate Planner stated that Mr. Bichler owns th rd 109 93 Avenue SE, in Yelm. The property is zoned C-1 Commercial pursua Chapter 18.36 YMC. Mr. Bichler recently appealed a staff determi recreational vehicles sales, maintenance and repair is an abando conforming use. On January 12, 2016, the City Council waived the appeal fee. The appeal was heard by the Yelm Hearing Examiner on 2016 and denied the appeal and upheld the staff determination. M appeals the Hearing Examiner decision to the City Council and re of the appeal fee $500.00. The current Yelm Development Fee Sche 4-26-16 Agenda Item 6. a. Minutes Page 4 of 6 a waiver of the appeal fee under certain circumstances. The reso the appellant shall apply for the waiver at the same time as the and provide documentation to the satisfaction of the City Counci should be waived. No documentation was submitted. Council may wa appeal fee pursuant to Resolution No. 561, if it determines the the requirements above, request documentation from the appellant waiver request, or deny the request to waive the appeal fee. Cou DePinto asked if it was a financial burden for Mr. Bichler. Mr. the last time he was before Council asking for a waiver of the a explained the financial hardship this has caused and he does not Hearings Examiner was correct in the ruling. 16-049 MOTION BY MOLLY CARMODY TO WAIVE THE APPEAL FEE PURSUANT TO THE YELM DEVELOPMENT FEE SCHEDULE ADOPTED BY RESOLUTION NO. 561. SECONDED BY JOE DEPINTO. Councilmember Isom expressed concern about the lack of documenta the appeal fee of $500 to be a financial burden to the applicant Isom asked if this matter can be moved to another meeting to all provide documentation or is the appeal time a concern. Grant Bec Development Director stated the Council could request informatio and it can be moved. The appeal has been made within the statuto. The Community Development does not try to vet these situations becau Council decision and they do not want to get in the way of the re documentations Council might want. It is up to the Council to re the documentation needed to make the decision. Councilmember Fos that he made the original motion in January to waive the $1250.0 feels that the Hearing Examiner process is fair and thorough. Co Foster feels it is reasonable to ask that the appeal fee be file for staff and City time at this second point. Councilmember Carm like to see documentation of the financial burden. Councilmember what is the purpose of the appeal fees. Grant Beck addressed the stated the hearing examiner fee is based on the average cost to hearing and the fees are to cover staff and council time to proc 16-050 COUNCILMEMBER ISOM MADE A FRIENDLY AMENDMENT TO THE MOTION AND REQUESTED MR. BICHLER PROVIDE FINANCIAL DOCUMENTATION LIKE A PROFIT/LOSS STATEMENT TO THE COUNCIL BY THE NEXT COUNCIL MEETING. SECONDED. 16-051 COUNCILMEMBER CARMODY WITHDREW HER PREVIOUS MOTION TO APPROVE THE WAIVER AS IT STANDS. STILLWELL SECONDED. OPPOSED- DEPINTO. CARRIED. 16-052 COUNCILMEMBER ISOM MOVED TO TABLE THIS MATTER UNTIL THE NEXT COUNCIL MEETING TO ALLOW MR. BICHLER TO PROVIDE FINANCIAL DOCUMENTATION TO COUNCIL. SECONDED BY CARMODY. OPPOSED- DEPINTO. MOTION CARRIED. Mr. Bichler asked if the information can be provided to Tami Me can distribute to Council so that he does not have to attend the lives out of the area. Council agreed. 9. Old Business none scheduled 4-26-16 Agenda Item 6. a. Minutes Page 5 of 6 11. Executive Session At 6:57 pm, Mayor Pro-Tem Wood announced that Council would go into a 20 minute Executive Session to discuss the quali City Administrator (RCW 42.30.110 (g)). At 7:20 pm, Mayor Pro-Tem reconvened the regular meeting. 10. Mayor and Council Initiatives Councilmember Foster reminded everyone of the upcoming Home & Garden this weekend at the High School. Councilmember Carmody attended the Intercity Transit Board meeting and reminded everyone that May is Bicycle Commuter Month and you cou if you sign up and bike to work for the month of May. Councilmem attended the Yelm Adult Community Center meeting and reported th installed a new floor and they are still looking for volunteers. Councilmember Stillwell attended the Thurston County EDC Board meeting and reported the June 25 is National Lemonade Day, coordinator with which encourages and teaches young entrepreneurs how to run a bu too late this