HomeMy WebLinkAbout10-01-2012 Agenda Packet
City Council Meeting
October 1, 2012 - 7:30 PM
Auburn City Hall
AGENDA
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I.CALL TO ORDER
A.Flag Salute
B.Roll Call
C.Announcements, Appointments, and Presentations
1. Entrepreneurship Week Proclamation*
Mayor Lewis to proclaim October 12-18, 2012 as Entrepreneurship Week in
the city of Auburn.
2. Planning and Community Development Month Proclamation*
Mayor Lewis to proclaim the month of October 2012 as "Planning and
Community Development Month" in the city of Auburn.
3. Appointment to Human Services Committee
City Council to approve the appointment of Daryl Thompson to the Human
Services Committee to serve a new three year term expiring December 31,
2014.
(ACTION REQUESTED: City Council confirm the appointment of Daryl
Thompson to the Human Services Committee.)
D.Agenda Modifications
II.CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A.Public Hearings
No public hearing is scheduled for this evening.
B.Audience Participation
This is the place on the agenda where the public is invited to speak to the City
Council on any issue. Those wishing to speak are reminded to sign in on the form
provided.
C.Correspondence
There is no correspondence for Council review.
III.COUNCIL COMMITTEE REPORTS
A.Municipal Services
1. September 24, 2012 Meeting Minutes* (Peloza)
Page 1 of 127
B.Planning & Community Development
1. September 24, 2012 Meeting Minutes* (Backus)
C.Public Works
1. September 17, 2012 Meeting Minutes* (Wagner)
D.Finance
1. September 17, 2012 Meeting Minutes* (Partridge)
E.Les Gove Community Campus
F.Council Operations Committee
IV.CONSENT AGENDA
All matters listed on the Consent Agenda are considered by the City Council to be
routine and will be enacted by one motion in the form listed.
A. Minutes of the September 13, 2012 Special Meeting*
B. Minutes of the September 17, 2012 Regular Meeting*
C. Minutes of the September 19, 2012 Special Meeting*
D. Claims Vouchers (Partridge/Coleman)
Claims check numbers 417031 through 417414 in the amount of $2,940,907.94
and dated October 1, 2012.
E. Payroll Vouchers (Partridge/Coleman)
Payroll check numbers 533226 through 533269 in the amount of $277,449.58 and
electronic deposit transmissions in the amount of $1,289,539.52 for a grand total of
$1,566,989.10 for the period September 13, 2012 to September 26, 2012.
(ACTION REQUESTED: City Council approve the Consent Agenda.)
V.UNFINISHED BUSINESS
There is no unfinished business.
VI.NEW BUSINESS
There is no new business.
VII.RESOLUTIONS
A. Resolution No. 4857* (Partridge/Coleman)
A Resolution of the City Council of the City of Auburn, Washington, authorizing the
Mayor and City Clerk to execute a contract with the Auburn Food Bank
(ACTION REQUESTED: City Council adopt Resolution No. 4857.)
B. Resolution No. 4859* (Backus/Faber)
A Resolution of the City Council of the City of Auburn, Washington, authorizing the
Mayor and City Clerk to enter into a contract with Michael McLaughlin to design,
Page 2 of 127
fabricate, and install a public art piece into the design of the new Lea Hill Park
(ACTION REQUESTED: City Council adopt Resolution No. 4859.)
C. Resolution No. 4860* (Partridge/Dowdy)
A Resolution of the City Council of the City of Auburn, Washington declaring
certain items of property as surplus and authorizing their disposal
(ACTION REQUESTED: City Council adopt Resolution No. 4860.)
D. Resolution No. 4861* (Peloza/Coleman)
A Resolution of the City Council of the City of Auburn, Washington, authorizing the
Mayor to execute a contract with Century West Engineering Corporation for
consulting services
(ACTION REQUESTED: City Council adopt Resolution No. 4861.)
E. Resolution No. 4862* (Wagner/Dowdy)
A Resolution of the City Council of the City of Auburn, Washington, authorizing the
Mayor to execute a Local Agency Agreement between the City of Auburn and the
Washington State Department of Transportation relating to the Citywide Traffic
Signal Safety Improvements
(ACTION REQUESTED: City Council adopt Resolution No. 4862.)
VIII. REPORTS
At this time the Mayor and City Council may report on significant items associated with
their appointed positions on federal, state, regional and local organizations.
A. From the Council
B. From the Mayor
IX.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 3 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Entrepreneurship Week Proclamation
Date:
September 17, 2012
Department:
Administration
Attachments:
Proclamation
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Mountainview High School DECA Student Cari Ohashi will be accepting the proclamation
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:October 1, 2012 Item Number:AN.1
AUBURN * MORE THAN YOU IMAGINEDAN.1 Page 4 of 127
Mayor’s Proclamation
WHEREAS, the Auburn Mountainview High School DECA chapter, an affiliate of the
National Marketing Education Program, is a national student organization
dedicated to the training, education and improvement of young people; and
WHEREAS, the Auburn Mountainview High School DECA Club desires to participate
in an important civic project that will provide Club members with opportunities to
demonstrate leadership skills, personal and group responsibility, and civic
consciousness, as well as contribute to the improvement of their community;
and
WHEREAS, small business comprise approximately 99.7% of employer firms in the
United States; and
WHEREAS, small businesses currently employ more than half of the Country’s
workforce and account for more than half of the private sector economic output;
and
WHEREAS, small businesses provides approximately 64 percent of the new jobs
added to the economy over the last 15 years; and
WHEREAS, in Auburn there are approximately 1,500 small entrepreneurial businesses
in which each business has an average of 7-10 workers overall employing
approximately 10,500 Auburn citizens;
NOW, THEREFORE, I, PETER B. LEWIS, MAYOR OF THE CITY OF AUBURN,
WASHINGTON, DO HEREBY PROCLAIM OCTOBER 12-18, 2012 AS
“ENTREPRENEURSHIP WEEK”
and encourage all students and citizens of the city of Auburn to join the Auburn
Mountainview High School DECA Chapter in their campaign to inform others about the
opportunities of entrepreneurship.
DATED this 1st day of October, 2012 CITY OF AUBURN
____________________________
Peter B. Lewis, Mayor
AN.1 Page 5 of 127
AN.1 Page 6 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Planning and Community Development Month Proclamation
Date:
September 17, 2012
Department:
Administration
Attachments:
Community Planning Month
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:October 1, 2012 Item Number:AN.2
AUBURN * MORE THAN YOU IMAGINEDAN.2 Page 7 of 127
Mayor’s Proclamation
WHEREAS, a recent Harris poll found that 79% of Americans support community planning and
WHEREAS, the same poll found that 75% of all Americans agree that engaging citizens
through local planning is essential to economic recovery and job creation; and
WHEREAS, community planning provides an opportunity for all our citizens to be meaningfully
involved in making choices that determine the future of our community; and
WHEREAS, the month of October is designated as National Community Planning Month
throughout the United States of America and its territories; and
WHEREAS, the American Planning Association and its professional institute, the American
Institute of Certified Planners, endorse National Community Planning Month as an
opportunity to highlight the many contributions that community planning and
implementation make to the quality of life, economic prosperity and environmental
quality of American communities;
WHEREAS, the celebration of National Community Planning Month gives us the opportunity to
publicly recognize and thank our citizens who serve our community as members of our
planning commission/planning board;
WHEREAS, this celebration also provides the opportunity to recognize and thank our
professional planning staff for their technical competence, ethical commitment, and
dedication to public service; and
NOW, THEREFORE, I, PETER B. LEWIS, MAYOR OF THE CITY OF AUBURN, DO
HEREBY PROCLAIM THE MONTH OF OCTOBER, 2012 AS
“COMMUNITY PLANNING MONTH”
in the city of Auburn and encourage our citizens to learn about and engage with the city’s
planning efforts that will keep our community a great a great place to live, work, and play.
DATED this 1st day of October, 2012
CITY OF AUBURN
____________________________
Peter B. Lewis, Mayor
AN.2 Page 8 of 127
AN.2 Page 9 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
September 24, 2012 Meeting Minutes
Date:
September 26, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Information only.
Background Summary:
Reviewed by Council Committees:
Councilmember:Peloza Staff:
Meeting Date:October 1, 2012 Item Number:MS.1
AUBURN * MORE THAN YOU IMAGINEDMS.1 Page 10 of 127
Municipal Services Committee
September 24, 2012 - 3:30 PM
City Hall Conference Room 3
MINUTES
I. CALL TO ORDER
A. Roll Call
Members present: Chair Bill Peloza, Vice Chair Wayne Osborne,
Member Largo Wales.
Staff present: Mayor Pete Lewis, Assistant Chief of Police Bill
Pierson, Planning and Development Director Kevin Snyder, Parks,
Arts and Recreation Director Daryl Faber, Finance Director Shelley
Coleman, Construction Project Manager Steve Burke, Economic
Development Planner Bill Thomas and Police Secretary/Scribe Kathy
Divelbiss. Others present: Airport Manager Jamelle Garcia, citizen
Scot Pondelick and Auburn Reporter representative Robert Whale.
B. Announcements
C. Agenda Modifications
II. CONSENT AGENDA
A. September 10, 2012 Minutes
Vice Chair Osborne moved to approve the minutes as presented.
Member Wales seconded the motion.
MOTION PASSED: 3-0
III. RESOLUTIONS
A. Resolution No. 4859 (Faber)
A resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to enter into a contract with
Michael McLaughlin to design, fabricate, and install a Public art piece
into the design of the New Lea Hill Park.
Parks, Arts and Recreation Director Daryl Faber presented
information about Lea Hill Park and the proposed art work. Artist
Michael McLaughlin will create a bronze replica of a cow. The park is
scheduled to open in May or June of 2013. Committee discussion
followed.
Page 1 of 3
MS.1 Page 11 of 127
Vice Chair Osborne moved to forward the Resolution to full Council for
consideration. Member Wales seconded the motion.
MOTION PASSED: 3-0
B. Resolution No. 4861 (Coleman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute a contract with Century West
Engineering Corporation for consulting services.
Finance Director Shelley Coleman introduced Economic Development
Planner Bill Thomas who answered questions about the Scope of
Work handout on the Airport Master Plan. Committee discussion
followed.
Vice Chair Osborne moved to forward to full Council for consideration.
Member Wales seconded the motion.
MOTION PASSED: 3-0
IV. DISCUSSION ITEMS
A. Iron Horse Casino (Coleman)
Finance Director Shelley Coleman provided an update on the letter
from Iron Horse Casino requesting the City to consider a continuation
of the temporary reduction in the City's gaming tax structure. Iron
Horse is requesting to add the tax amount due from July 1, 2012 to
present to the balloon payment due Dec. 31, 2014. Iron Horse owner
is willing to sign a personal guarantee to the City. Committee
discussion followed. Committee supports this moving forward.
B. Resolution No. 4857 (Coleman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute a contract with the
Auburn Food Bank.
Finance Director Shelley Coleman gave a handout to the Committee
of an example on a utility bill of "Auburn Cares" which gives people the
opportunity to donate and the proceeds go to the Auburn Food Bank.
Committee discussion followed.
C. Cemetery Marketing Plan (Faber)
Parks, Arts and Recreation Director Daryl Faber presented an update
on the cemetery marketing plan. He explained that 60% of revenue is
from within a 10 mile radius. The new advertising pamphlet was
included in the Agenda. Committee discussion followed.
D. City Hall Phase 1 Remodel Project Bid Results* (Snyder)
Page 2 of 3
MS.1 Page 12 of 127
Review of September 20, 2012 bid results for City Hall Phase 1
Remodel Project.
Planning and Development Director Kevin Snyder presented a
handout to the Committee of all the bids for the City Hall remodel
project. Construction Project Manager Steve Burke explained the bids
ranged from $605,000 to $807,000. The lowest bid of $605,000 from
Lincoln Construction, Inc. is being considered and they are in the
process of checking references. Committee discussion followed.
E. Matrix
Change 30P - Street Median Maintenance review date to Oct. 22,
2012.
Remove from status on 20P - "Reviewed 8/13/12" and add Member
Wales will attend the Board meeting on Oct. 4th, 2012 for Auburn
Valley Humane Society
V. ADJOURNMENT
The meeting was adjourned at 4:15 p.m. The next meeting of the
Municipal Services Committee is Monday, October 8, 2012 at 3:30 p.m. in
Conference Room 3, City Hall, 25 W. Main Street, Auburn WA.
Signed this ________ day of October, 2012.
______________________ _____________________________
Bill Peloza, Chair Kathy Divelbiss, Police Secretary/Scribe
Page 3 of 3
MS.1 Page 13 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
September 24, 2012 Meeting Minutes
Date:
September 26, 2012
Department:
Planning and Development
Attachments:
September 24, 2012 PCDC Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Other: Planning
Councilmember:Backus Staff:
Meeting Date:October 1, 2012 Item Number:PCD.1
AUBURN * MORE THAN YOU IMAGINEDPCD.1 Page 14 of 127
Planning and Community
Development
September 24, 2012 - 5:00 PM
Annex Conference Room 2
MINUTES
I. CALL TO ORDER
Chair Nancy Backus called the meeting to order at 5:00 p.m. in Annex
Conference Room 2 located on the second floor of the One Main
Professional Plaza, One East Main Street, Auburn, Washington.
A. Roll Call
Chair Nancy Backus, Vice-Chair Partridge and Member John Holman
were present. Also present were Mayor Pete Lewis, Planning and
Development Director Kevin Snyder, Planning Manager Elizabeth
Chamberlain, Advisor to the Mayor Michael Hursh, Human Services
Specialist Kirsten Reynolds, Arts Coordinator Maija McKnight, and
Planning Secretary Tina Kriss.
Also present were: Robert Whale, Scott Pondelick, Spencer
Alpert, and Human Services Committee members Chuck Booth,
Barbara Derda, and Jason Berry.
B. Announcements
There were no announcements.
1. Joint Session with Human Services Committee (Hursh)
Advisor to the Mayor Michael Hursh began by thanking the
members of the Human Services Committee for their service and
introduced the newest member of the Committee, Jason Berry,
Executive Director of the YMCA in Auburn. Mr. Hursh expressed
the Human Services Committee's appreciation for the strong
support of Council in maintaining funding levels at a time of
economic difficulty.
This was the first year the Committee met with each
funded agency for an onsite visit; not as an audit, but to become
familiar with their processes, budget and program. Members of
the committee and agencies felt they were able to express their
appreciation for the work being done in the community and the
funding agencies received, it was a beneficial process. The
Human Services Committee was encouraged to discuss,
debate, and review the information to make the funding
Page 1 of 4
PCD.1 Page 15 of 127
recommendations. Approximately 46 programs will be
recommended for funding in the 2013-2014 cycle and are in
accordance with the five areas City Council set as priorities;
roughly $1,000,000.00 will be used to funded these programs
(funding is from General Fund and Community Development
Block Grant funding).
Members of the Human Services Committee expressed their
appreciation for the leadership, organization, and direction from
Mr. Hursh and Human Services Specialist Kirsten Reynolds. The
Planning and Development Committee thanked the Human
Services Committee for all of their selfless hours of dedication in
identifying the agencies for funding. This is a heart tugging
process to go through and the Planning and Development
Committee is appreciative of their service.
Chair Backus asked the Human Services Committee if they would
like to meet with for a joint session more than one time per year. It
was determined if a joint session is necessary more than once a
year Mr. Hursh would contact staff for that request.
C. Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Approval of Minutes - September 10, 2012 (Snyder)
Vice-Chair Partridge moved and Member Holman seconded to
approve the September 10, 2012 minutes as written.
Motion carried unanimously. 3-0
III. ACTION
A. Resolution No. 4859 (Faber)
A resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to enter into a contract with
Michael McLaughlin to design, fabricate, and install a Public art piece
into the design at the New lea Hill Park.
Arts Coordinator Maija McKnight explained that $30,000.00 in the
2012 capital facilities budget is dedicated to the creation of new public
art. The public arts committee of the Auburn Arts Commission has
selected artist Michael McLaughlin to develop artwork for the new Lea
Hill Park.
Committee expressed their support for this project. Page 2 of 4
PCD.1 Page 16 of 127
Vice-Chair Partridge moved and Member Holman seconded
to move Resolution No. 4859 to full Council for approval.
Motion unanimously carried. 3-0
IV. DISCUSSION ITEMS
A. Downtown Sculpture Gallery Art Selection Recommendations
(Chamberlain/McKnight)
Planning Manager Elizabeth Chamberlain spoke on the Downtown
Sculpture Gallery Art Selection Recommendations. The City is
constructing seven pedestals within Downtown Auburn for placement
of sculpture art. The sculpture art will be displayed on a temporary
basis for one year then another round of artist selection will take place.
Construction has started on the bases; the sculptures will be installed
by the artist mid October with the goal to have all the art work installed
by the first part of November.
Arts Coordinator Maija McKnight explained only one sculpture would
be selected from an artist. A Call to Artists was issued on July 23,
2012. The City received 30 submittals from 17 artists. On September
12, 2012, the City’s Arts Commission met to review the sculpture
submittals and select seven sculpture pieces. Arts Coordinator
McKnight stated the Arts Commission will be brainstorming on how to
integrate the sculptures as part of the art walk with public voting on the
favorite pieces. Planning Director Snyder stated as a way to interest
the public and showcase the images staff can submit a press release.
After reviewing photos of the sculptures, the Committee concurred
with the Arts Commission recommendations and stated they
are encouraged by the variety of shapes and sizes submitted.
B. City Hall Phase 1 Remodel Project Bid Results (Snyder)
Director Snyder explained Council had previously approved for the
Mayor to enter into a contract with the apparent low bidder for the City
Hall Phase 1 Project; the remodeling of the second floor work space
and City Hall HVAC upgrade. The project bid opening was on
September 20, 2012.
Project/Construction Manager Steve Burke provided the Committee
with the bid tab for City Hall remodel – Phase 1, Project No.
CP1009. Lincoln Construction, Inc. provided the low bid at $605,
274.00. Director Snyder stated the City’s estimate was $750,000.00 to
$800,000.00. City Council has previously budgeted the funds for this
project.
Page 3 of 4
PCD.1 Page 17 of 127
Manager Burke stated the project timeline is to issue a Notice to
Proceed on October 1, 2012 with construction being completed by the
end of the year.
Committee was supportive of this project.
C. Director's Report (Snyder)
Director Snyder reported the City received a request asking for
documentation in terms of City development statistics. To show as
comparison, the City is very busy with a lot of active development. In
2011 the City issued 164 single family residential permits. In 2012 the
City issued 287 single family residential permits with a total of 332
submitted. The City has issued 179 commercial permits in 2012 with a
valuation of $54,000,000.00. In 2011 the City issued 252 permits with
a valuation of $41,000,000.00. The City has received five commercial
applications in 2012 (not yet issued) with a value of approximately
$100,000,000.00. Committee will be provided a copy of the
documentation.
D. PCDC Matrix (Snyder)
Committee reviewed the matrix. Committee had no changes or
additions for the matrix.
V. ADJOURNMENT
There being no further business to come before the Planning and
Community Development Committee, the meeting was adjourned at 5:54
p.m.
APPROVED THIS __________ DAY OF ___________, 2012.
________________________________
Nancy Backus - Chair
________________________________
Tina Kriss - Planning Secretary
Page 4 of 4
PCD.1 Page 18 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
September 17, 2012 Meeting Minutes
Date:
September 26, 2012
Department:
Public Works
Attachments:
September 17, 2012 Draft Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:
Meeting Date:October 1, 2012 Item Number:PW.1
AUBURN * MORE THAN YOU IMAGINEDPW.1 Page 19 of 127
Public Works Committee
September 17, 2012 - 3:30 PM
Annex Room 2
MINUTES
I. CALL TO ORDER
Chairman Rich Wagner called the meeting to order at 3:30 p.m. in
Conference Room #2, located on the second floor of Auburn City Hall, One
East Main Street, Auburn, Washington, 98002.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were
present. Also present during the meeting were: Mayor Pete Lewis,
Councilmember John Partridge, Public Works Director Dennis Dowdy,
City Engineer/Assistant Director Dennis Selle, Assistant City Engineer
Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager
Pablo Para, Street Systems Engineer Seth Wickstrom, Project
Engineer Leah Dunsdon, citizen Scot Pondelick, and Public Works
Department Secretary Jennifer Cusmir.
B. Announcements
There were no announcements.
C. Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Approval of Minutes
Councilmember Peloza moved and Councilmember
Osborne seconded to approve the minutes of the September 4, 2012
Public Works Committee Meeting.
Motion Carried Unanimously. 3-0.
B. Public Wroks Project No. CP1121 (Wickstrom)
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend the City Council approve Final Pay
Estimate No. 6 to Contract No. 11-25 in the amount of $24,011.61 and
accept construction of Project No. CP1121, 2011 Local Street
Pavement Reconstruction Phase 2.
Page 1 of 4
PW.1 Page 20 of 127
Street Systems Engineer Wickstrom explained that in the case of this
project the cost for petroleum based product was lower because the
project included a lot of other work such as sidewalks and gutters, but
in the case of overlay projects the percentage of cost for petroleum
based products would be higher, in response to a question asked by
Chairman Wagner.
Motion Carried Unanimously. 0-0.
III. RESOLUTIONS
A. Resolution No. 4856 (Dunsdon)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor to Accept a Federal Grant to be Administered
Through the Washington State Department of Transportation for the
Auburn Way South Corridor Safety Improvements, Muckleshoot Plaza
to Dogwood Street SE
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend the City Council adopt Resolution
No. 4856.
Chairman Wagner asked about the volume of the audible crossing
signal countdowns, stating that some of the audible countdowns at
other locations are quite loud. Project Engineer Dunsdon stated that
there are different versions of the audible crossing
signals. Transportation Manager Para stated the newer versions are
volume controlled and the technology is improving. Para explained
that the newer signals will measure the ambient noise and adjust the
volume accordingly.
Project Engineer Dunsdon stated that Exhibit A is a local agency
agreement which authorizes design funds to begin design work but
does not authorize Right-of-Way or construction funds so
supplemental agreements will be needed when the project reaches
those phases to authorize the remaining funds with the State, in
response to a question asked by Member Osborne.
Project Engineer Dunsdon explained that the entire grant is being
accepted however the Initial agreement with the State is only
authorizing expenditure of the design portion, $320,210.00 of the
approximately $2.3M grant, in response to a question asked by
Chairman Wagner.
Motion Carried Unanimously. 3-0.
IV. DISCUSSION ITEMS
A. Capital Project Status Report (Gaub)
Page 2 of 4
PW.1 Page 21 of 127
Item 6 – C207A – A Street NW Corridor – Phase 1: Assistant City
Engineer Gaub explained that the City is currently in discussion with
BNSF Railroad and the WUTC and there is a settlement conference
scheduled for next Tuesday. If the parties come to a resolution, the
opening of the corridor could likely move forward.
The Committee and staff discussed the negotiations between the City,
BNSF and the UTC.
Assistant City Engineer Gaub reported that the signal at A Street NW
and 3rd Street NW is operational and working, in response to a
comment made by Member Osborne.
The Committee discussed the new turn movements required to enter
and exit the Post Office parking lot.
Chairman Wagner stated that he has seen pickup trucks parking on A
Street NW, facing north, instead of using the Post Office Parking lot
and recommended “No Parking” signs be installed. Mayor Lewis and
the Committee agreed that signs should be installed.
Transportation Manager Para reported that staff is considering the
installation of c-curb on 3rd Street NW to prevent left turns into and out
of the Post Office parking lot, however, if this is done, it would also
preclude left turn movements into and out of the Alley south of 3rd
Street and across from the Post Office. The Committee was not
concerned with the additional left turn restrictions if the c-curbing is
needed. Mayor Lewis and the Committee requested additional traffic
data supporting the recommendation prior to any c-curb being
installed.
The Committee and staff discussed the installation of an official City
“No Left Turn” sign at the exit of the Post Office parking lot.
Item 22 – CP1108 – 2011/2012 Citywide Storm Pond
Cleaning: Assistant City Engineer Gaub stated there was only one
bidder for the project, which was relatively high, and the City rejected
all bids. The project is being repackaged and it will go out to bid again,
probably in Spring 2013.
