12-13-16 MinutesYELM CITY COUNCIL REGULAR MEETING
TUESDAY, DECEMBER 13, 2016 MINUTES
1. Mayor Foster called the meeting to order at 6:00 pm.
2. Roll Call Present: EJ Curry, Molly Carmody, Jennifer Littlefield, Tad Stillwell,
Tracey Wood, Joe DePinto and Russ Hendrickson.
3. Agenda Approval
Mayor Foster asked to add Agenda Item 8. g. The contract for City Administrator
to the agenda for tonight.
16-145 MOTION BY TRACEY WOOD TO AMEND THE AGENDA TO ADD ITEM 8. G.
THE CONTRACT FOR CITY ADMINISTRATOR. SECONDED BY RUSS
HENDRICKSON. MOTION CARRIED.
4. Special Presentations —
.;Student of the Month -Shelby Fox
Shelby Fox is the November City of Yelm/Rotary Club of Yelm Student of the
Month. Shelby is a full time running start student who is also a Teacher's
Assistant. She always comes in with a smile on her face and a 'willing to work'
attitude. Shelby is actively involved with the Yelm community as well as the JBLM
community as her mom is currently serving in the US Army. She recently put in
extra work to get a last minute scholarship submitted and ended up winning the
VFW Voice of Democracy Scholarship for our area. She will be honored next week.
She is very proactive about her future and is currently applying to UW, University
of Florida and University of Michigan. Congratulations to Shelby!
Introduction of new City Administrator, Michael Grayum
Michael Grayum was running late due to an accident on I5. Michael will be
introduced when he arrives.
5. Public Comment -
Victoria Mattoon voiced concerns about the traffic on West Road and she would
like the electronic signs put back on West Road. Ms. Mattoon feels it is very
;dangerous and we need more police officers patrolling in that area.
Micah Anderson handed his Tort Claims to City Attorney, Brent Dille and stated he
hoped to hear from the City soon, and if not, some things might change for the
City.
At 6:10 Mayor Foster announced that Council will go into 15 minute Executive
Session for the purpose of discussing the proposals made in collective bargaining
negotiating sessions for Teamsters Local #252 RCW 42.30.140(4)(a)(b).
At 6:25 pm, Mayor Foster reconvened the meeting.
Raymond Lenz thanked the Mayor and Council for doing what they do for the City
of Yelm. Mr. Lenz introduced himself and stated he has recently moved to
Washington in the Yelm area. He is an artist and he stated Yelm is a good place to
raise a family.
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Michael Grayum stated he appreciated the recruitment process for the City
Administrators position. It introduced him to Yelm and the great assets Yelm has
to offer the community. Mr. Grayum looks forward to being part of the community
and advancing the Mayor and Council's goals for Yelm. It is an honor and privilege
and he looks forward to working with everyone and believes "all of us are smarter
than one of us". Michael introduced his family.
Councilmember DePinto welcomed Michael to Yelm and, said we are all looking
forward to having you on the team and doing great things for Yelm.
6. Consent Agenda
a. Minutes - Regular Meeting November 22, 2016 and Study Session minutes from
November 16, 2016
b. Payables - Checks #68047 - #68169, Totaling $681,140.56
C. Creek Road Final Binding Site Plan -Staff report attached.
16-146 MOTION BY JOE DEPINTO TO PULL THE PAYABLES FROM THE CONSENT
AGENDA TO DISCUSS FURTHER. SECONDED BY JENNIFER LITTLEFIELD.
16-147 MOTION BY TRACEY WOOD TO APPROVE THE CONSENT AGENDA AS
AMENDED. SECONDED BY JENNIFER LITTLEFIELD. MOTION CARRIED.
Councilmember DePinto asked about the payment to the Nisqually River
Foundation for $3500 and was it in the 2017 Budget. Mayor Foster stated that the
City of Yelm has had a long-standing contract with the Nisqually River Foundation,
which is a non-profit group that supports the Nisqually River Council in their
efforts to fulfill the management act for the Nisqually River. The Foundation is
primarily an education group and they work with the local schools to get kids out
on the Nisqually River. The program has been enormously successful. Mayor
Foster stated it was in the budget and it will come before Council in January or
February to renew the contract with the Nisqually River Foundation.
