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01-10-2017YELM CITY COUNCIL REGULAR MEETING TUESDAY, JANUARY 10, 2017 MINUTES 1. Mayor Pro -Tem Wood called the meeting to order at 6:00 pm. 2. Roll Call Present: EJ Curry, Jennifer Littlefield, Tad Stillwell, Joe DePinto and Russ Hendrickson. Molly Carmody arrived at 6:07 pm. 3. Agenda Approval ' 17-001 MOTION BY RUSS HENDRICKSON TO APPROVE THE AGENDA AS PRESENTED. SECONDED BY EJ CURRY. MOTION CARRIED. 4. Special Presentations - Student of the Month -Kieran Keeslar Kieran is an outstanding student in Beginning Drama class as well as in Drama Club's current production of `The Curious Savage.' He provides consistent leadership to whatever group he is working with and rises above to give others a high bar for achievement. His flexibility in also participating in the afterschool Jazz Band and still maintaining excellence in both activities is astounding for a high school student. He also shows respect to students and adults alike, and his demeanor is always friendly and encouraging. Kieran is not only an asset.to YHS's Drama program, but also to his community. Kieran attends most school board meetings, just to learn the processes that go into running a school district. He has also volunteered during many community events including Christmas in the Park', the 'Dollars for Scholars Auction' and volunteering with productions at the Triad Theater. Congratulations Kieran, on being a splendid example for others to follow. 5. Public Comment - Kathryn Cullum, Yelm resident and teacher spoke about the many community organizations that Yelm has to offer. Ms. Cullum also invited and encouraged anyone interested to help with the Homeless Backpack program. This program helps 111 students that qualify to have easily prepared meals available to them on the weekends through the backpacks handed out to them on Fridays. Ms. Cullum would like. to see information for the community organizations more readily available to the community and those in need. Councilmember's DePinto and Stillwell thanked Ms. Cullum for coming to the meeting and bringing this information to the council and praised her for her excellent speaking ability. 6. Consent Agenda a. Minutes - Regular Meeting December 13, 2016. b. Payables - Checks #68170 - #68330 Totaling $727,518.27. 17-002 MOTION BY TAD STILLWELL TO APPROVE THE CONSENT AGENDA. SECONDED BY JENNIFER LITTLEFIELD. MOTION CARRIED. 7. Public Hearing - City of Yelm Comprehensive Plan Mayor Pro -tem Wood opened the Public Hearing at 6:16 pm and Tami Merriman, Associate Planner explained that under the Growth Management Act, a provision of which requires the City's Comprehensive Plan be reviewed every seven years and, if needed, revise the plan to ensure that it is still consistent with the policies 1-10-17 of the act. Yelm adopted its Growth Management Act Comprehensive Plan by Ordinance No. 550 on February 22, 1994. In 2006, The Yelm City Council adopted Ordinance No. 858, which among other items updated population, projections between 2005 and 2030, including 2026 figures, and information that confirmed that Yelm and its Urban Growth Area (UGA) have sufficient area to accommodate projected growth. The process to approve this amendment included reformatting the plan to be more consistent with the recently adopted Unified Development Code (UDC). The Plan was updated to include updated materials such as housing statistics, population projections and capital projects. New goals and policies were added from the Sustainable Thurston Plan and the JBLM Joint Land Use Study. This proposed update makes the plan consistent with the Growth Management Act. The Plan was presented to the public for review and comment in several ways, including a newspaper insert, mailing to local homeowners associations, presentations to local stakeholder groups, advertisement in the Yelm Cinemas, and presented at the 2015 and 2016 Yelm Home and Garden Shows. The Planning Commission held an open house and public hearing in June of 2016, and a second open house and public hearing was held in August of 2016. The proposed amendment was also submitted to all required state agency representatives for comment. All the responses to comments and staff report along with the public hearing notice were posted on the City of Yelm website. Staff recommends the City Council continue the public hearing to January 24, 2017 at 6:00 pm in the City Council Chambers and review the plan and all public comment during the next study session on January 25, 2017 at 5:00 pm in the Public Safety Building training room. It is also recommended that Council consider continuing the hearing from January 24 to the February 14, 2017 Council meeting to provide any additional comments. Tami thanked the Planning Commission for their dedication through the Comp Plan process. Ben DeLora, Yelm resident, raised concerns about the Comp Plan stating it is an aggressive growth plan. There will need to be more police officers, transportation improvements for traffic and more schools. Mr. DeLora also stated that the City of Yelm would be challenged to make the needed updates with the current budget and revenue amounts received. The City of Yelm needs more businesses to generate more income for the improvements he feels would be needed if the Comp Plan updates were approved. 