HomeMy WebLinkAbout3670RESOLUTION NO. 3670
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, TAKING STEPS TO RESTORE THE
SALMON HABITAT IN OLSON CREEK WITHIN THE HISTORIC
OLSON FARM BY UTILIZING WATERWORKS GRANT FUNDS
AND TRANSFERS FROM THE KING CONSERVATION DISTRICT
WHEREAS, the King County Department of Natural Resources and Parks is
seeking WaterWorks and Rural Community Partnership grant applications for
community stewardship projects that improve or restore water-dependent habitats;
and
WHEREAS, the City of Auburn's proposal to restore the salmon habitat in
Olson Creek within the historic Olson Farm meets the WaterWorks grant
requirements; and
WHEREAS, the WaterWorks grant requires a 25% or $12,500 cash match;
and
WHEREAS, the King Conservation District has funds collected from its per-
parcel assessments that are earmarked for conservation projects within the city
limits of Auburn; and
WHEREAS, if King County awards the City's grant application, the necessary
grant agreements will need to be executed before the end of the Fiscal Year 2003.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN AS FOLLOWS:
Section 1. The City hereby approves the grant from King County in the
amount of Fifty Thousand Dollars ($50,000) and the transfer of Thirty-finro Thousand
Resolution No. 3670
December 10, 2003
Page 1
Five Hundred Dollars ($32,500) from the King Conservation District for the purposes
of restoring salmon habitat on Olson Creek within the historic Olson Farm. The
Mayor and City Clerk of the City of Auburn are authorized to execute the necessary
Agreements with King County and King Conservation District for the reimbursement
of said funds.
Section 2. The City hereby combines the Waterworks grant of $50,000 and
the transfer of $32,500 from the King Conservation District to create a total
appropriation of $82,500 in the City of Auburn's Capital Improvement Fund for the
restoration of salmon habitat on Olson Creek within the historic Olson Farm.
Section 3. The Mayor is hereby authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 4. This Resolution shall be in full force and effect upon passage and
signatures hereon.
DATED AND SIGNED this day of ~)E c.-Qm~aky'` 12003.
OFAUBURN
~
`'V--
Pet r B. Lewis
Mayor
Resolution No. 3670
December 10, 2003
Page 2
ATTEST:
IIIAt~ &ZJL~
Danieile Daskam,
City Clerk
APPR4VfD A9'-T9-F-ORM:
Daniel B. Heid,
City Attorney
Resolution No. 3670
December 10, 2003
Page 3
(i)
King County
Department of
Natural Resources and Parks
Water and Land Resources Division
WaterWorks
AGREEMENT TITLE PAGE
Year / Cycle:
2003 / other
Project title:
Olson Creek Habitat Restoration
Recipient:
City of Auburn
EIN:
91-6001225
Brief project statement:
The proposed project will restore approximately'/4 mile of stream
habitat in Olson Creek, tributary to the Green River. The creek
provides spawning habitat for coho and chum salmon and important
summer rearing and refuge/over-wintering habitat for juvenile
chinook salmon. The restoration project is located within the historic
Mary Olson Farm, which is owned by the City of Auburn and
mana ed by the White River Valle Museum.
Contact:
Mr. Eric Ha en
Phone / FAX:
(253) 288-7432 / (253) 804-3114
E-mail:
ehagen@ci.auburn.wa.us
Address:
25 West Main, Auburn, WA, 98001
Person signing this Agreement:
Title:
Address:
Phone:
Total Award:
$50,000.00
Fundin :
WW, 4883
PO/Contract
PO Re uisition
Method of disbursement:
Advances & Reimbursements, IBIS
Startin date:
December 1, 2003
Endin date:
November 30, 2004
CLOSE-OUT
December 31, 2004
AGREEMENT
Between
City of Auburn
And
KING COUNTY
From December 1, 2003 to November 30, 2004
This is an Agreement between City of Auburn, hereinafter the
"RECIPIENT", and King County, a political subdivision of the state of
Washington, hereinafter the "COUNTY", entered on December 1, 2003
The purpose of this Agreement is to set forth the terms, conditions and
the legal and administrative relations that apply to the RECIPIENT in
exchange for financial assistance in carrying out a proposed project
entitled Olson Creek Habitat Restoration, the PROJECT. The Close-
Out date of this agreement is December 31, 2004.