Councilmember DePinto saw a payment voucher for Prothman services and asked
it that would be the last bill from Prothman. Mayor Foster stated the last payment
that he approved was for the reimbursement of travel for the candidates for City
Administrator from out of state and that would be the last bill from Prothman.
Councilmember DePinto asked about the annual payment to Tyler Technologies in
the amount of $25,000. Grant Beck stated that Tyler Technologies is the software
system that we use in the Finance department and Community Development for
permitting and that is the annual maintenance fee and for support of the software
system.
16-148 MOTION BY COUNCILMEMBER DEPINTO TO APPROVE THE PAYABLES.
SECONDED BY TAD STILLWELL. MOTION CARRIED.
7. Public Hearing - none scheduled
8. New Business -
a. Dreamland Skateparks LLC Retainage Release
Chad Bedlington, Public Works Director stated that on November 10, 2015, City
Council approved the award of the construction contract to Dreamland Skateparks
for construction of the Yelm Skatepark. The City issued notice of final acceptance
on April 28, 2016, with the requirement that all proper documentation be
submitted to the Department of Revenue, Labor and Industries, and Employment
Services and it is determined that there are no liens against the project. On
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November 9, 2016, City staff received notification from the Thurston County
Public Health and Social Services (HUD programs administrator) that all
appropriate filing with state agencies had been completed by the contractor and
subcontractors and the City was authorized to release retainage funds to the
contractor.
16-149 MOTION BY TRACEY WOOD TO ACCEPT AND AUTHORIZE THE RELEASE OF
THE CITY HELD PROJECT RETAINAGE IN THE AMOUNT OF $22,245.45 TO
DREAMLAND SKATEPARKS LLC FOR CONSTRUCTION ACTIVITIES RELATED
TO THE CITY'S SKATEPARK PROJECT. SECONDED BY EJ CURRY. MOTION
CARRIED.
Chad Bedlington, Public Works Director introduced Maryanne Zukowski, the new
Public Works Manager. Ms. Zukowski has an impressive resume and Chad hopes
that Maryanne has a long lasting career with the City of Yelm.
b. Resolution No. 571, Wastewater Reuse Facility Plan
Chad Bedlington, Public Works Director gave a power point presentation and
reported that a General Sewer Plan (GSP) was completed in 2013 that contained
information on the Water Reclamation Facility (WRF) and issues meeting
permitted requirements for processing and distributing reclaimed water. That plan
was adopted by City Council via Resolution No. 544. Also in GSP were discussions
on how to potentially modify the WRF in the short term to meet permitted
requirements and accommodate a growing community. The next step is to
complete a Sewer Facility Plan as required by the Washington State Department
of Ecology (DOE). The DOE reviewed and approved the Sewer Facilities Plan (SFP)
on October 21, 2016. The approved plan was presented to the Public Works
Committee on November 2, 2016 and to the full City Council on November 16,
2016 at the Study Session. This plan will function as our guiding document as we
move forward with determining our capital needs at the WRF, how to plan for
future capacity limitations, and ascertain how to fund those modifications and
improvements in the best fiscally responsible way. Councilmember DePinto asked
that other alternative options would be considered for payment of the Plan instead
of just increasing the monthly rates for sewer. Chad explained that they have
applied for grants from DOE and will continue to do so. There are four million
dollars in grants accounted for in this financial model already. Chad clarified
questions that Council had on the Plan.
16-150 MOTION BY TRACEY WOOD TO APPROVE THE 2016 SEWER FACILITY
PLAN BY ADOPTION OF RESOLUTION NO. 571. SECONDED BY RUSS
HENDRICKSON. MOTION CARRIED.
Councilmember Littlefield clarified that by approving the Plan, we are not
approving any Capital Projects.
C. Professional Services Agreement for Phase I of Facility Plan with
Parametrix Inc.