Item 27 & 28 – Auburn Way South Pedestrian Improvements:
Assistant City Engineer Gaub stated that one project is federally
funded and there is property acquisition associated with both projects
prior to going to construction, in response to a question asked by
Chairman Wagner regarding the project finish dates. Assistant City
Engineer Gaub said the environmental piece for the widening of the
road from Fir Street to Hemlock Street also needs to be completed
Page 3 of 4
PW.1 Page 22 of 127
before construction can begin.
Item 26 – CP1107 – Fullmer Wellfield Improvements: Member
Osborne asked for an estimate on how close staff is to the first
decision check-point with the consultant. Utilities Engineer Repp
answered that the consultant is currently preparing some preliminary
modeling work and the next step will be for the consultant to report
back to staff. Assistant Director/City Engineer Selle stated that staff
will bring the report and data back to the Committee once it is received
from the consultant.
The Committee requested the item be placed on the Action Items
Matrix.
Item B – MS0802 – Airport Roof Elastomeric Coating: Vice-Chair
Peloza reported the project is complete and was completed using less
funds than anticipated. This project will be removed from the list.
B. Action Tracking Matrix (Dowdy)
Item A – Street Lighting (Evaluate 102nd Place SE
Lighting): Transportation Manager Para stated that PSE has not
responded to his request and he will follow up with them.
Vice-Chair Peloza asked about the double chipseal process. Street
Systems Engineer Wickstrom explained that the road is sprayed with
liquid asphalt and then covered with rocks and swept. The road is then
sprayed a second time with liquid asphalt and a second layer of rocks
is put down. The two layers are then covered with a “fog seal,” which
is a final layer of liquid asphalt. Street Systems Engineer Wickstrom
confirmed that the sweeping can cause dust to rise. Street Systems
Engineer Wickstrom said the estimated date of completion for the
320th Street location is this current week.
V. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:04 p.m.
Approved this 1st day of October, 2012.
_____________________________ _____________________________
Rich Wagner, Chair Jennifer Cusmir, Department Secretary
Page 4 of 4PW.1 Page 23 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
September 17, 2012 Meeting Minutes
Date:
September 26, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Partridge Staff:
Meeting Date:October 1, 2012 Item Number:FN.1
AUBURN * MORE THAN YOU IMAGINEDFN.1 Page 24 of 127
Finance Committee
September 17, 2012 - 5:30 PM
Annex Conference Room 1
MINUTES
I. CALL TO ORDER
Chair John Partridge called the meeting to order at 5:30 p.m. in Conference Room 1
located on the second floor of the City Hall Annex located at One East Main Street in
Auburn.
A. Roll Call
Chair John Partridge, Vice Chair John Holman and Member Largo Wales were
present. City officials and staff members present included: Mayor Peter B.
Lewis, Assistant City Attorney Steve Gross, Public Works Director Dennis
Dowdy, Finance Director Shelley Coleman, and City Clerk Danielle Daskam.
Scot Pondelick was also present.
B. Announcements
There was no announcement.
C. Agenda Modifications
There was no change to the agenda.
II. CONSENT AGENDA
A. Minutes of the September 4, 2012 regular meeting
Vice Chair Holman moved and Member Wales seconded to approve the
September 4, 2012 minutes.
MOTION CARRIED UNANIMOUSLY. 3-0
B. Claims Vouchers (Coleman)
Claims check numbers 416686 through 417030 in the amount of $4,864,763.98
and dated September 17, 2012.
Committee members reviewed the claims and payroll vouchers and briefly
discussed claims vouchers 416905, 416725, 416851, 416988 and 416759.
There was additional discussion regarding the Cemetery's water bill for
irrigation purposes. Committee members suggested reducing the water usage
at the Cemetery for irrigation purposes.
Member Wales moved and Vice Chair Holman seconded to forward claims and
payroll vouchers to the full Council for approval.
MOTION CARRIED UNANIMOUSLY. 3-0
C. Payroll Vouchers (Coleman)
Payroll check numbers 533191 through 533225 in the amount of $855,978.26
electronic deposit transmissions in the amount of $1,217,098.26 for a grand
Page 1 of 5
FN.1 Page 25 of 127
total of $2,073,076.52 for the period covering August 30, 2012 to September
12. 2012.
See claims vouchers above for approval of payroll vouchers.
D. Bad Debt Write-Off (Coleman)
City Council approve the write-off of outstanding utility customer accounts and
miscellaneous accounts receivable in the amount of $13,749.87.
The Committee reviewed the bad debt write-off at their September 4th
meeting. There was no change to the request to write-off outstanding utility
customer accounts and miscellaneous accounts receivable in the amount of
$13,749.87.
Vice Chair Holman moved and Member Wales seconded to forward the bad
debt write-off to the full Council for approval.
MOTION CARRIED UNANIMOUSLY. 3-0
III. RESOLUTIONS
A. Resolution No. 4807 (Heid)
A Resolution of the City Council of the City of Auburn, Washington, revising the
City's policy on membership in professional organizations and in civic, service
and community organizations
Chair Partridge recalled that Resolution No. 4807 was postponed at the August
20, 2012 meeting to tonight's meeting.
Vice Chair Holman moved and Member Wales seconded to forward Resolution
No. 4807 to the full Council for approval.
Member Wales read the following statement for the record:
"On February, 2002, our City Council approved Resolution 3417 regarding the
City of Auburn policy for public officials membership in professional, local, civic,
community or service organizations. The purpose stated in the Resolution was
that the City recognized that membership in professional organizations by city
leaders and responsible public officials may benefit the City, and therefore, may
be permitted with support from the City. The resolution was legally supported
by the State Auditor's Office Bulletin No. 13 that was published in 1995.
I gathered background information from Mayor Lewis regarding the intent of
the Resolution, which was reported to be twofold: provide leadership
opportunities and to connect nonresident employees with opportunities to show
their stuff and buy in to our community. He went on to say that financial
assistance would help in situations where City Councilmembers have financial
hardship.
This proposed amendment would continue to allow for the City's support of
leadership opportunities for City employees, but would change the scope of the
financial support for just elected officials. Elected officials would garner support
for regional, state, national organizations where their role is to represent the
City. To be clear, not local service organizations.
Page 2 of 5
FN.1 Page 26 of 127
The proposed amended Resolution that we are going to be reviewing tonight at
the full Council has been reviewed by Council Operations Committee, Council
Committee of the Whole, and three times by the Finance Committee. In these
discussions, we found that no other cities provided such financial assistance
to their elected officers for their participation in local service organizations such
as Lions, Kiwanis, Optimists, Soroptomists, and Rotary. This amended
Resolution gives emphasis to regional, state and national participation,
including such groups as National League of Cities, Association of Washington
Cities, Metropolitan Solid Waste, Regional Access Mobility Partnership,
Puyallup River Watershed Council, Suburban Cities Association, South County
Area Transportation Board, and the Auburn Chamber of Commerce, to name a
few. In support of this new leadership emphasis, the City Council enacted for
newly elected and re-elected Councilmembers (Peloza, Wales, Holman, and
Osborne) a reimbursement process to aid their involvement in regional, state
and national levels.
At this time, can we afford to pay for all? We need to have our voice heard, but
at the local service groups? At City expense? My question is, if not
reimbursed, will City Councilmembers quit?
In summary, 1) Yes, the current resolution, and its amendment, is consistent
with the State Auditor's bulletin; 2) This amendment maintains the original intent
of providing employee leadership and participation opportunities; 3) We're not
talking about a lot of money, but it's our money, and it could be used for more
pressing City projects; 4) Financial records show only two of our current Council
members have accessed service group reimbursement. Why not use their
campaign funds, which is an approved expenditure with PDC? 5) As leaders,
Councilmembers need to take the high road, as was the case with taking a two
percent pay cut."
Vice Chair Holman read the following statement for the record:
"Service clubs play an important role in the social health of Auburn. They
involve their members in the fabric of our community while providing leadership
opportunities. It makes sense to encourage City of Auburn managers and
executives to join Auburn service clubs for two reasons: 1) We cannot require
a City of Auburn employee to live in Auburn, but, to increase employees'
commitment to and involvement in Auburn's social fabric, we can subsidize their
involvement in Auburn service clubs; 2) Leadership is best learned by practical
experience. Service clubs provide excellent opportunity for City of Auburn
managers and executives to gain practical leadership skills. Leadership
expertise thus learned is brought back to benefit the City of Auburn.
These are two great reasons to spend a very small amount of money on City of
Auburn employee leaders.
But as an elected official, I feel uncomfortable using public money to subsidize
my membership in a service club for three reasons: 1) I already live in
Auburn. I must live in Auburn to be eligible for this office. I do not need to be
encouraged to become involved in Auburn. I already am. It is in part, how I got
elected. 2) As an elected official, I am presented with a wealth of leadership
opportunities. While serving as an elected official, one need look no further
than the office you hold for practical leadership opportunities. Both of the
Page 3 of 5
FN.1 Page 27 of 127
reasons we subsidize service club dues for Auburn employees are not
applicable to elected officials. Let me be very clear about my third point. The
Washington State Auditor has held that paying service club expenses for city
employee managers and elected officials is a reasonable and lawful
expenditure. I am not offering a contradiction to that opinion. I am merely
adding my personal opinion, which guides my personal action. My third point
and final is an ethical argument. My chance of becoming elected was
enhanced by contacts and friends gained through service club membership.
Now that I am elected, I cannot accept, and will not accept, public money for
service club dues because a future opponent would not have the same financial
advantage.
Therefore, I encourage my fellow Councilmembers to vote yes on Resolution
4807 to remove ourselves from the City of Auburn employee benefit. It is the
right thing to do in my opinion."
MOTION CARRIED. 2-1 Chair Partridge voted no.
IV. DISCUSSION ITEMS
A. July 2012 Financial Report (Coleman)
Finance Director Coleman presented the July 2012 Financial Report. The
revenue collections of $30.2 million are running slightly ahead of budget-to-date
of $29.3 million due primarily to increased revenues from building permits and
development fees. Finance Director Coleman cautioned that the budget-to-
date amount is an average of the last three years of revenue collections and
the revenues can be cyclical. Expenses totaled $32.0 million and are below
budget of $34.8 million due primarily to savings as a result of earlier staff
vacancies within the Police Department, but expenditures are ahead of
expenditures in 2011 ($28.3 million) due to a $2.5 million transfer to the
Cumulative Reserve Fund to support transfers to the Cemetery and Golf
Course Funds and debt service payments.
There was a brief discussion regarding funding for the Cumulative Reserve
Fund. Finance Director Coleman stated that Auburn City Code directs how the
funds can be spent. The Fund can be used for revenue stabilization,
emergencies, or for capital. The Cumulative Reserve is at $7.6 million.
Mayor Lewis and Finance Director Coleman stated that it is the goal to have an
$8 million General Fund ending fund balance at the end of 2014.
Chair Partridge commented that the General Fund appears strong with nearly
three time the required fund balance.
Chair Partridge noted an increase in working capital for the Cemetery and Golf
Course. Member Wales expressed concern that with the dry weather for the
past 51 days, the Golf Course reflects 500 less rounds played than the same
time last year. Finance Director Coleman commented that competition among
area golf courses and the recession are factors.
There was a brief discussion regarding parking fines and the cost of parking
enforcement.
Page 4 of 5
FN.1 Page 28 of 127
Committee members briefly reviewed the investment portfolio for the term
ending July 31, 2012.
Mayor Lewis reported that he conducted a meeting with unaffiliated employees
today regarding the 2013-2014 Budget and the impacts of state legislation and
costs on the upcoming budget. Impacts on the budget include an approximate
$1.3 million increase in PERS (retirement) contributions, a State Supreme
Court decision impacting the budget by $400,000, property tax limited to
$500,000 less than that received in 2013 due to lowering of assessed values, a
reduction in liquor revenues, and flat sales tax revenues. Mayor Lewis stated
that he anticipates expenditures to increase next year by $5 million due to
employee step increases and costs of supplies and materials.
B. Resolution No. 4856 (Dowdy)
A Resolution of the City Council of the City of Auburn, Washington, authorizing
the Mayor to accept a federal grant to be administered through the Washington
State Department of Transportation for the Auburn Way South Corridor Safety
Improvements, Muckleshoot Plaza to Dogwood Street SE
Public Works Director Dennis Dowdy stated that the Resolution authorizes the
Mayor to accept a federal grant in the amount of $2.3 million for safety
improvements for the Auburn Way South Corridor, Muckleshoot Plaza to
Dogwood Street SE, Project. There is no local match required for the grant.
V. ADJOURNMENT
There being no further business to come before the Committee, the meeting adjourned
at 6:33 p.m.
APPROVED the 1st day of October, 2012.
_________________________________ _______________________________
John Partridge, Chair Danielle Daskam, City Clerk
Page 5 of 5
FN.1 Page 29 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the September 13, 2012 Special Meeting
Date:
September 24, 2012
Department:
Administration
Attachments:
9.13.2012
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:October 1, 2012 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 30 of 127
Special City Council Meeting
September 13, 2012 - 2:00 PM
Auburn City Hall Council Chambers
MINUTES
I. CALL TO ORDER
The meeting was called to order at 2:00 p.m. Councilmembers present included Rich
Wagner, Nancy Backus, John Partridge, Largo Wales, Wayne Osborne and John
Holman. Councilmember Bill Peloza was excused.
Also present were Finance Director Shelley Coleman, Financial Planning Manager
Martin Chaw, Chief of Police Robert Lee, Public Works Director Dennis
Dowdy, Human Resources and Risk Management Director Brenda Heineman,
Parks, Arts and Recreation Director Daryl Faber, Innovation and
Technology Director Lorrie Rempher, Planning and Development Director Kevin
Snyder, City Attorney Dan Heid and Deputy City Clerk Shawn Campbell.
II. DISCUSSION ITEMS
A. 2013-2014 Budget Review (Coleman)
Director Coleman stated the special meeting is a continuation of the August 23,
2012 special meeting and the agenda includes reviewing the remainder of the
proprietary and capital funds.
The expected increases to the medical insurance rates will be lower then
anticipated.
Councilmember Wales asked when they would be able to review the new
budget with the recommended changes. Director Coleman said if the Mayor
approves the changes, they will be added to the budget document and the
preliminary draft budget will be available for review at the end of October.
Councilmember Osborne requested the cemetery reduce their reliance on the
general fund by 25% over the next two years.
Director Coleman said the City will hold a public hearing on the property tax
levy during the September 17, 2012 Council meeting.
The Arterial Street Fund has several large projects in the 2013-2014 budget.
Director Coleman said a portion of the motor vehicle fuel tax partially funds the
program. The Transportation Improvement Plan anticipates funds from various
funding sources. If the revenue is not there, the City will have to reevaluate the
projects. Director Snyder said Auburn Junction Traffic Impact Fee's must be
used within a restricted area; the remainder of the fees can be used throughout
the City. Director Dowdy said one percent of the utility tax is designated for
arterial street preservation.
Director Coleman shared a proposed policy change for the street fund. The
proposal is to have the sales tax revenue from construction go to local street
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CA.A Page 31 of 127
repair. The amount deposited into that fund would be capped at $2.5 million per
year. Currently $2 million per year is transferred from the property tax revenue
fund. The property tax funds would remain in the general fund, making both
funds more stable. Councilmembers discussed options for and against capping
the amount deposited into the Arterial Street Fund. Director Dowdy said the City
has approximately 16 miles of road in need of replacement. Councilmember
Partridge suggested the discussion be tabled and discussed in conjunction with
the General Fund budget. He is hesitant to discuss these changes until he
knows the outcome of the General Fund discussion and the medical insurance
increase. Councilmember Wales said the Council must continue to invest in the
streets, sewer, water and storm drains. Director Dowdy said if the City does not
get adequate funding staff will choose the roads with the most critical need. He
said utility fees have increased to help fund street repairs along with utility
repairs. Councilmember Wagner said the Council needs to look at the
operations portion of the budget to continue this discussion. Councilmember
Osborne said he does not want a cap on the amount of construction tax
revenue going to the roads. Councilmember Wales said the citizens like having
tangible, visible places where the tax dollars are being spent. Deputy
Mayor Backus said there is a difference between making policy changes and a
budget amendment. She said the Council could make amendments to the
budget if the expected outcome does not materialize.
Director Coleman said the Facility Fund pays for all city facilities. The City Hall
remodel project is going to require an additional $100,000 for workstations to
finish phase one. Phase two is the first floor remodel for Mayor and Council
offices. The approximate cost will be $500,000 including the HVAC upgrades.
The existing furniture is no longer supported by the manufacturer, and the City
cannot acquire parts. Councilmember Wales asked where the additional funds
are budgeted. Director Coleman said the monies would come from a fund
balance in the capital facilities fund from the parking garage. Councilmember
Wales asked if the Mayor has the authority to allocate the fund balance from
the parking garage. Director Coleman stated the approval of the budget would
give the Mayor the authority to approve those funds.
Director Rempher explained the role of the Innovation and Technology
Department and the reasoning behind the name change. The program
improvements include the LiDAR Field Asset Collection program, the Automatic
Vehicle Location (ALV) for City fleet vehicles and computers for new full time
employees. Director Dowdy explained the LiDAR system and the benefit the
City will receive from the system. Councilmember Wales said the information
gathered from the LiDAR program will allow Council to make decisions based
on fact and not emotion.
The Automatic Vehicle Location system for the city fleet will assist the City in
dispatching vehicles during weather events, to know the amount of sand
dispensed, when a road has been plowed and where the nearest vehicle is for
dispatching purposes. The police fleet will also have the system fall of 2013.
Director Coleman said the Finance Department budget includes Capital
Improvements, Solid Waste, Airport, and Insurance. Councilmember Wagner
asked to add a utilities rate study to the list of objectives.
The Capital Improvement fund has three large projects in the budget. City Hall
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CA.A Page 32 of 127
Remodel Phase Two, Traffic Signal Improvements and Citywide Sidewalk
Improvements. Councilmember Wagner asked why only $20,000 was
budgeted during 2013 for sidewalk improvements. Director Dowdy said the
program is on a two year cycle the first year being design and development and
the second year to complete the project. The City gets better pricing if they go
out to bid with larger projects. Councilmember Wagner requested the additional
funds be added to 2013 budget. Councilmember Wales asked where in the
budget the median maintenance and improvement is located. Director Dowdy
said that item does not currently have a line item in the budget.
Director Coleman explained how Real Estate Excise Tax (REET) one and two
work for debt service payments. REET funds can only be used for capital
projects or maintenance and operation of capital facilities. Councilmember
Wagner stated the City is spending almost all of the REET funds on the annex
debt.
The Solid Waste fund has a contract with Waste Management for solid waste
services. The fund also pays for hazardous waste drop off and educational
programs. King County is increasing the tipping fees. The cost will be a direct
pass through to the customers. The City will finalize the rate study for both
Pierce and King County citizens.
Director Coleman stated the Airport's major projects for the 2013-2014 budget
cycle include update of Airport Security, Master Plan update and miscellaneous
repairs and maintenance. The City will also do a wildlife assessment but no
funds have been allocated for the survey or for the mitigation required from the
assessment. The City will also need to remove trees from the wetland area
around the Airport that have exceeded the maximum height standards. The
operating contract for the Airport expires in 2013.
III. ADJOURNMENT
There being no further business, the meeting adjourned at 3:55 p.m.
APPROVED this 1st day of October, 2012
_______________________________ _________________________________
Peter B. Lewis, Mayor Shawn Campbell, Deputy City Clerk
Page 3 of 3
CA.A Page 33 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the September 17, 2012 Regular Meeting
Date:
September 24, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:October 1, 2012 Item Number:CA.B
AUBURN * MORE THAN YOU IMAGINEDCA.B Page 34 of 127
City Council Meeting
September 17, 2012 - 7:30 PM
Auburn City Hall
MINUTES
Watch the meeting video
Meeting videos are not available until 72 hours after the meeting has concluded.
I. CALL TO ORDER
A. Flag Salute
Mayor Peter B. Lewis called the meeting to order at 7:30 p.m. and led those in
attendance in the Pledge of Allegiance.
B. Roll Call
Councilmembers present: Rich Wagner, Nancy Backus, Bill Peloza, John
Partridge, Largo Wales, Wayne Osborne, and John Holman.
Department directors and staff members present: Assistant City Attorney
Steve Gross, Public Works Director Dennis Dowdy, Human Resources and
Risk Management Director Brenda Heineman, Parks, Arts and Recreation
Director Daryl Faber, Planning and Development Director Kevin Snyder,
Economic Development Manager Doug Lein, Finance Director Shelley
Coleman, Police Commander David Colglazier, Transportation Manager
Pablo Para, and City Clerk Danielle Daskam.
C. Announcements, Appointments, and Presentations
1. Domestic Violence Awareness and Prevention Month
Mayor Lewis to proclaim the month of October as "Domestic Violence
Awareness and Prevention Month" in the City of Auburn.
Mayor Lewis read and presented a proclamation declaring the month of
October as Domestic Violence Awareness and Prevention month in the
city of Auburn to Domestic Violence Prevention Advocate Shelly David,
Counselor Kimberly Hicks of Abate Abuse, and Keith Beach, Director of
the Jennifer Beach Foundation. Mayor Lewis urged all to recognize the
impacts of domestic violence on families and the community.
Domestic Violence Prevention Advocate David announced that the
Domestic Violence Awareness ceremony will take place at noon on
October 1, 2012 at the City Hall Plaza. Ms. Hicks and Mr. Beach
thanked Mayor Lewis and the City Council for their support of domestic
violence awareness and prevention.
D. Agenda Modifications
There was no change to the agenda.
II. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A. Public Hearings
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CA.B Page 35 of 127
1. 2013-2014 Preliminary Biennial Budget (Partridge/Coleman)
All persons interested are encouraged to participate in this public hearing
by making comments, proposals, and suggestions for the City Council
and Mayor to consider prior to adoption of the City of Auburn 2013 - 2014
Biennial Budget.
Finance Director Coleman presented a PowerPoint of the 2013-2014
Budget Planning and General Fund Revenues. Director Coleman noted
that the City's assessed property valuation has decreased 18.1%
between 2010 and 2012 or from $8.7 billion to $7.2 billion. The
assessed valuation is anticipated to decrease another 4.8% or to $6.8
billion for 2013. The maximum property tax levy will be reached in 2013.
Future property tax growth will be limited unless the base assessed
valuation increases.
Director Coleman reviewed estimated General Fund revenues. No
overall growth in revenues is predicted for 2013 and 2014.
Mayor Lewis opened the public hearing at 7:48 p.m.
Virginia Haugen, 2503 R Street SE, Auburn
Ms. Haugen spoke in favor of Resolution No. 4807 and its effect on the
City's budget.
There being no further public comment, the hearing was closed.
2. 2013-2018 Transportation Improvement Program (TIP) (Wagner/Dowdy)
City Council conduct a public hearing to receive public comments and
suggestions with regard to the proposed 2013-2018 Transportation
Improvement Program (TIP).
Transportation Manager Para introduced the Six Year Transportation
Improvement Program (TIP), which sets out the plan for the City's
transportation projects for the next six years. The first three years are
financially constrained. The TIP identifies over $140 million in projects
for the six year TIP. The TIP has been reviewed by Public Works and
Planning and Community Development Committees.
Mayor Lewis opened the public hearing at 7:51 p.m.
Virginia Haugen, 2503 R Street SE, Auburn
Ms. Haugen complimented Mayor Lewis and the City Council on the chip
seal program and neighborhood street improvements.
There being no further public comment, the hearing was closed.
B. Audience Participation
This is the place on the agenda where the public is invited to speak to the City
Council on any issue. Those wishing to speak are reminded to sign in on the
form provided.
Virginia Haugen, 2503 R Street SE, Auburn
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CA.B Page 36 of 127
Ms. Haugen expressed support for Resolution No. 4807.
Brinda Hradecky, 1025 West Main Street, Auburn
Ms. Hradecky briefly addressed the Council.
C. Correspondence
There was no correspondence for Council review.
