HomeMy WebLinkAbout10-14-2013 MUNICIPAL SERVICES COMMITTEE AGENDA PACKET
Municipal Services Committee
October 14, 2013 - 3:30 PM
City Hall Conference Room 3
AGENDA
I.CALL TO ORDER
A.Roll Call
B.Announcements
C.Agenda Modifications
II.CONSENT AGENDA
A. September 23, 2013 Minutes*
III.ACTION
A. Lea Hill Park - Project Acceptance* (Faber)
IV.DISCUSSION ITEMS
A. Resolution No. 4997* (Coleman)
A Resolution of the City Council of the City of Auburn, Washington, authorizing the
acceptance and appropriation of grant funds in the amount of one hundred and
eight thousand and eight hundred and sixty-nine dollars ($108,869.00), and
authorizing the Mayor to execute an interlocal agreement between the Department
of Ecology and the City of Auburn to accept said funds for implementation of the
2013-2015 Coordinated Prevention Grant Program.
B. Animal Control and Rescue* (Lee)
Third Quarter report on animal control operations.
C. Project Matrix*
V.ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City website
(http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for
review at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
Page 1 of 39
AGENDA BILL APPROVAL FORM
Agenda Subject:
September 23, 2013 Minutes
Date:
October 3, 2013
Department:
Police
Attachments:
September 23, 2013 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Municipal Services
Councilmember:Peloza Staff:
Meeting Date:October 14, 2013 Item Number:CA.B
AUBURN * MORE THAN YOU IMAGINEDCA.B Page 2 of 39
Municipal Services Committee
September 23, 2013 - 3:30 PM
City Hall Conference Room 3
MINUTES
I. CALL TO ORDER
Chair Peloza called the meeting to order at 3:30 p.m. in Conference Room
3 of City Hall, 25 West Main Street, Auburn, WA.
A. Roll Call
Members present: Chair Bill Peloza, Vice Chair Wayne Osborne and
Member John Partridge.
Staff present: Chief of Police Bob Lee, Finance Director Shelley
Coleman, Public Works Director Dennis Dowdy, City Attorney Dan
Heid, Parks, Arts and Recreation Director Daryl Faber, Assistant
Director of Human Resources and Risk Management Rob Roscoe,
Economic Development Planner Bill Thomas, Auburn Municipal
Airport Manager Jamelle Garcia and Police Secretary/Scribe Terry
Mendoza. Others present: Citizen Yolanda Trout and Auburn
Reporter representative Robert Whale.
B. Announcements
C. Agenda Modifications
II. CONSENT AGENDA
A. September 9, 2013 Minutes
Vice Chair Osborne moved to accept the Minutes as presented.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
III. ACTION
A. Century West Task Order (Coleman)
Finance Director Shelley Coleman briefed the Committee on the
Century West Task Order. City Council previously authorized
Ordinance No. 6473 which allocates funding for engineering design
services for proposed improvements at Auburn Municipal Airport. The
Task Order is for Task Assignment #435-2013-001 in the amount of
$110,000.00 which engages Century West Engineering to proceed
Page 1 of 4
CA.B Page 3 of 39
with this design phase of the project. Committee discussion followed.
Vice Chair Osborne moved to forward Century West Task Order to full
Council for consideration. Member Partridge seconded. Chair Peloza
concurred.
MOTION PASSED: 3-0
B. Resolution No. 4991 (Coleman)
Finance Director Shelley Coleman reported on Resolution No. 4991.
This is a Resolution of the City Council of the City of Auburn,
Washington, authorizing the Mayor and City Clerk to execute an
agreement between the City of Auburn and Mead & Hunt, Inc., for a
Wildlife Habitat Assessment (WHA) at the Auburn Municipal Airport.
The WHA is FAA mandated and was instigated by the "Miracle on the
Hudson" event back in January of 2009. This assessment is Phase 1
and we have a grant that will cover the costs of the study. This
contract is for $64,500.00 of which the FAA will cover 90.0%, the
State will cover 5.0% and the City will contribute 5.0%. This was
advertised in April 2012 but at that time the City decided not to move
forward as we were uncertain if there was litigation that needed to be
completed that the FAA would be funding. Committee discussion
followed and they identified verbiage changes in the
contract. Additionally, Director Coleman advised the Committee that
she had Legal delete "as Exhibit A" in the last sentence of Section 1 in
the Resolution.
Vice Chair Osborne moved to forward as amended to full Council for
consideration. Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
IV. DISCUSSION ITEMS
A. AVHS Board Review (Coleman)
Finance Director Shelley Coleman reported on the September 19th
Board meeting of the Auburn Valley Humane Society (AVHS).
Director Coleman distributed a memo along with charts and graphs
summarizing the month of August and year-to-date incoming and
outgoing animal statistics. The information indicates a good turnover
of dogs and 'other' types of animals with a continuing surplus supply
of adoptable cats available. One item of note is that Dr. Purvis, DVM,
stated that all spays and neuters are performed at the shelter in a fully
functional surgical suite as of August 16th. This will save them a
considerable amount of money to be able to do this procedure in
house. The number of licenses sold at AVHS in August totaled
82 and brought their year-to-date total to 533. Monthly revenue
Page 2 of 4
CA.B Page 4 of 39
totaled $365,316.00 and includes fund raising revenues and expenses
of $84,745 .00 and $44,561.00, respectively. There were
approximately 3,000 replacement licenses sent out by Nancy Welch,
Director of Planning and Development. The letters stated an error
was discovered on the pet tag(s) issued and how to dispose of the
incorrect tag(s). The Board accepted the resignations of two charter
board members and added two new Board member in their stead.
Committee discussion followed.
B. Animal Control Licensing Program (Coleman)
Finance Director Shelley Coleman provided the Committee with a
monthly update on pet licensing. Year-to-Date licenses through
August totals 3,434 with year-to-date revenues at $102,515.00
through this same period. Councilmember Partridge inquired about
current marketing efforts and what staff are doing to pursue the
licenses between what was sold in 2012 and 2013. Director Coleman
stated that there are new posters, a change in staff and there
are upcoming events which staff will attend. We are also reaching out
to those people that licensed in 2012 and have yet to license in 2013.
The licensing function is currently being transitioned from the Planning
and Development department over to the Finance department.
Committee discussion followed.
C. Ordinance No. 6480 (Faber)
Parks, Arts and Recreation Director Daryl Faber briefed the
Committee on proposed Ordinance No. 6480 which has previously
come through as a Municipal Services discussion item. Director
Faber also provided a draft application form for review. The
Ordinance seeks to establish a process for City Council decisions
(except where exempted) on monuments, memorials and structures to
be located in City Parks or on City property. City Attorney Dan
Heid reviewed the changes which were made based on the
Committee's previous requests. As the Committee discussion
followed there were additional changes identified and City Attorney
Heid advised that these would be made prior to the Ordinance going
to City Council. The Committee also requested quarterly reports to
keep them apprised of incoming requests.
The Committee approved moving Ordinance No. 6480 forward to the
Planning and Development Committee with the appropriate
amendments.
D. Resolution No. 4993 (Heineman)
Rob Roscoe, Assistant Director of Human Resources and Risk
Management, briefed the Committee on Resolution No. 4993.
This Resolution is a new Interlocal Agreement between the City of
Auburn, Washington and the Association of Washington Cities (AWC) Page 3 of 4
CA.B Page 5 of 39
Employee Benefit Trust for Health Care. The AWC is proposing to go
with a newly created self-insured benefit entity. Since they are
currently a non-profit agency we have an agreement with them but not
an ILA. Now that the AWC is creating a quasi municipal/governmental
agency we are required to sign the ILA in order to become a member.