Chad Bedlington, Public Works Director explained that the General Sewer Plan was
completed in 2013 that contained information on the Water Reclamation Facility
(WRF) and the past issues meeting permitted requirements for reclaimed water.
Also in the report were discussions regarding how to potentially modify the WRF in
the short term to meet requirements and accommodate growth. DOE approved
the Facilities Plan with three capital improvement phases identified and a fourth
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alternative phase. Currently, operability is challenging and unreliable requiring
extensive and regular reactive response by staff at the WRF. A Request for
Qualifications was assembled and three consultants were selected from the MRSC
roster to submit a Summary of Qualifications for this project. Parametrix, Inc. was
selected as the most capable consultant to complete the immediate phase one
project.
16-151 MOTION BY MOLLY CARMODY AUTHORIZING MAYOR FOSTER TO SIGN A
CONTRACT WITH PARAMETRIX, INC. IN THE AMOUNT OF $239,685.10
FOR THE ENGINEERING DESIGN AND PERMITTING OF THE IMMEDIATE
PHASE I PROJECT FOR THE WATER RECLAMATION FACILITY (WRF).
SECONDED BY JENNIFER LITTLEFIELD.
MOTION CARRIED.
d. Interlocal Agreement between the City of Yelm and the Yelm Community
Schools
Grant Beck, Community Development Director stated that the Yelm Community
Schools approached the City in 2015 regarding the connection of Prairie
Elementary School to the City water system and abandoning the water system
operated by Yelm Community Schools serving the school. Prairie Elementary is
within the City's water service area and urban growth area, but outside the
current City limits. The City, with approval from the City Council, participated with
Yelm Community Schools to obtain a grant from the Washington State
Department of Health to help fund the design and construction of the water
system extension: A water line has now been extended to Prairie Elementary,
funded by Yelm Community Schools and the Washington Department of Health,
and the School is currently being served by the City water system. Yelm
Community Schools has a certificate of water right (G 2-26363 C) for the use of
3.9 -acre feet per year and up to 20 gallons per minute for community domestic
use and they currently have no use for this water right. They have agreed to
exchange the water right for the system development charges typically collected
upon a new connection to the City water system. The value of these water rights
to the City will be as part of the impact avoidance strategy related to the City's
application to the Washington Department of Ecology for additional water rights to
serve the City's future needs. The estimated water usage by Prairie Elementary is
five equivalent residential units. The system development and inspection fee for
five connections is $31,399.95, which would be waived if the Interlocal agreement
were approved by City Council.
16-152 MOTION BY JOE DEPINTO AUTHORIZING MAYOR FOSTER TO SIGN AN
INTERLOCAL AGREEMENT BETWEEN THE CITY OF YELM AND YELM
COMMUNITY SCHOOLS WAIVING SYSTEM DEVELOPMENT CHARGES FOR
THE CONNECTION OF PRAIRIE ELEMENTARY SCHOOL IN EXCHANGE FOR
WATER RIGHTS. SECONDED BY JENNIFER LITTLEFIELD. MOTION
CARRIED.
e. Memorandum of Understanding (MOU) between the City of Yelm and
Teamsters Union Local #252 (Public Works)
Mayor ]W Foster stated that the contract between the City of Yelm and Teamsters
Local #252 had a re -opening of the contract to address wages and health benefits
only. Negotiations took place on November 8, 2016 with legal representation and
staff and agreed that Public Works would stay on the Healthfirst Plan through 2017
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and receive a cost of living increase of 2%. The 2017 budget reflects changes
made to compensation.