8. New Business — a. Ordinance No. 1018, City of Yelm Comprehensive Plan 17-003 MOTION BY MOLLY CARMODY TO CONTINUE THE PUBLIC HEARING TO THE MEETING OF JANUARY 24, 2017 TO ACCEPT FURTHER COMMENTS AND THEN GO TO COUNCIL ON FEBRUARY 14, 2017 FOR FINAL .APPROVAL. SECONDED BY JENNIFER LITTLEFIELD. MOTION CARRIED. b. Public Defender Contract Court Administrator Sonia Ramirez stated that Nathan D. Dysart has provided public defense services for the Yelm Municipal Court for 30+ years. The court is satisfied with the services provided and would like to continue with Mr. Dysart's services. The amount of the annual contract is $16,000 for public defense services in 2017, in addition to $500 per Jury Trial and $100 per Bench Trial. 1-10-17 Councilmember DePinto asked if the. contract amount was the same as the previous contract. Sonia stated the amount stayed the same. Councilmember Carmody asked what the caseload amount was for 2016. Sonia stated there were 205 cases in 2016. 17-004 MOTION BY JENNIFER LITTLEFIELD AUTHORIZING MAYOR FOSTER TO ENTER INTO A CONTRACT WITH NATHAN D. DYSART IN THE AMOUNT OF $16,000 FOR PUBLIC DEFENSE SERVICES IN 2017, IN ADDITION TO $500 PER JURY TRIAL AND $100 PER BENCH TRIAL. SECONDED BY JOE DEPINTO. MOTION CARRIED. C. Jury Trial Services Contract Court Administrator, Sonia Ramirez explained that historically, the City of Yelm Municipal Court has had an Interlocal Agreement with Thurston County District Court for costs associated with them conducting jury trials on Yelm cases. These fees include the Confirmed Jury Selection Fee and the Jury Trial Daily Fee. The Confirmed Jury Selection Fee is a fee paid by the City of Yelm to cover the cost of summoning a jury and shall be applicable to each case wherein a jury trial is confirmed by the City of Yelm at the Confirmation Hearing. The most recent agreement expired December 31, 2015 and no contract was drafted in 2016. Thurston County has had a turnover in staff and it was inadvertently overlooked. There is an increase of the fees in the amount of $123 for Jury Trails and a $62 increase for Confirmed Jury Selection. 17-005 MOTION BY TAD STILLWELL AUTHORIZING MAYOR PRO -TEM WOOD TO ENTER INTO THE INTERLOCAL AGREEMENT WITH THURSTON COUNTY DISTRICT COURT FOR FEES TO BE PAID BY THE, CITY OF YELM RELATED TO JURY TRIAL COSTS FOR THE PERIOD JANUARY 1, 2017 -DECEMBER 31, 2019. SECONDED BY RUSS HENDRICKSON. MOTION CARRIED. d. Ordinance No. 1017 and Resolution No. 572, Police Vehicle Acquisitions Finance Director, Noah Crocker stated the City of Yelm is in need of additional police vehicles to adequately support the police officers and to replace aging vehicles and equipment. The city has purchased one patrol vehicle in the past 4 years. Prior to 2009, the department utilized a leasing option to lease two vehicles every year. This leasing plan allowed the vehicles to fall into rotation that kept the vehicles safe for patrol related work and the equipment to remain current and efficient. Beginning with the leasing of two vehicles in 2017, we have the opportunity to get back on track and provide appropriate vehicles and equipment to our officers. The city has ordered two police vehicles and equipment in the amount of $99,000+. In order to pay for the vehicles, the City. of Yelm will participate in a financing program through the Office of the State Treasurer. The Lease Option Capital Asset Lending (LOCAL) program, which offers low cost financing for the acquisition of these vehicles. The LOCAL program is a pooling program where the City of Yelm will be one participant in a larger State of Washington COP Offering. Councilmember DePinto asked what the impact would be if the city leased the vehicles instead of purchasing them outright. Noah stated that the cost would be the same and the city would own the vehicles at the end of the leasing term. Councilmember DePinto asked Chief Stancil about the morale of the officers regarding the new vehicles. Chief Stancil said it would be a morale boost to receive two new vehicles for the department. Councilmember Carmody 1-10-17 asked what would happen to the vehicles that were being replaced. Chief Stancil answered that they would be saved for backup vehicles if needed, or possibly go to surplus. 