III. COUNCIL COMMITTEE REPORTS
A. Municipal Services
Chair Peloza reported the Municipal Services Committee met September 10,
2012. The Committee reviewed the status of the Auburn Valley Humane
Society site development and tenant improvements, acquisition of animal
control equipment and vehicle, and received a briefing from the Auburn Police
Department Administrative Services Division on DARE, the volunteer
program, the Explorer program, department accreditation, the citizens
academy, and staff training. The Committee also reviewed a towing provider
complaint and a general towing audit of all five towing operators on the
towing rotation list. The next regular meeting of the Municipal Services
Committee is scheduled for September 24, 2012.
B. Planning & Community Development
Chair Backus reported the Planning and Community Development Committee
met September 10, 2012. The Committee discussed wireless facility
regulations, the 2012 Comprehensive Plan process, a manufacturing village
concept, the directors report relating to the location of a new industrial laundry
facility in Auburn, and the Committee status matrix. The next regular meeting
of the Planning and Community Development Committee is scheduled for
September 24, 2012.
C. Public Works
Chair Wagner reported the Public Works Committee met this afternoon at
3:30. The Committee reviewed final pay estimate for Public Works Project
No. CP1121, the 2011 Local Street Pavement Preservation Project. The
Committee also reviewed Resolution No. 4856 authorizing the acceptance of
a grant for the Auburn Way South Corridor (from Muckleshoot Plaza to
Dogwood Street SE) Safety Improvements Project. The Committee
discussed the capital project status report, including the status of the opening
of the A/B Corridor. The next regular meeting of the Public Works Committee
is scheduled for October 1, 2012.
D. Finance
Chair Partridge reported the Finance Committee met this evening at 5:30.
The Committee reviewed claims vouchers in the amount of approximately
$4.8 million and payroll vouchers in the amount of approximately $2 million.
The Committee also reviewed bad debt write-off of outstanding utility
customer account balances and miscellaneous accounts receivable in the
amount of $13,749.87 and Resolution No. 4807 related to City officials'
participation in service clubs. The Committee discussed the July 2012
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CA.B Page 37 of 127
Financial Report and Resolution No. 4856 related to a grant from the
Washington State Department of Transportation for the Auburn Way South
Corridor Safety Improvements. The next regular meeting of the Finance
Committee is scheduled for October 1, 2012.
E. Les Gove Community Campus
The next regular meeting of the Les Gove Community Campus Committee is
scheduled for September 26, 2012 at 4:00 p.m.
F. Council Operations Committee
The next regular meeting of the Council Operations Committee is scheduled
for October 1, 2012 at 5:00 p.m.
IV. CONSENT AGENDA
All matters listed on the Consent Agenda are considered by the City Council to be
routine and will be enacted by one motion in the form listed.
A. Minutes of the September 4, 2012 Regular Meeting
B. Claims Vouchers (Partridge/Coleman)
Claims check numbers 416686 through 417030 in the amount of
$4,864,763.98 and dated September 17, 2012.
C. Payroll Vouchers (Partridge/Coleman)
Payroll check numbers 533191 through 533225 in the amount of $855,978.26
electronic deposit transmissions in the amount of $1,217,098.26 for a grand
total of $2,073,076.52 for the period covering August 30, 2012 to September
12. 2012.
D. Bad Debt Write-Off (Partridge/Coleman)
City Council approve the write-off of outstanding utility customer accounts and
miscellaneous accounts receivable in the amount of $13,749.87.
E. Public Works Project No. CP1121 (Wagner/Dowdy)
City Council approve final pay estimate No. 6 to Contract No. 11-25 in the
amount of $24,011.61 and accept construction of Project No. CP1121, 2011
Local Street Pavement Preservation - Phase 2
Deputy Mayor Backus moved and Councilmember Wagner seconded to
approve the Consent Agenda.
The Consent Agenda consists of routine items such as claims and payroll
vouchers, bad debt write-off, and final payment for Project No. CP1121.
MOTION CARRIED UNANIMOUSLY. 7-0
V. UNFINISHED BUSINESS
There was no unfinished business.
VI. NEW BUSINESS
There was no new business.
Page 4 of 10
CA.B Page 38 of 127
VII. RESOLUTIONS
A. Resolution No. 4807 (Partridge/Heid)
A Resolution of the City Council of the City of Auburn, Washington, revising
the City's policy on membership in professional organizations and in civic,
service and community organizations
Councilmember Partridge moved and Councilmember Holman seconded to
adopt Resolution No. 4807.
Councilmember Partridge reported that earlier this evening, the Finance
Committee voted 2-1 to refer Resolution No. 4807 to the full
Council. Councilmember Partridge voted against the Resolution in
Committee. Councilmember Partridge stated the entire expense for payment
of membership dues and expenses in civic and service clubs for both
Councilmembers and staff is approximately $5,000 per year.
Councilmember Partridge pointed out that it is an individual choice on whether
to seek reimbursement of membership dues and expenses for participation in
service clubs. Councilmember Partridge stated the program is voluntary and
that he believes in each Councilmember's best judgment in seeking
reimbursement of such expenses.
Deputy Mayor Backus moved and Councilmember Osborne seconded to
amend Resolution No. 4807 to substitute the language for Sections 4.3.1 and
4.3.2 to read as follows:
"4.3.1. Reimbursement for membership in community and governmental
organizations, including initiation costs, annual dues and meeting meals, for
the Mayor, members of the city council and elected officials of the city is
authorized where that membership is in an established community
or governmental organization, such as the Chamber of Commerce (insofar as
it is dealing with city issues), and those regional, state and national
associations and organizations to which the Mayor, members of the city
council and elected officials of the city have been assigned in their role as a
representative of the city, including, but not limited to: the King County and
King County Metropolitan boards and committees, the National League of
Cities (NLC) boards and committees, the Association of Washington Cities
(AWC) boards and committees, the Administration and Intergovernmental
Relations (FAIR) Policy Committee, the Metropolitan Solid Waste
Management Advisory Committee (MSWAC), the Regional Access Mobility
Partnership (RAMP), the Puyallup River Watershed Forum, the Suburban
Cities Association boards and committees, the King County Flood Control
District Advisory Committee, the South County Area Transportation Board
(SCATBd).
4.3.2. This authorization includes membership fees up to one hundred
($100.00) per year for each member of the City Council, elected officer of the
City or the Mayor, but does not include other costs and expenses for the
Mayor, members of the city council or elected officials of the city related to
service clubs such as Lions, Kiwanis, Optimist, Rotary, or Soroptimist and
similar service clubs and organizations, unless the participation by the Mayor,
members of the city council or elected officials of the city at a meeting of such
Page 5 of 10
CA.B Page 39 of 127
a service club or organization relates specifically to city business."
Deputy Mayor Backus spoke in favor of the motion and stated the intent of the
amendment is to acknowledge the benefit to the City for Councilmembers'
and the Mayor's membership in service and civic organizations. Deputy
Mayor Backus spoke against the City's reimbursement for meals while
attending service clubs.
Councilmember Peloza moved and Councilmember Partridge seconded to
amend Section 4.3.2 to replace $100 with $600.
Councilmember Peloza stated that the annual dues for the service
organization that he belongs to are approximately $600. He estimated that
other expenses related to meals and other events associated with the club is
an additional $500 annually.
In response to a question from Councilmember Partridge, Deputy Mayor
Backus stated the $100 limit was introduced to acknowledge the benefit to the
City for Councilmembers' and Mayor's participation in service clubs. Deputy
Mayor Backus also noted that last year the City Council approved additional
compensation of up to $200 per month for attendance at additional meetings
in appointed positions on national, state and regional committees. Deputy
Mayor Backus spoke in favor of the $100 cap on reimbursement for service
club dues.
Councilmember Holman referred to a survey of 19 surrounding cities where
Auburn is the only city that pays for its councilmembers to participate in
service clubs. Councilmember Holman expressed support for the $100
annual limit on reimbursement for service club dues.
Councilmember Wagner commented that he believes that the reimbursement
rate of $100 per year is too low and $600 is too much. Councilmember
Wagner expressed support for Councilmembers participation in service clubs.
Councilmember Osborne expressed opposition to the amendment to increase
the reimbursement rate to $600 annually.
Councilmember Wales spoke regarding the responsibility of the City's Finance
Committee members to review each claims voucher regardless of the
amount. Councilmember Wales expressed support for the original resolution.
She suggested that a councilmember could be reimbursed for service club
dues and meals from their campaign funds, as the Public Disclosure
Commission allows such reimbursement.
MOTION FAILED. 1-6 Councilmembers Backus, Holman, Osborne,
Partridge, Wagner and Wales voted no.
Councilmember Wagner spoke in favor of providing incentive for
Councilmembers' participation in service clubs.
Councilmember Wagner moved and Councilmember Partridge seconded
to amend the proposed reimbursement rate for dues from $100 to $300.
Page 6 of 10
CA.B Page 40 of 127
Councilmember Wales stated that she understood that the intent of the
original resolution was to provide leadership opportunities and to connect
non-resident employees with the Auburn community. Additionally, the
resolution provided financial assistance to those Councilmembers who might
not otherwise have the financial ability to participate in service clubs.
Mayor Lewis stated the policy was originally drafted for managers and
supervisors who lived outside the city to encourage their participation in the
community. Those who took advantage of the policy were expected to seek
leadership positions in the club's organization. Mayor Lewis stated that the
policy was extended to Councilmembers due to request of Councilmembers
so that those Councilmembers who could not otherwise afford the opportunity
to participate in service and civic clubs could do so.
Councilmember Partridge stated that he believes that the purpose of
Resolution No. 4807 is not one of ethics but is due to the economic times. He
expressed support for the proposed amendment to allow a $300 annual limit
on reimbursement for service club dues.
Deputy Mayor Backus suggested that the level of reimbursement could be
revisited when the economy improves and the City's revenues increase.
MOTION FAILED. 2-5 Councilmembers Backus, Holman, Osborne, Peloza,
and Wales voted no.
MOTION TO AMEND RESOLUTION NO. 4807 PASSED. 6-1
Councilmember Peloza voted no.
Councilmember Holman stated that he feels uncomfortable using public funds
to subsidize his membership in a service club for three reasons: 1) He
already lives Auburn--he must live in Auburn to be eligible to serve on the
Council--he does not need to be encouraged to become involved in Auburn;
2) As an elected official, he is presented with a wealth of leadership
opportunities. While serving as an elected official, one need to look no further
than the office that he holds for practical leadership opportunities. Both of the
reasons the City subsidizes service club dues for Auburn employees are not
applicable to elected officials; 3) The Washington State Auditor has held that
paying service club expenses for city employees, managers and elected
officials is a reasonable and lawful expenditure. He believes the issue is of
personal ethics; he believes that his chance of becoming elected to the
Council was enhanced by his membership in a service club. Now that he is a
member of the Council, he will not accept public money for service club dues
because a future opponent would not have the same financial advantage.
He encouraged the Council to approve Resolution No. 4807 as amended.
MOTION TO ADOPT RESOLUTION NO. 4807, AS AMENDED, PASSED. 6-
1 Councilmember Peloza voted no.
B. Resolution No. 4839 (Backus/Dowdy/Para)
A Resolution of the City Council of the City of Auburn, Washington, approving
the 2013-2018 Transportation Improvement Program of the City of Auburn
Page 7 of 10
CA.B Page 41 of 127
pursuant to R.C.W. Chapter 35.77 of the Laws of the State of Washington
Deputy Mayor Backus moved and Councilmember Partridge seconded to
adopt Resolution No. 4839.
The Resolution adopts the Six Year Transportation Improvement Program for
2013-2018.
MOTION CARRIED UNANIMOUSLY. 7-0
C. Resolution No. 4856 (Wagner/Dowdy)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to accept a federal grant to be administered through the
Washington State Department of Transportation for the Auburn Way South
Corridor Safety Improvements, Muckleshoot Plaza to Dogwood Street SE
Councilmember Wagner moved and Councilmember Peloza seconded to
adopt Resolution No. 4856.
The Resolution authorizes the acceptance of a $2.3 million federal grant to
finance safety improvements for the Auburn Way South Corridor from the
Muckleshoot Plaza to Dogwood Street SE. No local match is required for the
grant.
MOTION CARRIED UNANIMOUSLY. 7-0
D. Resolution No. 4858 (Backus/Heid)
A Resolution of the City Council of the City of Auburn, Washington, approving
and authorizing the Mayor to sign on the City's behalf an interlocal agreement
with the cities of Bainbridge Island, Bellevue, Burlington, Des Moines, Everett,
Issaquah, Kent, Mount Vernon, Renton, SeaTac, Sumner, And Cowlitz
County regarding legal services
Deputy Mayor Backus moved and Councilmember Partridge seconded to
adopt Resolution No. 4858.
The Resolution authorizes an interlocal agreement with several cities and
Cowlitz County in the appeal of the new National Pollutant Discharge
Elimination System (NPDES) permit for municipal stormwater.
In response to questions from Councilmember Partridge, Assistant City
Attorney Gross stated that the new NPDES permit requires the use of low-
impact development for stormwater treatment and drainage and thereby
requires cities subject to the permit to adopt land use regulations. There are
also additional monitoring and reporting requirements that are technically
difficult and costly to achieve.
MOTION CARRIED UNANIMOUSLY. 7-0
VIII. REPORTS
At this time the Mayor and City Council may report on significant items associated
with their appointed positions on federal, state, regional and local organizations.
A. From the Council
Page 8 of 10
CA.B Page 42 of 127
Deputy Mayor Backus reported on attendance at the Council's third budget
session, a pancake breakfast fundraiser for the See Ya Later Foundation, and
the grand opening for the King County Library.
Councilmember Wagner reported on his attendance at the Regional Access
Mobility Partnership meeting where members reviewed a new federal funding
mechanism, MAP 21 (Moving Ahead for Progress in the 21st Century).
Councilmember Wagner also reported on his attendance at the Auburn Arts
Commission meeting and the King County Solid Waste Advisory Committee
meeting. Councilmember Wagner announced that King County's transfer
station siting study has narrowed down five sites, two of which are located in
Auburn. King County will hold an open house on September 27th at the
Auburn Senior Center where residents can learn more about the siting study
and voice their opinion on the proposed sites. The Auburn locations are the
Multicare property located on the A/B Corridor and the Segale property
located on C Street SW. He encouraged all to oppose the two Auburn
locations.
Councilmember Wales reported on her attendance at an Auburn Communities
and Schools fundraiser and a coffee hour at the Auburn Senior Center.
Councilmember Holman reported on his attendance at South Sound Chamber
of Commerce Legislative Coalition meeting on economic development. He
also reported on his attendance at an educators reception at Senator Joe
Fain's residence and the City of Auburn employees wellness and appreciation
luncheon at City Hall.
Councilmember Peloza had no report this evening.
Councilmember Osborne reported on his attendance at the South Sound
Chamber of Commerce Legislative Coalition meeting, the See Ya Later
Foundation fundraiser, the King County Library grand opening, and the
Hops and Crops Festival at Mary Olson Farm.
Councilmember Partridge reported on his attendance at the Regional Law,
Safety and Justice Steering Committee meeting, the King County Library
Foundation pre-opening, the Auburn Valley Humane Society Board meeting,
the South Sound Chamber of Commerce Legislative Coalition meeting, and
the See Ya Later Foundation fundraiser.
B. From the Mayor
Mayor Lewis reported on his attendance at a meeting of regional Mayors to
discuss transportation funding, a neighborhood meeting at Cobble Creek, a
Regional Executive Policy Committee Board meeting relating to the next
generation 9-1-1 system, the Pierce County Cities and Towns meeting, the
Valley Communications Board meeting, a visit from the Pierce County
Director of the Department of Health, a meeting relating to the Valley Cities
Broadband, a King County Regional Policy Committee meeting, a 9/11
Remembrance ceremony, the King County Library grand re-opening, a
meeting on veterans issues with the Muckleshoot Inter-tribal Warrior Society,
and the Mary Olson Hops and Crops Festival.
Page 9 of 10
CA.B Page 43 of 127
IX. EXECUTIVE SESSION
At 9:16 p.m., Mayor Lewis recessed the meeting for a five minute intermission and
then to executive session for approximately ten minutes in order to discuss
pending/potential litigation pursuant to RCW 42.30.110(1)(i). Mayor Lewis
announced action may follow the executive session. Staff members required for
the executive session were: Assistant City Attorney Gross and Human Resources
and Risk Management Director Heineman.
Mayor Lewis reconvened the meeting at 9:27 p.m.
Deputy Mayor Backus moved and Councilmember Wagner seconded to authorize
the execution of a Hold Harmless and Release Agreement with Patrick Burns.
MOTION CARRIED UNANIMOUSLY. 7-0
X. ADJOURNMENT
There being no further business to come before the Council, the meeting adjourned
at 9:28 p.m.
APPROVED this 1st day of October, 2012.
_______________________________ __________________________________
Peter B. Lewis, Mayor Danielle Daskam, City Clerk
Page 10 of 10
CA.B Page 44 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the September 19, 2012 Special Meeting
Date:
September 26, 2012
Department:
Administration
Attachments:
Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:October 1, 2012 Item Number:CA.C
AUBURN * MORE THAN YOU IMAGINEDCA.C Page 45 of 127
Special City Council Meeting
September 19, 2012 - 3:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
The special meeting of the City Council convened at 3:30 p.m. at Auburn City
Hall. Councilmembers present included Bill Peloza, Wayne Osborne and
John Holman. Finding no quorum of the City Council, but a quorum of the
Municipal Services Committee, the meeting proceeded by van to the City's
West Hill lake property at W Street NW. Others in attendance consisted of
Parks, Arts and Recreation Director Daryl Faber, Planning and Development
Director Kevin Snyder, and City Clerk Danielle Daskam.
II. DISCUSSION ITEMS
A. Tour of West Hill Lake Property (Faber)
City Council to tour the new West Hill lake property at W Street NW. City
Council will convene and depart from Auburn City Hall at 3:30 p.m.
Led by Parks and Recreation Director Faber, Councilmembers toured the
trails throughout the 9 acres of undeveloped land located in the West Hill
area of the city at W Street NW. The City recently acquired the property,
which includes a 2-acre lake, with the help of Forterra. The purchase was
funded through the King County Conservation Futures Program.
Councilmembers discussed plans to work with the neighboring residents
to develop a long-term plan for the future park. Councilmembers also
discussed possible access points and general use of the property as a
park.
III. ADJOURNMENT
There being no further business, the meeting adjourned at 4:25 p.m.
APPROVED this 1st day of October, 2012.
__________________________ ____________________________
Peter B. Lewis, Mayor Danielle Daskam, City Clerk
Page 1 of 1
CA.C Page 46 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Claims Vouchers
Date:
September 24, 2012
Department:
Finance
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Coucil approve claims vouchers.
Background Summary:
Claims check numbers 417031 through 417414 in the amount of $2,940,907.94 and
dated October 1, 2012.
Reviewed by Council Committees:
Finance
Councilmember:Partridge Staff:Coleman
Meeting Date:October 1, 2012 Item Number:CA.D
AUBURN * MORE THAN YOU IMAGINEDCA.D Page 47 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Payroll Vouchers
Date:
September 24, 2012
Department:
Finance
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council approve the payroll vouchers.
Background Summary:
Payroll check numbers 533226 through 533269 in the amount of $277,449.58 and
electronic deposit transmissions in the amount of $1,289,539.52 for a grand total of
$1,566,989.10 for the period September 13, 2012 to September 26, 2012.
Reviewed by Council Committees:
Finance
Councilmember:Partridge Staff:Coleman
Meeting Date:October 1, 2012 Item Number:CA.E
AUBURN * MORE THAN YOU IMAGINEDCA.E Page 48 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4857
Date:
September 25, 2012
Department:
Finance
Attachments:
Resolution No. 4857 with agreement
Memo of Intent
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 4857.
Background Summary:
On February 19, 2008, the City entered into a contract with the Auburn Food Bank to
provide to the residents of the City financial help through the Auburn Cares program to
pay for heating bills, water/sewer utilities, shelter and other emergent financial needs at a
cost acceptable to the City; and the City and Auburn Food Bank would like to continue
their partnership and renew the contract through December 31, 2014.
O3.11
Reviewed by Council Committees:
Finance, Municipal Services
Councilmember:Partridge Staff:Coleman
Meeting Date:October 1, 2012 Item Number:RES.A
AUBURN * MORE THAN YOU IMAGINEDRES.A Page 49 of 127
RESOLUTION NO. 4 8 5 7
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE A CONTRACT WITH THE
AUBURN FOOD BANK
WHEREAS, on February 19, 2008, the City entered into a contract with the
Aubum Food Bank to provide to the residents of the City financial help through the
Aubum Cares program to pay for heating bills, watedsewer utilities, shelter and other
emergent financial needs at a cost acceptable to the City; and
WHEREAS, the City and Auburn Food Bank would like to continue their
partnership and renew the contract through December 31, 2014
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the Mayor and City Clerk are hereby authorized to execute an
agreement in substantial conformity with the Agreement attached hereto as Exhibit A
and incorporated herein by this reference.
Section 2. That the Mayor is authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. That this Resolution shall take effect and be in full force upon
passage and signatures hereon.
Dated and Signed this day of 2012.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
Resolution No.4857
September 7, 2012
Page 1 of 2RES.A Page 50 of 127
ATTEST
Danielle E. Daskam, City Clerk
APP VED AS TO FORM:
iel B. Heid, City tt ey
Resolution No.4857
September 7, 2012
Page 2 of 2RES.A Page 51 of 127
CONTRACT FOR HUMAN SERVICES
SERVICE YEARS 2013 AND 2014
THIS AGREEMENT, made and entered into this day oF 2012,
is by and between the City of Auburn, a code city and municipal corporation of the State of
Washington,hereinafter referred to as "CiTy," and Aubnrn Food Bank,hereinafter referred to as
Agency,"to cover the City of Auburn Voluntary Utility Bill Donation Program ("Aabum
Cares"Pmgram):
WITNESSETH:
WHEREAS, the City of Auburn, by Resolution No. 4857, adopted a human services
policy to provide for the delivery of human services by private human services agency under
contract with the City of Auburn; and further, authorized the Mayor to enter into a contract with
Agency for the performance and delivery of such services; now,therefore, in consideration of
the mutual promises, terms and covenants herein set forth it is agreed as follows:
1 ervices. Agency shall provide to the City and to its residents financial help to
pay for 6eating bills,water/sewer utilities,s6elter,and other emergent financial needs.
2. Compensation. T'he City of Auburn shall pay Agency for completed services
rendered under this Agreement the total sum collected from utility billings under the City of
Auburn Volantary Ufility Bill Donation Program ("Auburn Cares"Program)that are
made from January 1,2011,to the term of this Agreement. Said amount(s) shall be the total
compensation for all services performed by Agency, including all reports, supporting data,
supervision, labor, supplies, materials,equipment, or the use thereof and for all other necessary
incidentals.
Agency shall submit a statement to the Mayor or his designee,no less than quarterly,
together with supporting documentation to the City no later than ten working days after the close
of each quarter. In no event shall a total of all payments for completed services rendered under
this agreement exceed the amount(s) for services performed set forth above.
Agency agrees that the services for which it seeks compensation under the terms of this
Agreement shall be or have been performed solely for the residents of the City of Auburn.
3 General Adminimation and Mana e ment. The Mayor or his designee shall have
administrative responsibility for the Ciry's performance under this Agreement and shall review
and may approve for payment of all statements and bills submitted by Agency to the City for its
performance under this Agreement. The Executive Director of Agency shall be responsible for
overall administration of the services by Agency under the,terms of this Agreement and for
coordination with the City Such coordination shall be accomplished through the Finance
Director.
4. RecordkeepingJDocumentation. Agency shall maintain records and accounts
including personnel,property, financial,and programmatic rewrds which sufficiently and
properly reflect all direct and indirect costs of any nature expended and services performed in the
performance of this Agreement and other such records as may be deemed necessary by the City
to insuie proper accounring for all funds contributed by the City to the performance of this
Agreement in compliance with this Agreement. These records shall be maintained for a period
of seven('n years after termination hereof unless permission to destroy them is granted by the
Office ofthe Archivist in accordance with RCW Chapter 40.14 and by the City
1 -
RES.A Page 52 of 127
The records and documents with respect to all matters covered by this Agreement shall
be subject at all rimes to inspection,review,or audit by the City and any other govemmental
agency so authorized by law during the performance of this Agreement. The City shall have the
right to an annual sudit of agency's financial statement and condition.