16-153 MOTION BY TRACEY WOOD AUTHORIZING MAYOR FOSTER TO SIGN THE
CONTRACT WITH THE PUBLIC WORKS EMPLOYEES REPRESENTED BY
TEAMSTERS UNION LOCAL #252. SECONDED BY E) CURRY. MOTION
CARRIED.
f. Prosecution Services Agreement with Bean, Gentry, Wheeler, Peternell LLC
Mayor Foster explained that Bean, Gentry, Wheeler, Peternel LLC has provided
prosecution services for the City of Yelm for a number of years. The Municipal Court
and Police Department have been satisfied with the services provided over the years
and desire continuity in prosecutorial services. The 2017 contract would authorize
BGWP to act as the City's prosecutor and represent the City at all stages of criminal
and civil prosecution. The agreement also includes representing the City in contested
civil infractions, and provides two training sessions for Yelm Police Officers on legal
topics relevant to the Department and discusses issues with the Court. The contract
is in the amount of $36,000 for 2017. Councilmember Wood asked how long Brent
Dille has been the Prosecutor for Yelm. Mr. Dille stated he has been the Prosecutor
since 2003. Councilmember Carmody asked how many cases Brent has currently.
Brent stated 115 cases every two weeks for 230 cases a month, some being review
cases.
16-154 MOTION BY TRACEY WOOD AUTHORIZING MAYOR FOSTER TO ENTER INTO
A CONTRACT WITH BEAN, GENTRY, WHEELER, PETERNELL, PLLC IN THE
AMOUNT OF $36,000 FOR PROSECUTORIAL SERVICES IN 2017. SECONDED
BY RUSS HENDRICKSON. MOTION CARRIED.
g. Contract for City Administrator with Michael Grayum
Mayor Foster apologized for bringing this item late to Council but it was a
collaborative effort to craft the contract.
16-155 MOTION BY TRACEY WOOD AUTHORIZING MAYOR FOSTER TO SIGN THE
EMPLOYMENT AGREEMENT BETWEEN THE CITY OF YELM AND MICHAEL
GRAYUM. SECONDED BY TAD STILLWELL. MOTION CARRIED.
9. Old Business —
a. Contract for Services — Yelm Community Services
Grant Beck reported that the City of Yelm has provided funding support to Yelm
Community Services (YCS) since at least the mid 1990's to assist in their mission of
providing assistance to the poor and the infirm of Yelm. This contribution was never
memorialized in a written agreement and the YCS did not invoice the City for the
contribution. In 2015 with significant changeover in the Finance department, the
monthly contribution was discontinued, although not through a deliberate decision.
YCS provides many needed services to those citizens of Yelm and the surrounding
community in need. The YCS also manages for the City, the "Neighborhood
Stabilization Grant" by Housing and Urban Development in which three single family
homes are available in Yelm for low to moderate income families. The City has
contributed $200 per month to YCS. Mayor Foster is proposing to increase that
amount to $250 per month beginning in 2017. Councilmember DePinto asked where
the money is going from the three houses. Grant stated YCS keeps any money left
over from doing the maintenance and repairs to the houses for their management
services. Mayor Foster stated that we will get updated reports from Councilmember
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Hendrickson since he is on that committee and will be attending those meetings.
Councilmember Littlefield would like to see the food bank food stored at some other
location rather than the gym. She would like to see the gym be open to the public.
16-156 MOTION BY JOE DEPINTO AUTHORIZING MAYOR FOSTER TO SIGN A
SERVICE PROVIDER AGREEMENT WITH YELM COMMUNITY SERVICES TO
PROVIDE ASSISTANCE TO THE POOR AND INFIRM. SECONDED BY JENNIFER
LITTLEFIELD. OPPOSED — TRACEY WOOD. MOTION CARRIED.
10. Mayor and Council Initiatives
Councilmember Curry attended Thurston County Solid Waste Advisory Committee
(SWAC) meeting where Chapter 10 was approved. Councilmember Curry also
attended the SE Thurston County Fire Authority meeting and reported they are
waiting on feedback from the County on their impact fees. They wanted to thank the
City of Yelm for working with them on their water leak under their concrete.
Also attended a Public Safety Committee meeting and discussed options for power
outages for the Police, parade routes, and new hires. Councilmember Curry attended
the Yelm Adult Community Center meeting and reported they are looking for
someone to take over for the Volunteer of the Year who has received broken ribs due
to an accident.
Councilmember Carmody reiterated her concerns with the level of staffing in the
Public Safety department. Councilmember Carmody would like to look at the 2017
Budget in the first quarter to possibly hire another officer.