year but in the future, it would be nice to do som City Park. Councilmember Foster stated that the Lions Club still available at the City Park for Prairie Days. Councilmember DePinto attended the South Thurston Economic Development Initiative meeting where they discussed priorities for the group before Council in the future for a presentation. Councilmember Hendrickson attended the Medic One meeting. Mayor Pro-Tem Wood attended an Arbor Day Celebration at the City of Lacey where they presented Yelm with an Arbor Day tree. Mayor Pro-Tem and invites everyone to the upcoming City of Yelm Arbor Day Cele Friday, April 29, 2016 from 11am to 12pm. 12. Correspondence included Thurston County Auditor, Mary Hall Press Release Voter registration deadlines Thurston Regional Planning Council Pre-Agenda Friday, May 6, 201 th Invitation to the 20 Arbor Day Celebration Friday, April 29, 2016 11am-12pm at the Yelm City Park 13. Adjourned at 7:25 pm. ___________________________ Attest: _________________________ Tracey Wood, Mayor Pro-Tem Lori Mossman, Deputy City 4-26-16 Agenda Item 6. a. Minutes Page 6 of 6 YELM CITY COUNCIL STUDY SESSION WEDNESDAY, APRIL 27, 2016 5:00 P.M . Mayor Pro-tem Tracey Wood called the meeting to order at 5:00 p. Carmody, Bob Isom, Tad Stillwell, Joe DePinto and Russ Hendrickson. Staff: Bill Brandon, Sonia Ramirez, Grant Beck, Ryan Johnstone and Todd Stancil. 4 a. Alert Sense System, Todd Stancil, Chief of Police presented a live demonstration. Th notification has the capability to notify a large number of peopautomatically by cell phone text or landline, impacted by events, including traffic, temporary road closures and emergenci sign up for the service to receive notification. Further, in coordination with Thurston County each could administer emergency notification by opening area maps and notifying reside the ability to bounce off cell towers for those passing through population based with a service fee estimated at $1,600 annually up contact groups before rolling out the external program in Jun 4 b. Cyber Key Demonstration, Ryan Johnstone, Public Works Director, with assistance from Gran new key technology that is currently in place at the Community C. Keys checked out for rental of the Community Center are programmed to be active only during the designated re Ryan proposes to retrofit the City buildings and facilities with compatible locks, allowing staff to carry on central location allows access and limitations to open multiple lock, record access activity and provide ability to deactivate a lost key. Initial cost $8,000 a 4 c. Uber Occupational Permit, Grant Beck, Community Development Director updated Council on change of practice to license Uber drivers as proposed to cities in Thurston County participation where Replaces current background checks with more thorough ones. Yelm facilitate the audits on demand. This change of practice provide will be done by the Police Dept. 5. Mayors Report.1) Tracey Wood reported that the Community Initiative Partnership f HOME Consortium. The group meets May 9 for So. Sound cities to r commit a share of the CDBG entitlement funds to be a part of the2)Traffic st studies at Stevens and 1 Ave determined that a four way stop sign is justified for this 3)WWTP is short staffed due to vacant manager position and recent auto accident. PW Director would CONCENSUS TO MOVE FORWARD WITH TEMPORARY HIRE WWTP OPERATOR ASSISTANT. 4) Portable recording equipment is available to begin recording study sessions in the training room. CONCENSUS TO BEGIN RECORDING STUDY SESSIONS IN TRAINING ROOM. 5) Use of computer tablets for Council. Cost for hardware $5,600 CONCENSUS TO MOVE FORWARD FOR USE WITHOUT DATA PACKAGE. 6) Reviewed process for adding items to Council meeting Agenda, including Council initiatives and outsid. 7) Reviewed Amateur Radio Group request for waiver for overnight Cochrane Park Use request. 