Committee discussion followed.
E. Project Matrix
The following updates were identified for the Project Matrix:
Item 21P: Review date changed to 10/28/13.
Item 27P: Review date changed to 10/28/13.
PUBLIC COMMENT:
Chair Peloza opened the meeting for public comment:
John Brekke, P.O. Box 287, Medina, Washington
Mr. Brekke shared his concern with the placing of a transfer station in
the City of Auburn. He feels that it's great that King County Solid
Waste is looking at the transfer station plan but it's on a very difficult
and depressed time line that they need to abide by and the variables
are very limited and flawed. He stated that if King County rushes the
study without reviewing the available options the outcome may not
benefit the City of Auburn. A remodel price is $6.9 million versus $78
million for a new station. King County is not taking into account the
alternatives such as private service providers in the areas of yard
waste and recycling, and they own adjacent land right next door. We
can incrementally add recycling and yard waste; improve on queuing
and wait times, and trailer and emergency storage, and other levels of
services. Additionally, Enumclaw is not factored into the study which is
in close proximity and regional direct haul is not being looked at. King
County needs to take time before they lock in a plan which will take us
to the year 2040. Basically, all the options need to get studied and it's
not happening at this time.
V. ADJOURNMENT
The meeting was adjourned at 4:33 p.m. The next regular meeting of the
Municipal Services Committee is scheduled for Monday, October 24, 2013
at 3:30 p.m. in Conference Room 3 of City Hall, 25 West Main Street,
Auburn, WA.
Signed this __________ day of October, 2013.
___________________ ________________________________
Bill Peloza, Chair Terry Mendoza, Police Secretary/Scribe
Page 4 of 4
CA.B Page 6 of 39
AGENDA BILL APPROVAL FORM
Agenda Subject:
Lea Hill Park - Project Acceptance
Date:
October 9, 2013
Department:
Parks, Arts & Recreation
Attachments:
Budget Status Sheet
Budget Impact:
$0
Administrative Recommendation:
City Council Acceptance of completed construction on the Lea Hill Park project, Contract
No. 12-13, Bargmann Enterprises, LLC.
Background Summary:
Lea Hill Park - 12305 SE 316 th St., Auburn, WA. Construction of a new 5 acre park on
a 7 acre parcel including earthwork, grading, drainage, irrigation, utility installation, a
picnic shelter, a play area, two sport courts, a ball field with backstop, a skate spot,
pervious asphalt trail, and roadway improvements.
A summary of all pay estimates including the final pay estimate #7 is attached. All pay
estimates have been paid.
Reviewed by Council Committees:
Municipal Services Other: Finance, Parks
Councilmember:Peloza Staff:Faber
Meeting Date:October 14, 2013 Item Number:ACT.A
AUBURN * MORE THAN YOU IMAGINEDACT.A Page 7 of 39
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4997
Date:
September 25, 2013
Department:
Finance
Attachments:
Resolution No. 4997
Agreement
Budget Impact:
$0
Administrative Recommendation:
City Council approve Resolution No. 4997.
Background Summary:
The Washington State Department of Ecology (Ecology) requests to enter into an interlocal
agreement with the City of Auburn for the 2013-2015 Coordinated Prevention Grant
Program. Ecology has appropriated $108,869.00 for the City to promote waste reduction
and recycling.
The City of Auburn Solid Waste Division will use the grant funds for the following programs:
1. Residential Recycling: Staff will promote waste reduction and recycling to residents
through a newsletter, presentations at community events, and a community yard
sale. Special emphasis will be placed on reaching non-English speaking residents and
mobile home parks.
2. School Education and Outreach: Staff and a consultant will continue the School
Recycling and Waste Prevention Campaign directed at Auburn School District students.
Reviewed by Council Committees:
Finance, Municipal Services
Councilmember:Peloza Staff:Coleman
Meeting Date:October 14, 2013 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 10 of 39
--------------------------
Resolution No. 4997
October 3, 2013
Page 1 of 3
RESOLUTION NO. 4997
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE ACCEPTANCE
AND APPROPRIATION OF GRANT FUNDS IN THE AMOUNT OF
ONE HUNDRED AND EIGHT THOUSAND AND EIGHT HUNDRED
AND SIXTY-NINE DOLLARS ($108,869.00), AND AUTHORIZING
THE MAYOR TO EXECUTE AN INTERLOCAL AGREEMENT
BETWEEN THE DEPARTMENT OF ECOLOGY AND THE CITY OF
AUBURN TO ACCEPT SAID FUNDS FOR IMPLEMENTATION OF
THE 2013-2015 COORDINATED PREVENTION GRANT
PROGRAM.
WHEREAS, King County and the City of Auburn have adopted the King County
Solid Waste Management Plan, which includes recycling and waste reduction goals;
and
WHEREAS, in order to help meet these goals, the Department of Ecology with
King County Solid Waste Division has established a waste reduction and recycling grant
program for the suburban cities; and
WHEREAS, this program provides funding to further the development of local
waste reduction and recycling for Auburn businesses and residents; and
WHEREAS, the Auburn City Council of the City of Auburn must adopt and
approve all appropriations by Ordinance pursuant to Chapter 35A.33 RCW; and
THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, IN A
REGULAR MEETING DULY ASSEMBLED, HEREWITH RESOLVES AS FOLLOWS:
Section 1. Pursuant to Chapter 35A.33 RCW, the City hereby approves the
expenditure and appropriation of a total amount of ONE HUNDRED AND EIGHT
THOUSAND AND EIGHT HUNDRED AND SIXTY-NINE DOLLARS ($108,869.00),
DI.A Page 11 of 39
--------------------------
Resolution No. 4997
October 3, 2013
Page 2 of 3
which constitutes reimbursement of funds for implementing the 2013-2015 Coordinated
Prevention Grant Program.
Section 2. The Mayor of the City of Auburn is authorized to execute an
Interlocal Agreement with the Department of Ecology for the reimbursement of said
funds. A copy of said Agreement is attached hereto and designated Grant No.:
G1400114 and is incorporated by reference herein.
Section 3. The Mayor is hereby authorized to implement such administrative
procedures as may be necessary to carry out directions of the legislation.
Section 4. This Resolution shall be in full force and effect upon passage and
signatures hereon.
Dated and Signed this _____ day of _________________, 2013.
CITY OF AUBURN
___________________________________
PETER B. LEWIS
MAYOR
DI.A Page 12 of 39
--------------------------
Resolution No. 4997
October 3, 2013
Page 3 of 3
ATTEST:
___________________
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
_____________________
Daniel B. Heid,
City Attorney
DI.A Page 13 of 39
COORDINATED PREVENTION GRANT (CPG) AGREEMENT
BETWEEN THE
STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND THE
CITY OF AUBURN
Grant No. G1400114
DI.A Page 14 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 2 of 19
This is a binding agreement entered into by and between the State of Washington Department of Ecology,
hereinafter referred to as the “DEPARTMENT” or as “ECOLOGY”, and the City of Auburn, hereinafter
referred to as the RECIPIENT, to carry out the activities described herein.
JURISDICTION:
MAILING ADDRESS:
CITY, STATE, ZIP:
City of Auburn
25 West Main Street
Auburn WA 98001-4998
RECIPIENT GRANT COORDINATOR:
TELEPHONE:
E-MAIL:
Joan Nelson
253-931-5103
JeNelson@auburnwa.gov
RECIPIENT BILLING/INVOICE COORDINATOR:
TELEPHONE:
E-MAIL:
Linda Owens
253-931-3003
lrains@auburnwa.gov
ECOLOGY:
TELEPHONE:
E-MAIL:
Diana Wadley
425-649-7056
Diana.wadley@ecy.wa.gov
FUNDING SOURCE
MAXIMUM ELIGIBLE COST
STATE GRANT SHARE
LOCAL SHARE
STATE MAXIMUM GRANT PERCENT
FEDERAL TAX IDENTIFICATION NO.