Councilmember Littlefield attended the Thurston County Executive Seminar, along
with Councilmember's Wood and Hendrickson, Todd Stancil, Chief of Police and
Mayor JW Foster and discussed recovery options.
Councilmember Stillwell attended the Thurston County EDC Board meeting and
they have two items coming up, `A scale up program' and `Tune up your business'
program. These are free eight-week courses to enhance your business.
Councilmember Stillwell read a statement he wrote to sum up his first year on the
City Council. The statement thanked the Mayor and Council for mentoring him over
the past year. Councilmember Stillwell "asked that going into 2017, the group be
mindful that we will never agree on everything ever and to be respectful of other
people that think differently than we do and be open to their ideas. There is one
common goal: to better the City of Yelm. We should always place the interest of the
public before our own. We have a great City and many opportunities to shape our
future in a positive way. We are stronger together and together we can accomplish
great things. Let us make 2017 great".
Councilmember Wood attended the TComm 911 Admin Board meeting and the
2017 Budget was finalized and approved. Also approved some collective bargaining
agreements. Councilmember Wood also attended the Thurston County Executive
Seminar.
Councilmember DePinto stated Councilmember Stillwell's statement was very well
said. Councilmember DePinto attended the Public Safety meeting today with the
Chief of Police, other Councilmember's and the Mayor, reported that three new
officers stopped a car prowler and a disgruntled person. They are doing a great job
for the City of Yelm. Councilmember DePinto thanked the Chief and the police
officers for the great job they do. Councilmember DePinto was approached by a
member of the Yelm Police department who expressed lack of support from the
Mayor and Council for public safety. They would like to have two officers on duty at
all times. Councilmember DePinto agrees with the officer and would like to see
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something done. That officer would like to have a plan in place for the future. Chief
Stancil is working on the issue. Wished everyone a Merry Christmas and Happy
Holidays.
Councilmember Hendrickson attended' the Thurston County Emergency
Management Seminar and it was very interesting. Also attended the Yelm Emergency
Operations Board meeting today and discussed fueling and the options available in
the event of an emergency with the Yelm School District. Chief Stancil is an
Emergency Management Board Chairman for 2017.
Mayor Foster thanked the Council and staff for the support that has been shown
over the last three months for his Mayoral position, it has been daunting and
rewarding and averaging approximately thirty-five hours a week in service to the
City. We have accomplished a lot of good work and looks forward to achieving great
things in 2017. Through the City of Yelm website, a student contacted the Mayor
regarding safety and our sidewalks and walking to school. Mayor Foster met with her
teacher Mr. Bowden and seven of the students along with Chad Bedlington, Public
Works Director and Grant Beck, Community Development Director. The students had
done a lot of homework on the safety issue and it was a great opportunity for them
to get involved in their community government. Mayor Foster attended the TRPC
meeting, Yelm Chamber Luncheon and attended the interviews for the Senior
Accounting Clerk's position. Shawn McDonald was hired and will be introduced to
Council at a future meeting. Mayor Foster met with our lobbyists and Representative
Barkis, Representative Wilcox and Senator Becker to discuss our lobbyist's agenda.
Mayor Foster addressed the Leadership Thurston County class on the Capital grounds
in Olympia, attended the South Sound Communities Elected Officials briefing and
attended the Thurston County Executive Seminar. It is imperative that the SE Region
should have their own Emergency Recovery Plan. Reminder that this Friday from 12-
2 will be the Employee Appreciation Luncheon at the Yelm Community Center and all
the Council are invited to attend. Mayor Foster wished everyone Happy Holidays.
11. Executive Session - no additional session scheduled.
12. Correspondence included - ,
Yelm Area Chamber of Commerce Newsletter December 2016
Thurston Regional Planning Council Meeting after Meeting Summary, December 2,
2016.
16-157 MOTION BY JOE DEPINTO TO ADJOURN, SECONDED BY RUSS
HENDRICKSON. MOTION CARRIED.
13. Adjourned at 7:37 pm.
Attest:
JW Foster, Mlayor Lori Mossman, City Clerk
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