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ORDIN~N'CE NO, 4 6 6 3
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, APPROVING AN APPROPRIATION OF GRANT FUNDS IN THE
AMOUNT OF SEVEN THOUSAND EIGHT HUNDRED EIGHTY-FOUR AND
00/100 DOLLARS, ($7,884) , AND AUTHORIZING THE MAYOR TO
ACCEPT THE GRANT FROM THE WASHINGTON STATE DEPARTMENT OF
COMMUNITY DEVELOPMENT, FOR AN EMERGENCY MANAGEMENT PROGRAM.
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
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN AS FOLLOWS:
8eotion ~. Pursuant to Chapter 35A.33 RCW 'the City
hereby approves the expenditure and appropriation of a total
amount of SEVEN THOUSAND EIGHT HUNDRED EIGHTY-FOUR DOLLARS
($7,884), which constitutes a Grant pursuant to the
Agreement between the City of Auburn and the Washington
State Department of Community Development.
Seotion Z. The Mayor and City Clerk of the City of
Auburn are authorized to execute an Emergency Management
Program (EMP) Contract, Contract Number 1-91-62002, which
will provide grant funding to the City of Auburn for use by
the City to increase the operational capability for
emergency management. A copy of said Emergency Management
Ordinance No. 4663
September 13, 1990
Page I
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Program Contract is attached hereto and designated Exhibit A
and is incorporated by reference in this Ordinance.
Seotio~ 3. The Mayor is hereby authorized to implement
such administrative procedures as may be necessary to carry
out the directions of this legislation.
Beotio~ 4. This Ordinance shall take effect and be in
force five (5) days from and after its passage, approval and
publication, as provided by law.
ATTEST:
Robin Wohlhueter, City Clerk
D AS TO FORM:
Michael J. Reynolds,
Acting City Attorney
Published:
Ordinance No. 4663
September 13, 1990
Page 2
CONTRACT BETWEEN
THE DEPARTMENT OF COMMUNITY DEVELOPMENT
AND
City of Auburn
Contract Number: 1-91-62002
Tax ID NumBer: 91-600-1228
This CONTRACT, entered into by City of Auburn (hereinafter
referred to as the CONTRACTOR) and the Department of Community
Development (hereinafter referred to as the DEPARTMENT),
WITNESSES THAT:
The DEPARTMENT desires to engage the CONTRACTOR to perform
certain tasks as hereinafter agreed upon by both parties.
NOW, THEREFORE, in consideration of covenants, conditions,
performances, and promises hereinafter contained, the parties
hereto agree as follows:
1. FUNDING
The total funds to be reimbursed to the CONTRACTOR for the
contract period shall be a sum not to exceed $7,884. Part
of these funds will be held back as part of a contingency
fund, resulting in an initial award of $7,488 and a monthly
allottment of 624. Attachment B is a table depicting the
breakdown of allocations to all contractors including the
effects of the contingency fund. Any funds remaining in the
contingency fund after April 30, 1991 will be made available
to the CONTRACTOR for reimbursement in June 1991. The
CONTRACTOR will be notified in writing by the DEPARTMENT of
the amount available for the final allottment.
2. SERVICE PROVISIONS
A)
The CONTRACTOR shall use the funds to provide the
following program activities:
1)
Conduct at least one exercise during the time
period of the contract. Response to an actual
event may substitute for an exercise provided it
is sufficiently justified.
2)
Complete the activities as scheduled in Attachment
A, Program Paper, July 1990 - June 1991.
3) Administration of the program to include:
ae
Submission of funds requests, staffing
patterns, and reimbursement vouchers.
Submission of complete and updated job
descriptions for every state funded position.
Maintenance of monthly timesheets for part-
time personnel.
Submission of quarterly reports for the
previous quarter by October 22, 1990, January
21, 1991, April 22, 1991, and July 10, 1991.
B)
The CONTRACTOR shall use the funds for the following
allowable costs:
1)
Personnel compensation and benefits which
includes:
Gross compensation for services of!
individuals.