5. Termination of A ement. The term of this Agreement shall be effective from
the date of the signatares hereto to December 31,2014,provided either parry hereto may
terminate or suspend this Agreemem at any time with or without cause by g vmg ten (10)days
notice to the other party in writing. Tertnination or suspension shall be effective ten days after
the receipt of notice thereof by certified mail. In the event the City terminates or suspends this
Agreement,Agency shall be entitled to receive just and equitable compensation for any
satisfactory services rendered prior to the effective date of tertnination or suspension. If
Agency's insurance coverage as required by this Agreement is cancelled for any reason,the City
shall have the right to terminate this Agreement
6. Hold Harmless/Indemnification. Agency agrees to indemnify,defend, and save
harmless the Ciry oi its officers, agenu, or employees, for any claim,real or imaginary, filed
against the City or iu officers,agents,or employees,alleging damage or injury arising ouf of the
subject matter of this Agreement due to the tortuous acts or omissions of the Agency, its agents,
servanu,officers or employees provided, however,that such provision shall not apply to the
extent that damage or injury results from the sole fault of the Ciry or its officers,agents,or
employees. "Fault" as herein used shall have the same meaning as set forth in RCW 4.22.015
7 Insurance. Agency agrees to maintain and keep in foroe during the term of this
Agreement a standatd form public liability policy,the limits of which shall not be less than
1,000,000.00,combined limits, personal injury and property damage insurance. If services to
be provided include transportation by motor vehicle,then Agency agrees that automobile
liabi(iry insurance will be maintained which at a minimum provides a business automobile policy
with $1,000,000.00 combined single lunit per accident for bodily injury and property damage. If
the services to be provided will include professional services,then Agency agrees to maintam
professional liabiliry errors and omissions insurance with minimutn limits of no less than
1,000,000.00. For purposes of this section, "professional services" shall mean any service
provided by a physician,psychologist, or other licensed professional.
If any policies of insurance are written on a"claims made tiasis,"Agency agrees to
maintain such insurance coverage for a pariod of not less than three(3)years following the
completion of the services to the City under this Agreement.
Certification of coverage as required by paragraphs above shall be delivered to the City
within fifteen (15)days ofexecution ofthis Agreement.
8. General Provisions. Agency shall not deny or substanrially impair any person's
receipt of services or benefits or assistance under this Agreement on the grounds of age,sex,
marital status,race, creed, color, sexual orientation, nationality, sensory, mental,or physical
handicap.
Agency agrees it shall ase a0 sums collected under this Agreement to provide direct
services only Fbrther t6at none of the money received ander this Agreement will be used
for administrative eapenses.
Agency and the City agree that Agency is an independent contractor with respect to the
services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to
create the relationship of employer and employee between the parties hereto. Neither Agency
2 -
RES.A Page 53 of 127
nor any employee of Agency shall be entitled to any benefits accorded City employees by virtue
of the.services provided under this Agreemem. T'he City shall not be responsible for withholding
or otherwise deducting federal income tax or social security or contributing to the Stau
Industrial Insurance program, or otherwise assuming the duties of an employer with rospect to
Agency or any employees of the Agency
T'his Agreement may not be assigned or otherwise transferred by either of the parties
hereto.
Agency agrees to comply with all applicable federal, state, and local laws and regulations
regarding non-discrimination and employment. Agency shall not discriminate against any
employee or applicant for employment in connection with this Agreement because of age, sex,
marital status,race, creed,color, sexual orientation, nationality, or the presence of any sensory,
mental,or physical handicap, except where there is a bona fide occupational limitation.
This Agreement contains the ent've agreement between the parties hereto and no other
agreemenfs, oral or otherwise, regarding the subject matter ofthis Agreement, shall be deemed to
exist or to bind any of the parties hereto.
No change, alteration, modification,or addition to this Agreement will be effective
unless it is in writing and properly signed by both parties hereto.
This Agreement will terminate on December 31,2014 unless otherwise extended by
mutual agreement of both parties in writing.
Notices to the City of Aubum shall be sent to the following address:
S6elley Coleman,Finance Director
City of Anburn
25 W.Main Street
Auburn,Was6ington 98001
IN WITNESS WI-REOF,the parties have executed this Agreement on the date first above
written.
CITY OF AUBURN Aubum Food Bank
Agency
By. By.
Mayor Agency Executive Director
Address:
By:
Ci ttom
PHONE.
3 -
RES.A Page 54 of 127
RES.A Page 55 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4859
Date:
September 11, 2012
Department:
Parks/Art and Recreation
Attachments:
Resolution No. 4859 with agreement
Budget Impact:
$30,000
Administrative Recommendation:
City Council adopt Resolution No. 4859.
Background Summary:
Lea Hill Park, located on the hill above the Green River Valley, is at the corner of 124th
and 316th St SE is a 5 acre parcel that was acquired as part of a land exchange with
Green River Community College.
The park designed by Susan Black & Associates is currently under construction
and scheduled to open in June of 2013. Lea Hill, as a recently annexed neighborhood,
will benefit greatly from this neighborhood park and we seek to integrate public artwork
into the design.
In the 2012 capital facilities budget, $30,000 is dedicated to the creation of new public
art. The public art committee of the Auburn Arts Commission has selected artist Michael
McLaughlin to develop artwork for the site.
O5.1.2
Reviewed by Council Committees:
Municipal Services, Planning And Community Development
Councilmember:Backus Staff:Faber
Meeting Date:October 1, 2012 Item Number:RES.B
AUBURN * MORE THAN YOU IMAGINEDRES.B Page 56 of 127
RESOLUTION NO. 4 8 5 9
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND
CITY CLERK TO ENTER INTO A CONTRACT WITH MICHAEL
MCCAUGHLIN TO DESIGN, FABRICATE, AND INSTALL A
PUBLIC ART PIECE INTO THE DESIGN OF THE NEW LEA HILL
PARK
WFIEREAS, the City of Aubum is currerrtly designing the new Lea Hill Park; and
WHEREAS, the City desires to contract with Artist Michael McLaughlin to design,
build and install artwork for this site; and
WHEREAS, the art work is to be a design component of Lea Hill Park, requiring
coordination between the Artist and the City's Landscape Architects.
NOW, THEREFORE, THE CITY COUNCIL OF AUBURN, WASHINGTON,
HEREBY RESOLVES as follows:
Section 1 The Mayor of the City of Aubum is hereby authorized to enter into an
agreement with Michael McLaughlin to design, fabricate, and install the public art worlc, in
substantial conformity with the agreement attached hereto and designated as Exhibit "A",
and incorporated by reference in this resolution.
Section 2. The Mayor is further authorized to implement such administrative
procedures as may be necessary to carry out the directions of this legislation
Section 3. This resolution shall be in full force and effect upon passage and
signatures hereon.
Resolution No.4859
September 11, 2012
Page 1RES.B Page 57 of 127
SIGNED and DATED this day of October, 2012.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
ATTEST
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
nie . ei , ity A ey
Resolution No. 4859
September 11, 2012
Page 2RES.B Page 58 of 127
AGREEMENT FOR ARTWORK
This Ap eement is made and entered imo this=day of Septebmer,20_,by and between the City of
Aub un,Washington,a municipal corporazion of the State of Washington("City")and Michael McLaughlin,whose
address is 31 Torrington Heights Road,Torrington,CT 0679Q herein referred to as"ARTIST"
WHEREAS,the Ciry desires to contract with Artist to design,build and install artwork("Work")for the Lea
Hill Pazk;and
WI-IEREAS,the Artist was selected by the City through a procedwe approved by the City of Auburn to design,
execute,fabricate,instal]or supervise installation of a public artwork, located az the Aubum's Lea Hill Pazk,herein
referred to as the"site"
NOW THEREFORE'THE CITY AND TF ARTIST IN CONSIDERATION OF THE CONDITIONS AND
COVENANTS HEREIN DO AGREE AS FOLLOWS:
I. ARTICLE 1. SCOPE OF SERVICE
1.1 GENERAL
The Artist shall, in consultarion wit6 t6e City's landscape architect, Susan Black 8c Associates,the
Site project team and the Auburn Pazks,Arts&Recreation Staff and Aubum Arts Commission. 1'he
wtist is expected to coordinate the design,fabrication and installation with the site project team and
the Auburn Pazks,Arts&Recrearion and Auburn Arts Commission.
The Artist shall be responsible for all services and shall furnish all supplies,material,and equipment
as necessary for the design,execution,fabricatlon,transportation and installation of the Work at the
Site.
The Artist shall coordinate the design,fabricaaon and installarion of the Work with Susan Black&.
Associates and the contractor selected to conmuct Lea Hill Park("Contractor").
1Z PROJECT
The Work is divided into two phases: Phase I,related to the Work design proposal and finat design
proposal approval by t6e City;Phase li,related to execution,fabrication,transportation and
iastallation of Work. Each phase shall have a defined Scope of Work describing the services provided
by the Artist and hence the relauve compensarion to the Artists.
1.3 EXECUTION OF WORK
The Artist shall approach both Phases of the Work as described above in accordance with the
approved model and/or drawings provided,which will be recommended by the City of Auburn Arts
Commission for approval by the Auburn Ciry Council.
A. The Artist shall provide all labor and materials necessary to:
1. Produce and complete a finished work of ert;
2. Deliver the artwork;
3. Install the aztwork in accordance with the agreed upon schedule
B. 1'he Artist will seek out regular updates from the City oa deadline relevant to the art project.
C. The City shall have the right to review the Work at reasonable times during fabrication
D. The Work shall be completed acid installed at the site in compliance with City codes and with
approved Work installation scheduled by the City
1.4 DELIVERY AND INSTALLATION
A. The Artist shall deliver and install the completed Work at the site in compliance with the
schedule set forth by mutual agreement by the City and the Artist.
B. 7'he Ciry shall approve installation plans presented by khe Artist prior to installation
Resolutlon No.4859-Michael McLaughlin
Agreament tor Pubi(c Art-Lea Hill Park
Paow t nf R
RES.B Page 59 of 127
C. Site installation shall be prepared by the City per Artist specificadons
D. During installation,the artist shall secure the Site and ensure the safety of the public and the
Work. The City shall determine when installation is complete and shall inspect Sitc during
installation.
1.5 POST-INSTALLATION
A. The City will provide photo documentatioo of the Work for City files. The Ciry wiU provide a
copy of this documentation to ffie Artist.
B. The Artist shall be available at such time a times as may be agreed between the City and the
Artist to participate any presentation ceremonies relating to the transfer of the Work to the City
T6e City shall use its best efforts to arrange for publicity for the completed Work.
C. Upon installation of the V ork,the Artist shall provide to the City writun insnvctions for
appropriate maintenance and preservation of the Work.
1.6 FINAL ACCEPTANCE
A. The Artist shall advise the City in writing when all services required have been completed in
substantial conformity as presented to the Public Art Subcommittee.
B. The City shall notify the Artist in writing of its final acceptance of the Work.
1.7 RISK OF LOSS
1'he risk of loss or damage to the Work shall be bome by the Artist until final acceptance,and the
Artist shall take such measures as aze necessary to protect the Work from loss or damage mtil final
acceptance,including any protective measures necessary to prevent damage to the Work diuing
construction of the Center.
1.8 INDEMNIFICATION
1'he Artist agees to indemnify,defend,and hold the City,its agerrts,representatives,and employees
harmless from and against azry and all claims,causes of acrion or demands or any form of liability of
any nature arising out of the performance of t6e Work and the obligaHons contained in this
Agreement on the part of t6e Arrist,the Arest's agenu,representatives,and employees except where
such claims arise solely from the negligent acts of the City,iu agents,representatives,or employees.
1.9 TTfLE
Title to the Work shall pass to the City upon finat acceptance.
1.10 OWNERSHII'OF DOCUMENTS,MODELS
Upon final acceptance of the Work,all studies,drawings,designs,and models propared and submitted
under this Agreement shall be retumed to the Artist and shall belong to the Artist.
1.11 INSURANCE
The Artist agees to obtain,and maintain dwing the urm of this agreement comprehensive liability
insurance in minimum amounts of not less thmi ONE MILLION DOLLARS($1,000,000)per
occumnce to protect the City, iu agenu,officers,and employees from any claims by any person for
damage to persons or property arising out of or rosulting from the ArtisYs performance imder this
Agreement The insurance policy shall name the City OF AUBURN as additionally insured. The
policy shall requ'ue a minimum of thirty(30)days prior written notice to the Ciry of any cancellarion
or expiration of the policy or any modification of any provisions of the policy The Artist shall be
required to provide a Certificate of Insurance to the City urior to commenciag performance under the
urms of this Agreement.
1.12 INDEPENDENT CONTRACTOR/ASSIGNMENT
The parties agree and understand that the Artist is aci independcnt conuactor and not the agent or
employee of the City and that no liabiliry shall attach to the City by reason of entering into this
Resolution XXX—Michael McLaughlin
Agreement for Publie Art—lea Hill Park
PanA 7 fi
RES.B Page 60 of 127
Agreement except as otherwise provided herein. The pazties agree that this Agreement may not be
assigned in whole or in part without the written consent of the City
ARTICLE 2. COMPENSATION AND PAYMENT SCHEDULE
2.1 FEE
Ttie City shall pay the Artist for sarisfactory completion of the artwork in the total fixed amount of
30,000.00(thirty thousand and no/100 U.S.Dollars)which shall constitute full compensation for all
services,engineering permiu and materials to be performed and furnished by the Artist under this
Agreeaient. All fees s6a11 be paid in accordance with standard City business pracrices.At each
fee/fabrication Phase outlined above,the Artist will submit a brief written report,which describes the
progress to date,and invoice the City at that time.
21 PAYMENT
The first payment of 1/3 of$3Q000. ($10,000.00)will be paid by the Ciry to the Artist upon signing
t6is Agreement.The sewnd payment of 1/3 af$30,000($1 U,000.00)will be paid by the City to the
Artist upon completion of and approval of final design drawings.7'he final p'ayment of the rertiaining
1/3 of$30,000($10,000.00)shall be made to Artist no later than ten(10)days after the delivery and
installation as specified in this Ageement by Artist.
2.2 TAXES
The Artist is responsible for payment of all local,state,and federal taxes,which may be due&om the
Work as a result of performance under this contract. Artist understacid that taxes aze included in the
agreed upon fee set forth in Article 2.1
2.3 ARTIST EXPENSES
The Artist shall be respocuible for the payment of all shipping chazges,the cosu of transporting the
W ork to the Site,the costs of all travel by the Artist and the Artist's agents and employees necessary
for the proper performance of the services required under tlus Agreement,and all other expensbs
related to the performance of this Agreement.
ARTICLE 3. TIME OF PERFORMANCE
3.1 DURATION
The services to be required of the Artist shall be completed in accordance with the schedule for
complerion of the Lea Hill Park as established by Susan Black&Associates.Construction is
anricipazed occur Spring 2014.
ARTICLE d. WARRANTIES
4.1 WARRANTIES OF TITLE
The Artist represenu and warrants thaz: (a)the Work is solely the result of the Artistic effort of the
Artist;(b)except as otherwise disclosed in writing to the City,the Work is unique and tiriginal and'does
not infringe upon any copyright;(c)the Work has not,or a duplicate thereof has not,been accepted for
sale elsewhere;and(d)the Work is free aud clear of any liens from any source whatever.
4.2 WARRANTIES OF QUALITY AND CONDITION
T'he Artist represents and warrants,except as otherwise disclosed to the City in writing and in
connection with submission of the Proposal,that the execution and fabrication of the Work will be
performed in a workmanlike manner;and the Work as fabricated and installed,will be free of defects
in material and worlananship;and reasonable maintenance of the Work will not require procedures
substanrially in excess of those described in the maintenance recommendations to lie submit[ed by the
Artist. The warranries described in this seotion shall survive for a period of three(3)yeazs after the
final acceptance of the Work. The City shall give norice to the Artist of any observed breach with
reasonable prompmess. The Artist shall,at the request of the City,and at no cost to tbe City,cure
Resolution XXX—Michael McLaughlin
AgreamaM for Public AR—lsa Hill Perk
Panp 3 nf fi
RES.B Page 61 of 127
reasonably and promptly the breach of any such warranty which is curable by the Artist and which
cure is consistent with professional conservation standazds.
ARTTCLE S. REPRODUCTION RIGHTS
S.1 GENERAL
The Artist retains all righu under the Copyright Act of 1976 and all other righu in and to the Work
except ownership and possession and except as such rights are limited by this Section. In view of the
intenrion that the Work in its fmal dimension shall be tinique,the Artist shall not make any addirional
exact duplicate,three-dimensional reproductions of the final Work nor shall the Artist grant
permission to others to do so except with the written permission of the City The Artist grants to the
CiTy and its assigns an irrevocable license to make representative photogaphic reproductions of the
Work for non-commercial purposes,including but not limited ta repraductions used in brochures,
media publicity,note cazds,and catalogues or other similar publications,provided t6at these righu aze
exercised in a manner which depicts the imegrity of the Work.
5.2 NOTICE
All reproductions by the City shall contain a credit to the Artist in the following forni: "TiUe,"
year","ArtisP,
53 CREDIT TO THE CITY
The Artist shall use his best efforts to give a credit reading substanrially,"An original Work owned
and commissioned by the Ciry of Aubum,Washington"in any public showing under the ArtisY
contro]of the reproductions of the Wark.
ARTICLE 6. ARTIST'S RIGHTS
6.1 IDENTIFICATION
The City will provide a plaque(s)to be delivered to the Artist prior m installation. The Artist shall
provide to the Ciry, for review and approval,specified plaque dimensions six(6)weeks prior to the
installation. The plaque identifying the work as outlined in Article 5.2 shall be installed by the City
6.2 MAINTENANCE
The City recognizes that mainuaance of the Work on a regular basis is essenUal to the integrity of the
Work The City shall make reasonable efforts to assure thaY the Work is properly maintained and
protected,taking into account the inswctlons of the Artist provided in the maintenance agreement
and shall make reasonable efforts to protect and maintain the Work against the ravages of time,
vandalism,and the elements.
6.3 REPAIRS AND RESTORATION
The City shall have the right to determine when and if repairs and restorations to the Work will be
made. The Artist shall not unreasonabty wit6hold approval for any repair or restoraAOn of the Work.
If the Artist unreasonably fails to approve any repair or restoration,the Ciry shall have the right to
make such repair or restoration.
6.4 DEACCESSIONING OF THE WORK
In the circumstance where a commissioned amvork is p6ysically part of the building or landscape and
it is not an independent object(s)that can be safely removed,the City may require the Artist to"waive
VARA(Visual Artists Righu Act of 1990)in,regards only to the desuvcrion of the artwork.Prior to
the destruction of the artwork,the City will auempt to contact the Artist and secure the situation.In
the event that the remodeling of the building or landscape destroys part of the artworlc,the City will
de-access the artwork and,at the request of the Artist,reri ove any attribution to the Artist.The City
reserves the right to
de-access artwork under the following conditions:
Resalution XXX—Michael McLaughlin
Agreement for Public Art—Lea Hill Park
Pa p 6 nf fi
RES.B Page 62 of 127
A. 1'he Site or landscape is structurally or otherwise altered and can no longer accommodate the
Work,
B. The portion oFthe Site or landscape in which the Work is located is made publicly
inaccessible as a rosult of new construction,demolitioq or security enhancement,or has its
surrounding environment altered in a way that significanUy and adversely impacts the Work.
C. The Sitc is sold or acquired by an entity other than City of Aubum.
D. There is a documented history of incident(s)U at shows the Work is a threat to public safety
6.5 PERMANENT RECORD
1'he Ciry shall maintain on permanent file a record of this Agreement and of the bcatioo and
disposition ofthe Work.
6.6 ARTIST ADDRESS
The Artist shall norify the City of changes in his/her address. 7'he failure to do so within 30 days of
said change,if such failure prevents the City from locating or norifying the Artist where required
mder t6e terms of this Agreement,shall be deemed a waiver by the Artist of the right subsequently to
enforce those provisions of this Article 6 that require the express approval of the Artist.
ARTICLE 7. NON-DISCRIMINATION
The Artist shall comply with all federal,state,and local laws and ordinances prohibiting discrimination and
employment with regazd to age,sex,race,color,creed,narional origin,or physical,mental handicap.
ARTICLE 8. NOTTCES
Any notice required or permitted under this Ageement may be penoaally served or given in writing and shall
be deemed sufficiently given or served if sent by registered or certified mail addressed to the respective parties
as follows
Aubum Arts Commission Michael McLauglilin
City of Aub un 31 Torrington Heights Rd
Pazks,Atts&Recrearion Tarrington,CT 06790
910 Ninth Street SE 860-626-1123
Auburn,WA 98002 contact(c mimsculoture.com
Telephone" 253-931-3043 www.mjmsculnture.com
Either parry may,by like notice at any time,designate a different address to which noHces shall be sent.
Nouce in accordance wit6 these provisions shall be deemed received when mailed.
ARTICLE 9. TERMINATION
Either party may terminate this Agreemem upon written notice to the other parly if the other party fails
substantially to perform in accordance with the terms of this Agreement through no fault of the party
terminating the Agreement.
In the event of default by the City,the City shall prompdy compeasate the Artist for all services performed by
the Artist prior to termination. In the event of default by the Artist,all finished and unfinished drawings,
sketches,photographs,models,and other work products uader this Agreement shall become the Ciry's
property The City shall compensate the Artist for all work as performed prior to termination.
Notwithstanding,the Artist shall not be relieved of liabiliTy to the City for damages sustained by the Ciry by
virtue of any breach of this Agreement by the Artist and the City may reasonably wittihoid payments to the
Artist unril such time as t6e exact amount of such damages due the City from the Artist is deternrined.
Resolution XXX—Micheel McLaughlin
P qreement for Public Art—Lea Hill Park
Panw E nf fi
RES.B Page 63 of 127
ARTICLE]0. GENERAL PROVISIONS
10.1 ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the parties and may not be changed or
modified nor any provision hereof waived except in writing agreed to by both parties.
10.2 APPLICABLE LAW
Tlvs Agreement and the rights of the parties hereunder shall be governed by the interpreted in
accordance with the laws of the State of Washington and venue for any actiou hereunder shall be in
King CounTy,Washington. This Agreement s6a11 be conshved in accordance with aoy and all
questions with respect hereto shall be determined by ihe laws of the Statc of Washington.
10.3 COSTS TO PREVAILING PARTY
In t6e event of such litigation or other legal acrion,to enforce any righu,responsibilities or
obligarions under this A@reement,the prevailing parties shall be entitled to receive iu reasonable costs
and attomey's fees.
10.4 COMPLIANCE WITH APPLICABLE LAWS
In the performance of the Work,the Artist agrees to comply with all applicable state and local laws,
rules,and regulations.
CITY OF AUBURN
PETER B. LEWIS
MAYOR
ATTEST
Danielle Daskam,City Clerk
AP VED TO FO
Daniel .Heid, i Attome
ARTIST
Michael McLaughlin
Tax#•
Resolution XXX—Michael McLaughlin
Agreemant for Public Art—Lea HIII Park
Panr.fi nf.fi
RES.B Page 64 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4860
Date:
September 25, 2012
Department:
Public Works
Attachments:
Resolution No. 4860
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 4860.
Background Summary:
The following mower is in need of major repairs and the cost of repairs exceeds 75% of
the value, which is under $10,000.00:
6918A 2007 John Deer Small Engine Tractor PIN MOX724A020649 Fixed Asset
Number 55000 6918A
The following vactor truck is 7 years old and has been replaced. At this time there are no
other City departments that would utilize this type of equipment and it is in the best
interests of the City to realize the money from sale rather than to continue to allow the
general overall condition to deteriorate by sitting idle, further diminishing its resale value:
6540A 2005 Hydro Excavator Truck VIN 1HTWCAZR45J131316 Fixed Asset Number
55000 6540A
The mechanical cost to repair the following vehicle exceeds 50% of its value.
6714C 2008 Ford F250 XL 4x4 Pick Up VIN 1FTSX20R78EA18671 Fixed Asset Number
55000 6714C.
The Senior Center no longer has use for Five - 5 foot diameter round folding tables.
