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07-12-16 MinutesYELM CITY COUNCIL REGULAR MEETING TUESDAY, JULY 12, 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 and Joe DePinto. 16-075 MOTION BY BOB ISOM TO EXCUSE COUNCILMEMBERS TRACEY WOOD AND RUSS HENDRICKSON FROM THE MEETING. CARRIED. 3. Agenda Approval 16-076 MOTION BY MOLLY CARDMODY TO AMEND ITEM 8.a. TO CONTINUE THE PUBLIC HEARING ON THE SIX YEAR TRANSPORTATION IMPROVEMENT PROGRAM UNTIL THE JULY 26, 2016 COUNCIL MEETING. SECONDED BY BOB ISOM. CARRIED. 16-077 MOTION BY BOB ISOM TO APPROVE THE AMENDED AGENDA. SECONDED BY JW FOSTER. 16-078 MOTION BY MOLLY CARMODY TO AMEND THE AGENDA TO ADD AN ACTION ITEM REGARDING THE COUNCIL STAFFING COMMITTEE TO 8.c. SECONDED BY JOE DEPINTO. Discussion followed regarding the staffing committee and Council's roles. Council member DePinto felt this was appropriate so that the emergency staffing issue could be addressed. Councilmember Foster stated that in past practices, items are presented prior to the meeting so that Council and staff would have knowledge and be able to research the item. He would prefer this item be discussed at a Study Session. Councilmember Foster would not be in favor of adding an action item, but would be in favor of discussing the item. 16-079 A FRIENDLY AMENDMENT BY MOLLY CARMODY TO CHANGE THE AGENDA AMENDMENT MOTION TO A DISCUSSION ITEM INSTEAD OF AN ACTION ITEM. SECONDED BY JW FOSTER. 16-080 MOTION BY JOE DEPINTO TO WITHDRAWN HIS SECOND ON THE FRIENDLY AMENDMENT. Mayor Harding called for the question: all those in favor to move the Council Staffing Committee item to discussion. All Councilmember's in favor of discussing the item. 16-081 MOTION BY JOE DEPINTO TO APPROVE THE CURRENT AGENDA. SECONDED BY TAD STILLWELL. CARRIED. 4. Special Presentations -none scheduled 5. Public Comment - Scott W. Emry has lived on First and Stevens Street for 38 years. Since the improvements to that intersection, there has been 20-30 car wrecks. Mr. Emry feels that the improvements are not working and would like to have something done about that area. Since the four way stop was put in, there is now a four-way drag strip. More stop signs or speed bumps are needed. Someone is going to get hurt really bad. Councilmember Carmody lives in that area as well and concurred with Mr. Emry on the speeding vehicles. Councilmember DePinto asked Chad Bedlington, Public Works Director to look into that matter. Chad stated that traffic in that area is one of the hardest to resolve but he is still working on it. He is looking into getting traffic and speed counts to get a better handle on this issue. 7-12-16 6. Consent Agenda Minutes - June 14, 2016 & June 28, 2016 Payables - Checks #67165 - #67277 Totaling $462,826.74. 16-082 MOTION BY BOB ISOM APPROVING THE CONSENT AGENDA AS PRESENTED. CARRIED. 7. Public Hearing - 2016 Six -Year Transportation Improvement Program Mayor Harding opened the Public Hearing at 6:17 Public Hearing continued to the July 26, 2016 Council meeting. 8. New Business - a. Resolution No. 568, Six -Year Transportation Program Chad Bedlington, Public Works Director presented a PowerPoint presentation and explained that the Six Year Transportation Improvement Program (STIP) is the capital facilities document that guides transportation funding for a six-year cycle. The STIP is based on the Yelm Comprehensive Transportation Plan and is the implementation' document for the overall plan. Projects that are not on the STIP are not eligible for State or Federal funding, or the use of local Traffic Facilities Charges (TFC's). The plan is required to be updated annually as projects are completed and new priorities arise. The City is required to identify a six-year list of planned transportation projects by RCW 35.77.010. The list does not have to be fiscally constrained, but is rather a simple list of planned projects. The City's Transportation Improvement Program will contain certain projects that are fiscally constrained (a funding source identified). These projects will be included in the Regional Transportation Improvement Program maintained by our Regional Transportation Planning Organization, the Thurston Regional Planning Council. The City works with TRPC to identify those projects that are regionally significant for inclusion in the Regional TIP (Transportation Improvement Program). Certain projects from the Regional TIP become part of the Statewide Transportation Improvement Program (STIP). Those projects are fiscally constrained and are regionally significant (which includes any State Routes) are included in the