Vacation, sick leave, or terminal leave.
Employee benefits as contributed to social
security (FICA) or life and health insurance
plans.
General liability insurance.
2)
Travel and transportation of persons - costs of
transportation, per diem allowances, and other
reimbursable expenses related to travel as
authorized under the state travel regulation.
3) Other administrative expenses to include:
Supplies, services, and equipment needed for
the administration of the program.
Rent, maintenance, and utility service
changes.
Insurance and indemnification.
Meetings and conferences.
Equipment.
c)
Attachment A, Program Paper, and Attachment B, EMP
Allocation Table, are by reference, incorporated i~to
this contract.
3. CONTRACT PERIOD
The effective date of this contract shall be July 1, 1990.
The termination date of this contract shall be June 30,
1991.
4. REIMBURSEMENT PROVISIONS
The CONTRACTOR shall mail a Washington State Invoice Voucher
to the DEPARTMENT monthly indicating the type of services
rendered the preceding month. Within twenty (20) days after
receiving the voucher, the DEPARTMENT shall remit to the
CONTRACTOR a warrant covering the cost of the prior agreed
upon activities. The final voucher must be submitted to the
DEPARTMENT prior to July 12, 1991.
5. RECAPTURE PROVISIONS
In the event that the CONTRACTOR fails to expend funds under
this contract in accordance with state laws and/or the
provisions of this contract, the DEPARTMENT reserves the
right to recapture state funds in an amount equivalent to
the extent of the noncompliance.
Such right of recapture shall exist for a period not to
exceed three years following contract termination.
Repayment by the CONTRACTOR of funds under this recapture
provision shall occur within 30 days of demand. In the
event that the DEPARTMENT is required to institute legal
proceedings to enforce the recapture provision, the
DEPARTMENT shall be entitled to its costs thereof!, including
reasonable attorney's fees.
6. EVALUATION AND MONITORING
A)
The CONTRACTOR shall cooperate with and freely
participate in any monitoring or evaluation activities
conducted by the DEPARTMENT that are pertinent to the
intent of this contract.
B)
The DEPARTMENT or the State Auditor or any of their
representatives shall have full access to and the riqht
to examine during normal business hours and as often'as
the DEPARTMENT or the State Auditor may deem necessary,
all of the CONTRACTOR'S records with respect to all
matters covered in this contract. Such representatives
shall be permitted to audit, examine, and make excerpts
or transcripts from such records and to make audits of
all contracts, invoices, materials, payrolls., and
records of matters covered by this contract. Such
rights last for three years from the date final payment
is made hereunder.
7. NONDISCRIMINATION PROVISION
There shall be no discrimination against any employee who is
paid by the funds indicated in the contract or against any
applicant for such employment because of race, color,
religion, handicap, marital status, political affiliation,
sex, age, or national origin. This provision shall include
but not be limited to the following: employment, upgrading,
demotion, transfer, recruitment, advertising, lay-off or
termination, rates of pay or other forms of compensation,
and selection for training.
CONTRACT MODIFICATIONS
The DEPARTMENT and the CONTRACTOR may, from time to time,
request changes in services to be performed with the funds.
Any such changes that are mutually agreed upon by the
DEPARTMENT and the CONTRACTOR shall be incorporated herein
by written amendment to this contract. It is mutually
agreed and understood that no alteration or variation of the
terms of this contract shall be valid unless made in writing
and signed by the parties hereto, and that any oral
understanding or agreements not incorporated herein, unless
made in writing and signed by the parties hereto, shall not
be binding.
9. TERMINATION OF CONTRACT
A)
If, through any cause, the CONTRACTOR shall fail to
fulfill in a timely and proper manner its obligations
under this contract or if the CONTRACTOR shall violate
any of its covenants, agreements, or stipulations
ofthis contract, the DEPARTMENT shall thereupon have
the right to terminate this contract and withhold the
remaining allocation if such default or violation is
not corrected within twenty (20) days after submitting
written notice to the CONTRACTOR describing such
default or violation.