Section 1. Background and Recitals:
A. Recipient description:
~ Legal status: A political subdivision of the State of Washington.
• Mission or purpose: The City of Auburn Department Planning
and Community Development's environmental mission is to
manage Auburn's natural resources to benefit its constituency
and to make positive contributions in protecting the
environment.
B. Proposed project (hereinafter the PROJECT):
The proposed project will restore approximately'/4 mile of
stream habitat in Olson Creek, tributary to the Green River. The
creek provides spawning habitat for coho and chum salmon and
important summer rearing and refuge/over-wintering habitat for
juvenile chinook salmon. The restoration project is located
within the historic Mary Olson Farm, which is owned by the
City of Auburn and managed by the White River Valley
Museum.
C. Recipient experiences in carrying out the PROJECT:
Staff assigned to this project have extended experience in
1 1' 1
AGREEMENT PARTICULARS:
RECIPIENT: CITY OF AUBURN
PROJECT TITLE: OLSON CREEK
HABITAT RESTORATION
TOTAL AWARD: $50,000.00
START DATE: DECEMBER 1, 2003
END DATE: NOVEMBER 30, 2004
CLOSE OUT DATE: DECEMBER 31, 2004
TOTAL MATCH: $30,000.00
CASH MATCH: $20,000.00
IN KIND MATCH: $10,000.00
REIMBURSEMENT SCHEDULE:
JANUARY 2004 $10,000.00
MARCH 2O04 $10,000.00
JLJNE 2004 $10,000.00
' SEPTEMBER 2004 $10,000.00
I~ DECEMBER 2004 $10,000.00
PROJECT CONTACT PERSON:
MR. ERIC HAGEN
INCLUDED IN THIS AGREEMENT:
EXHIBIT A: SCOPE OF WORK
EXHIBIT B: BUDGET
EXHIBIT C: CREDIT AND
DISCLAIMERS RULES
EXHIBIT D: GLOSSARY OF TERMS
EXHIBIT E: REQUEST FOR PAYMENT
FORM
EXHIBIT F: FINANCIAL CLOSE OUT
FORM
CONDITIONS: NONE
environmenta comp iance, natura resources project
management, ESA, permitting, habitat assessment and fisheries biology and fundraising from
public and private sources.
D. The COLJNTY, through its Department of Natural Resources and Parks, operates a regional
system of sewage treatment and conveyance facilities for which it collects charges from local
governments. Said charges constitute the source of revenue for operation of the COiJNTY's
sewage treatment system. By agreement with said local governments, this revenue can be used
only to fund expenditures that are related to the development, operation, maintenance, and
replacement and improvement of said system. From time to time the COLJNTY funds activities
related to the regional water quality objectives advanced by the development of the sewage
treatment system.
E. As determined by King County, this PROJECT would improve water quality and benefit King
County residents in general and rate payers in the Wastewater Treatment Service Area in
particular.
12/17/03
F. The County plans and proposes to remunerate the RECIPIENT for the purpose described in
Subsection B above in an amount up to, but not exceeding $50,000.00 (The AWARD), provided
that the RECIPIENT also contributes to this PROJECT a cash and in-kind match valued at
$30,000.00 and verified according to the Terms and Conditions below.
Section 2. Terms and Conditions:
A. The PROJECT shall be in accordance with the Scope of Work attached hereto as Exhibit A with
such modifications as may be approved by the Manager of Water and Land Resources Division in
the COiJNTY's Department of Natural Resources and Parks.