Local Toxics Control Account
$145,158.67
$108,869.00
$36,289.67
75 %
91-6001228
EFFECTIVE DATE OF THE AGREEMENT: 07-01-2013
EXPIRATION DATE OF THE AGREEMENT: 06-30-2015
DI.A Page 15 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 3 of 19
PART 1: SCOPE OF WORK
The task(s) set forth below summarize the RECIPIENT’S activities to be performed under this agreement.
Costs are limited to those approved by ECOLOGY as outlined in the current scope of work and budget.
The RECIPIENT must complete all deliverables by the expiration date of this agreement, including
delivery of purchases, unless otherwise stated in the scope of work or approved by ECOLOGY in writing.
Note: The term “task” as used in this agreement is interchangeable with the term “project” as used on the
online Solid Waste Information Clearinghouse and “element” as used on payment request forms.
The “Maximum Eligible Cost” is the maximum amount of eligible costs incurred by a RECIPIENT that
ECOLOGY can reimburse at a rate of 75 percent under this grant.
RECIPIENT shall identify the work plan and activities by “Quarter.” A quarter is defined by calendar
year and begins with the first three months of the grant period. The RECIPIENT may negotiate changes
to the work plan with the ECOLOGY Financial/Project Manager. ECOLOGY shall document mutually
agreed changes to the plan in writing.
Expenses relating to the collection and recycling of mercury containing lights shall be eligible for CPG
reimbursement until such time that the Mercury Light Recycling program is fully implemented or the
grant agreement expires, whichever is the earliest date.
CATEGORY: Waste Reduction and Recycling
1. TASK TITLE: Residential Education and Outreach
Maximum Eligible Task Cost: $92,980.67
Task Description: The RECIPIENT will use different forms of media and promotional
items throughout the grant period to promote waste reduction and recycling programs to
residents. Efforts may include, but are not limited to: producing and mailing a newsletter to all
single-family residents that includes waste prevention and recycling information, distributing
posters and flyers, releasing social media messages, and hiring a consultant to give waste
reduction and recycling presentations at various community events. A special emphasis will be
placed on reaching non-English speaking residents (primarily Hispanic/Latino) and mobile
home parks. To that end, a partnership will be formed with the City's Community Services
Division to enhance cultural diversity outreach efforts, and recycle cart checks for
contamination in mobile home parks will occur both pre- and post- outreach.
Promotion specifically targeted to increasing the volume of offsite-composting of organics is
not eligible during this grant cycle. However, materials or programs addressing contamination
in food and yard waste carts is eligible.
The RECIPIENT is advised to contact its Ecology Financial/Project Manager for prior approval
of promotional giveaway items. See page 49 of the 2013-2015 CPG Guidelines for further
information.
DI.A Page 16 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 4 of 19
Target Audience: Residents within the City of Auburn (single-family, mobile-home, and
non-English (primarily Spanish-speaking)).
Goal Statement: The goal of this task is to increase knowledge and practice of waste
reduction and recycling among City of Auburn residents by developing new programs and
bringing awareness to existing programs.
Outcome Statement: The RECIPIENT will increase the annual average residential
commingled recycling diversion rate in its Waste Management and Republic Services areas
from 21% to 28% and participation rate from 90% to 95%. The RECIPIENT also hopes to see
a reduction of contamination in mobile home recycle carts from the current 38% (mostly odd
plastics) to less than 10%.
Estimated outcomes produced with available budget:
Recycling/Reuse: 5,060 tons
Residential Contacts: 20,586 households via newsletter mailings
Residential Participants: 5,500 residents via outreach events
Work Plan, Deliverables and Timeline:
GRANT- YEAR 1 GRANT- YEAR 2
Jul- Sep Jul- Sep
Write Service Agreement & hire consultant. On-going outreach.
Oct- Dec Oct- Dec
Plan Outreach Program and printed
materials; Evaluate progress of Program Plan
& write Mid-year Summary for 2013.
On-going outreach; Evaluate Program &write
Mid-year Summary for 2014.
Jan-Mar Jan-Mar
Print and mail outreach pieces. Schedule
community events.
Print & mail outreach pieces. Schedule
community events.
Apr -Jun Apr -Jun
On-going outreach. On-going outreach; Evaluate & write Final
Summary report 2013-2014.
DI.A Page 17 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 5 of 19
Method of Evaluation: The RECIPIENT will evaluate this task by: using the tonnage
reports from the solid waste haulers, tracking the number of participants or attendees at events,
tracking the number of materials distributed at presentations and events, and via pre-post
contamination cart checks.
2. TASK TITLE: Community Yard Sale
Maximum Eligible Task Cost: $ 20,938.00
Task Description: The RECIPIENT will promote waste reduction, reuse, and recycling by
sponsoring a three-day city-wide yard sale for all single-family residents. Activities include
promotion of the event and distribution of free “Yard Sale Tool Kits” to registered participants.
The annual Residential Bulky Item Collection, which preceeds the Yard Sale, demonstrates the
need for a re-use program. Residents are allowed to put appliances at the curbside (for
recycling) and large bulky items (for disposal) - many items placed out for collection are
reuseable. Educational material distributed to residents in a newsletter provides alternative
recycle and reuse locations for these items.
Target Audience: Residential households.
Goal Statement: The goal of this task is to encourage residents to reduce their waste by
reusing items and recycling appliances and other items accepted in the local markets.
Outcome Statement: The RECIPIENT will have at least 250 households participate in the
community yard sale. The sale will divert an estimated 6.25 tons of reusable items (50 lbs. per
household) from the landfill.
Work Plan, Deliverables and Timeline:
GRANT- YEAR 1 GRANT- YEAR 2
Jul- Sep Jul- Sep
No activity. Write Final Summary of event.
Oct- Dec Oct- Dec
No activity. No activity.
Jan-Mar Jan-Mar
Create program; start advertising; create &
mail outreach piece
Create program; start advertising; create & mail
outreach piece
Apr -Jun Apr -Jun
DI.A Page 18 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 6 of 19
Continue outreach & registration (April);
create sale ads, flyer & map (May); Event is
first weekend in June. Collect surveys from
those who participanted via mail-in postcard
or online survey(June).
Continue outreach & registration (April); create
sale ads, flyer & map (May); Event is first
weekend in June. Collect surveys from those
who participanted via mail-in postcard or
online survey(June). Write Final Summary of
Event.
Method of Evaluation: The RECIPIENT will record the number of postcards mailed, number
registered participants, and number of Yard Sale Kits distributed. A survey will be conducted
to determine the number of items sold or given away, from which the tonnage diverted will be
estimated.
3. TASK TITLE: School Education and Outreach
Maximum Eligible Task Cost: $31,240.00
Task Description: The RECIPIENT, in conjunction with a consultant, will continue its
school recycling and waste prevention campaign directed at the Auburn School District (ASD)
students. RECIPIENT staff and a consultant will coordinate with the Auburn School District's
Resource Conservation Manager (ASD RCM) to conduct school waste audits, recycle program
tune-ups, staff trainings, reduction and recycling classroom presentations, and to promote King
County Green School Programs and Washington Green Schools.