F4.6.1
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Partridge Staff:Dowdy
AUBURN * MORE THAN YOU IMAGINEDRES.C Page 65 of 127
Meeting Date:October 1, 2012 Item Number:RES.C
AUBURN * MORE THAN YOU IMAGINEDRES.C Page 66 of 127
RESOLUTION NO. 4 8 6 0
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON DECLARING
CERTAIN ITEMS OF PROPERTY AS SURPLUS
AND AUTHORIZING THEIR DISPOSAL
WHEREAS, the City of Aubum has a number of items which are no longer
of use to the City; and
WHEREAS, it would be appropriate to surplus the property and dispose of
it by auction or other sale mechanism, or to dispose of it, in whole or in part,
through gift to another govemmental agency or an appropriate charitable non-
profit entity, as deemed most expedient by the Mayor
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON HEREBY RESOLVES as follows:
Section 1. Purpose. That the property ident ed below is declared
to be surplus, and the Mayor is authorized to dispose of and convey such
prope ty through appropriate sale or donation to another govemmental agency or
charitable non-profit entity
Public Works
The foliowing mower is in need of major repairs and the cost of repairs
exceeds 75% of the value, which is under$10,000.00:
6918A- .2007 John Deer Small Engine Tractor PIN MOX724A020649 Fixed
Asset Number 55000 6918A
The following vactor truck is 7 years old and has been replaced. At this time
there are no other City departments that would utilize this type of equipment
ResoluGon No.4860
September 24, 2012
Page 1 of 2
RES.C Page 67 of 127
and it is in the best interests of the City to realize the money from sale than to
continue to allow the general overall condition to deteriorate by sitting idle,
further diminishing its' resale value:
6540A 2005 Hydro Excavator Truck VIN 1 HTWCAZR45J131316 Fixed Asset
Number 55000 6540A
The mechanical cost to repair the following vehicle exceeds 50% of its value.
6714C 2008 Ford F250 XL 4x4 Pick Up VIN 1 FTSX20R78EA18671 Fixed
Asset Number 55000 6714C
Senior Center
Five—5 foot diameter round folding tables.
Section 2. Implementation. That the Mayor is authorized to
implement such administrative procedures as may be necessary to carry out the
directives of this legislation.
Section 3. Effective Date. That this Resolution shall take effect
and be in full force upon passage and signatures hereon.
Dated and Signed this day of 2012.
CITY OF AUBURN
PETER B. LEWIS
ATTEST MAYOR
Danielle E. Daskam, City Clerk
A P OV T F M:
niel B. H ' o ey
Resolution No. 4860
September 24, 2012
Page 2 of 2
RES.C Page 68 of 127
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4861
Date:
September 25, 2012
Department:
Finance
Attachments:
Resolution No. 4861
Scope of Work
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 4861.
Background Summary:
The City of Auburn intends to develop a 2012-2032 Airport Master Plan to replace the
2002 Airport Master Plan for the Auburn Municipal Airport. The Master Plan will provide
the City of Auburn with a plan to address the development needs at the airport for a 20
year planning horizon (2012-2032) and will develop a realistic program for
implementation within known funding constraints. To the extent possible, the Master Plan
will account for addressing environment, high level economic growth, and socioeconomic
issues for all stakeholders. Century West Engineering (Consultant) has been retained by
the City to accomplish the Master Plan. The Consultant will work in close liaison with the
City and Airport Management staff, a Planning Advisory Committee, local business and
stakeholder groups, the Federal Aviation Administration and the WSDOT Aviation to
ensure that the plan truly reflects the airport's development needs.
O3.4.1.5
Reviewed by Council Committees:
Finance, Municipal Services
Councilmember:Peloza Staff:Coleman
Meeting Date:October 1, 2012 Item Number:RES.D
AUBURN * MORE THAN YOU IMAGINEDRES.D Page 69 of 127
RESOLUTION NO. 4 8 6 1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR
TO EXECUTE A CONTRACT WITH CENTURY WEST
ENGINEERING CORPORATION FOR CONSULTING
SERVICES
WHEREAS, to meet Federal Aviafion Administration (FAA) requirements, the
City of Aubum must develop a 2032 Airport Master Plan for the Aubum Municipal
Airport; and
WHEREAS, development of a Airport Master Plan requires the expertise and
knowledge not possessed by city personnel; and
WHEREAS, Century West Engineering Corporation is qualified and able to
provide consulting services for the preparation of an airport master plan and is willing to
provide such services upon the terms and conditions set forth in the attached
agreement; and
WHEREAS, the FAA has approved the City's scope of work for the consultaM
and has made available to the City a grarrt that will pay, along with City match, the
consultant's fee for services connected to developing an airport master plan; and
WHEREAS, it is in the best interests of the City to retain Century West
Engineering Corporation to provide such services.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Resolution No. 4861
September 13, 2012
Page 1 of 2
RES.D Page 70 of 127
Section 1. The Mayor is hereby authorized to execute an agreemerrt in
substantial conformity with the Agreement attached hereto, marked as Exhibit "A" and
incorporated here by this reference.
Section 2. That the Mayor is authorized to implemerit such other
administrative procedures as may be necessary to carry out the directives of this
legislation.
Section 3. That this Resolution shall take effect and be in full force upon
passage and signatures hereon.
Passed this day of 2012.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
A7TEST
Danielle E. Daskam,
City Clerk
APP V AS TO FO M:
D - iel B. "d,
City Attomey
Resolution No. 4861
September 13, 2012
Page 2 of 2
RES.D Page 71 of 127
CITY OF AUBURN AGREEMENT
FOR CONSULTING SERVICES
TfiIS AGREEMENT made and entered into on this 2nd day of October, 2012, by and
between the City of Aubum, a municipal corporation of the State of Washington, hereinafter
referred to as "City" and Century West Engineering Corporation, hereinafter referred to as the
Consuttant"
WITNESSETH
WHEREAS, an agreed upon scope of work and associated fee have been negotiated and
approved by the Ciry,Consultant and the Federal Aviation Administration;and,
WHEREAS, utilizing an FAA grant and associated City match, the City desires to retain
the Consultant to provide certain services in connection development of a 2032 Airport Master
Plan;and,
WHEREAS, the Consultant is qualified and ab(e to provide consulting services in
connecrion with the City's needs for the above-described work/project, apd is willing and
agreeable to provide such services upon the terms and conditions herein contained.
NOW,THEREFORE,the parties hereto agree as follows:
1 Scope of Services.
1'he Consultant agrees to perform in a good and professional manner the tasks described
on Exhibit "A" attached hereto and incorporated herein by this reference. (The tasks
described on Exhibit "A" shall be individually referred to as a "task," and collectively
referred to as the "services.") The Consultant shall perform the services as an
independent contractor and shall not be deemed, by virtue of this Agreement and the
performance thereof, to have entered into any parinershiq joint venture, employment or
other relationship with the City
2. Additional Services.
From time to time hereafter, the parties hereto may agree to the performance by the
Consultar t of additional services with respect to related work or projects. Any such
agreement(s) shall be set forth in writing and shall be executed by the respective parties
prior to the ConsultanYs performanc.e of the services there under, except as may be
provided to the contrary in Section 3 of this Ageement. Upon proper completion and
execution of an addendum (ageement for additional services), such addendum sha(I be
incorporated into this Agreement and shall have the same force and effect as if the tetms
of such addendum were a part of this Agreement as originally executed. The
performance of services pursuant to an addendum shap be subject to the terms and
conditions of this Agreement except where the addendum provides to the contrary, in
which case the terms and conditions of any such addendum shall control. In all other
respects, any addendum shall supplement and be construed in accordance with the terms
and conditions ofthis Agreement.
Page 1 of 8
RES.D Page 72 of 127
3. Performance of Additional Services Prior to Execution of an Addendum.
The parties hereby afgee that situations may arise in which services other than those
described on Exhibit "A" are desired by the City and the time period for the completion
of such services makes the execution of addendum impractical prior to the
commencement of the ConsultanYs performance of the requested services. The
Consultant hereby agrees that it shall perform such services upon the oral request of an
authorized representative of the City pending execution of an addendum, at a rate of
compensation to be agreed to in connection therewith. The invoice ,procedure for any
such additiona( services shall be as described in Section 7 ofthis Agreement.
4. ConsultanYs Renresentations.
1'he Consultant hereby represents and warrants that he has all necessary licenses and
certifications to perform the services providecl for herein, and is qualified to perform such
services.
5. Ciri's Resnonsibilities.
The City shall do the following in a timely manner so as not to delay the services of the
Consultant:
a. Designate in writing a person to act as the Ciry's representative with respect to the
services. The City's designee shall have complete authority to uansmit
instructions, receive information, interpret and define the City's policies and
decisions with respect to the services.
b. Furnish the Consultant with all infortnation, criteria, objectives, schedules and
standards for the project and the services provided for herein.
c. Arrange for access to the property or facilities as required for the Consultant to
perform the services provided for herein.
d. Examine and evaluate all studies, reports, memoranda, plans, sketches, and other
documents prepared by the Consultant and render decisions regazding such
documents in a timely manner to prevent delay of the services.
6. Acceptable Standards.
T'he Consultant shall be responsible to provide, in connection with the services
contemplated in this Agreement, work product and services of a quality and professional
standard acceptable to the City
7 Comoensazion.
As compensation for the ConsultanYs performance of the services provided for herein,
the City shall pay the Consultsnt the fees and costs specified on Exhibit "A" attached
hereto and made a part hereof(or as specified i an addendum). The Consultant shall
sulimit to the City an invoice or statement of time spent on tasks included in the scope of
work provided herein, and the Ciry shall process the invoice or statement in the next
billing/claim cycle following receipt of the invoice or statement, and shall remit payment
to the Consultant thereafter in the normal course, subject to any conditions or provisions
in this Agreement or addendum.
Page 2 of 8
RES.D Page 73 of 127
8. Time for Performance and Term of A¢reement.
The Consultant shall perform the services provided for herein in accordance with the
direction and scheduling provided on Exhibit "A" attached hereto and incorporated
herein by this reference, unless otherwise agreed to in writing by the parties. 7'he Term
of this Agreement shall commence on the date.hereof or on the 2nd day of October, 2012,
and shall tertninate on the 31n day of August, 2014 The term may be extended or
renewed by mutual agreement of the parties in writing.
9 Ownershin and Use of Documents.
All documents, reports, memoranda, diagrams, sketches, plans, surveys, design
calculations, working drawings and any other materials created or otherwise prepared by
the Consultant as part of his performance of this Agreement (the "Work Products' shall
be owned by and become the property of the Ciry, and may be used by the Ciry for any
purpose beneficial to the City Documents prepared under this Agreement are developed
for a specific pwpose; master planning for the Auburn Municipal Airport. Any use of
such documenu for purposes other than what they were intended shall be at the sole risk
of the City
10. Records Insvection and Audit.
AIl compensation paymenu shall be subject to the adjustments for any amounts found
upon audit or otherwise to have been improperly invoiced, and all records and books of
accounts pertaining to any work performed under this Agreement shall be subject to
inspection and audit by the City for a period of up to three (3) yeazs from the fmal
payment for work performed under this Agreement.
11 Continuation of Performance.
In the event that any dispute or conflict ariscs between the parties while this Contract is in
effect,the Consultant agrees that, notwithstanding such dispute or conflict, the Consultant
shall continue to make a good faith effort to cooperate and continue work toward
successful completion of assigned duties and responsibilities.
12. Administration ofAgreement.
This Agreement shall be administered by, on behalf of the Consultant, and by the Mayor
of the City, or designee, on behalf of the City Any written notices requ'ved by the terms
of this Agreement shall be served on or mailed to the following addresses:
Citv of Aubum Consultant
Auburn City Hall Attn: Matt Rogers, V ice-President
25 West Main Century West Engineering Corp.
Aubum, WA 98001-4998 1020 SW Emkay Drive, #100
253) 931-3000 FAX (253)931-3053 Bend, OR. 97702
541) 322-8962
13. Notices.
All notices or communications permitted or required to be given under this Agreement
shall be in writing and shall be deemed [o have been duly given if delivered in person or
deposited in the United States mail, postage prepaid, for mailing by certified mail, return
Page 3 of 8
RES.D Page 74 of 127
receipt requested, and addressed, if to a pazty of this Agreement, to the address for the
pazty set forth above, or if to a person not a party to this Agreement, to tl e address
designated by a party to this Agreemem in the foregoing manner
Any party may change his, her or iu address by giving notice in writing, stating his, her
or its new address, to any other party, all pwsuant to the procedure set forth in this
section of the Agreement.
14. Insurance.
The Consultant shall be responsible for maintaining, during the term of this Agreement
and at iu sole cost and expense, the types of insurance coverages and in the amounts
described below 1'he Consultant shall furnish evidence, satisfactory to the City, of all
such policies. During the term hereof, the Consultant shall take out and maintain in full
force and effect the following insurance policies:
a. Commercial General Liability insurance, insuring the City and the Consultant against
loss or damages arising from premises, operations, independent contractors and
personal injury and advertising injury The City shall be named as an insured under
the ConsultanYs Commercial General Liability insurance policy with respect to the
work performed for the City, with minimum liability limits of $1,000,000.00
combirted single limit for personal injury, death or property damage in aciy one
occurrence.
b. Such workmen's compensation and other similar insurance as may be required by
law
c. Professional liability insurance with minimum liability limits of$1,000,000.00.
d. Automobile Liability insurance covering all owned, non-owned, hired and teased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00
Ol or a substitute form providing equivalent liability coverage. If necessary, the
policy shall be endorsed to provide contractual liability coverage.
15. Indemnificaiion.
7'he Consultant shall indemnify, defend and hold harmless the City and iu officers,
agents and employees, or any of them from any and all claims, actions, suiu, liability,
loss, costs, expenses, and damages of any nature whatscever, including attomey fees, by
any reason of or azising out of the act or omission of the Consultant, its officers, agents,
emp(oyees, or any of them relating to or arising out of the performance of this Agreement
except for injuries, damages, costs and expenses, including attomey fees caused by the
sole negligence of the City If a final judgment is rendered against the City or the
Consultant, their officers, agenu, employees and/or any of them, or jointly against the
City and the Consultant and their respective o cers, agenu and employees, or any of
them, the Consultant and the City shall satisfy the same to the extent that such judgment
was due to each negligent acts or omissions.
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RES.D Page 75 of 127
16. Assienment.
Neither party to this Agreement shall assign any right or obligation hereunder in whole or
in part, without the prior written consent of the other pazty hereto. No assignment or
transfer of any interest under ihis Agreement shall be deemed to release the assignor from
any liability or obliga6on under this Agreement, or to cause any such liabiliry or
obligation to be reduced to a secondary liabiliry or obligation.
7 Amendment Modification or Waiver.
No amendment, modification or waiver of any condition, provision or term of this
Agreement shall be valid or of any effect unless made in writing, signed by the party or
parties to be bound, or such party's or parties' duly authorized representative(s) and
specifying with particularity the nature and extent of such amendment, modification or
waiver. Any waiver by any party of any default of the other party shall not effect or
impair any right arising from any subsequent default.
Nothing herein shall limit the remedies or righu of the parties hereto under and pursuant
to this Agreement.
18. Termination and Susoension.
Either party may terminate this Agreement upon 20 days written notice to the othgr party
if the other party fails substantially to perform in accordance with the tertns of this
Agreement through no fault of the party terminating the Agreement.
The City may terminate this Agreement upon not less than seven (7) days written notice
to the Consultant if the services provided for herein are no longer needed from the
Consultant.
If this,Agreement is terminated through no fault of the Consultant,the Consultant shall be
compensated for services performed prior to terminazion in accordance with ttie rate of
compensarion provided in Eachibit"A"hereof.
19 Parties in Interest.
This Agreement shall be binding upon, and the benefits and obligations provided for
herein shall inure to and bind, the parties hereto and their respective successors and
assigns, provided that this section shall not be deemed to permit any uansfer or
assignment otherwise prohibited by this Agreement. This Agreement is for the exclusive
benefit of the parties hereto and it dces not create a contractual relationship with or eacis[
for the benefit of any third party, including conuactors, sub-contractors and their sureties.
20. Costs to Prevailine Partv.
In the event of such litigation or other legal action, to enforce any rights, responsibilities
or obligations under this Agreement, the prevailing parties shall be entiUed to receive its
reasonable costs and attomey's fees.
21 A nlicable Law.
This Agreement and the rights of the parties hereunder shall be governed by the
interpreted in aocordance with the laws of the State of Washington and venue for any
action hemunder shall be in of the county in Washington State in which the propecty or
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RES.D Page 76 of 127
project is located, and if not site specific, tl en in King County, Washington; provided,
however, that it is a eed and understood that any applicable statute of limitation shall
commence no later than the substantial completion by the Consultant of the services.
22. Cantions,Headings and Titles.
All capdons, headings or titles in the paragraphs or sections of this Agreement aze
inserted for convenience of reference only and shall not constitute a part of this
Agreement or act as a limitation of the scope of the particulaz paragraph or sections to
which they apply As used herein, where appropriate,the singular shall include the plural
and vice versa ac d masculine, feminine and neuter expressions shall be interchangeable.
Interpretation or construction of this Agreement shall not be affected by any
determination as to who is the drafter of this Agreement, this Agreement having been
drafted by mutual agreement of the parties.
23. Severable Provisions.
Each provision of this Agreement is intended to be severable. If any provision hereof is
illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect
the validity of the remainder of this Agreement.
24 Entire Ap.reement.
This Agreement contains the entire understanding of the parties hereto in respect to the
transactions contemplated hereby and supersedes all prior agreements and understandings
between the parties with respect to such subject matter.
25 Counteruarts.
This Agreement may be executed in multiple counterparts, each of which shall be one
and the same Agreement and shall become effective when one or more counterparts have
been signed by each of the parties and delivered to the other party
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
effective the day and yeaz first set forth above.
CITY OF AUBURN CONSULTANP
Name: Peter B. Lewis Name: W Matt Rogers
Title: Mayor Title: Vice President
Attest:
Dani le Daskam,City Cierk
pro
Daniel B. d, City Atto
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RES.D Page 77 of 127
Exhibit "A"
Scope of Work and Compensation
1 The Consultant shall:
A. Deliver services and materials as described per the attached document entitled:
Scope of Work
Auburn Municipal Airport
Airport Master Plan
FAA AIP Grant Number: 3-53-0003-018 attached hereto as Exhibit I on
Page 8 of 8.
2. The CiTy shall pay the Consultant, for services performed as described in Section 1(A)
above based on a `time and material' and `not to exceed' basis as follows:
A. Itemized invoice requests and billing statements shall be submitted by the Consultsnt.
B. Such invoices may only be submitted upon completion of each Element(1-]0)ofthe
Scope of Work and at final project completion.
C. All imoices shall present `time and material' summaries as they relate to section 1B
above and shall outline the completion of all deliverables as described within the
Scope of Work.
D. T'he total of all invoices combined shall total an amounts `not to exceed' $219,975.00.
Page 7 of 8
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E chibit "I"
Scope of Work
Page 8 of 8
RES.D Page 79 of 127
AUBURN MUNICIPAL AIRPORT – AIRPORT MASTER PLAN
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SCOPE OF WORK
AUBURN MUNICIPAL AIRPORT
AIRPORT MASTER PLAN
FAA AIP Grant Number: X‐XX‐XXXX‐XX
PROJECT INTENT
The City of Auburn intends to develop a 2012‐2032 Airport Master Plan to replace the 2002 Airport
Master Plan for the Auburn Municipal Airport. The Master Plan will provide the City of Auburn with a
plan to address the development needs at the airport for a 20 year planning horizon (2012‐2032) and
will develop a realistic program for implementation within known funding constraints. To the extent
possible, the Master Plan will account for addressing environment, high level economic growth, &
socioeconomic issues for all stakeholders. Century West Engineering (Consultant) has been retained by
the City to accomplish the Master Plan. The Consultant will work in close liaison with the City and
Airport Management staff, a Planning Advisory Committee, local business and stakeholder groups, the
Federal Aviation Administration and the WSDOT Aviation to ensure that the plan truly reflects the
airport’s development needs.
The City has provided specific direction regarding the elements to be included in the Master Plan to
address the current and future needs at the airport. The following work program describes the effort
required to successfully complete the Master Plan for Auburn Municipal Airport within the FAA
framework and including additional scope items identified by the City for the development of airport
master planning documents.
This project will provide the City with a 2012‐2032 Airport Master Plan and revised Airport Layout Plan
(ALP) drawings. An updated Airport Capital Improvement Program (ACIP) will provide the City with a
method and proposed schedule for addressing future facility needs through use of FAA Airport
Improvement Program (AIP) grants and other available funding sources.
The project will address and/or update the basic tasks and work elements as outlined in FAA Advisory
Circulars 150/5070‐6B, Airport Master Plans , 150/5300‐13 Airport Design (changes 1 through 14, or as
amended). The most current FAA Northwest Region Airport Layout Plan Checklist will be prepared and
submitted with the draft airport layout plan drawing set.
The master plan update includes the following major work elements:
Element 1 ‐Study Initiation and Management;
Element 2 ‐Airport Data Collection and Facilities Inventories;
Element 3 ‐ Aeronautical Activity Forecasts and Demand Capacity Analyses;
Element 4 ‐ Facility Requirements;
Element 5 ‐ Summary of Environmental Status;
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Element 6 ‐ Alternatives Analysis;
Element 7 ‐ Airport Layout and Terminal Areas Plans
Element 8 ‐ Compatible Land Use Planning in the Vicinity of Airports
Element 9 ‐ Prioritized Capital Improvement Program and Cost Estimates
Element 10 ‐ Airport Financial Plan
Element 11 ‐ Agency Coordination
Element 12 ‐ Public Participation and Information Process
Element 13 Planning for Compliance
Element 14 – Reports and Documentation
Completion of the work elements in the Master Plan should result in:
1. A schedule of airport improvements correlated with an identified specific volume of activity or
other defined measures of facility requirements, which would mandate action to accomplish the
needed improvements.
2. A realistic and workable CIP that identifies items necessary to maintain/improve airport facilities.
3. Current ALP drawings that graphically depict existing conditions at the airport as well as proposed
capital improvements.
4. Corresponding narrative report.
ELEMENT 1 ‐ STUDY INITIATION, MANAGEMENT
Task 1.1 ‐ Refine Scope of Work, Budget and Schedule
Century West will develop a detailed scope of work, budget, and schedule to be made a part of the
project contract fee negotiations. A detailed task‐by‐task itemization of the project budget and
schedule will be provided. Century West will also develop subconsultant teams for applicable work for
the review and approval of the City.
Product: The final scope of work which will also be used to obtain an independent fee estimate for the
project for use in contract negotiations. A breakdown of project costs for each work element will be
provided.
Task 1.2 ‐ Coordination and Control
1.2.1 ‐ Project Administration
The City will manage, through its consultant, the administrative grant and fiscal aspects of the project.
Additional responsibilities include consultant/airport coordination, facilitation of meetings, timely
product review and supply of existing plans, report and electronic files relating to the airport layout,
land use, property ownership, approaches, pavement and facility conditions, and previous planning
studies and current development desires.
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It is anticipated that the Consultant team leaders and the City’s key staff will function as a work group
that will facilitate all elements of the project. The Consultant will establish a schedule of bi‐weekly
project meetings (teleconferences) for the work group, with an open invitation to the FAA to participate
on an as‐needed basis. The purpose of the meetings is to provide regular updates on study progress and
to provide an opportunity to discuss and address issues that arise during the project.
Product: A program of public participation with stakeholders that should be involved during the Airport
Master Plan study. An internal meeting schedule.
ELEMENT 2 ‐AIRPORT DATA COLLECTION AND FACILITIES INVENTORIES
The data collection and inventory will document and verify existing airfield facilities and conditions that
affect the operation and development of the airport. The inventory will utilize the 2002 Airport Master
Plan as a primary source document. More recent state federal and local documents will also be
reviewed. The Consultant will conduct interviews with airport tenants and users to help document
recent trends. An assessment of existing City‐owned structures on the airfield will be performed to
estimate remaining useful life. Data from the recent airfield construction projects, the most recent
airfield pavement maintenance plan, and other WSDOT Aviation documents will also be reflected in the
facility inventory. The consultant shall perform a physical audit to the extent necessary to establish
confidence in runway information, inventory and other documentation allowing them to provide
reasonable verification of reports and findings. The primary objective in the inventory is to provide a
current “snap shot” of existing conditions to support subsequent analyses in the master plan update. In
addition to documenting current conditions, the updated inventory will provide a benchmark of change
that has occurred since the last master plan was completed. Examples of key indicators of change
include:
Based Aircraft (changes in fleet mix and size)
Annual Operations
Hangar Inventory (square footage or number of spaces)
Annual Fuel Sales Volume (2004‐current)
Airport Tenants (number of active leases)
Significant Facility Improvements
Roadway and utility improvements
Changes in Land Use and Land Use Planning (annexation, zoning, etc.)