STIP and must be in order to receive State or Federal Funds. One of the prior projects for Chad is Mosman Ave and Railroad to Longmire. There are some federal dollars available for design and permitting but no funding to take it into right of way acquisitions. Discussion followed. Councilmember Foster stated that in response to Scott Emry's complaint at First and Stevens Street, has there been any modeling done for the intersection of Mosman and Longmire so that the same issue at First and Stevens Street does not happen at that intersection. Chad stated he has been working with Thurston Regional Planning to do modeling and traffic studies. As part of the recent adoption of the Regional Transportation Plan there was in depth discussion of several neighborhood collectors and will be meeting with them again next week to discuss the traffic count data. That area has been modeled and identified and the numbers are available. Public Hearing continued to the July 26, 2016 Council meeting. b. Northwest Cascade Septage and Sludge Hauling Contract Chad Bedlington, Public Works Director explained that wasted activated sludge from the Wastewater Reclamation Facility (WRF) collected from City owned STEP tanks must be hauled and disposed of throughout the year. Collection and disposal occurs on a regular basis, with STEP tanks being pumped once a week with sludge collected and hauled form the WRF at least twice a week. The sludge is hauled to the City of Tacoma Central Treatment Facility and made into Tagro. Collected 7-12-16 septage from the City owned STEP tanks is disposed of at Bio -Recycling Inc. in Shelton. In 2015, the volumes corresponded to $48,045 spent on Waste Activated Sludge (WAS) and $114,888 on septage disposal. The current contract for these services expired last year. A scope was assembled and bids were solicited through ads placed in the Nisqually Valley News and the Seattle Daily Journal of Commerce. The 2016 Sewer/Reuse Operations/Maintenance Fund (fund 412) budget allocates $82,500 for WAS disposal and $100,000 for septage disposal. The contract will be for two years starting July 12, 2016 and expiring on July 12, 2018. Councilmember Foster is amazed at the difference in cost for the same kind of substance. Chad stated they are both marketable materials so you are paying for the hauling cost to their different locations. Councilmember DePinto asked if it would be cost effective for the City of Yelm to recycle the material. Chad answered that most Cities our size haul it off to a processor. The startup equipment would be expensive but he will discuss with Parametrix at their next meeting. Mayor Harding stated the City looked into this matter about 4 years ago and it was expensive. Maybe with technology the cost of the processing equipment may be less expensive but as the City grows in the future, it might be something we want to consider. Councilmember Foster stated that Thurston County is working on a process of feasibility to get a Bio Digester Plant built that would accept that kind of material which might reduce our cost and provide a local source for processing. 16-083 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN A CONTRACT WITH NORTHWEST CASCADE, INC DBA FLOHAWKS FOR HAULING CITY SEPTAGE AND SLUDGE AT A RATE OF $0.24 PER GALLON FOR SEPTAGE AND $0.13 PER GALLON FOR WASTE ACTIVATED SLUDGE. CARRIED. C. Participation in YMCA Community Needs Survey Bill Brandon, Interim City Administrator stated it has been expressed by area residents that there is a need for expanded recreational opportunities in Yelm. A professional survey would help determine the need and assist the YMCA in determining the organizations desire to build the type of facility and services that would be supported by the community. The 2016 adopted budget does not have a line item for this expense. The expenditure to participate in the survey would need to be funded by a budget amendment that would be brought forward at a later date. Councilmember DePinto thanked Bill for bringing this item forward and added that this is the first step that the YMCA needs for the commitment to build a 20-30 million -dollar facility in Yelm. This survey would give us a definite answer to whether or not Yelm can support a YMCA and whether we want or need a YMCA. It will show a wide array of needs that may or may not be needed in the City of Yelm. A third party that has done studies for other nonprofit organizations to determine needs assessments throughout Washington State will do the study. 