Waste reduction and recycling education and outreach will be offered through multiple
methods which may include, but are not limited to: classroom presentations, on-site visits and
training, informational hand-outs, and promotional items. Note: promotional items
(giveaways) must have Ecology Financial/Project Manager approval before purchase. (See
page 49 of the 2013-2015 CPG Guidelines.)
Promotion specifically targeted to increasing the volume of offsite-composting of organics is
not eligible during this grant cycle. However, materials or programs addressing
contamination in food and yard waste carts is eligible.
Target Audience: Students and staff at all City of Auburn elementary, middle, and high
schools. In particular, all 3rd grade, 7th/8th grade, and high school students.
Goal Statement: The goal of this task is to increase waste reduction and recycling
awareness among Auburn's elementary and middle school students, resulting in more positive
waste management behaviors both at home and school.
Outcome Statement: Over the 24-month grant period, the RECIPIENT will give 50
elementary classroom presentations, 50 eighth grade middle school (science) classroom
presentations and 4 high-school lunchtime events, as well as promote other local environmental
programs and presentations. A goal is to increase the total recycling for all schools by 8%
(from 1,300 tons to 1,404 tons).
Recycling/Reuse: 104 tons increase
DI.A Page 19 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 7 of 19
Business Participants: (# of schools): 19 schools
Residential Participants: 1,500 elementary school students, 3,000 middle and high school
students.
Work Plan, Deliverables and Timeline:
GRANT- YEAR 1 GRANT- YEAR 2
Jul- Sep Jul- Sep
Update ASD student count database &
recycling programs; Write service contract &
hire consultant; Print student worksheets &
surveys; Meet w/ASD RCM & Consultant to
plan program & update presentations;
Promote programs to principals & teachers.
Update ASD student count database &
recycling programs; Write service contract &
hire consultant; Print student worksheets &
surveys; Meet w/ASD RCM & Consultant to
plan program & update present.; Promote
programs to principals & teachers.
Oct- Dec Oct- Dec
Continue to promote & deliver recycling &
waste reduction information and
presentations; Evaluate & write Mid-year
Summary for 2013.
Continue to promote & deliver recycling &
waste reduction information and presentations;
Evaluate & write Mid-year Summary for 2014.
Jan-Mar Jan-Mar
Promote & deliver recycling information,
classroom presentations and program tune-
ups.
Promote & deliver recycling information,
classroom presentations and program tune-ups.
Apr -Jun Apr -Jun
Promote & deliver recycling information,
classroom presentations and program tune-
ups; Evaluate & write Final Summary for
2013-2014.
Promote & deliver recycling information,
classroom presentations and program tune-ups;
Evaluate & write Final Summary for 2013-
2015.
Method of Evaluation: The RECIPIENT will evaluate this task by the number of students
reached through classroom presentations and the number of recycling presentation packets
distributed. The RECIPIENT will survey the students before and after the presentations to
determine the effectiveness of the presentations. The RECIPIENT will work with the ASD
Resource Conservation Manager to track the tons recycled at each school.
DI.A Page 20 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 8 of 19
PART 2: BUDGET
Budget Information by CATEGORY/TASK Maximum Eligible
Cost
State Grant
Share
CATEGORY: Waste Reduction and Recycling $ 145,158.67 $ 108,869.00
1. Residential Education and Outreach $ 92,980.67 $ 69,735.50
2. Community Yard Sale $ 20,938.00 $ 15,703.50
3. School Education and Outreach $ 31,240.00 $ 23,430.00
TOTAL GRANT BUDGET
TOTAL MAXIMUM ELIGIBLE COST $ 145,158.67
STATE GRANT SHARE (75%) $ 108,869.00
LOCAL CASH MATCH (25%) $ 36,289.67
INTERLOCAL COSTS (0 %) $ - 0 -
PART 3: BUDGET CONDITIONS
A. ECOLOGY requires the RECIPIENT to provide a match of 25 percent of the maximum eligible cost
with cash or interlocal costs. Interlocal costs are the only type of in-kind contributions the
RECIPIENT may use as match.
B. If parties are contributing to the local share of task costs (match) through interlocal-in kind
contributions, the RECIPIENT shall negotiate a memorandum of understanding or other written
agreement confirming the contribution between the parties. These agreements shall specify the exact
work to be accomplished and be signed by all parties contributing to the local match of this task.
Copies of these agreements shall be made part of the RECIPIENT’S grant file and submitted to
ECOLOGY.
C. Overhead is eligible at a rate up to 25 percent of staff salaries and benefits for actual time spent on
tasks outlined in this agreement. Salaries and benefits to administer the grant agreement are eligible
(excluding time spent to write a CPG grant application).
D. RECIPIENT must submit a written request to ECOLOGY to amend budgets between grant tasks, to
modify a scope of work, or for a budget increase or decrease. To increase or decrease the
agreement’s total maximum eligible cost or change the scope of work for any tasks as outlined in this
grant agreement, ECOLOGY requires a formal amendment.
DI.A Page 21 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 9 of 19
E. RECIPIENT must provide ECOLOGY with an updated Spending Plan when requested by
ECOLOGY.
F. Any work performed or costs incurred prior to the effective date or after the expiration date of this
agreement will be at the sole expense of the RECIPIENT.
PART 4: SPECIAL TERMS AND CONDITIONS
A. BILLING
1. Unless otherwise approved in writing by ECOLOGY, the RECIPIENT shall submit a payment
request to ECOLOGY at least quarterly (by calendar year), but no more often than once per
month.
2. RECIPIENT must submit payment requests on approved State Invoice Voucher forms: A19-1A,
B1/B2, C1/C2. Until there is a change in agency policy, the recipient must submit an A19-1A
with an original signature in blue ink, signed by an authorized person. The B2 and C2 forms are
acceptable in electronic format. The RECIPIENT must also include all backup documentation to
support costs itemized on Form C1/C2. The budget is organized by task and therefore, the
RECIPIENT shall itemize costs by task on Form C1/C2 and Form B1/B2. Forms B1 and C1 are
used only when interlocal costs are used towards the 25% match.
3. Any income directly generated as a result of the activities funded by this grant shall be reported
as a credit against the expenses of that activity, as defined by ECOLOGY’S Administrative
Requirements for Recipients of Ecology Grants and Loans, Ecology Publication #91-18.
4. RECIPIENT shall submit supporting documents with each payment request. This includes copies
of invoices, purchase receipts, payroll records, time and attendance records, grant award
documents, and any document deemed relevant by ECOLOGY to establish the approval of an
expense listed on Form C1/C2. Documentation shall be clear and legible and organized by task
in the order in which it is itemized on Form C1/C2.
5. RECIPIENT shall maintain grant related material and supporting documents including invoice
vouchers sent to ECOLOGY in a common file. The RECIPIENT shall keep all supporting
documents for audit purposes for at least three years from the date the agreement is closed by
ECOLOGY.
.
B. REPORTING
1. Progress reports and Final Performance Analyses must be submitted through the web-based
database, the Solid Waste Information Clearinghouse. The RECIPIENT must submit a progress
report with each payment request. If a quarterly payment request is not submitted, the
RECIPIENT is still required to submit a progress report for that quarter. These reports shall
include information that supports incurred costs identified on the corresponding C1 or C2 of the
payment request, and provide a brief update in support of the outcomes and or method of
evaluation in the grant agreement.
DI.A Page 22 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 10 of 19
a) A Final Performance Analysis (FPA) report must be submitted for each task in a Planning and
Implementation grant before ECOLOGY can process a final payment request.