Number of Aircraft Tie‐downs (including leases)
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Task 2.1 ‐ Evaluate Existing Documents
The Consultant will provide a brief narrative regarding the history and origin of the Auburn Municipal
Airport. To the extent of available information the history will include the origin, function, and record of
how land acquisition was made, and how the asset was created by the City of Auburn. The Consultant
will utilize historic records provided by the local museum, and information provided to them by City
interviews with past users or other City figures.
The Consultant will evaluate all existing documents from previous planning studies and airport records,
as provided by airport management, including data pertaining to based aircraft, historic aviation activity,
construction programs, and FAA or WSDOT Aviation grants. A summary of current public and private
hangar occupancy will be prepared based on data provided by airport management and a survey of
private hangar owners (contact information to be provided by the City from lease/rental agreements).
The Consultant will collect, analyze and incorporate information from local, regional (PSRC) and state
(WSDOT and WSDOT Aviation) aeronautical or surface transportation studies, comprehensive planning
documents, as related to the development of Auburn Municipal Airport. Historic and forecast
socioeconomic data for the City of Auburn and King County will be collected from secondary sources.
The Consultant will also review existing and future land use within the airport environs and existing
zoning patterns, including overlay zoning designations will be analyzed. In addition, noise sensitive
uses/areas will be identified and any natural characteristics, which could impact development and
planning on and off airport property, will be documented. Existing airport traffic patterns and noise
abatement procedures will be summarized.
Existing data and information, such as, but not necessarily limited to, documents, maps, studies and
projects currently underway or in the planning stages (on and off airport property and in the vicinity)
which may directly or indirectly influence this study effort will be identified, reviewed, and documented.
Such information would, for example, include a review of any existing regional and state system plans,
airport layout plans, pavement maintenance plans, environs plans, surface transportation plans, utility
plans, and engineering reports, among others.
The Consultant will request wind data from the National Climatic Data Center for the location nearest to
the airport. If the information is determined to be reflective of the airport conditions, a wind rose will
be developed using the FAA Airport Design program.
The Consultant will acquire one year of instrument flight activity data from a third party vendor (GCR or
FlightAware) to verify current instrument activity levels.
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Product: A summary of existing documents and previous planning efforts for input to future work
elements of this study. Summaries of based aircraft by type, Airport Reference Code (ARC) and weight,
and of historical aviation activity since the previous master plan.
Task 2.2 ‐ Aerial Photography
The Consultant will provide a current plan view aerial photo of the airport and surrounding area for the
purpose of planning evaluations. Consultant will provide the photography in an electronic format and
will provide one scaled enlarged print. The aerial photography will not be controlled.
Product: Aerial photo for the airport.
Task 2.3 ‐ Airport Facilities Inventory
The Consultant will utilize inventory data contained in the 2002 Airport Master Plan in addition to other
airport specific, regional, or state aviation system planning studies. Other data sources including the
FAA Airport Record Form 5010, pavement management plan, construction drawings and other relevant
documents, as provided by airport management. An on‐site inspection of major components of the
airport will also be performed. The examination will include a determination of the facility's use, type,
size, condition, and adequacy, and extent it meets or exceeds FAA standards. The facilities that will be
inventoried and the data that will be provided include but are not limited to the following:
A. Airfield Pavements ‐ pavement thickness, pavement markings and signage, strength and
construction history of runway, taxiway and apron pavements. The most recent WSDOT
Aviation Pavement Management Plan for the airport will be utilized in addition to
review of existing design drawings. WSDOT Aviation is initiating an update to the
current pavement plan in 2012. Consultant will coordinate with WSDOT Aviation to
determine when data for Auburn Municipal Airport will be available.
B. On‐airport Airfield Lighting and Navigational Aids.
C. On‐airport buildings by type, use and condition (ownership and use data to be provided
by City).
D. Fixed Base Operator (FBO) facilities and services, including a description of any assigned
management responsibilities for City ‐owned rental hangars, local or transient aircraft
parking positions, aircraft fueling facilities, etc.
E. Fuel Facilities ‐ storage and issue locations, capacities and condition of existing and
proposed facilities. Records of existing underground storage tanks (UST) and the historic
removal of any USTs located on the airport will be provided by the City.
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F. Airport Access Roads and Auto Parking – the location and configuration of existing auto
parking, internal airport access roads, and access easements will be examined. The
location and configuration of controlled/uncontrolled vehicle access points (gates, etc.)
to the airport will be documented. Common vehicular access routes within the airport’s
landside areas (hangars, aprons, etc.) will be noted.
G. Perimeter Fencing and Gates‐ the adequacy of airport perimeter fencing and access to
the airport operations area will be examined. The location and configuration of
controlled/uncontrolled vehicle and pedestrian access gates will be documented.
H. Airport Maintenance Equipment ‐ airport maintenance and snow removal equipment
will be documented (data to be provided by City).
I. Documents related to airport property ownership and airport access will be assembled
and summarized in the inventory to provide a clear understanding of issues that may
affect current planning or ongoing airport development and operations. The City will
provide the consultant copies of documents for review and incorporation into the
master plan report and specific drawings in the Airport Layout Plan (ALP) set, based on
historic property acquisition, access agreements, and other related items.
J. Airport Leases – The City will provide copies of all current leases, including lease
diagrams or other drawings that depict the physical locations and configurations of all
leased areas on the airport.
K. Current City of Auburn zoning and land use designations for areas within City‐owned
airport property will be summarized and compared to updated designations developed
in the 2002 plan update. The recently‐adopted Innovative Partnership Zone (IPZ) will be
documented.
Product: Tabulated airport facilities inventory for input to later work elements.
Task 2.4 ‐ Inventory Existing Utilities and Site Conditions
The Consultant will conduct an inventory and prepare base mapping of existing utilities, to include
water, gas, sanitary sewer, storm water, electric, telephone, communications, and any other utilities
within the airport boundaries. Existing utility easements and any specified development setbacks
located within airport property will be depicted and/or noted. Existing City of Auburn and other local
utility provider drawings (electronic files when available) will be used to provide data for this task.
Existing mapping of natural site conditions will be consolidated into a common base map for use in the
project. The site conditions may include topography, wetlands, water bodies, and natural drainage
features.
Product: A written inventory, summarization, and mapping of all utilities within airport property; a
consolidated airport site conditions map.
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Task 2.5 – Airports Inventory/Define Airport Service Area
The Consultant will conduct an airport service area analysis for Auburn Municipal Airport by identifying
competing public use airports within typical 30‐ and 60‐minute surface travel times. The analysis will
evaluate the roles, facilities and services for competing airports. Specific factors including proximity to
Auburn Municipal Airport, regional surface transportation constraints/opportunities, and population
centers will be addressed. In addition, a review of regional aeronautic or aviation related economic
activities and projections will be considered. This information will be utilized to assess the influence that
surrounding airports have with respect to competing services, facilities and equipment, navigational
aids, accessibility and opportunities for expanded aviation related services. Interviews with City staff
and Airport Operator will be conducted as part of the data collection by Century West. As needed,
interviews and data from the King County Aerospace Alliance shall be considered.
Product: A detailed facilities inventory recording of the airports located within an approximate 30‐mile
radius of Auburn Municipal Airport. An updated airport service area map will be prepared.
Task 2.6 ‐ Airspace and NAVAIDS Inventory
The Consultant will identify and describe existing airspace utilization factors for the area surrounding
Auburn Municipal Airport. This assessment will also provide an inventory of local instrument approach
and departure procedures, as well as a verbal and graphic depiction of regional airspace considerations.
Product: A complete inventory and assessment (both narrative and graphics) of all procedures
and airspace utilization for Auburn Municipal Airport and the surrounding area.
Task 2.7 – Airport Activity Summary
The Consultant will summarize existing airport activity for the purposes of providing base year
data for subsequent forecasts. The summary will include a current based aircraft count (by type
‐ to be provided by airport management) and an estimate of current operations (takeoff and
landings) based on available activity indicators.
Product: Activity data for subsequent analysis and work elements.
Task 2.8 ‐ Financial Inventory
The City will provide airport operating revenue and maintenance and operation expense information
from the past three (3) years, as available and ten (10) years of aviation fuel sale/delivery records if
maintained by City; otherwise data request will be made directly to FBO. A current airport rates and
fees schedule, airport minimum standards document and standard airport lease terms will also be
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provided, if available. Interviews with City staff will be conducted as part of the data collection and
Century West.
The objective of this task is to gather documents which affect the financial management of airport
maintenance, operations and capital development and to develop an understanding of the structure,
constraints, requirements and opportunities for financing airport activities as related to the
development of a Capital Improvement Program (Element 9) and the Airport Financial Plan (Element
10).
Product: Compilation and summarization of financial information to be used in subsequent tasks
relating to alternative evaluations as well as final plan recommendations.
Task 2.9 ‐ Socioeconomic Data
Consultant will utilize available data (secondary sources) related to local and regional population,
employment, regional industry growth, and other relevant socioeconomic conditions (historic
data/trends and future projections). This data may include state and regional economic data, tourism
activity and trends, and area military or other state or federal government activity, as appropriate. U.S.
Census data and population projections contained in currently adopted City and County comprehensive
plans will be used to support aviation forecasting activities (see Element 3), unless determined to be
outdated. Using WSDOT studies, the Consultant will consider the anticipated regional growth in
Aerospace, Aeronautics and the subsequent pressure and opportunities which should be anticipated in
regional General Aviation and Reliever Facilities. Historical data and long term forecasts maintained by
the FAA (active pilots, general aviation fleet, fuel consumption, hours flown, etc.) will provide broad
industry indicators to be used in preparing the master plan forecasts.
Product: Socioeconomic information for subsequent analysis and work elements.
Task 2.10 ‐ Land Use Controls
The Consultant will obtain land use documents, maps and regulations from the City of Auburn and King
County to include existing comprehensive planning, zoning ordinances, subdivision regulations,
easements, rights‐of‐way and other documents pertaining to land use management in the vicinity of the
airport and on airport property.
The Consultant will evaluate and summarize the existing protections provided to Auburn Municipal
Airport through existing Comprehensive Planning and zoning ordinances. The Consultant will review,
where applicable, the consistency between current zoning and comprehensive plan land use
designations to identify any areas in the vicinity of the airport that could experience future changes in
zoning, consistent with comprehensive planning.
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The Airport Land Use Plan drawing (see Element 8) will be updated and prepared to illustrate revisions
to the existing and ultimate airport features, airfield configuration, existing aviation easements, airport
influence area delineated by the airport traffic pattern including all RPZs noting potential impacts to land
uses in the airport environs.
Following the summary of the existing planning standards, the Consultant will provide supporting
comprehensive plan policies and land use regulations for review and approval by the City, FAA, WSDOT
Aviation, and local jurisdictions. The narrative will include explicit descriptions of airport zoning,
appropriate uses not currently defined in the existing code, or for zones that require modification or
clarification of allowed uses. The Consultant will coordinate with local planning staff to identify needs
and confirm the adequacy of the ultimate recommendations and zoning language.
Product: File of land use information will be obtained from the City/County and maintained for use in
later work elements. Assessment of existing land use protections for consistency with applicable zoning
ordinances, with recommendations for any additional measures.
Task 2.11 – Document Known Environmental Areas of Concern
The Consultant will review existing reports and studies to identify known wetlands and other
environmentally sensitive areas to develop a base map for use in subsequent tasks. The City will
complete a delineation of the 23 acre site located on the airports western most boundary. The
Consultant will then identify options for mitigation and elimination of known wetlands from the Airport
properties, beginning with the known wetlands within the 23 acres and then with all remaining wetland
portions. A cost evaluation of options including ‘fee in lieu’ proposals and the utilization of the King
County ‘land bank’ will be included to help create predictability of costs for potential future
development.
Century West will obtain AutoCAD base map drawings prepared for previous City projects and assemble
a new project base map with existing features, utilities, and sensitive areas to be used during the layout
of future facilities.
Product: AutoCAD base map and figure of the airfield that includes available information including
airfield improvements, navigational aids, utilities, structures, buildings, storm drainage features,
topography, wetlands, and other known environmentally sensitive areas.
Task 2.12 – Prepare Inventory Working Paper
The Consultant will develop a detailed working paper summarizing the tasks outlined above. The draft
working paper will provide information for subsequent decisions. This working paper will be submitted
to the City and Federal Aviation Administration for review and comment approximately two weeks prior
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to scheduled meetings (see Element 11 for document distribution details). The draft Inventory working
paper will be presented to the planning advisory committee at the first PAC meeting, as part of the
project notebook. Note: subsequent draft working papers will be distributed to advisory committee
members at least one week prior to scheduled PAC meetings.
Product: A narrative and graphical summary of the inventory; the working paper will be revised as
necessary based on review comments and will subsequently become a chapter of the 2012‐2032 Airport
Master Plan report.
ELEMENT 3 ‐ AERONAUTICAL ACTIVITY FORECASTS AND DEMAND CAPACITY ANALYSES
Per FAA guidelines, the airport master plan will include updated activity forecasts including based
aircraft, annual aircraft operations, activity peaking, fleet mix, instrument approaches and operations,
and distribution between local and itinerant operations. The current and future design aircraft will be
identified through the forecast update.
The plan will consider whether corporate VLJ traffic will be impacted by the increased production of
heavy commercial aircraft to the extent that corporate traffic and their services could be attracted to
the Auburn Municipal Airport.
Task 3.1 ‐ Collect and Evaluate Existing Operational Data and Identify Critical Aircraft
The Consultant will compile a summary of aviation activity and operational data for Auburn Municipal
Airport to indicate historical growth and present a basis for statistical analysis of based aircraft, annual
aircraft operations, and related factors.
A review of the airport’s current based aircraft fleet will be performed in addition to identifying regular
transient operators served by local fixed base operators (FBO). The evaluation of airport service area
(Task 2.5) will be incorporated into the forecast update to reflect the potential for increased market
share.
The 2002 Airport Master Plan forecasts will be compared to actual data in order to gauge the accuracy
of individual projections and identify specific trends. Existing forecasts from WSDOT Long Term Air
Transportation Study (LATS), The FAA Aerospace Forecasts (FY 2012‐2032), and the FAA Terminal Area
Forecasts (TAF) will be reviewed for comparison with current and recent historic data and summarized
in the forecast narrative. As noted earlier, the impacts of the recent economic recession will be
addressed to ensure that any defined trends are considered in the proper context relative to recent
events.
Airport management will provide a current list of locally‐based aircraft by number and type. Specific
manufacturer and model data will be gathered for the largest type of based and/or itinerant aircraft that
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regularly use the Airport. The Consultant will utilize other data sources including FlightAware™, review
of airport records, on‐site inventories, and a survey of local FBO activity to supplement airport
management data.
The Consultant will determine the existing critical aircraft based on review of available data and
previous airport planning documents. The critical aircraft (or family of aircraft) will be identified, if
necessary by approach category, by wingspan, and/or by weight, for different airport components. By
FAA standard, the critical aircraft must conduct at least 500 annual itinerant operations. In the event
that more than one aircraft meets the FAA criteria for defining critical aircraft for runway length or
pavement strength evaluation purposes, those aircraft will be identified. The critical aircraft will serve
as the basis for developing updated forecasts and obtaining FAA approvals
Product: Summary of current/historical historical based aircraft data and operations for input to later
tasks.
Task 3.2 ‐ Prepare Aviation Activity Forecasts
Forecasts of future aviation demand levels will be developed by the Consultant, using trend analysis,
market share analysis or similar methodologies. Socioeconomic and airport activity data collected during
the inventory will be analyzed for input into the forecasting analyses. Proposed development/activity
that may affect the number of airport operations and the type of aircraft will be evaluated. The
forecasts will reflect conditions that are deemed feasible. The evaluation of airport service area (Task
2.5) will be used as a specific input into the updated forecasts to ensure that regional market factors are
considered.
Based on a review of the updated master plan forecasts, the WSDOT LATS, and TAF projections, the
Consultant will recommend a “preferred forecast” for the master plan update. Forecasts will be
submitted to the City and FAA for approval prior to proceeding with subsequent forecast‐dependent
work elements. The FAA spreadsheets, “Comparison to TAF” and “Forecast Summary” will be included
in the forecast chapter appendix.
Forecasts of aviation activity projected for the airport will be prepared in 5‐year intervals for a 20‐year
planning period and categorized into short‐term (0‐5 years), intermediate‐term (6‐10 years), and long‐
term (11‐20 years) time periods:
Number of based aircraft (single engine, multi‐engine piston, single/multi‐engine turboprop,
business jets, helicopters and other aircraft (light sport aircraft, gliders, ultralights). Forecast
based aircraft fleet will be further organized by aircraft reference code (ARC) and operating
weight.
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Number of annual aircraft operations including mix of general aviation itinerant and local
operations; commercial operations; and military operations. The distribution of fixed wing and
helicopter operations will be included for each forecast year.
Activity Peaking (peak month, design hour, peak hour operations).
Number of annual instrument approaches.
Identification of the fleet mix for preferred aircraft operations forecast by ARC and weight.
Identification of critical aircraft for each forecast year.
The consultant shall complete and submit an FAA forecast summary spreadsheet for the airport. The
forecast spreadsheets may be found at the following web site: http://apo.faa.gov/Contracts/AF1.DOC,
then click on “excel format.”
Product: Preparation of general aviation fleet mix and operations forecasts in 5‐year intervals for the 20
year planning period. The critical aircraft will be submitted for FAA approval prior to proceeding with
subsequent related work elements. The FAA TAF spreadsheet will be included as an appendix to the
master plan report.
Task 3.3 – Prepare 50‐Year Aviation Activity Forecast
The Consultant will develop a 50‐year forecast of based aircraft and annual aircraft operations to
supplement the 20‐year master plan forecasts. The 50‐year forecast will extrapolate the preferred 20‐
year forecasts, adjusted as needed to reflect long‐term population forecasts and FAA long‐term
aerospace forecasts. The 50‐year forecast will be used to approximate long‐term aviation use land
requirements for the airport.
Task 3.4 ‐ Develop Forecast Working Paper
The Consultant will develop a detailed working paper describing the tasks outlined above. The draft
working paper will provide information for subsequent decisions. This working paper will be submitted
to the City and FAA for review and comment approximately two weeks prior to scheduled meetings (See
Element 11 for document distribution details). The draft working paper will be distributed to the
planning advisory committee at least one week prior to a scheduled meeting. Approval of the forecast
by the FAA, (or agreement to proceed without approval) will be required prior to commencement of
Element Four.
Product: A narrative and graphical summary of the forecasting analysis; the working paper will be
revised as necessary based on review comments and will become a chapter of the 2012‐2032 Airport
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Master Plan report. A PAC meeting will be conducted to present the findings of the forecast analysis to
the PAC.
Task 3.5 ‐ Forecast Approval
The Federal Aviation Administration (FAA) Seattle Airports District Office (ADO) will review forecasts of
aviation demand. Based on its review, the ADO will approve the forecasts as submitted, or provide
comments and request revisions to be made by the Consultant (for subsequent review by the FAA
Seattle ADO and FAA Headquarters).
Product: FAA comment/approval of forecasts.
ELEMENT 4 ‐ FACILITY REQUIREMENTS
The facility requirements analysis will address the airport’s ability to accommodate airside and landside
facility needs based on the updated aviation activity forecasts and the selection of the current and
future design aircraft (Element 3). The updated facility requirements analysis will quantify demand and
provide a comparison with the previous master plan projections.
Existing and future airside and landside facilities will be analyzed to determine the type and magnitude
of aviation improvements ultimately planned and programmed for the airport. The facilities
requirements analysis focuses on the physical facilities and associated improvements needed to safely
and efficiently accommodate projected aviation demand on those aviation facilities for the twenty year
planning period (2012‐2032).
Task 4.1 ‐ Determine Aircraft Operational Requirements
Based on updated aviation activity forecasts, the Consultant will assess the facility needs for types of
aircraft expected to operate at Auburn Municipal Airport, with particular attention being given to the
critical aircraft (or family of aircraft) as prescribed by Advisory Circular 150/5300‐13. The Consultant will
analyze the operational requirements of these aircraft to assist in the determination of facility
standards, including the airport design category.
Product: Evaluate/verify requirements of critical aircraft and ARC for input to later tasks.
Task 4.2 –Airport Service Area Facility Analysis
Existing airport master plan, state and regional aviation planning documents will be reviewed to identify
any existing or anticipated facility constraints and planned facility expansion for the public use airports
located within the airport service area defined in Task 2.5. The purpose of this task is to identify
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conditions within the airport service area that have the potential of impacting activity at Auburn
Municipal Airport.
Task 4.3 – Perform Airport Demand/Capacity Analysis
Based on updated forecasts of aviation demand, the Consultant will evaluate the capacity of the existing
runway‐taxiway system. Estimates of annual capacity (Annual Service Volume) and hourly capacity will
be generated to coincide with activity forecast years (current, 5, 10, 15, and 20 years). Any current of
potential capacity constraints identified through the analysis will be considered in other facility
requirements tasks and when preparing airport development alternatives.
Product: Comparison of hourly and annual capacity and existing/forecast demand.
Task 4.4 ‐ Design Standards & FAR Part 77 Airspace Standards Review/Evaluation
An evaluation of the FAA airport design standards and FAR Part 77 airspace standards will be
accomplished based on the criteria established by the current/future ARC and the approach
type/category for each runway end.
Any non‐conforming existing items will be documented, with potential dispositions noted. Items
requiring further analysis will be addressed in other facility requirements tasks and incorporated into
the airport development alternatives evaluation. Any deviations from FAA design standards that cannot
be mitigated will be noted in the master plan as well as on the Airport Layout Plan.
Product: Identification of any non‐conforming facility configurations.
Task 4.5 ‐ Define Airside Facilities Requirements
Based on updated forecasts of demand and established facility planning and capacity standards, the
Consultant will convert the aeronautical demand forecast into gross airside facility needs including
runway, taxiways, NAVAIDS and approaches, lighting and approximate land area requirements.
A table listing all deviations from current FAA design standards pertaining to the recommended ARC will
be provided in the report as well as on the ALP drawing, including proposed disposition of the
deviations. Disposition would entail recommended development and/or recommended FAA approval of
modifications to standards. The Consultant will work with the FAA and City to determine the most
appropriate facilities and the location of the facilities. Projected facility requirements will be prioritized
based on the updated master plan forecasts. Improvements will be correlated with a specific volume of
activity or change in the level of service that will require the recommended improvement.
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Airside facility evaluations will include the following:
Runway orientation, dimensions, threshold configurations, grade, safety areas, runway
protection zones, and other setbacks;
Parallel Taxiway and other major taxiways – dimensions, runway separation, airfield access
requirements, runway exit taxiways (number, locations, and configuration), protected areas,
and aircraft holding areas, compass rose;
Airfield Pavement – pavement condition as documented in current airport pavement
management plan and through on‐site observations;
Evaluation of FAR Part 77 imaginary surface clearance/penetrations (primary, transitional,
approach, horizontal, conical);
Approach area requirements; TERPS 40:1 departure surface for designated instrument runways,
as appropriate;
Helicopter landing area requirements;
Airfield Lighting (runway, taxiway, approach lighting systems; visual guidance indicators; REILS;
rotating beacon);
Existing on and off‐airport navigational aids and area radar coverage capabilities; and
The methodology contained in FAA Advisory Circular 150/5325‐4B, Runway Length Requirements for
Airport Design and FAA Airport Design Program Version 4.2d, or latest version, will be used to determine
runway length and dimensional criteria, with the results being incorporated into the master plan. Print‐
outs from the FAA Airport Design computer program will be submitted to the FAA and included as an
appendix to the draft and final reports as appropriate. The Declared Distances module from the Airport
Design program will be provided at the time of the ALP preparation (Element 7).