B)
Notwithstanding any provisions of this contract, either
party may terminate this contract by providing written
notice of such termination, specifying the effective
date thereof, at least thirty (30) days prior to such
date.
c)
Reimbursement for CONTRACTOR services performed, and
not otherwise paid for by the DEPARTMENT prior to the
effective date of such termination, shall be as the
DEPARTMENT reasonably determines.
D)
The Department may unilaterally terminate all or part
of this contract, or may reduce its scope of work and
budget, if there is a reduction in funds by the source
of those funds, and if such funds are the basis for
this contract.
10. CONTRACTOR NOT EMPLOYEE OF AGENCY
The CONTRACTOR, his/her employees or agents performing under
this contract are not deemed to be employees of the
DEPARTMENT nor as agents of the DEPARTMENT in any manner
whatsoever. The CONTRACTOR will not hold himself/herself
out as nor claim to be an officer or employee of the
DEPARTMENT or of the state of Washington by reason hereof
and will not make any claim, demand, or application to or
for any right or privilege applicable to an officer or
employee of the DEPARTMENT or of the state of WaShington.
11. RECORDS, DOCUMENTS, AND REPORTS
The CONTRACTOR shall maintain books, records, documents, and
other evidence and accounting procedures and practices which
sufficiently and properly reflect all direct and indirect
costs of any nature expended in the performance of this
contract. These records shall be subject at all reasonable
.times to inspection, review, or audit by DEPARTMKNT
personnel and other personnel duly authorized by 'the
DEPARTMENT or the Office of the State Auditor.
CONTRACTOR will retain all books, records, documents, and
other material relevant to this contract for three years
after expiration and the Office of the State Auditor, or any
persons duly authorized by the DEPARTMENT shall have full
access to and the right to examine any of said materials
during said period.
12. TRAVEL AND SUBSISTENCE REIMBURSEMENT
In the absence of provisions included herein, travel
expenses shall be paid in accordance with rates set pursuant
to RCW 43.03.050 and RCW 43.03.060 as now existing or
amended.
13. SPECIAL PROVISION
The. DEPARTMENT'S failure to insist upon the strict
performance of any provision of this contract or to exercise
any right based upon a breach thereof or the acceptance of
any performance during such breach, shall not constitute a
waiver of any right under this contract.
14. HOLD HARMLESS
The CONTRACTOR agrees to defend, hold harmless, and
indemnify the state of Washington and the DEPARTMENT, their
officers, agents, employees, and assigns against any and
alldamages or claims from damages resulting or allegedly
resulting from the CONTRACTOR'S performance or activities
hereunder.
15. GOVERNING LAW AND VENUE
This contract shall be construed and enforced in accordance
with, and the validity and performance hereof shall be
governed by, the laws of the state of Washington. Venue of
any suit between the parties arising out of this contract
shall be the Superior Court of Thurston County, Washington.
16. SEVERABILITY
In the event any term or condition of this contract or
application thereof to any person or circumstances is held
invalid, such invalidity shall not affect other terms,
conditions, or applications of this contract which can be
given effect without the invalid term, condition, or
application. To this end, the terms and conditions of this
contract are declared severable.
17. CONTRACT ADMINISTRATION
a) CONTRACTOR'S representative shall be Robert K. Johnson.
b) DEPARTMENT representative shall be George Drazen.
IN WITNESS WHEREOF, the DEPARTMENT and CONTRACTOR have executed
this contract as of the date and year written below.