C. COMPENSATION
Payment to RECIPIENT will be issued through Washington State’s Department of Enterprise
Services (DES). DES maintains a central vendor file for Washington state agency use to process
vendor payments. This allows vendors to receive payments from all participating state agencies.
RECIPIENTS must register as a state-wide vendor (SWV) by submitting a state-wide vendor
registration form and an IRS W-9 form http://www.ofm.wa.gov/isd/vendors/payee_registration.doc to
DES. If you have questions about the vendor registration process you can contact DES at the Payee
Help Desk at (360) 664-7779 or email to payeehelpdesk@ofm.wa.gov.
D. TRAINING
RECIPIENT is expected to participate in any ECOLOGY recommended trainings related to
managing a CPG agreement when feasible unless exempted by ECOLOGY in writing.
E. PROCUREMENT AND CONTRACTS
1. RECIPIENT must follow local procurement procedures or current state procurement
procedures, whichever is stricter. A RECIPIENT with no formal procurement procedures
must certify that they have complied with the "Standards for Competitive Solicitation" found
in Part V of the Administrative Requirements for Recipients of Ecology Grants and Loans –
Yellow Book, Ecology Publication #91-18.
2. Upon issuance, the RECIPIENT may submit a copy of all requests for qualifications (RFQs),
requests for proposals (RFPs), and bid documents relating to this grant agreement to
ECOLOGY’S Financial/Project Manager to be placed in the file.
3. Prior to contract execution, the RECIPIENT may submit all draft documents and a copy of the
draft proposed contract to ECOLOGY’S Financial/Project Manager for review. The
RECIPIENT assumes any risks associated with the failure to consult with the regional
Financial/Project Manager. Following the contract execution, the RECIPIENT shall submit a
copy of the final contract to ECOLOGY’s assigned Financial/Project Manager to be placed in
the file.
4. Unless a specific purchase of equipment or real property is already written into a task’s scope
of work, the RECIPIENT must submit a written request to ECOLOGY to purchase any
equipment or real property (Property) with a single unit purchase price of $5,000 or more. The
request must include the justification for the purchase of the property, the total cost, the
intended use, and the anticipated useful life of the property. The request must be approved in
writing by ECOLOGY prior to the purchase.
F. USE OF EXISTING CONTRACTS
RECIPIENT may use existing contracts that conform to local adopted procurement procedures
and applicable state laws. The RECIPIENT shall notify ECOLOGY if intending to use contracts
entered into prior to the execution of the grant agreement for performance of grant-funded
activities. The RECIPIENT shall submit a copy of the contract to its assigned ECOLOGY
Financial/Project Manager to be placed in the file. The grant eligibility of products or services
DI.A Page 23 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 11 of 19
secured by the RECIPIENT under existing contracts used to perform the scope of work in this
agreement must be deemed allowable and reasonable by ECOLOGY prior to cost reimbursement.
G. PROPERTY AND EQUIPMENT MANAGEMENT AND DISPOSITION
For equipment or property purchased with a cost of at least $5,000 per unit or functional system,
the RECIPIENT must utilize an inventory control system, including physical inventory to
document the ongoing use, a description of the item (including serial or vehicle identification
number (VIN when possible) and location. The information shall be submitted to ECOLOGY
upon request until final disposition is made. The RECIPIENT shall investigate, document, and
report to ECOLOGY any loss, theft or damage upon discovery of such conditions. The
RECIPIENT will follow manufacturer recommended maintenance procedures to keep the
property in good operating condition.
RECIPIENT shall submit a written request to the ECOLOGY for any intent to change the use of
the equipment as outlined in this grant agreement, including uses past the expiration date of this
agreement. Disposition of the equipment shall be determined by ECOLOGY and documented in
writing. A copy of the determination will be provided to the RECIPIENT upon ECOLOGY’s
closure of the grant agreement unless already identified in the task’s scope of work.
o If the equipment is necessary for the continued operation of the project or other projects
administered through ECOLOGY, the Financial/Project Manager may instruct the recipient to
retain the equipment with no further compensation to ECOLOGY.
o If the project has no further significant use for the equipment, the Financial/Project Manager
may instruct the recipient to retain or sell the equipment and pay ECOLOGY an amount
equal to ECOLOGY’s share of the current fair market value, sale proceeds or other price
agreed upon by the Financial/Project Manager.
o The Financial/Project Manager may instruct the recipient to transfer title to ECOLOGY or to
a third party named by ECOLOGY who is eligible under existing statutes.
H. ALL WRITINGS CONTAINED HEREIN
This agreement, including the appended “General Terms and Conditions,” current cycle Program
Guidelines – Coordinated Prevention Grants found at
https://fortress.wa.gov/ecy/publications/summarypages/1107008.html, and ECOLOGY’S
Administrative Requirements for Recipients of Ecology Grants and Loans, Ecology Publication
#91-18, contain the entire understanding between the parties, and there are no other
understandings or representations except as those set forth or incorporated by reference herein.
No subsequent modification(s) or amendment(s) of this grant agreement shall be of any force or
effect unless in writing, signed by authorized representatives of the RECIPIENT and ECOLOGY
and made part of this agreement.
I. ARCHEOLOGICAL AND CULTURAL RESOURCES
RECIPIENT shall take reasonable action to avoid, minimize, or mitigate adverse effects to the
archeological or cultural resources. RECIPIENT shall immediately cease work and notify
ECOLOGY if any archeological or cultural resources are found while conducting work under this
agreement. In the event that historical or cultural artifacts are discovered at the project site, the
DI.A Page 24 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 12 of 19
RECIPIENT shall also notify the state historic preservation officer at the Department of
Archaeology and Historic Preservation at (360) 586-3065. Applicability of the National Historic
Preservation Act (NHPA) may require the RECIPIENT to obtain a permit pursuant to Chapter
27.53 RCW prior to conducting on-site activity with the potential to impact historic properties
(such as invasive sampling, dredging, or cleanup actions).
J. ENVIRONMENTALLY PREFERRABLE PURCHASING
In a joint effort to save costs, produce energy savings and prevent waste, the RECIPIENT agree s
to use both sides of paper sheets for copying and printing when feasible. The RECIPIENT also
agrees to purchase paper products with a high level of post consumer recycled content when they
are comparable in quality, available, and cost effective.
IN WITNESS WHEREOF, the parties sign this Agreement:
STATE OF WASHINGTON CITY OF AUBURN
DEPARTMENT OF ECOLOGY
Laurie G. Davies Date Signatory Date
Program Manager
Waste 2 Resources Program
Printed Name and Title of Signatory
APPROVED AS TO FORM ONLY Assistant Attorney General
DI.A Page 25 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 13 of 19
APPENDIX A
PART 5: GENERAL TERMS AND CONDITIONS
Pertaining to Grant and Loan Agreements of the Department of Ecology, SS-010 Rev. 04/04
A. RECIPIENT PERFORMANCE
All activities for which grant/loan funds are to be used shall be accomplished by the RECIPIENT and
RECIPIENT's employees. The RECIPIENT shall only use contractor/consultant assistance if that has
been included in the agreement’s final scope of work and budget.
B. SUBGRANTEE/CONTRACTOR COMPLIANCE
The RECIPIENT must ensure that all subgrantees and contractors comply with the terms and
conditions of this agreement.
C. THIRD PARTY BENEFICIARY
The RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to this
agreement, the state of Washington is named as an express third-party beneficiary of such
subcontracts with full rights as such.
D. CONTRACTING FOR SERVICES (BIDDING)
Contracts for construction, purchase of equipment and professional architectural and engineering
services shall be awarded through a competitive process, if required by State law. RECIPIENT shall
retain copies of all bids received and contracts awarded, for inspection and use by the
DEPARTMENT.