6. Council Initiatives JW acknowledged the good work done by PW staff to repair pothole Molly Carmody inquired about what can be done about a feral cat solutions rather than adding to PW animal control duties. Tad Stillwell requested clarification and review of fee waiver r submits requested documents. Tracey Wood commented on issues raised by citizens that have dev including littering of garbage, landscape damage, smoking and us Joe DePinto and Mayor Harding met with representatives from YMCA meeting scheduled with local and regional representatives to dis Todd Stancil announced Officer Don Moody has given his 2-week no Adjourn 7:55 p.m. ________________________________ Attest_______________________ Tracey Wood, Mayor Pro Tem Janine Schnepf, City Clerk 1 of 1 04/27/16 Agenda Item 6. c. Cochran Memorial Park Request Page 1 of 2 Agenda Item 6. c. Cochran Memorial Park Request Page 2 of 2 Agenda Item 12. Correspondence Page 1 of 2 TRPC Members & Representatives City of Lacey Virgil Clarkson PRE-AGENDA City of Olympia Friday, May 6, 2016 Nathaniel Jones 8:30 a.m. – 11:00 a.m. City of Rainier Everett Gage The TRPC pre-agenda provides our members the opportunity to review the topics of the upcoming TRPC meeting. This information is forwarded in advance to afford your councils and boards the City of Tenino opportunity for discussion at your regular meetings. This will provide your designated representative David Watterson with information that can be used for their participation in the Regional Council meeting. For more City of Tumwater information, please visit our website at www.trpc.org. Tom Oliva Consent Calendar ACTION City of Yelm These items were presented at the previous meeting. They are ac Robert Isom on consent unless pulled for further discussion. Confederated Tribes of the Chehalis Reservation a.Approval of Minutes – April 1, 2016 Amy Loudermilk b.Approval of Vouchers Nisqually Indian Tribe Heidi Thomas c.Approval of Draft SFY 2017-18 Unified Planning Work Program(UPWP) Town of Bucoda Alan Vanell Climate Adaptation PlanPRESENTATION Thurston County As a follow-up to the Sustainable Thurston plan, TRPC sought and received a Sandra Romero develop a Climate Adaptation Plan with strategies and actions th private sectors could take to prepare for and cope with the effehange- North Thurston Public Schools exacerbated natural hazards (e.g., rising sea levels, more frequ Chuck Namit Work began on the project in late 2015 and will conclude in lateStaff will provide policymakers an update on the project. Olympia School District Mark Campeau DRAFT Regional TransportationPlan (RTP)–INFORMATION / DISCUSSION Intercity Transit Public Comments Received Karen Messmer TRPC released the Draft Regional Transportation Plan for public LOTT Clean Water Alliance period continues through May 9. TRPC will be briefed on the comup to Cynthia Pratt the date ofthe Maymeeting. Port of Olympia State of the Transportation System ReportDISCUSSION Bill McGregor The Transportation Policy Board began discussion of this Council Staff will PUDNo. 1 of Thurston County provide a recap of that effort. Russell Olsen 2017 Legislative SessionDISCUSSION The Council will discuss issues for the 2017 Legislative session and strategies for engaging with legislators during the interim. Associate Members Report from Outside Committee AssignmentsINFORMATION Economic Development Council of Thurston County Member Check InDISCUSSION Michael Cade Executive Director’s ReportINFORMATION Lacey Fire District #3 Gene Dobry Puget Sound Regional Council Vacant The Evergreen State College Jeanne Rynne Timberland Regional Library Bill Wilson Agenda Item 12. Correspondence Page 2 of 2 Subject: Notice of Election: Presidential Primary Notice of the May 24, 2016 Presidential Primary Election A ballot will be mailed to all Thurston County voters with a cur Registration Deadlines: Monday, April 25, 2016: Deadline for online, mail, transfer to a new address, or update current registration. Monday, May 16, 2016 : Deadline for first-time registrations in Washington State. Mus be done in person at the Where to register, obtain a ballot and ask for more information: Online: ThurstonVotes.org Phone: (360) 786-5408 In Person: Rm 118, Olympia, WA 98502 Voter Registration Forms : Available at all Thurston County Timberland Libraries, city/to halls, schools, fire stations and licensing agencies. Meetings to canvass ballots and finalize the election are open to the public. Meeti at the Thurston County Ballot Processing Center on Wednesday, Ju th Ballot Processing Center: 2905 29 Ave SW Ste E, Tumwater, WA 98512 Disabilities: Citizens with disabilities requiring special accommodation shoul Walston, (360) 786-5408 or TTY (360) 754-2933. Dated this 16th day of April, 2016 Mary Hall Thurston County Auditor