16-084 MOTION BY JOE DEPINTO TO AUTHORIZE THE EXPENDITURE OF $10,000 TO PARTICIPATE, ALONG WITH THE CITIES OF LACEY AND OLYMPIA, IN A COMMUNITY NEEDS SURVEY INITIATED BY THE YMCA. THE SURVEY WILL DETERMINE AT WHAT LEVEL OF ADDED FACILITIES AND SERVICES WOULD BE SUPPORTED WITHIN AND SURROUNDING THE PARTICIPATING CITIES. Councilmember Isom would like to know why Lacey and Olympia would be involved in the study when YMCA would be allegedly serving South County. Why are not Rainier and Tenino and possibly Pierce County involved in the study. Also, the YMCA is a 501C3 and they do not pay taxes so why are we donating tax dollars to an organization that does not pay taxes. Councilmember Isom's final point is that 7-12-16 we sat here tonight and talked about a staff crisis with the city and we do not have a bunch of money and want to spend $10,000 where that money may help pay for an additional employee. Mayor Harding stated that occasionally the staffing discussions come up but there is still other business that must be conducted for the citizens of Yelm. We have to weigh those items and determine if it is worth going forward with it. Even if the information that is collected does not support a YMCA, that data is extremely valuable for the City and its decision making process for other things. Having the information provides us with a better understanding of things we would like to do or not. Councilmember Foster would like to get back on protocol with the meeting. 16-085 COUNCILMEMBER STILLWELL SECONDED COUNCILMEMBER JOE DEPINTO'S MOTION TO AUTHORIZE THE EXPENDITURE FROM $5,000 TO $10,000 TO PARTICIPATE IN THE COMMUNITY NEEDS SURVEY. Councilmember Foster was happy with the $5,000 participation since other interested parties in the Yelm area would also be participating in the study and would like to know where the money would come from. Mayor Harding stated the $10,000 would be coming from the General Fund Reserve. Councilmember DePinto clarified for Councilmember Isom by stating that the original study was $42,000 for Yelm. The Cities of Lacey and Olympia are doing the same study. I hope that Rainier, Roy and Tenino will participate financially in the study as well. Councilmember DePinto believes it is a valuable way to spend taxpayer money. We would be spending $10,000 on a project that is estimated to cost between 20-30 million. The $10,000 is the only money that Yelm would have to pay for to boost our economy and community. Mayor Harding asked if there is a cost share breakdown agreement with the YMCA and the other cities. Councilmember DePinto does not know how much the others will be contributing but the studies are for each individual city. There will be three separate studies done. The YMCA specifically recommended that Yelm pay $10,000 for the study. Councilmember Isom asked if the data would be shared after the study and do we have a contract with anybody. He would not support giving them the money without seeing a contract. Councilmember DePinto stated a third party reputable party would do the survey and the data would be shared. Mayor Harding clarified that Bill will make sure we have a contract for the deliverable. MAYOR HARDING CALLED FOR THE QUESTION. AYES -FOSTER, CARMODY, STILLWELL AND DEPINTO. OPPOSED-ISOM. MOTION CARRIED. d. Council Staffing Committee Discussion In light of the last Study Session, a lot of Councilmember's were surprised by the amount of staffing shortage in every department of the City of at least one person. Councilmember Carmody believes that the City would not be so short staffed if they were kept informed on a regular basis. Councilmember Carmody would like to see a committee comprised of three councilmember's to meet with Department Heads on a quarterly basis just to confer on the needs of their departments now and for future planning. She believes it would be helpful for everyone involved. Councilmember Stillwell clarified the purpose of the committee would be for Council to take part in the staffing plan. Mayor Harding stated that we are working on the staffing plan requested by Council and currently bringing that forward as part of our budget process. That is the process as defined under the law. For Council to get to the level that you are directing staff or setting levels for staff or getting into operational aspects violates separation of powers and we already have a process to address this issue. As soon as we marry our staffing plans with projected revenues, it will be brought before Council. Councilmember Carmody appreciates what Mayor 7-12-16 Harding is saying but believes it would not have gotten to this level of understaffing if the Council knew about