B. The COUNTY will, upon execution of this Agreement, establish procedures to allow payment to
the RECIPIENT of all eligible expenses up to limit of the AWARD. The disbursement schedule
is as follows:
REQUEST DATE (S) AMOUNT (S) CONDITION(S)
JANUARY 2004 $10,000.00
MARCH 2004 $10,000.00
JLJNE 2004 $10,000.00
SEPTEMBER 2004 $10,000.00
DECEMBER 2004 $10,000.00 (upon submitting final report)
• The RECIPIENT shall be responsible for making a request for payment on or about the dates
above and for the amounts corresponding to these dates. Each request shall be presented in the
format shown in Exhibit E of this Agreement using the Request for Payment and Task
Summary form. The Task Summary is a summary of the PROJECT progress to date based on the
Scope of Work (Exhibit A of this Agreement);
• Failure to submit the aforementioned request for payment and report on the PROJECT progress
within one month of the date(s) listed in REQUEST DATE(S) and AMOLJNT(S) may be cause
far the COiJNTY to terminate this agreement for non-performance;
• Costs eligible for payment shall include those costs identified in the Budget and incurred during
the effective dates of this Agreement (Exhibit B of this Agreement);
• Any and all activities to be funded by this Agreement to the RECIPIENT shall be completed by
November 30, 2004;
• Final payment shall be made on condition that the RECIPIENT submits the following documents
no later than December 31, 2004:
❑ A Final Report documenting the successful completion of the PROJECT according to the
Scope of Work (Exhibit A of this Agreement);
❑ A Close-Out Statement completed in the format in Exhibit F of this Agreement (Close-Out
Statement), accounting for all PROJECT costs including all cash and/or in-kind match
itemized in the Budget (Exhibit B of this Agreement);
• Failure to provide the aforementioned documentation may result in the forfeiture of part or all
amounts due to the RECIPIENT;
• The RECIPIENT shall also return any money remaining from the COLJNTY's disbursement by
December 31, 2004.
C. The RECIPIENT agrees to acknowledge WaterWorks and the King County Water Quality Block
Grant Fund in all publications and signage that have been produced as part of the PROJECT
described herein as well as in press releases, public service announcements, on posters, flyers and
izii7io3 2
in electronic postings such as "home pages". The RECIPIENT will use the wording provided in
Exhibit E of this Agreement (Credit and Disclaimers for Waterworks Funded Projects). (Refer to
Exhibit C of this Agreement)
Section 3. Legal and Administrative Relations:
A. The RECIPIENT shall maintain such records of expenditures as may be necessary to conform to
generally accepted accounting principals and to meet the requirements of all-applicable state and
Federal laws. The RECIPIENT shall maintain and submit to the COUNTY any such records as
the COUNTY may require to conduct any audit of the PROJECT it may elect to conduct or to
substantiate expenditures submitted for payment to the COUNTY. The RECIPIENT shall
maintain and retain books and records related to the Agreement for at least three years after the
termination of said Agreement.
B. The COiJNTY's financial assistance to the RECIPIENT shall be construed by the parties as a
special disbursement to the RECIPIENT to fund activities, as described herein, that generally
benefit the COLTNTY's efforts to protect water quality. It shall not be construed as a contract for
services between the RECIPIENT and the COiJNTY.
C. The RECIPIENT shall be solely responsible for the recruiting, training and supervision of its
employees and volunteers. Individuals hired and paid by the RECIPIENT shall not, in any event,
be construed to be employees of, or contractors to, the COUNTY and the RECIPIENT shall
indemnify and hold harmless the COUNTY from any and all claims arising from any contention
that said individuals are employees of, or contractors to, the COLJNTY.
D. The RECIPIENT agrees to indemnify, defend and hold harmless the COiJNTY, its agents,
officers, officials and employees from all claims, alleged liability, damages, suits, losses, costs to
or death of person or damage to property allegedly resulting from the operation of the
RECIPIENT or any of its employees under this Agreement.
E. Nothing in this Agreement shall be construed as prohibiting the RECIPIENT from undertaking ar
assisting projects developed outside the purview of this Agreement, or entering into agreements
with other parties to undertake said projects in accordance with whatever terms and conditions
may be agreed to between the RECIPIENT and other parties.
F. The COiJNTY shall be under no obligation to continue this agreement and may request partial or
full reimbursement of payments it made to the RECIPIENT should the RECIPIENT fail to
perform according to the Terms and Conditions of this Agreement, whether or not failure to
perform is within the RECIPIENT's control.