E. ASSIGNMENTS
No right or claim of the RECIPIENT arising under this agreement shall be transferred or assigned by
the RECIPIENT.
F. COMPLIANCE WITH ALL LAWS
1. RECIPIENT shall comply fully with all applicable Federal, State and local laws, orders,
regulations and permits.
Prior to commencement of any construction, the RECIPIENT shall secure the necessary
approvals and permits required by authorities having jurisdiction over the project, provide
assurance to the DEPARTMENT that all approvals and permits have been secured, and make
copies available to the DEPARTMENT upon request.
2. Discrimination. The DEPARTMENT and the RECIPIENT agree to be bound by all Federal and
State laws, regulations, and policies against discrimination. The RECIPIENT further agrees to
affirmatively support the program of the Office of Minority and Women's Business Enterprises to
the maximum extent possible. If the agreement is federally-funded, the RECIPIENT shall report
to the DEPARTMENT the percent of grant/loan funds available to women or minority owned
businesses.
DI.A Page 26 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 14 of 19
3. Wages and Job Safety. The RECIPIENT agrees to comply with all applicable laws, regulations,
and policies of the United States and the State of Washington which affect wages and job safety.
4. Industrial Insurance. The RECIPIENT certifies full compliance with all applicable state industrial
insurance requirements. If the RECIPIENT fails to comply with such laws, the DEPARTMENT
shall have the right to immediately terminate this agreement for cause as provided in Section K.1,
herein.
G. KICKBACKS
The RECIPIENT is prohibited from inducing by any means any person employed or otherwise
involved in this project to give up any part of the compensation to which he/she is otherwise entitled
or, receive any fee, commission or gift in return for award of a subcontract hereunder.
H. AUDITS AND INSPECTIONS
1. RECIPIENT shall maintain complete program and financial records relating to this agreement.
Such records shall clearly indicate total receipts and expenditures by fund source and task or
object.
All grant/loan records shall be kept in a manner which provides an audit trail for all expenditures.
All records shall be kept in a common file to facilitate audits and inspections.
Engineering documentation and field inspection reports of all construction work accomplished
under this agreement shall be maintained by the RECIPIENT.
2. All grant/loan records shall be open for audit or inspection by the DEPARTMENT or by any duly
authorized audit representative of the State of Washington for a period of at least three years after
the final grant payment/loan repayment or any dispute resolution hereunder. If any such audits
identify discrepancies in the financial records, the RECIPIENT shall provide clarification an d/or
make adjustments accordingly.
3. All work performed under this agreement and any equipment purchased, shall be made available
to the DEPARTMENT and to any authorized state, federal or local representative for inspection
at any time during the course of this agreement and for at least three years following grant/loan
termination or dispute resolution hereunder.
4. RECIPIENT shall meet the provisions in OMB Circular A-133 (Audits of States, Local
Governments & Non Profit Organizations), including the compliance Supplement to OMB
Circular A-133, if the RECIPIENT expends $500,000 or more in a year in Federal funds. The
$500,000 threshold for each year is a cumulative total of all federal funding from all sources. The
RECIPIENT must forward a copy of the audit along with the RECIPIENT’S response and the
final corrective action plan to the DEPARTMENT within ninety (90) days of the date of the audit
report.
I. PERFORMANCE REPORTING
RECIPIENT shall submit progress reports to the DEPARTMENT with each payment request or such
other schedule as set forth in the Special Conditions. The RECIPIENT shall also report in writing to
the DEPARTMENT any problems, delays or adverse conditions which will materially affect their
ability to meet project objectives or time schedules. This disclosure shall be accompanied by a
DI.A Page 27 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 15 of 19
statement of the action taken or proposed and any assistance needed from the DEPARTMENT to
resolve the situation. Payments may be withheld if required progress reports are not submitted.
Quarterly reports shall cover the periods January 1 through March 31, April 1 through June 30, July 1
through September 30, and October 1 through December 31. Reports shall be due within thirty (30)
days following the end of the quarter being reported.
J. COMPENSATION
1. Method of compensation. Payment shall normally be made on a reimbursable basis as specified
in the grant agreement and no more often than once per month. Each request for payment will be
submitted by the RECIPIENT on State voucher request forms provided by the DEPARTMENT
along with documentation of the expenses. Payments shall be made for each task/phase of the
project, or portion thereof, as set out in the Scope of Work when completed by the RECIPIENT
and approved as satisfactory by the Project Officer.
The payment request form and supportive documents must itemize all allowable costs by major
elements as described in the Scope of Work. Instructions for submitting the payment requests are
found in "Administrative Requirements for Recipients of Ecology Grants and Loans", part IV,
published by the DEPARTMENT. A copy of this document shall be furnished to the
RECIPIENT. When payment requests are approved by the DEPARTMENT, payments will be
made to the mutually agreed upon designee.
Payment requests shall be submitted to the DEPARTMENT and directed to the Project Officer
assigned to administer this agreement.
2. Period of Compensation. Payments shall only be made for actions of the RECIPIENT pursuant to
the grant/loan agreement and performed after the effective date and prior to the expiration date of
this agreement, unless those dates are specifically modified in writing as provided herein.
3. Final Request(s) for Payment. The RECIPIENT should submit final requests for compensation
within forty-five (45) days after the expiration date of this agreement and within fifteen (15) days
after the end of a fiscal biennium. Failure to comply may result in delayed reimbursement.
4. Performance Guarantee. The DEPARTMENT may withhold an amount not to exceed ten percent
(10%) of each reimbursement payment as security for the RECIPIENT's performance. Monies
withheld by the DEPARTMENT may be paid to the RECIPIENT when the project(s) described
herein, or a portion thereof, have been completed if, in the DEPARTMENT's sole discretion, such
payment is reasonable and approved according to this agreement and, as appropriate, upon
completion of an audit as specified under section J.5 herein.
5. Unauthorized Expenditures. All payments to the RECIPIENT may be subject to final audit by the
DEPARTMENT and any unauthorized expenditure(s) charged to this grant/loan shall be refunded
to the DEPARTMENT by the RECIPIENT.
6. Mileage and Per Diem. If mileage and per diem are paid to the employees of the RECIPIENT or
other public entities, it shall not exceed the amount allowed under state law for state employees.
7. Overhead Costs. No reimbursement for overhead costs shall be allowed unless provided for in
the Scope of Work hereunder.
DI.A Page 28 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 16 of 19
K. TERMINATION
1. For Cause. The obligation of the DEPARTMENT to the RECIPIENT is contingent upon
satisfactory performance by the RECIPIENT of all of its obligations under this agreement. In the
event the RECIPIENT unjustifiably fails, in the opinion of the DEPARTMENT, to perform any
obligation required of it by this agreement, the DEPARTMENT may refuse to pay any further
funds thereunder and/or terminate this agreement by giving written notice of termination.
A written notice of termination shall be given at least five working days prior to the effective date
of termination. In that event, all finished or unfinished documents, data studies, surveys,
drawings, maps, models, photographs, and reports or other materials prepared by the RECIPIENT
under this agreement, at the option of the DEPARTMENT, shall become Department property
and the RECIPIENT shall be entitled to receive just and equitable compensation for any
satisfactory work completed on such documents and other materials.
Despite the above, the RECIPIENT shall not be relieved of any liability to the DEPARTMENT
for damages sustained by the DEPARTMENT and/or the State of Washington because of any
breach of agreement by the RECIPIENT. The DEPARTMENT may withhold payments for the
purpose of setoff until such time as the exact amount of damages due the DEPARTMENT from
the RECIPIENT is determined.