it in advance. The process in place is not working or Council would know about this problem. Mayor Harding stated that we talk about staffing needs every year during the budget session and all government entities struggle with the amount of staff they would like to have to provide the services that we provide with the resources available. Mayor Harding stated that we do not have a staffing emergency or crisis; we have stress on our city because we are trying to provide as much service that we possibly can with a limited amount of resources. There will be information that will be brought to council in the future of the specific needs requested, benefits of filling those needs versus resources available. Councilmember Foster appreciated at the Study Session when the Department Heads were able to illuminate the staffing issue. Councilmember Foster asked that the Mayor add a standing agenda item to the Study Sessions between now and budget session that would update Council on the staffing issue so they have a better idea going into the budget cycle. Councilmember Carmody stated a regular agenda item on the Study Session would be helpful. The Mayor will do that. Councilmember Stillwell stated it would be nice to have some face time once a quarter to update on the staffing issue. Mayor Harding will provide a report at the next Study Session for discussion and see if that satisfies the needs of the Council. Councilmember DePinto stated the City used to have liaisons to certain groups. Councilmember Carmody explained that it does not need to be a long drawn out process just a quick check in for update. 9. Old Business — none scheduled 10. Mayor and Council Initiatives Councilmember Foster attended the Yelm Chamber of Commerce meeting today and listened to a great presentation by Chief Stancil on the Cascadia Rising event held last month by the City. A resident that had an issue with their step tank on the 4th of July informed Councilmember Foster. They contacted the City and were very impressed how quickly and professionally the staff responded and they wanted to say thank you. Councilmember Carmody attended the Intercity Transit Board meeting and they are working on projecting their budgets out until 2035. Councilmember Carmody expressed her dismay at the recent Police Officer shootings in Dallas and the black citizens of this country. She would like to see some kind of communication or conversation starting between the City and the citizens and the Police Department here. Councilmember DePinto will contact the YMCA tomorrow and have them contact Bill and work out a contract and thanked the Council for their approval of the $10,000 for the survey. Councilmember DePinto was contacted regarding overlapping bushes and trees on the roadways near Creek Street. Mayor Harding asked that in the future please ask them to fill out a Citizen Action form and it will be routed to the proper department. Mayor Harding reported a citizen had visited Cochrane Park and enjoyed and wanted to say great job to the Public Works staff. Mayor Harding also received kudos from Lions Club for the use of the new kitchen at the Yelm Community Center (YCC) during Prairie Days. It was one of their most successful cook shack operations in recent memory. They were very pleased with the YCC and the set up 7-12-16 of the building. Mayor Harding attended the Yelm Emergency Operations Board meeting today and received a briefing on plans to move forward on an Emergency Plan with the City of Rainier and ourselves. There is a volunteer that is writing a plan and we are looking for compliance with the State plan requirements. Mayor Harding also attended the Yelm Chamber Forum and appreciates the good work done by staff presented from the emergency drill on June 14, 2016. People were generally impressed on how we were able to remobilize in the event of a disaster. 11. Executive Session - none scheduled 12. Correspondence included - SafePlace-Creating Positive Change, Speak Up, Speak Out Gala, Friday, September 30, 2016 7-9pm Olympia Thurston County Chamber Voice magazine July 2016 Letter from Steve Klein & Bill Hashim regarding the HUD and Community Block Grant, dated June 30, 2016 Yelm Area Chamber of Commerce Forum & Luncheon, July 12, 11:30, Prairie Hotel & Conference Center Thurston County Elections, Voters Registration Deadlines for August 2 Primary Thurston County Auditor Mary Hall press release: August Primary Voters' Pamphlets mailed to Thurston County Households 13. Adjourned at 7:16 pm. -�Iee�e V6-� Attest: Ron Harding, i4yor Lori Mossman, Deputy City Clerk 7-12-16