G. This Agreement may be amended at any time by written concurrence of the parties and will
terminate upon fulfillment of all obligations contained herein.
H. Either party may terminate this Agreement with a thirty day written notice. The RECIPIENT
shall return any unused portion of the Agreement for all expenses incurred up to the day of
termination of this Agreement as provided in Section 2, Subsection B.
i2n7ios 3
L This Agreement is approved as to form by the King County Prosecuting Attorney
The parties have executed ' as of the ate first written above.
r~
City of Auburn by:
Recipient Printed Name: Date:
KING COUNTY by:
For Ron Sims, King County Executive
i2ii7io3 4 Y~
EXHIBIT A: SCOPE OF WORK
TASKS
DESCRIPTION
DATES
TASK 1
Submit letters of commitment from partners that are contributing financial and/ar
in-kind support to this project. Letters must state the actual contribution being
proposed for this project.
#1 White River Valley Museum
July 2004
#2 Auburn School District
#3 Green River Steelhead and Trout Club
TASK 2
SUB-TASK
OUTCOME
TOTAL
DATES
Proiect
SHARE OF
Work Plan
AWARD
Stream restaration
City will prepare preliminary scope of
$20,000.00
January/
plan and design
work and hire consultant to develop the
February
restoration plan and prepare a stream
2004
design. Volunteers will assist with
baseline surveys.
Vegetation survey (baseline): 4
volunteers will spend an average of 4
hours assistin with this task
Permits/Approvals
City will prepare applicable permits
0
March/April
(HPA, SEPA checklist, clearing &
2004
ading)
Excavate channel
Contractor will remove excess
$25,000.00
July/August
sediments and create a 2-stage channel
2004
along '/4 mile of reach to provide low-
flow trans ort
Install root wads,
Contractor will install/anchor root wads
$5,000.00
July/August
logs, woody debris
and logs along the lower 750 ft of the
2004
channel
Riparian
City will purchase native plants and
0
September/
enhancement
landscaping supplies. 20 volunteers
October 2004
will work an average of 8-16 hrs. each
to remove invasive species and plant
native trees and shrubs along project
reach
Monitoring and
City staff and volunteers will monitor
0
Yearly
maintenance
the restored stream and replace any
dead or dying plants or trees. 4
volunteers will work an average of 6
hrs. each to assist with this task.
Raise cash match
Obtain $20,000.00 in King
0
March 2004
Conservation District funds allocated to
the Ci of Auburn
TASK 3
State all required project permits and authorizations (including right of access) as
Permits/
follows:
permission
Name of permit, issuer, recipient, purpose and inclusive dates. If no permits or
(if applicable)
authorizations are re uired, submit statement to that effect.
HPA
April 2004
City of Auburn SEPA application,
City of Auburn grading permit
City of Auburn/WA State Shoreline permit
Water Quali Certification (Ecolo )
TASK 4
As part of your project deliverables, provide a plan of how, where and when
Credits
WaterWorks will be acknowledged according to Exhibit E of this Agreement.
TASK 5
Submit a final report and the financial closeout documentation as per Section 2
Close Out date
Final report
of this Agreement.
is: December
31, 2004
12/17/03
EXHIBIT B: BUDGET
Item
Re uest
Descri tion
1 Paid staff (1)
0
2 Consultant fees
$20,000.00
Preparation of the stream restoration plan.
Amount represents approximately 60% of total
Plan cost (estimate = $33,000).
3 Sub of Lines 1& 2(1)
$20,000.00
4 Su plies and equipment (2)
0
5 Purchased services (e.g., printing, excavation)
$30,000.00
Stream channel excavation/shaping, and
installation of root wads and logs. Amount
represents approximately 75% of estimated cost
(estimate = $40,000).