2. Insufficient Funds. The obligation of the DEPARTMENT to make payments is contingent on the
availability of state and federal funds through legislative appropriation and state allotment. When
this agreement crosses over state fiscal years the obligation of the DEPARTMENT is contingent
upon the appropriation of funds during the next fiscal year. The failure to appropriate or allot
such funds shall be good cause to terminate this agreement as provided in paragraph K.1 above.
When this agreement crosses the RECIPIENT's fiscal year, the obligation of the RECIPIENT to
continue or complete the project described herein shall be contingent upon appropriation of funds
by the RECIPIENT's governing body; provided, however, that nothing contained herein shall
preclude the DEPARTMENT from demanding repayment of ALL funds paid to the RECIPIENT
in accordance with Section O herein.
3. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the project
funded herein within four months after the effective date of this agreement, or by any date
mutually agreed upon in writing for commencement of work, the DEPARTMENT reserves the
right to terminate this agreement.
L. WAIVER
Waiver of any RECIPIENT default is not a waiver of any subsequent default. Waiver of a breach of
any provision of this agreement is not a waiver of any subsequent breach and will not be construed as
a modification of the terms of this agreement unless stated as such in writing by the authorized
representative of the DEPARTMENT.
M. PROPERTY RIGHTS
1. Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or invents
any patentable property, the RECIPIENT may copyright or patent the same but the
DEPARTMENT retains a royalty-free, nonexclusive and irrevocable license to reproduce,
publish, recover or otherwise use the material(s) or property and to authorize others to use the
same for federal, state or local government purposes.
DI.A Page 29 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 17 of 19
Where federal funding is involved, the federal government may have a proprietary interest in
patent rights to any inventions that are developed by the RECIPIENT as provided in 35 U.S.C.
200-212.
2. Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish
information of the DEPARTMENT; present papers, lectures, or seminars involving information
supplied by the DEPARTMENT; use logos, reports, maps or other data, in printed reports, signs,
brochures, pamphlets, etc., appropriate credit shall be given to the DEPARTMENT.
3. Tangible Property Rights. The DEPARTMENT's current edition of "Administrative
Requirements for Recipients of Ecology Grants and Loans", Part V, shall control the use and
disposition of all real and personal property purchased wholly or in part with funds furnished by
the DEPARTMENT in the absence of state, federal statute(s), regulation(s), or policy(s) to the
contrary or upon specific instructions with respect thereto in the Scope of Work.
4. Personal Property Furnished by the DEPARTMENT. When the DEPARTMENT provides
personal property directly to the RECIPIENT for use in performance of the project, it shall be
returned to the DEPARTMENT prior to final payment by the DEPARTMENT. If said property
is lost, stolen or damaged while in the RECIPIENT's possession, the DEPARTMENT shall be
reimbursed in cash or by setoff by the RECIPIENT for the fair market value of such property.
5. Acquisition Projects. The following provisions shall apply if the project covered by this
agreement includes funds for the acquisition of land or facilities:
a. Prior to disbursement of funds provided for in this agreement, the RECIPIENT shall establish
that the cost of land/or facilities is fair and reasonable.
b. The RECIPIENT shall provide satisfactory evidence of title or ability to acquire title for each
parcel prior to disbursement of funds provided by this agreement. Such evidence may
include title insurance policies, Torrens certificates, or abstracts, and attorney's opinions
establishing that the land is free from any impediment, lien, or claim which would impair the
uses contemplated by this agreement.
6. Conversions. Regardless of the contract termination date shown on the cover sheet, the
RECIPIENT shall not at any time convert any equipment, property or facility acquired or
developed pursuant to this agreement to uses other than those for which assistance was originally
approved without prior written approval of the DEPARTMENT. Such approval may be
conditioned upon payment to the DEPARTMENT of that portion of the proceeds of the sale,
lease or other conversion or encumbrance which monies granted pursuant to this agreement bear
to the total acquisition, purchase or construction costs of such property.
N. SUSTAINABLE PRODUCTS
In order to sustain Washington’s natural resources and ecosystems, the RECIPIENT is encouraged to
implement sustainable practices where and when possible. These practices include use of clean
energy, and purchase and use of sustainably produced products (e.g. recycled paper). For more
information, see www.ecy.wa.gov/sustainability.
DI.A Page 30 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 18 of 19
O. RECOVERY OF PAYMENTS TO RECIPIENT
The right of the RECIPIENT to retain monies paid to it as reimbursement payments is contingent
upon satisfactory performance of this agreement including the satisfactory completion of the project
described in the Scope of Work. In the event the RECIPIENT fails, for any reason, to perform
obligations required of it by this agreement, the RECIPIENT may, at the DEPARTMENT's sole
discretion, be required to repay to the DEPARTMENT all grant/loan funds disbursed to the
RECIPIENT for those parts of the project that are rendered worthless in the opinion of the
DEPARTMENT by such failure to perform.
Interest shall accrue at the rate of twelve percent (12%) per year from the time the DEPARTMENT
demands repayment of funds. If payments have been discontinued by the DEPARTMENT due to
insufficient funds as in Section K.2 above, the RECIPIENT shall not be obligated to repay monies
which had been paid to the RECIPIENT prior to such termination. Any property acquired under this
agreement, at the option of the DEPARTMENT, may become the DEPARTMENT'S property and the
RECIPIENT'S liability to repay monies shall be reduced by an amount reflecting the fair value of
such property.
P. PROJECT APPROVAL
The extent and character of all work and services to be performed under this agreement by the
RECIPIENT shall be subject to the review and approval of the DEPARTMENT through the Project
Officer or other designated official to whom the RECIPIENT shall report and be responsible. In the
event there is a dispute with regard to the extent and character of the work to be done, the
determination of the Project Officer or other designated official as to the extent and character of the
work to be done shall govern. The RECIPIENT shall have the right to appeal decisions as provided
for below.
Q. DISPUTES
Except as otherwise provided in this agreement, any dispute concerning a question of fact arising
under this agreement which is not disposed of in writing shall be decided by the Project
Officer or other designated official who shall provide a written statement of decision to the
RECIPIENT. The decision of the Project Officer or other designated official shall be final and
conclusive unless, within thirty days from the date of receipt of such statement, the RECIPIENT
mails or otherwise furnishes to the Director of the DEPARTMENT a written appeal.
In connection with appeal of any proceeding under this clause, the RECIPIENT shall have the
opportunity to be heard and to offer evidence in support of this appeal. The decision of the Director
or duly authorized representative for the determination of such appeals shall be final and conclusive.
Appeals from the Director's determination shall be brought in the Superior Court of Thurston County.
Review of the decision of the Director will not be sought before either the Pollution Control Hearings
Board or the Shoreline Hearings Board. Pending final decision of dispute hereunder, the RECIPIENT
shall proceed diligently with the performance of this agreement and in accordance with the decision
rendered.
R. CONFLICT OF INTEREST
No officer, member, agent, or employee of either party to this agreement who exercises any function
or responsibility in the review, approval, or carrying out of this agreement, shall participate in any
decision which affects his/her personal interest or the interest of any corporation, partnership or
DI.A Page 31 of 39
Washington State Department of Ecology
Grant No. G1400114
City of Auburn
Page 19 of 19
association in which he/she is, directly or indirectly interested; nor shall he/she have any personal or
pecuniary interest, direct or indirect, in this agreement or the proceeds thereof.
S. INDEMNIFICATION
1. The DEPARTMENT shall in no way be held responsible for payment of salaries, consultant's
fees, and other costs related to the project described herein, except as provided in the Scope of
Work.