/ ~ ~to~r'
Tim Arnold, Assistant Dir
Department of Community
Development
Mayor Bob Roegner
Director
City of Auburn
DATE:
APPROVED AS TO FORM:
1101 D Street NE
Auburn, WA 98002
(206) 931-3060
~neral
ATTEST:
Robin Wohlhueter, City Clerk
AS TO FORM:
Michael ~s,
Acting City Attorney
COMPREHENSIVE EMERGENCY MANAGEMENT
PROGRAM PAPER
July 1, 1990 - June 1991
PART I - INFORMATION
a. Organization
b. Address
City of Auburn
1101 D St. N.E.
City Auburn State WA Zip ~8002
Phone Number 931-3060 Name of Director M~yorBob ~oe~ner
Joint Organization ~ Single Jurisdiction Organi,:a{ion
If joint organization, list jurisdictions (cities, counties,
towns only) that make up the joint organization:
City of Alqona
Kinq Co. Fire Protection District 31
g. Organization has applied for state monies: Yes X No __
This Section is for State Use ONLY:
This program paper is:
b. Disapproved
(date)
(date)
PART II - SCOPE OF WORK:
ExDlain fully what the local emergency management organization
expects to accomplish in each program element during this
calendar year. Use additional sheets of paper if necessary.
Number each activity and lower-case letter each deliverable.
ao
Comprehensive Emergency Management Plan Development or
Updating
Activity
Review the Ccmprehensive
~ergency Services Plan.
Update Annexes B, D, E,
L, 0 & Y
Update Annexes G, I, J,
R&V
Deliverable
a. Ccmplete Plan Review
Co
C~'~plete a draft of
listed Annexes
Review updated draft with
affected agencies and
LESPAC
Finalize, print and dis-
tribute updated Annexes.
Cc~plete a draft of
listed Annexes.
Review updated drafts
with affected agencies &
LESPAC
Finalize, print and dis-
tribute updated Annexes.
[SEE SUPPLEMENTAL NARRATIVE - NEXT PAGE]
Quarter
3
3
3
4
SUPPLEMENTAL PROGRAM NARRATIVE
COMPREHENSIVE EMERGENCY MANAGEMENT PLAN DEVELOPMENT OR
UPDATING
ITEM 2.
UDdate of Anexes - The task of updating the various
annexes of the plan will again be a priority. The
result will be a plan format which will be more
useable to those charged with the administration
and the execution of the plan. The emphasis is
being placed on giving good direction to the
portions of the plan which direct first responders.
B. Training an~ E~ucation
Activity
1. Local Traning Sessions
Training & Education
Program Attendance
(anticipated)
Deliverable
so
Use of cameo codebreaker
(stored response info)
Program by first responder~
Radioactive monitoring
equipment use by first
responders (Refresher
Training).
Exercise Design and
Evaluation (3 people)
Basic EIS (2 people)
Earthquake Hazard Mitigati¢
- Utilities and Lifelines
(2 people)
Annex specific planning
workshop (5 people)
Directors Conference
(1 person)
Quarter
1-4
1-4
1
2
C. communication, Warning and Notification Systems Development
and Maintenance
Activity
Upgrade radio con~nunication
capability for E.O.C. oper-
ations during e3nergencies
Deliverable
so
Review radio needs:
1. Cemnet radio
2. Amateur Band Radio
3. Packet Radio
Acquire radio equipment
including console and
antenna gear.
Install & test all radio
equipment.
Adopt operating procedure
for E.O.C. communication
equipment.
[SEE SUPPLEMENTAL NARRATIVE - NEXT PAGE]
Quarter
1-2
2-3
3-4
3-4
SUPPLEMENTAL PROGRAM NARRATIVE
Ce
COMMUNICATION, WARNING AND NOTIFICATION SYSTEMS DEVELOP-
MENT AND MAINTENANCE
ITEM 1.
Upqrade Radion Communication Capability for EOC
Operations Durinq Emerqencies - Plans are under way
to acquire radio equipment designed for the various
frequencies needed for emergency communications.
This acquisition will include a CEMNET radio, a 2
meter F.M. radio, a packet adapter unit, a 6 meter
band radio, and a multi-frequency radio in the 155
M~z range. These units, when installed in the EOC
facility at the Auburn Fire Department, will pro-
vide good communication capability during emergency
situations.
D. Radiological and Hazardous Materials Incident Response
Capabilities Development and Maintenance
Activity
1. SARA Title III Activities
o
Radiological Monitoring
and assessment capability
so
so
Deliverable
Participate with other
agencies in Haz Mat Team
exercises with other agenc
including the Boeing Co.