6 Travel (3)
0
7 Indirect costs (rent, utilities, etc.) (4)
0
8 Real estate related costs (5)
0
9 Other costs (6)
0
10 TOTAL GRANT AWARD
$50,000.00
11 TOTAL CASH MATCH
$20,000.00
City of Auburn-KCD account
12 TOTAL IN-KIND MATCH
$10,000.00
City of Auburn (project
administration/management, SEPA review,
permitting, monitoring and maintenance)
13 TOTAL PROJECT COST
$80,000.00
12/17/03
EXHIBIT C: CREDIT AND DISCLAIMERS FOR WATERWORKS FUNDED PROJECTS
For official logo dimensions and spacing requirements contact your grant coordinator. The above logo
must be included on all documents, brochures, flyers, newsletters, newspaper advertising and etc.
On the
For prE
inside of your documents use the following:
"The creation of this was made possible through WaterWorks, the King County
Water Quality Block Grant awarded by the King County Department of Natural Resources
and Parks."
;ss releases, mention the source of funding using the following wording:
"This project is funded (in part) by a King County, Department of Natural Resources and
Parks, WaterWorks grant. "
For items where opinions or advice or a list of organizations or businesses are included in the introduction
or in the body of the document (e.g., an interpretive panel, a guidebook, and a directory) add the
disclaimer sentence:
"Funding for this does not constitute an endorsement of its content by King
County government, its employees and elected officials."
Signage: Signs are requested to have the King County Logo and the Department of Natural Resources
and Parks information on the sign. Please contact your Grant Exchange Coordinator for the specific
layout design.
i2ii7io3 7
EXHIBIT D: GLOSSARY OF AGREEMENT TERMS
► START DATE: Post expenses as of the starting date of your agreement but not sooner.
► AMOUNT OF AWARD: You can only charge expenses in the categories listed in the budget page of
your grant agreement and only up to the indicated amount.
► MATCH: Keep track of cash and/or in-kind match amount as it is described in your budget (Exhibit B
of your agreement) because it must be documented in your close-out document (see close-out below)
► SCOPE OF WORK: Keep track of your activities as they relate to the scope of work you provided.
You will have to document the progress when submitting your Request for Payment forms and your
Close Out Financial Report. Refer to Exhibit A.
► DISBURSEMENT SCHEDULE: Send your Request for Payment forms when requesting
reimbursement. See dates of reimbursement on page 2 of your agreement. Use Exhibit E.
► TASK SUMMARY: This is page 2 of the Request for Payment, Exhibit E. Use the information you
documented in your Scope of Work, Exhibit A. This supports your Request for Payment for advances for
planned work (if agreed upon in your Agreement) and/or for reimbursements for work completed.
► FINAL REPORT: This documents the successful completion of the project according to the Scope of
Work.
Include in the final report:
• Close-out financial statement (reconcile your project expenses, award, cash and in-kind
match), Exhibit F.
• Documents are due one month after the end of your agreement period = close-out date.
• No expenses will be approved that are dated after the end date of the agreement, see page 1.
• Promotional materials, press clips, flyers, newsletters, brochures, photos, sign-in sheets of
participants and etc. (when applicable)
• Copies of receipts, vouchers, and/or documents that back-up the expenses and salaries
reimbursed by this Grant Award attached to Eachibit F, Final Financial Close-Out.
► BALANCE OF AWARD: Any amount of your award not spent must be returned to King County.
► FINANCIAL RECORDS: Maintain a record of your expenditures to conform to generally accepted
accounting principal. Retain records far at least three years after the end date of your agreement. It is
highly recommended that if you use a computer to track your project expenses you assign a code to this
grant. If you keep track of your expenses manually, you will need to make copies of your receipts or
other "manual" documents. This way, you will be able to document your expenses (back-up
information).
► ACKNOWLEDGMENT: Please acknowledge King County in all publications and signage as well as
in press releases, public service announcements, on posters, flyers and in electronic postings such as
"home pages". See Exhibit C.
► AGREEMENT AMENDMENT: This document is needed if you change your scope of work
(including the timeline) or if you deviate more than 10% in your cost categories. If you deviate less than
10%, send a letter or an E-mail explaining the deviation. If you need to amend your scope of work or
your budget (not the amount of the award) by more than 10%, make a detailed request in writing.