2. To the extent that the Constitution and laws of the State of Washington permit, each party shall
indemnify and hold the other harmless from and against any liability for any or all injuries to
persons or property arising from the negligent act or omission of that party or that party's agents
or employees arising out of this agreement.
T. GOVERNING LAW
This agreement shall be governed by the laws of the State of Washington.
U. SEVERABILITY
If any provision of this agreement or any provision of any document incorporated by reference shall
be held invalid, such invalidity shall not affect the other provisions of this agreement which can be
given effect without the invalid provision, and to this end the provisions of this agreement are
declared to be severable.
V. PRECEDENCE
In the event of inconsistency in this agreement, unless otherwise provided herein, the inconsistency
shall be resolved by giving precedence in the following order: (a) applicable Federal and State
statutes and regulations; (b) Scope of Work; (c) Special Terms and Conditions; (d) Any terms
incorporated herein by reference including the "Administrative Requirements for Recipients of
Ecology Grants and Loans"; and (e) the General Terms and Conditions.
DI.A Page 32 of 39
AGENDA BILL APPROVAL FORM
Agenda Subject:
Animal Control and Rescue
Date:
October 9, 2013
Department:
Police
Attachments:
3Q2013 Animal Control Report
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Municipal Services
Councilmember:Peloza Staff:Lee
Meeting Date:October 14, 2013 Item Number:DI.B
AUBURN * MORE THAN YOU IMAGINEDDI.B Page 33 of 39
Auburn Animal Control
Third Quarter Review
January – September 2013
340 E Main Street, Auburn, WA 98002
DI.B Page 34 of 39
340 E Main Street, Auburn, WA 98002
PURPOSE
The purpose of the Auburn Animal Control Unit is to support the
Department’s mission of serving and protecting persons and property in the
City of Auburn. The Animal Control Unit’s primary responsibilities are
enforcing animal control ordinances, assuring proper licensing of applicable
animals, and educating the public in matters of animal care and control.
This report is designed to provide an overview of the quarterly activity
generated by our Animal Control Officer.
DI.B Page 35 of 39
340 E Main Street, Auburn, WA 98002
Animal Control-related calls for service
1st Quarter
2013
2nd Quarter
2013
3rd Quarter
2013
% increase/decrease from 1st
to 3rd Quarter
911 Dispatched Calls 75 89 192 156.0%
Calls made directly to officer 113 216 112 -0.9%
Self-initiated calls 21 51 92 338.1%
Wildlife-related calls 6 14 3 -50.0%
Officer-Assist calls 8 6 0 -100.0%
Deceased animal calls 10 12 12 20.0%
TOTAL 233 388 411 76.4%
911 Dispatched calls – Calls For Service (CFS) that were received through the 911 emergency system
Calls made directly to officer – CFS received directly by our Animal Control Officer from citizens
Self-initiated calls – CFS that were self-initiated by our Animal Control Officer
Wildlife-related calls – CFS that involved non-domestic animals
Officer Assist Calls – CFS made by other APD Officers directly to the Animal Control Officer
Deceased Animal Calls – CFS involving deceased domestic animals
*An injured rabbit, hawk, and coyote were taken to area animal hospitals during the 3rd quarter of 2013.
75
113
21
6 8 10
89
216
51
14 6 12
192
112
92
3 0
12
0
50
100
150
200
250
1st Quarter 2013
2nd Quarter 2013
3rd Quarter 2013
DI.B Page 36 of 39
340 E Main Street, Auburn, WA 98002
Animal Control Reports, Citations, and Infractions
1st Quarter 2013
2nd Quarter 2013
3rd Quarter 2013
% increase from 1st to 3rd
Quarter
Citizen Contacts 212 332 243 12.8%
Case Reports 57 99 114 50.0%
Animals Impounded 27 48 59 54.2%
Criminal Citations 2 13 6 66.7%
Infractions 16 113 191 91.6%
Written Warnings 66 119 123 46.3%
Citizen Contacts – Contact with citizens in person, by phone, or via email
Case Reports – Police Reports written
Animals Impounded – Animals impounded due to a violation
Criminal Citations – Number of criminal citations given to Auburn citizens
Infractions – Number of infractions issued to Auburn citizens
Written Warnings – Number of written warnings given to Auburn citizens
212
57
27
2
16
66
332
99
48
13
113 119
243
114
59
6
191
123
0
50
100
150
200
250
300
350
Citizen
Contacts
Case ReportsAnimals
Impounded
Criminal
Citations
InfractionsWritten
Warnings
1st Quarter 2013
2nd Quarter 2013
3rd Quarter 2013
DI.B Page 37 of 39
AGENDA BILL APPROVAL FORM
Agenda Subject:
Project Matrix
Date:
September 25, 2013
Department:
Police
Attachments:
Project Matrix
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Municipal Services
Councilmember:Peloza Staff:
Meeting Date:October 14, 2013 Item Number:DI.C
AUBURN * MORE THAN YOU IMAGINEDDI.C Page 38 of 39
MUNICIPAL SERVICES COMMITTEE PROJECT - GOAL MATRIX
NO.PROJECT DESCRIPTION LEAD COST REVIEW DATE
EST.
COMPL.
DATE
STATUS
10P Red Light Photo Enforcement Bob Lee 10/28/2013
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept)
2nd meeting of the month. The amended contract
expires 5/31/14. City will initiate RFP process.
20P Animal Control and Rescue Bob Lee 10/14/2013 On-Going
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept) 1st
meeting of the month.
21P AVHS Board Review Shelley Coleman 10/28/2013 On-Going Report will be provided monthly after the 3rd Thursday.
24P Fireworks Update Bob Lee 6/9/2014 On-Going The Council Operations Committee/MIT met on 5/28/13.
Further MIT Fireworks improvements were announced.
27P Animal Control Licensing Program Shelley Coleman 10/28/2013 On-Going Monthly staff report to be provided at 2nd meeting of the
month.
28 P Solid Waste Rate Review Shelley Coleman 12/9/2013
Through MSWMAC input from other cities will help COA
determine if it will change to direct billing. New rates will
go into effect January 1 (2013 & 2014). Annual rate
increases are planned in the next 4-5 years to end the
commercial subsidy for residential service.
29P Golf Course & Restaurant Working Capital
Review and Future Plans Shelley Coleman 10/28/2013 On-Going
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept)
2nd meeting of the month.
31P Cemetery Update Daryl Faber 10/28/2013 Quarterly update to review Marketing Plan. 2nd meeting
of the month.
NO.ITEM OF INTEREST
3 I Shopping Cart Update Randy Bailey 1/13/2014 January (Prev July-Dec), July (Prev Jan-June).
4 I Ordinance No. 6398 - Pull Tabs Dan Heid 1/13/2014
Annual review of taxation basis to determine if any
changes need to be made -dependent upon status of
economy. Ordinance No. 6398 was enacted 2/21/12.
6I SCORE Jail Stats Shelley Coleman 10/28/2013
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept) 2nd
meeting of the month. Review SCORE Jail statistics.
7I Concealed Pistol Licenses Benefit Cost
Analysis John Partridge 11/25/2013
Determine if we have appropriate costs for this task.This
item has been assigned to Councilmember Partridge to
take to the Regional Law Safety &Justice Committee
meetings for discussions.
8I Street Sweeping Schedule Randy Bailey 11/12/2013 Review street sweeping schedule.
Last Revision Date: 9/24/13 E:\AGENDA\MunicipalServicesPaperlessPacket\2013\19-October 14\Resources\Matrix 09-24-13.xls
DI.C Page 39 of 39