(Final dates to be schedul,
during 1st quarter).
Participate with agencies
& facilities such as
Auburn General Hospital
in Radiological accident
drills. (To be scheduled
during 2ndquarter).
Quarter
2-3-4
2-3
Tests, Drills and Exercises to Assist Emergency Plan,
Personnel Training and System Effectiveness
Activity
Exercise
Deliverable
Participate with surrounding
jurisdictions in the dev-
elopment and execution of an
exercise planned by the
Port of Seattle during
the 2ndquarter. This
drill is intended to be
a Mass Casualty Incident
(M.C.I.) which will involve
200 patients.
Quarter
2
[SEE SUPPLEMENTAL NARRATIVE - NEXT PAGE]
SUPPLEMENTAL PROGRAM NARRATIVE
TESTS, DRILLS AND EXERCISES TO ASSIST EMERGENCY PLAN,
PERSONNEL TRAINING AND SYSTEM EFFECTIVENSS
ITEM 1. Exercise
Port Drill--Steve Bailey
Drill Date: November 7, 1990
Drill Time: 0930 to approx. 12:00
The Drill is planned to deal with a total of 200 patients, of which
50 are fatalities. The area hospitals will be participating in
this drill. A 20-30 minute Critical Incident Stress Debriefing
will be held after the drill.
The response plan was reviewed by the Committee. Zone Coordinators
are to ask for participation from their Zone in the drill.
F. Public Information
Activity
Develop P.I. Program for
special populations
Continue teaching SARA III
to businesses & industry.
so
a4
bo
Deliverable
Prepare an education pro-
gram for sight impaired
persons in the workplace.
Prepare an education pro-
gram for citizens which
deals with household
hazardous waste.
Prepare and present an
earthquake preparedness
class for school child-
ren to be taught during
earthquake awareness week.
Disaster preparedness for
site specific facilities
through scheduled classes
and through mailout of
information.
Educate facility personnel
on use of MSDS sheets and
employ training program.
Quarter
1-4
1-4
1-4
1-4
1-4
Hazar~ ~nalysis an~ ~ssessment
Activity
Review Hazard Vulnerability
Analysis
Deliverable
Update Hazard Vulnerability
Analysis
Co
Analyze impacts of recent
expansion of Auburn
businesses on existing
H.V.A.
Analyze impacts of hazards
located in the City of
Algona upon the existing
H.V.A.
Cc~plete draft of necessar
update to H.V.A.
Review updated H.V.A.
with affected agencies &
jurisdictions.
Finalize updated draft
H.V.A.
Print & Distribute
Quarter
1.
~eneral Program ~ministration
Activity
Develop & present on-going
disaster awareness programs
to the area citizens.
2. Participate in Local Program
review.
3. Update area resource informa-
tion in plan.
4. Sub~t quarterly reports.
5. Submit after-action reports
6. Comply withuS Army Sand-
bag policy.
7. Respond to inquiries frc~
the public relative to the
Hazard Cu~unication
standard.
so
bo
so
a.
a.
a.
a.
Deliverable
Present earthquake
awareness program in
public schools.
Present earthquake
awareness classes at speci~
population centers
(Rest Hcmes, Hospitals,
etc.).
Present Hazardous Material
awareness classes to local
businesses & industry.
Schedule with State D.E.M.
Quarterly review of
Resource data Program.
Per State Guidelines
As necessary
Per current policy
Prepare and deliver
Hazard Con~unication in-
formation as requested.
Quarter
3
3-4
1
1-4
1-4
1-4
1-4
1-4
1-4
1-4
I. Response to Emergencies and Disasters
Activity
Respond to emergencies
and disasters as necessary
Deliverable
a. Search & Rescue (25 hours)
b. Hazardous Material
incidents (40 hours).
c. Miscellaneous responses
1. Large fires involving
possible evacuation
of residents.
Quarter
1-4
i-4
1-4
I
I
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