EXHIBIT E: REQUEST FOR PAYMENT AND TASK SUMMARY 2003 WW
Remit to Recipient: City of Auburn
City of Auburn
i2ii7io3 g
25 West Main
Auburn, WA 98001
Phone: (253) 288-7432
Project Name: Olson Creek Habitat Restoration
Time Period: from to
REQUEST #
Make sure to all the Task Summar related to this re uest on the back o this a e
COLUMN 1
COLUMN
COLUMN 3
COLUMN 4
COLUMN 5
2
BUDGETTED
PRIOR
THIS
BALANCE
DESCRIPTION
AMOUNTS
REQUESTS
REQUEST
OF AWARD
(Describe here and refer to
FROM
(add all your
(only for
(Subtract
attached support information)
GRANT
requests, not
items where
Columns 2& 3
AGREEMENT
what you
there is an
from Column 1.
have been
amount in
Note: Line
paid to date)
Column I)
items must be
no smaller than
~
Paid staff
Contract
warkers/consultants
Su lies & e ui ment
Purchased services
Travel
Indirect
Real estate-related
Other Costs
Re uest
As an authorized representative of the above named recipient and to the best of my knowledge, I represent that this request for
payment is true and accurate and reflects costs incurred by the recipient in carrying out
the project named above for those
planned or completed activities summarized on the back of this form.
Signature of preparer
dated
Return completed form to:
Ken Pritchard King County Water and Land Resources Division
King Street Center 201 S. Jackson St., Suite 600, Seattle, WA 98104
OFFICE USE BELOW THIS LINE
Page 1 of 2
SCOPE OF WORK
ACTIVITIES PLANNED OR CARRIED OUT WITH THIS REOUEST
TASK
(From Scope of Work)
ACTIVITIES TO BE PAID IN THIS
REQUEST
DATE
ACTIVITIES
TOOK/WILL
TAKE PLACE
%
COMPLETED
Page 2 of 2
NOTE: you can attach Receipts to this Request for Payment form or wait to send in all documentation at Financial
Close-out reporting.
EXHIBIT F: FINANCIAL CLOSE-OUT REPORT 2003 WW
Reci ient: Cit of Auburn
Pro'ect: Olson Creek Habitat Restoration
Award Period: from to
Total Award: $50,000.00
Amount due at Close-Out:
Checklist for Close-Out Report:
1. Financial Close Out, Exhibit F
2. Final Report Summary with applicable attachments, refer to Exhibit C for types of attachments
3. Supporting documentation, receipts and accounting documents
Types of Accounting Documents included in this report:
• Accounting software itemized expense • Accounting software composite monthly income and expense
summaries (vendor/date/amounUitem) reports that identify this project as separate class or account.
• Annotated copies of receipts • Copies of official payroll recards
Provisions
By signing this Financial Closeout, I , an authorized representative of the above named
award recipient (RECIPIENT), confirm that I have examined the information contained herein and that, to the best
of my knowledge, it is a true and accurate account of all the financial expenses and in-kind contributions incurred by
the above named project in the course of fulfilling the conditions of the AGREEMENT between
and King County (COiJNTY), dated
I hereby acknowledge that there are no further expenses associated with this project, nor any pending or future
claims to the COLTNTY and that the COiJNTY is not liable for any expenses not documented in Attachment B
(Budget) of the AGREEMENT. I understand that the RECIPIENT is fully bound by the provisions of the
AGREEMENT including, but not limited to, the return of COiJNTY funds that are unspent or whose spend'mg is
unsubstantiated according to the Terms of the AGREEMENT, and the right to examine records. I fiu-ther understand
that the COLJNTY, upon examining this Financial Closeout and the Final Report submitted by the RECIPIENT will
determine the amount of the balance due to the RECIPIENT.
SIGNED
DATE
Item
Budgeted in
Actual
Grant
Cash
Cash Match
In-kind
In-kind
Grant
Charge
Balance
match
Actual
match
Match
A reement
to Grant
Remainin
ro osed
ro osed
Actual
1 Paid staff
2 Contract
workers/consultants
3 Sub of Lines 1& 2
4 Supplies and
equipment
5 Purchased services
(e.g., printing,
excavation)
6 Travel
7 Indirect costs (rent,
utilities, etc.)
8 Real estate related
costs
9 Other costs
10 TOTAL