17-006 MOTION BY JOE DEPINTO TO ADOPT REIMBURSEMENT RESOLUTION NO. 572 AND ORDINANCE NO. 1017 TO FINANCE THE ACQUISTION OF TWO PATROL VEHICLES FOR THE POLICE DEPARTMENT. SECONDED BY E] CURRY. MOTION CARRIED. 9. Old Business — none scheduled 10. Department Updates - City Administrator Michael Grayum reported the city has a new Facebook page in addition to the police departments Facebook page. Pending Legal issues will be scheduled for an upcoming executive session. The discussion regarding the Study Session date and time will be added to the next Study Session agenda. Michael. has received some complaints and concerns about junk vehicles on private properties as you come into Yelm. City staff is taking the appropriate action to resolve those issues. More updates to come on this issue. Michael updated Council on the water facility issue that happened a couple of weeks ago regarding declining water pressure. Public Works Director Chad Bedlington has done a great job resolving the issue. The problem was a system failure and lack of notification of the failure to the staff. We will be working on improving communication internally and externally and system protocols. We need to enhance the systems communication and install new technology for a better notification system. The system server will need to be updated as identified by our consulting engineers. The update on the water issue will be posted to our social media page. 475 people have signed up for the AlertSense notifications. Everyone is encouraged to go to the City's website and sign up. Councilmember DePinto stated that Michael is doing an amazing job so far and has hit the ground running. Great job in improving transparency and communication. 11. Mayor and Council Initiatives Councilmember Carmody represents Yelm on the Intercity Transit Board and is excited to have the opportunity to travel to Washington D.C. to represent them at the Legislative Conference in March. They will be moving forward with knowledge about mass transit and its .importance. Councilmember Carmody has received concerns from residents about a strong chlorine content in the city water. She has noticed it at home and at the office as well. Councilmember Carmody would like this issue added to the Study Session for discussion. City Administrator Michael Grayum will meet with the Public Works Director Chad Bedlington and get some information out to the Council prior to the Study Session. Councilmember Littlefield congratulated Councilmember Carmody on her upcoming trip to Washington D.C. Councilmember DePinto stated there was great turnout for the meeting tonight and thanked everyone for attending. Councilmember DePinto would like to add discussion regarding the Study Session meal added to the agenda for the next Study Session. Councilmember DePinto spoke with the Executive Director of the YMCA and 1-10-17 received good news regarding the study they have been working on to see if a YMCA would be a good fit for our area. There will be an updated presentation to the Council at the February 14, 2017 meeting. Councilmember Hendrickson attended the Yelm Emergency Operations Board meeting and worked on the Hazardous Mitigation Plan. They are still waiting on the school district for a price on the transfer switch for the generator and the auxiliary fuel. There were 1700 phone calls and emails sent out from AlertSense regarding the low water pressure issue. Mayor Pro -Tem Wood stated that the `Thanksmas Appreciation Lunch' was a wonderful event. All the department heads cooked a very nice meal for all the employees of the city and it was a huge success. It was a great team building event and a wonderful way to end the year. "Christmas in the Park" was once again an awesome event and we appreciate all the volunteers and the businesses that supported the event. The Public Works department is doing a great job keeping the roads clear and safe to drive on during the inclement weather. 12. Executive Session - none scheduled 13. Correspondence included - Thurston County Chamber of Commerce "Voice" January 2017 Municipal Research News -Winter 2017 2017 Distinguished Leader Awards invitation for January 25, 2017, Olympia AWC Cityvision magazine-Nov/Dec 2016 17-007 MOTION BY RUSS HENDRICKSON TO ADJOURN, SECONDED BY TAD STILLWELL. MOTION CARRIED. 13. Adjourned at 7:03 pm. Attest: l�cJ Tracey Wood, Oayor Pro -Tem Lori Mossman, City Clerk 1-10-17