The FAA Seattle ADO will review the airside facility requirements with the appropriate FAA divisions
(Airway Facilities, Air Traffic, Flight Procedures, etc.) and provide the Consultant with comments prior to
the PAC meeting for the facility requirements presentation.
Product: Documentation and evaluation of airside facility requirements for input to later tasks.
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Task 4.6 ‐ Define Landside Facilities Requirements
Based on updated forecasts of demand and established facility planning standards, the Consultant will
convert forecast demand into specific landside facility requirements. Both existing and future landside
facilities will be analyzed to determine the type and gross quantities of aviation improvements to be
planned and programmed for the Airport. This analysis will provide the basis for the evaluation of
airport development alternatives in Element 6. The facilities requirements analysis focuses on the
actual physical facilities and associated improvements needed to safely and efficiently accommodate the
projected aviation demand on these aviation facilities for twenty years. Projected facility requirements
will be prioritized based on the updated master plan forecasts. Gross facility needs will be correlated
with a specific volume of activity or change in the level of service that will require the recommended
improvement.
Landside facility evaluations will include the following:
Aircraft parking needs – light aircraft tiedowns, business class aircraft parking, helicopter
parking areas for itinerant and locally based aircraft;
Aircraft hangar needs – T‐hangars, conventional hangars, executive hangars;
Corporate and aviation‐related industrial hangars;
FBO facilities (hangar, terminal, corporate aviation services, fuel storage, fuel truck
parking, etc.);
Storm drainage requirements;
Bulk fuel storage facilities (location, capacity, security);
Aircraft wash facilities;
Automobile parking for tenants and visitors;
Local/regional roadway network connection points and identify potential upgrades
(signals, turn lanes, etc.);
Internal airport access roads and emergency access routes;
Perimeter fencing and access controls (fencing type and configuration; location of access
points, emergency access, etc.);
Airport security overview (facilities and procedures);
Airport maintenance equipment and materials storage;
Utility needs to service existing/new landside facilities, fire protection; and
Airport land (aeronautical land use requirements).
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Product: Documentation and evaluation of landside facility requirements for input to later tasks.
Task 4.7 ‐ Develop Facility Requirements Working Paper
The Consultant will develop a detailed working paper describing the tasks outlined above. The draft
working paper will provide information for subsequent decisions. This working paper will be submitted
to the City and Federal Aviation Administration for review and comment approximately two weeks prior
to scheduled meetings (See Element 11 for document distribution details). The draft working paper will
be distributed to the planning advisory committee at least one week prior to a scheduled meeting.
Product: A narrative and graphical summary of the facility requirements analysis; the working paper will
be revised as necessary based on review comments and will become a chapter of the 2012‐2032 Airport
Master Plan report.
ELEMENT 5 ‐ SUMMARY OF ENVIRONMENTAL STATUS
The Consultant will evaluate the status of known environmental issues during the initial stages of data
collection (Element 2). This information will be incorporated into subsequent facility requirements,
alternatives, and land use analyses. The impacts of storm drainage, water quality and potential wetland
impacts will be addressed as part of the evaluation of existing conditions and any future expansion
options.
The need for a robust evaluation of storm drainage is related to the large amount of existing impervious
surfaces on, and adjacent to the airport that impact airport stormwater systems, the potential for an
increase in impervious surface area, existing service/capacity limits and the limited land area available to
provide expanded on‐site storage and treatment.
Task 5.1 ‐ Environmental Conditions Inventory
5.1.1 ‐ Part 1 – Existing Conditions
Utilizing existing maps of the airport environs and existing environmental documents, the Consultant
will prepare an environmental inventory/overview of the Airport’s environmental setting and operating
environment. No formal coordination with federal and state agencies will be conducted as part of this
work element. Informal coordination may occur during the process of obtaining existing documents,
etc. from various agencies.
This task does not include analysis or other scientific evaluation of resources. This summary is intended
to reference any known or potential environmental conditions or issues that could be affected by
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proposed airport development that have been identified in recent environmental efforts conducted on
the airfield.
Gather and review studies and secondary source data concerning area environmental factors related to
airport development. Information gathered will include information on:
Known threatened and endangered species;
Incompatible land uses;
Air and water quality;
Waste water and solid waste treatment and/or disposal;
Drainage patterns (Storm water issues, storm water detention ponds);
Wetlands;
Parks and recreational areas;
The Consultant will gather this information and provide summary and applicable excerpts to be included
in the Master Plan Report.
5.1.2 ‐ Part 2 – Evaluation of Proposed Development (see Element 6, Task 6.3 for details on this item)
By using data collected in Part 1 of this task, the preliminary development alternatives will be evaluated
to identify potential environmental issues.
Product: Compilation of existing environmental data or issues to be used in subsequent tasks relating to
alternative evaluations as well as final plan recommendations.
Task 5.2 ‐ Airport Noise Evaluation
The Consultant will prepare a noise analysis, resulting in noise contours that are representative of the
existing base year (2012), a future five‐year contour (2017) and future twenty‐year (2032) aeronautical
activity and existing/future (preferred alternative) airfield configuration as determined by the Airport
Master Plan. Future noise contours will utilize data from FAA‐approved activity forecasts (see Element
3).
The noise analysis will identify and depict the noise impact of the projected aeronautical activity on the
airport environs, including an identification of noise sensitive land uses. The 65, 70, and 75 DNL noise
contours will be generated for each contour run. Federal noise standards recognize 65 DNL as the
threshold for evaluating noise impacts, which will be noted on all figures or drawings depicting noise
contours.
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The analysis of the noise effects will be performed using the FAA Integrated Noise Model (INM), version
7.0c. The noise contours will be placed on a current aerial photograph base map or USGS quadrangle
map, depending on the area of noise exposure that extends beyond the airport.
The 20‐year contours will also be depicted on the airport land use plan drawing, unless FAA specifically
requests use of an earlier year contour on the drawing. A narrative description of airport noise
exposure, compatibility with adjacent land uses, and a summary of federal noise compatibility guidelines
will be prepared for inclusion in the environmental working paper.
Data needed to generate the existing and future noise contours include current and forecast (FAA
approved) operations of aircraft and aircraft fleet mix. Common aircraft flight tracks, flight profiles,
runway use, day and night activity distributions, and typical operational procedures will be reviewed to
ensure that the noise contours accurately reflect actual conditions.
Product: Airport Noise Contours (current, 5 year, and 20 year). The results of this analysis and evaluation
will be incorporated into other sections of the study as appropriate.
Task 5.3 – Prepare Environmental Working Paper
The Consultant will develop a detailed working paper summarizing the tasks outlined above. The draft
working paper will provide information for subsequent decisions. This working paper will be submitted
to the City and Federal Aviation Administration for review and comment approximately two weeks prior
to scheduled meetings. The draft working paper will be distributed to the planning advisory committee
at least one week prior to a scheduled meeting.
Product: A narrative and graphical summary of the preceding tasks; the working paper will be revised as
necessary based on review comments and will subsequently become a chapter of the 2012‐2032 Airport
Master Plan report.
ELEMENT 6 ‐ ALTERNATIVES ANALYSIS
This element of the study will consist of four components:
● Goals Definition;
● Identification of Alternatives;
● Evaluation of Alternatives; and
● Recommendations.
Based on established goals and desires of the appropriate entities and an evaluation of potential
alternatives for airport development, a specific plan and program for airport development will be
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prepared representing recommendations which are economically, environmentally and socially
sustainable, implementable and defensible.
The purpose of this element is to evaluate the effects of the alternatives and, thus provide the technical
basis necessary for selecting a “preferred” development plan for the airport. The alternatives will be
subjected to a detailed evaluation that will permit a comparison of the merits and deficiencies of all
options under consideration. An evaluation matrix will be prepared to compare the composite rankings
of each alternative. Factors to be considered in the evaluation include:
Ability to Serve Forecast Demand: Each alternative will be evaluated to determine its ability to
meet forecast demand levels within accepted performance standards such as aircraft delay and
airport user convenience. These evaluations will be performed for each type of facility and will
be aggregated to permit comparison. The results of this evaluation process will be quantified to
the extent possible for use in the evaluation matrix.
Airport Design Standards: Each alternative will be evaluated toward FAA airport design
standards. Potential approach obstructions and required mitigation, if any, will be identified.
Potential impacts on existing airport or tenant facilities will be addressed.
Airspace Compatibility: Using the airspace requirements developed earlier and the forecasts of
aviation activity, a determination will be made of the future airspace use pattern for the airport.
The results of this evaluation will be quantified and arranged in the matrix format by alternative
as they relate to state requirements for the provision of general aviation airport protection.
Land Use and Environmental Compatibility: The proposed development will be evaluated to
determine its impact area on land use and on the environment. The analysis will be conducted
in accordance with impact categories outlined in FAA Order 1050.1E, including Change 1,
Policies and Procedures for Considering Environmental Impacts, and FAA Order 5050.4B, FAA
Environmental Handbook and pertinent State of Washington guidance.
Development Costs: Preliminary estimates of the development and operational costs required
to expand the airport under each alternative will be prepared. These capital and operational
cost estimates will provide an indication of the cost of developing the airport and also will
provide a basis for comparing cost‐effectiveness among the various airport alternatives. The
cost of maintaining the airport and developing or relocating any required off‐site roadways
under various alternative scenarios will also be estimated.
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Task 6.1 ‐ Goals Development
Based on inventory findings, demand considerations, forecasts of aviation activity and input from the
City of Auburn and stakeholder groups, the Consultant will assemble a series of goals that describe the
intent, direction and functional role of the airport. These goals will, after thorough review and approval
by the City, serve as the basis for the preparation of the Development Plan for the Airport and will help
to ensure a commonalty in terms of communication, direction and cohesiveness of future airport
improvements.
Product: Formulation of goals to serve as a guide for the preparation of the development plan and
program.
Task 6.2 ‐ Prepare Preliminary Development Alternatives
The Consultant will be responsible for identifying and evaluating feasible alternatives for the
development of airport facilities, utilizing the findings and determinations from previous tasks.
Anticipated areas of emphasis include:
Runway 16/34
Taxiway Access
East Landside Development Area
West Landside Development Area
A maximum of three (3) airside development options and three (3) landside development options, in
addition to a no‐action option will be evaluated. The airport development alternatives will be prepared
using an aerial photo base combined with the electronic file for the Airport Layout Plan that depicts
existing conditions.
With exception of the no‐action option, each of the preliminary alternatives will be capable of
accommodating projected the gross facility requirements quantified in the Element 4. Options for
acquiring property may be integrated into the alternatives, if opportunities are identified. The no action
option (no‐development alternative) offers a baseline to which other alternatives may be compared.
The no‐action option typically maintains existing capabilities but does not involve new development
required to respond to demand. The limitations of a no‐development alternative will be described.
The preliminary alternatives will be presented graphically and in narrative (working paper) form,
including large‐scale drawings (and online) for presentation to the City of Auburn, the PAC, the FAA, and
the general public for review and consideration.
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The development alternatives phase of the master plan will involve a multi‐step public review process
that will begin with preliminary alternative concepts capable of accommodating the facility
requirements identified in Element 4. The preliminary alternatives concepts will be presented for public
review and comment as noted above. The public input provided will be used to refine the concepts that
will be presented during a second round of public review and comment. Based on technical evaluations,
public input and coordination with local officials, the process will lead to the selection of a preferred
alternative by the City that will be presented for additional public review and comment. All alternatives
considered in this process must be consistent with all applicable FAA technical standards and
regulations.
Product: Preliminary airside and landside development alternatives for the future development of the
airport.
Task 6.3 ‐ Environmental Review of Alternatives
The Consultant will review and identify potential key environmental impacts of the various airport
development alternatives based upon information and mapping generated in Element 2, with the goal
of avoiding or minimizing impacts on sensitive resources. This screening mechanism can be used by the
City in selecting a preferred alternative that can be supported by the FAA during the subsequent NEPA
study process.
Product: Documentation of the environmental impacts for the various preliminary airport development
alternatives to assist the City with the selection of a preferred development alternative and provide
sufficient background data to be used in the scoping/preparation of a post‐planning environmental
assessment documents.
Task 6.4 ‐ Prepare Development Alternatives Working Paper
The Consultant will develop a detailed working paper describing the tasks outlined above. This working
paper will be submitted to the FAA and PAC members for review and comment approximately two
weeks prior to scheduled meetings. The draft working paper will be distributed to the planning advisory
committee at least one week prior to a scheduled meeting.
Product: A narrative and graphical summary of the alternatives analysis; the working paper will be
revised/amended as necessary based on review comments and will become a chapter of the 2012‐2032
Airport Master Plan report.
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Task 6.5 ‐ Select Preferred Development Alternative
Based on review and comment of the preliminary development alternatives, the City will select a
preferred development alternative for the Consultant to proceed with preparation of an airport capital
improvement program and airport layout plan drawing set. The preferred alternative may include
elements from one or more of the preliminary development alternatives, or may include refinements
that were created during the evaluation of the preliminary alternatives. Comments provided by the
master plan PAC, FAA, WSDOT, airport users and tenants, and the general public will be documented
and summarized in memo form. A preferred alternative will be recommended with a description of the
basis for the preference of the alternative over the others. The recommendations will be presented to
the City Council for final review and approval of the preferred alternative. As noted earlier, the
preferred alternative must be consistent with all applicable FAA technical standards and regulations.
Product: City selected preferred development alternative to be reflected in graphic depiction and
narrative description. A preferred alternative figure and an addendum to the alternatives working
paper.
ELEMENT 7 ‐ AIRPORT LAYOUT AND TERMINAL AREAS PLANS
The 2002 Airport Layout Plan drawing set will be updated to reflect current conditions, updated master
plan development recommendations, and all applicable FAA airport design standards. All of the major
development proposed in the Capital Improvement Program (CIP) will be shown on the ALP in schematic
form. All drawings will be prepared in AutoCAD format with color imaging and use of color aerial
photography and existing base files.
ALP Drawing Set Submittals
1. Preliminary Draft ALP Drawing Set (1 copy each to City and FAA Seattle ADO for informal
coordination).
2. Draft ALP Drawing Set (3 copies to City; 6 copies to FAA Seattle ADO; 1 copy to WSDOT Aviation
for formal coordination, with FAA ALP Checklist).
3. Final ALP Drawing Set (3 copies to City for signature; to be forwarded to FAA Seattle ADO for
approval and signature; 1 signed set returned to City).
See Element 14 for document distribution summary. The Consultant will be responsible for submitting a
signed copy of the FAA ALP checklist with six (6) copies of the draft ALP submittal to the FAA. Following
completion of FAA and local review, the Consultant will make all necessary revisions; comments
provided by City staff, the master plan PAC and others will be addressed during the same revision
period. Following revision, the Consultant will submit three (3) final drawing sets for City signature and
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final submittal to FAA for signature. The FAA typically returns one signed ALP set to the Sponsor and
keeps two sets on file at the ADO.
Task 7.1 ‐ Airport Layout Plan
An Airport Layout Plan (ALP) drawing shall be prepared in accordance with the findings,
recommendations and approvals resulting from the study. The ALP shall be developed utilizing the
current ALP electronic file, supplemented with new aerial information, and AutoCAD, Version 2011.
Additionally, the ALP will be compatible with the file format currently used by the City.
The Airport Layout Plan will contain the information as required in FAA Advisory Circular 150/5300‐13,
and the most current FAA Northwest Region Airport Layout Plan Checklist. The Airport Layout Plan will
contain sufficient data to obtain approvals from the FAA. The Airport Layout Plan will be depicted as a
black and white line drawing with color, as needed, to help differentiate the line work and hatching.
Product: Preparation of an Airport Layout Plan in AutoCAD format, compatible with the file format
currently used by the City.
Task 7.2 – On‐Airport Individual Area Plans
Individual Area Plans will be prepared to depict the existing and proposed facilities for various areas
within airport property. The plans will generally be comprised of, but not limited to existing general
aviation facilities located on the east side of the runway and any new general aviation areas (locations to
be determined through master plan evaluation). Facilities that will be shown on the drawings include:
Apron Configuration and Aircraft Parking Positions (based and itinerant aircraft, including
helicopter parking positions);
Aircraft Taxiways and Taxilanes;
FBO/Corporate Aviation Facilities;
Access Roadways and public vehicle parking;
Security Fencing and Gates;
Fueling Facilities;
The information on this drawing shall be depicted at a scale not less than 1”=100’, unless another scale
is mutually agreed upon by the City, the FAA, and the Consultant.
Product: Individual Area Plans projecting development consistent with the ALP drawing, but in greater
detail.
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Task 7.3 ‐ Airport Airspace Drawing (FAR Part 77)
The FAR Part 77 drawing depicts the plan view of the ultimate FAR Part 77 imaginary surfaces for the
airport. The existing and future full‐length approach plan and profile views to each runway end. Any
obstructions will be listed, the amount of penetration determined (estimated if survey data not
available) and their proposed disposition will be identified. Fifty‐foot contour intervals will be shown for
all FAR Part 77 imaginary surfaces for full length of all approach surfaces. NOS Obstruction Chart and
any recent airfield obstruction surveying will be incorporated into the drawing, as appropriate. Field
surveys to accurately identify specific elevations or heights of obstructions are not a part of this study.
An aerial photo may be used in the development of these drawings. USGS quadrangle maps will be
utilized for the base layer on the Part 77 plan view.
Product: A FAR Part 77 airspace plan drawing for the airport.
Task 7.4 ‐ Runway Protection Zone (RPZ)/Inner Approach Plan and Profile Drawings
Drawings will be prepared that show the plan view of the Runway Protection Zones (RPZ) and plan and
profile views of the inner portion of the runway approach surface for each runway end. In addition,
obstacle clearance surfaces (OCS) or TERPS instrument runway departure surfaces will be depicted, as
applicable. Any obstructions within the RPZ or the other noted surfaces will be identified and a
recommended disposition will be provided. Aerial photography may be used to develop these drawings.
This drawing may be combined with other drawings.
Product: A Runway Protection Zone/Approach Plan and Profile drawing that shows the RPZs for each
runway end at the airport.
Task 7.5 ‐ Approach Plan and Profile for Each Runway End
Drawings will be prepared that show the existing and future full approach plan and profile for the
approaches to each runway. In addition, obstacle clearance surfaces (OCS) or TERPS instrument runway
departure surfaces will be depicted, as applicable. Any obstructions within the approaches will be
identified and a recommended disposition will be provided. This drawing may be combined with other
drawings. USGS maps will be utilized.
Product: An Approach Plan and Profile drawing that shows the Part 77 approaches for each runway end.
The ultimate Part 77 approach plan and profile will be prepared for the most critical airfield
configuration (existing or ultimate). TERPS instrument runway departure surfaces will also be depicted if
applicable.
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Task 7.6 – Threshold Siting Surface Drawing for Each Runway End
A Threshold Siting Surface Drawing will be prepared based on the findings and recommendations
reflected in the preferred alternative. A plan showing the existing and ultimate threshold siting surface
will be developed for each runway end. Plan and profile views of each area will be developed identifying
all physical obstructions. The obstruction’s height and location will be noted based on available survey
data. Any obstruction requiring removal or relocation to meet FAA standards will be noted and an
action plan identified. This drawing may be combined with other drawings, if appropriate.
Product: A Threshold Siting Surface drawing depicting the surfaces for each runway end.
Task 7.7 – On‐Airport Land Use Plan
The Land Use Plan drawing will depict existing and recommended uses of all land within the ultimate
airport property. Current zoning designations for the Airport will also be depicted.
The Land Use Plan will be illustrated on a drawing (same sheet size and scale as the ALP) and described
within the body of the Master Plan document. Findings resulting from this study effort will be
incorporated into environs land use recommendations that will be provided to affected governmental
jurisdictions in the vicinity of the Airport. The Consultant will work with the city planning officials during
the development of the Land Use Plan to ensure accurate depiction of local land use.
The airport layout plan and on‐airport land use plan drawings are intended to provide a clear path for
effective and efficient facility development based on anticipated demand, while providing airport
management adequate flexibility to refine facility configurations as needed to respond to changing
market conditions.
Product: An On‐Airport Land Use Plan for all land within the ultimate airport property.
Task 7.8 – Off‐Airport Land Use Plan
The Off‐Airport Land Use Plan drawing will depict existing and recommended uses of all land in the
vicinity of the airport, generally identified as that area surrounding the airport, generally within ½‐mile
of the facility. Airport traffic patterns and known noise sensitive areas located within the area will also
be depicted. Land uses will be depicted by existing and future comprehensive plan land use categories,
including such as agriculture, residential, industrial, commercial, open space, aviation‐related, public,
etc. Current zoning designations will also be depicted. The 20‐year noise contours described in Task 5.2
and common airport traffic pattern locations will be depicted on this drawing.
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Off‐airport land use will be illustrated on a drawing (same sheet size as the ALP) and described within
the body of the Master Plan document. Findings resulting from this study effort will be incorporated
into environs land use recommendations that will be provided to affected governmental jurisdictions in
the vicinity of the Airport. The Consultant will work with City and King County planning staff during the
development of the Off‐Airport Land Use Plan drawing to ensure that recommendations needed to
implement any changes in land use designations or zoning have been thoroughly reviewed. It is noted
that master plan addresses a 20‐year planning horizon that does not typically require immediate
implementation for all action items.
Product: An Off‐Airport Land Use Plan for lands in the vicinity of the airport. Updated 20‐year noise
contours will be depicted on the drawing.
Task 7.9 – Exhibit “A” Airport Property Map
An Exhibit “A” drawing will be prepared depicting property ownership, avigation and surface easements.
The current airport boundary along with detailed parcel information (grantor, grantee, amount, type of
interest, acreage, book & page, date of recording, grant history including FAA project application
numbers, and purpose of the grant. The Exhibit “A” will be prepared in accordance with the attached
ALP Checklist.
Product: Exhibit “A” Property Map
ELEMENT 8 ‐ COMPATIBLE LAND USE PLANNING IN THE VICINITY OF AIRPORTS
The Consultant will evaluate both airport and off‐airport land uses in the vicinity of the airport to
address the potential development of a broad range of land uses that are compatible with airport
operations and support the region’s economic development strategy. The goal of this effort is to
identify what types, acreages, and locations of economic development land are appropriate and legally
allowed to be identified for future development compatible with the aeronautical operations at the
airport.
The Consultant will review zoning of developable land in the vicinity of the airport to assess the
potential for zoning modifications to protect the future aeronautical uses at the airport, encourage land
uses compatible with airport operations, and encourage future economic development near the airport.
The updated airport land use plan drawing will reflect existing land use and zoning on, and in the vicinity
of the airport, per the requirements of FAA. Updated airport noise contours will be prepared in
accordance with FAA standards based on updated aviation activity forecasts. The land use plan drawing
will also depict the physical boundaries of any locally‐adopted airport overlay zones. We will obtain all
existing zoning and land use mapping from the City and King County for use in updating the drawing(s).
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Product: The outcomes of the Airport Vicinity Land Use evaluation will be compiled into a draft chapter
that includes an executive summary with recommendations for potential land use and zoning changes. It
will also include a summary of items to be included in the Airport Master Plan report, as necessary.
ELEMENT 9 ‐ PRIORITIZED CAPITAL IMPROVEMENT PROGRAM AND COST ESTIMATES
The master plan’s 20‐year CIP will summarize all development and major maintenance projects
anticipated during the current planning period. The Consultant will work closely with Airport
Management to identify key development priorities to be reflected in the updated CIP. The cost of each
project will be listed with the amount of FAA and local City participation defined based on current
funding eligibility. The CIP will provide an annual breakdown of projects for the short‐term period (years
1‐5); then overall groupings of projects provided for the intermediate (years 6‐10) and long‐term (years
11‐20) periods.
Task 9.1 ‐ Capital Improvement Program
The Consultant will prepare a 20‐year airport Capital Improvement Program (CIP), which will include
recommended phases of development, estimates of cost for each improvement, possible funding
sources, including an evaluation of the airport’s predicted available FAA grant funding based on current
funding legislation. The CIP will also estimate local expenses associated with project implementation
that are not typically eligible for FAA funding.
The short‐term period of the CIP (years 1‐6) will be organized with prioritized annual project listings;
projects included in the intermediate and long term periods will be prioritized within the overall
timeframe. A phasing diagram will identify each development and major pavement maintenance
project programmed in the 20‐year planning period.
Product: A 20‐year CIP (in spreadsheet form and project phasing diagram, with associated text.)
Task 9.2 ‐ Capital Improvement Program Working Paper
The Consultant will develop a detailed working paper describing the tasks outlined above. This working
paper will be submitted to the FAA and PAC members for review and comment approximately two
weeks prior to scheduled meetings (See Task 14 for document distribution details). The draft working
paper will be distributed to the planning advisory committee at least one week prior to a scheduled
meeting.
Product: A narrative and tabular summary of the financial analysis. The working paper will be
revised/amended as necessary based on review comments and will become a chapter of the 2012‐2032
Airport Master Plan report.
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ELEMENT 10 ‐ AIRPORT FINANCIAL PLAN
In concert with the 20‐year CIP, an airport financial plan will be prepared that analyzes airport revenues
and maintenance & operation expenditures for use in updating short‐ and long‐term operating
strategies. The Consultant will also review the current airport rates and fees schedule for comparison
with other similar airports located in the defined airport service area. Evaluating the market potential
for airport land and the remaining useful life for City‐owned structures and any other structures of
interest, pavement and other facilities are generally key elements in defining strategies. The financial
impact of deferred maintenance will be examined in detail with the goal of creating a realistic schedule
for addressing these needs in terms of financial feasibility.
Task 10.1 – Financial Plan
Projections of the airport operating revenue and expenses will be prepared to coincide with the 20‐year
CIP. The financial plan will be developed from data acquired during the inventory (Task 2.8) and
through interviews with City staff. Specific assumptions regarding potential changes in expenses or
revenues will be coordinated between the City and Consultant and will reflect the general timeframe for
major revenue‐generating projects or increased maintenance or operational costs. The purpose of this
projection is to identify the levels of airport‐generated funding that may be available to support the
capital improvement program during the current planning period.
Product: A 20‐year airport revenue and expense projection.
Task 10.2 ‐ Financial Plan Working Paper
The Consultant will develop a detailed working paper describing the tasks outlined above. This working
paper will be submitted to the City and FAA for review and comment approximately two weeks prior to
scheduled meetings (See Element 14 for document distribution details). The draft working paper will be
distributed to the planning advisory committee at least one week prior to a scheduled meeting.
Product: A narrative and tabular summary of the financial analysis. The working paper will be
revised/amended as necessary based on review comments and will become a chapter of the 2012‐2032
Airport Master Plan report.
ELEMENT 11 ‐ AGENCY COORDINATION
Effective coordination with local and regional jurisdictions and state and federal agencies is a critical
element in the success of any long‐term planning process. Agency coordination will be initiated at the
earliest stages of the project and maintained throughout to provide effective lines of communication.
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Task 11.1 – Prepare List of Agency Stakeholders
The Consultant will work closely with City staff at the outset of the project to create a comprehensive
list of agency stakeholders with their respective areas of interest/responsibility identified. A list of non‐
agency stakeholders will also be created (see Task 12.1).
Product: Agency stakeholder list to be utilized for project coordination and document distribution.
ELEMENT 12 ‐ PUBLIC PARTICIPATION AND INFORMATION PROCESS
Task 12.1 – Identify Project Stakeholders
Century West will assist the City in identifying project stakeholders for the purpose of creating a project
contact list. The contact list will be used to provide periodic updates on the study process, provide
information about the availability of draft work products, and to announce upcoming project meetings
or other related events. Project stakeholders may include individuals, businesses, organizations, or
government entities (See Task 11.1) that have an interest in the planning, development or operation of
Auburn Municipal Airport.
12.1.1 ‐ Define Roles and Responsibilities
As the first step of the public involvement process, the Consultant will work with the City and
appropriate City staff to develop a framework for the process that defines the roles and responsibilities
for all participants. It is critical to manage expectations from the beginning by defining the level of input
of all participants and identifying the key decision points and decision makers. The roles and
responsibilities will be clearly defined on a one page handout that can be used at all meetings to
establish the framework and control the process throughout the project.
12.1.2 ‐ Planning Advisory Committee (PAC)
A Planning Advisory Committee (PAC) with approximately nine to twelve members will be assembled to
provide input and allow for public dissemination of data. Members to serve on the PAC will be
determined by City, but may include members with technical expertise and community interests. PAC
members could include, but are not limited to, airport tenants, pilots, local & regional economic
development interests, neighbors of the airport, and staff/representatives of the City, Puget Sound
Regional Council, and King County. In addition to the membership composition and number noted
above, representatives from the FAA Seattle Airports District Office (ADO) and the WSDOT Aviation will
serve as ex officio members of the PAC.
Up to five (5) PAC meetings will be held during the course of the study and will be held on the same or
preceding day as the public information meeting described below during plan and program
development. Draft materials will be distributed by the Consultant in at least one week in advance of
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the meetings to allow ample time for review. The Consultant will be responsible for conducting the
meetings, reviewing the scope of the project, presenting the findings and recommendations of the plan
and program, preparing written meeting summaries, and responding to any technical and professional
questions and concerns. The Consultant will prepare any supplemental handouts or presentation
graphics needed for the meetings. PAC meetings will be held corresponding to the following project
milestones; project kick off, completion of the inventory and forecast chapters, completion of the facility
requirements chapter, completion of the preliminary alternatives chapter, and a final meeting to
present the preferred alternative, capital improvement program and airport layout plan drawings prior
to formal submittal for approval and adoption.
12.1.3 ‐ Public Informational Meetings
Up to three (3) public informational meetings will be scheduled during the project. The process of
evaluating airport development alternatives will involve meetings to initially present preliminary
concepts, followed by presentation of refined concepts, eventually leading to the City’s selection of a
preliminary preferred alternative. Input provided from all sources, including neighbors, the general
public, PAC members, WSDOT Aviation, FAA, City staff, PSRC staff, and County staff will be considered in
the formulation of the preliminary preferred alternative. Coordination with City officials will occur
simultaneously during the alternatives evaluation stage of the project to ensure that all issues are fully
considered. Additional refinement and public comment will also be encouraged after the preliminary
preferred alternative is selected. This input is designed to refine the proposed development that will be
reflected in the preferred alternative.
The public informational meetings will be organized as public workshops to inform the public in general
and to provide a forum for neighbors and stakeholder groups to discuss the project and provide input.
The meetings will be scheduled to coincide with PAC meetings (same day or consecutive day), whenever
possible.
Participants would be invited to complete a survey early in the project to provide feedback on the
effectiveness of the initial public participation program and to provide suggestions for future public
participation events. The survey will be developed jointly by City staff and the Consultant and may be
either web‐based (i.e., SurveyMonkey, etc.) or distributed through direct mailing. The survey is not
intended to provide a scientifically based analysis tool, but will provide a general indication of key areas
of interest within the community and at the airport.
Public notification of upcoming meetings will be provided through the project mailing list, in addition to
customary City public meeting notices and the City website. Public notice of upcoming meetings shall
be made at least two weeks prior to the meeting date, and are subject to newspaper printing deadlines.
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12.1.4 ‐ Project Kickoff Workshop
The first meeting will serve as the project kickoff meeting designed to provide information about the
project and planning process and to obtain public input to identify key issues or concerns. The specific
format and organizational elements for the meeting will be determined by City staff and the Consultant.
However, for the first public meeting, we propose to hold a workshop that provides an informal setting
to provide information to the public, collect input and answer questions. The meeting would be staffed
by several members of the Consulting team and City staff, with other stakeholders invited to
attend/participate. Several information areas would be used to address likely key issues related to the
project (examples include airport noise, current activity highlights, land use, community growth, etc.).
Each informational station would be organized to encourage questions and to provide an opportunity
for the public to provide written comments.
A project mailing list will be created and maintained throughout the project for use in actively
encouraging public participation. Invitations to public meetings, project newsletters and PAC meeting
summaries will be mailed or sent via email from the mailing list, in addition to public advertisement.
Project newsletters will be prepared and distributed periodically (bi‐monthly) during the project to
summarize meeting highlights, including a summary of key issues identified by the public. The project
newsletters and draft project deliverables will also be available online. Issues requiring additional or
periodic follow‐up or public briefing will be tracked throughout the project. See summary below for
more information about the public participation plan.
12.1.5 – Joint Planning Conference
A joint planning conference will be conducted early in the project in conjunction with a PAC meeting.
The purpose of the meeting will be to discuss the role of Auburn Municipal Airport as part of the
regional economy and transportation system, discuss specific challenges or site specific factors that have
the potential of affecting the airport, and the role of the airport with regard to regional economic
development. The Consultant will prepare presentation materials and handouts needed for the meeting.
The participants will include City staff and officials; local, state and federal agencies (identified in Task
11.1) with responsibilities associated with the airport or its surroundings; PAC members as deemed
necessary.
12.1.6 – Local Commission Meetings
The Consultant will attend up to two (2) local meetings (Planning Commission, City Council, etc.)
associated with this project, in addition to PAC or other scheduled public meetings for the purpose of
presenting the draft airport master plan or specific elements of the master plan (to be determined by
City). The Consultant will prepare any presentation materials and handouts needed for the meetings.
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It is anticipated that the presentations identified will occur at the Alternatives stage and at the
completion of the project prior to adoption of the updated Airport Master Plan. The presentations will
be made to the City Council, and as directed to the City or County Planning Commissioners or the PSRC,
to receive input and guidance on the Preferred Alternative. This step is critical to obtain agency
approval of proposed development options so that the plan can be successfully adopted and
implemented by the City, with full regional support. Joint meetings of City, King County and PSRC
representatives may be used to encourage local coordination.
Based on the City’s selection of a preferred alternative, the Consultant will complete the Airport Layout
Plan (ALP) drawings and master plan report. A final presentation will be made to the City Council for
adoption of the Airport Master Plan.
Public Participation Meetings Summary:
Establish Planning Committee Advisory (PAC)
Five (5) PAC meetings to be held during the course of the project. The PAC meetings will
coincide with presentations at key project milestones (1) inventory; (2) aviation activity
forecasts; (3) facility requirements & preliminary development alternatives; (4) preliminary
preferred alternative; and (5) preferred alternative, draft CIP, and draft ALP.
Three (3) Public Information Meetings to be held during the course of the project, to be
scheduled on approximately two‐month intervals, coinciding with PAC meetings, whenever
possible
Two (2) local Commission Meeting presentations during the course of the project (typically
conducted as part of local adoption process, but may be used for periodic briefing purposes, if
required).
Assumptions:
The City will be responsible for coordinating scheduling of Planning Advisory Committee (PAC) and other
public meetings, providing facilities for such meetings, and providing all required notification to PAC
members and/or the general public. The Consultant will provide the content for the announcements
and notifications. The City will advertise the date and time of the meeting to allow public attendance as
desired. Meetings will follow City of Auburn policy for public meeting announcements. It is anticipated
that meetings will be advertised locally and notice will be provided on the project website.
12.2 ‐ Public Information Program
In addition to the opportunities for public participation available through public meetings and
committees, the Consultant will prepare and implement a public information program to disseminate
project information and collect input from the public that may not be able to participate in established
meetings.
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12.2.1 ‐ Project Stakeholder List
The Consultant will prepare and update regularly a project stakeholders list that includes all participants
in the project including Consultant, City, PSRC, County, FAA, WSDOT, and other agency staff, PAC
members, airport users, neighbors and neighborhood association representatives, and members of the
general public that choose to participate in the process. A mailing list will be developed so that surveys,
project updates, newsletters, meeting summaries and meeting invitations can be mailed or emailed to
stakeholders during the project. The Consultant will prepare content for any mailings and the City will
be responsible for making copies and mailing out materials including postage costs.
12.2.2 ‐ Public Meeting Notices/Press Releases
The Consultant will prepare content for up to seven (7) public meeting notices and press releases of
scheduled meetings to assist in the advertisement of meeting purpose and other pertinent details by the
City staff. The Consultant will coordinate with City staff to develop a schedule for advertisements once
the overall project schedule is developed to ensure that adequate advance notice is provided to the
public for project meetings. It is assumed that the City will assume all costs of advertising and press
release announcements in the local media and will coordinate with City IT staff to post notices and press
releases to the project website.
12.2.3 ‐ Website Content for City of Auburn or Century West Hosted Project Website
The Consultant will provide project deliverables including draft chapters, meeting agendas, meeting
notices, press releases, surveys, and meeting notes to the City in PDF format to be uploaded on the City‐
maintained web page for the project if the City elects to host project information on their website. The
City will determine what content is suitable for public consumption. The project web page will provide
an opportunity for the public to review project deliverables and progress throughout the project. It can
also be used to solicit public comment through posted surveys for those unable to attend the public
meetings.
12.2.4 ‐ Public Meeting and Online Questionnaires
The Consultant and City staff will jointly develop up to two (2) questionnaires to solicit input from the
public at key points during the project. Typically public input at the Facility Requirements stage prior to
the development of alternatives and at the Alternatives stage is important to define needs and also get
input towards the selection of the preferred alternative. Questionnaires will be distributed and
collected at public meetings and can also be made available on the project website.
12.2.5 ‐ Public Meeting Notes and Comment List
The Consultant will prepare notes for all meetings for the City to review. Once the meeting notes have
been reviewed, edited, and approved, the Consultant will provide a PDF copy to post to the project web
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page. The consultant will also prepare a summary of comments received and City responses that can be
posted on the website.
ELEMENT 13 ‐ PLANNING FOR COMPLIANCE
The Consultant will evaluate airport compliance issues as they are defined by the FAA’s Seattle ADO.
Task 13.1 – FAA Compliance Summary
Objective
Applying for and receiving Airport Improvement Program (AIP) grant funding contractually obligates an
airport sponsor to comply with the Assurances contained in the application package. FAA makes
continual efforts to educate sponsors in general about their grant obligations, but much of FAA’s
compliance efforts with individual sponsors is reactive, in that violations come to FAA’s attention and
require correction. The objective of this task is to take a proactive—even preemptive—approach to
achieving compliance and avoiding noncompliance at a specific airport with its unique circumstances by
examining existing and potential compliance issues as part of an airport planning project.
Approach
The airport sponsor through their Consultant will conduct a thorough review of the approved airport
layout plan (ALP), Exhibit ‘A’ Property Map Including all FAA Grant and obligations received to date,
Airport Ordinance (if any), Zoning Ordinance, Rules and Regulations, Minimum Standards, airport
enterprise fund/budget, leases, easements, permits and any other pertinent governing documents to
ascertain consistency with the Assurances. A common‐sense “look‐around” will also take place to
identify potential problems, such as:
incompatible land uses in the airport environs and/or an absence of appropriate airport‐
compatibility zoning
existing “through‐the‐fence” access for aircraft based off airport property and/or possible future
requests for same (especially residential airparks)
revenue diversion (including improper use of airport property)
on‐airport residential use (sometimes called “crew quarters”)
nonaeronautical local events closing the airport or a runway (such as drag racing on runways)
unabated wildlife attractants
trees or structures (possibly unstudied/uncharted) obstructing the airport’s airspace
anything else in conflict with the Assurances or sound operation of the airport
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Product
List and describe each existing and potential compliance issue, referenced to the specific
Assurance or other obligation involved.
For existing violations, recommend remedies and time frame for achieving compliance.
For potential violations, recommend strategies to avoid noncompliance (i.e., new ordinance,
etc.).
Develop and implement a strategy/program to educate the airport sponsor’s decision‐makers
and the general public on the components and importance of compliance. Include educational
materials for officials and citizenry on Federal and State requirements, and develop tools for
understanding grant Assurances.
Product: “Draft” Airport Compliance Summary working paper will be provided to the City and FAA. FAA
deliverables defined in Work Element 14.4; City deliverables defined in Work Element 14.5.
ELEMENT 14 ‐ REPORTS AND DOCUMENTATION
Task 14.1 – “Preliminary” Draft ALP Set
In order to address any concerns from the City or the FAA prior to the public meeting for the ALP
presentation, a draft ALP set will be prepared for City and FAA preliminary review and comment. Formal
reviews will be conducted following the preliminary coordination.
Product: “Preliminary Draft” Airport Layout Plan Set will be provided to the City. FAA deliverables
defined in Work Element 14.4; City deliverables defined in Work Element 14.5.
Task 14.2 ‐ Draft Airport Master Plan Report and Draft ALP Drawing Set
To insure proper coordination of the planning effort and assure agreement between the Consultant, City
and FAA, a Draft Airport Master Plan Report and Draft ALP drawing set will be submitted for formal
review. The draft report will contain all preliminary working papers (revised based on comments
provided on original drafts), ALP drawings and the financial evaluation. Comments provided in the
previous task will be reflected in the updated ALP drawing set submitted for formal review. The draft
documents and plans will submittal to the FAA for review and coordination with the appropriate FAA
divisions (Air Traffic, etc.).
Product: “Draft” Airport Layout Plan Set and “Draft” Airport Master Plan Report will be provided to the
City. FAA deliverables defined in Work Element 14.4; City deliverables defined in Work Element 14.5.
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Task 14.3 ‐ Final Report and ALP Drawing Set
The Final Airport Master Plan Report and ALP drawings set will be prepared and distributed based on
comments received from the FAA final coordination/review process and any subsequent comments
received from the City, PAC, or general public. This will be the final publication of the report and plans
set.
Product: “Final” Airport Layout Plan Set and “Final” Airport Master Plan Report will be provided to the
City. FAA deliverables defined in Work Element 14.4; City deliverables defined in Work Element 14.5.
Task 14.4 – Summary of Products to FAA
Product: Quantity
Draft Working Paper with Track Changes 1‐ Hard Copy
Draft Working Paper (Chapters) 1
Final Draft Chapters with Track Changes 1‐ Hard Copy
Draft Final Master Plan Report 1
Preliminary Draft ALP Print Sets 1
Final Draft ALP Prints & FAA Checklist 6 ‐ (FAA Airspace coordination)
Final ALP Prints 3 ‐ (City/FAA approval set)
Final ALP Prints (bond) 1
CADD File and PDF (final ALP set) 1
Final Master Plan Report 1
Electronic Copy of Final Report 1 (Word format)
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Task 14.5 – Summary of Products to City
The items listed below include distribution to the planning advisory committee (PAC), City staff, and
WSDOT Aviation Division.
Product: Quantity
Draft Working Paper with Track Changes 1‐ Electronic
Draft Working Paper (Chapters) 28
Final Draft Chapters with Track Changes 1‐ Electronic
Draft Final Airport Master Plan Report 28
Preliminary Draft ALP Print Sets 1
Final Draft ALP Prints & FAA Checklist 6 ‐ (FAA Airspace coordination)
Final ALP Prints 3 ‐ (City/FAA approval set)
Final ALP Prints (bond) 3
CADD File and PDF (final ALP set) 1
Final Master Plan Report 5 – (4 to sponsor, 1 WSDOT Aviation)
Electronic Copy of Final Report 2 (1 each – Word and PDF format)
Task 14.6 ‐ Surveying, Elevations, and Profiles
Existing topographic maps will be used for development of all plans. Objects inside the RPZ and the
Runway Object Free Area (OFA) will be identified from existing maps and survey data. Obstruction
and/or field surveying will not be included. However, the consultant shall also perform a physical audit
to the extent necessary to establish confidence in runway information, inventory and other
documentation allowing them to provide reasonable verification of reports and findings. Profiles along
runway centerlines and extended centerlines will be taken from existing construction documents or
other available information.
Task 14.7 ‐ Scope Assumptions/Clarifications
1. The Consultant will coordinate and schedule all meetings between the City, FAA, and the
Planning Advisory Committee (PAC) established for this planning effort.
2. City of Auburn staff, the FAA, and the PAC will provide the Consultant with a maximum of two
rounds of comments for each project item. The Consultant shall receive review comments from
all groups within three (3) weeks of the submittal or presentation. The consultant shall then
address and resolve their comments prior to proceeding with the next scope of work element.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4862
Date:
September 26, 2012
Department:
Public Works
Attachments:
Resolution No. 4862 with Agreement
Vicinity Map
Budget Impact:
$0
Administrative Recommendation:
City Council to adopt Resolution No. 4862.
Background Summary:
Resolution No. 4862 authorizes the Mayor to accept a federal grant in the amount of
$400,000 from the Washington State Department of Transportation for traffic signal
safety improvements for the Citywide Traffic Signal Safety Improvements project and
execute the Local Agreement to obligate the funds.
The City applied for and received a $400,000 Federal FY 2009-2015 Highway Safety
Improvement Program grant administered through the Washington State Department of
Transportation for traffic signal safety improvements. This grant does not require a local
match.
The need to proactively implement traffic signal safety improvements at high accident
intersections citywide is recognized in Auburn's adopted Transportation Improvement
Program.
The grant will fund:
1.Design a variety of traffic signal safety improvements such as flashing yellow left
turn signal heads, installation of auxiliary signal heads, new or improved vehicle
detections systems, installation of signal head back plates, countdown pedestrian
signal heads, enhanced pedestrian pushbuttons and new LED signal lamps; and
2.Construction of these safety improvements at various intersections the City limits
within the limitation of the funding availible.
It is anticipated that $32,624 of the federal grant will be expended during design and
$367,376 during construction.
AUBURN * MORE THAN YOU IMAGINEDRES.E Page 118 of 127
F5.2, O4.10.2
Reviewed by Council Committees:
Finance, Public Works
Councilmember:Wagner Staff:Dowdy
Meeting Date:October 1, 2012 Item Number:RES.E
AUBURN * MORE THAN YOU IMAGINEDRES.E Page 119 of 127
RESOLUTION NO. 4 8 6 2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR
TO EXUCUTE A LOCAL AGENCY AGREEMENT
BETWEEN THE CITY OF AUBURN AND THE
VVASHINGTON STATE DEFARTMENT OF
TRANSPORTATION RELATING TO THE CITYWIDE
TRAFFIC SIGNAL SAFETY IMPROVEMENTS
WHEREAS, the City desires to increase the safety of its transportation corridors;
and
WHEREAS, the need to implement traffic signal safety improvements is
recognized in Auburn's adopted Transportation Improvement Program; and
WHEREAS, the City applied for and was granted a Federal FY 2009-2015
Highway Safety Improvement Program grant administered through the Washington
State Departrnent of Transportation (WSDOT) in the amount of $400,000 to finance
traffic signal safety improvements at various locations throughout the City; and
WHEREAS, the $400,000 federal grant consists of $32,624 for design and
367,376 for construction; and
WHEREAS, the $400,000 grant requires no local match; and
WHEREAS, it is in the best interest of the City to use grant monies to finance
traffic signal safety improvements to the transportation system.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the Mayor is hereby authorized to accept the $400,000 Highway
Safety Improvement Program grant for the Citywide Traffic Signal Safety Improvemerrts
project. In addition, the Mayor is hereby authorized to execute a Local Agency
Resolution No. 4862
September 25, 2012
Page 1 of 2
RES.E Page 120 of 127
Agreement between the City and the Washington State Department of Transportation
for the phase in the amount of $32,624, in substantial conformity with the agreement
attached hereto, marked as Exhibit A and incorporated herein by this reference. In
addition, the Mayor is hereby authorized to execute any necessary supplemental
agreements for all future phases of the Project, expending up to the total amount of the
grarrt of$400,000.
Section 2. The Mayor is hereby authorized to implement such other
administrative procedures as may be necessary to carry out the. directives of this
legislation.
Section 3. That this Resolution shall take effect and be in full force upon
passage and signatures hereon.
Dated and Signed this day of 2012.
CITY OF AUBURN
PETER B. LEWIS, MAYOR
ATTEST
Danielle E. Daskam, City Clerk
APP D FORM
Daniel B. Heid, City Attomey
Resolution No.4862
September 25, 2012
Page 2 of 2
RES.E Page 121 of 127
EXHIBIT A
ocal Agency Agreement
Agency City of Auburn CFDA No. 20.205
cecaioa m Feaewi oomesn aseiaw,e
Address 25 West Main St projeet No.
Auburn, WA 98001 Agreement No.
For OSC WSDOT Uae On
7t e I.ocal Agrncy having complieA,or hereby ageeing to wmply,with t6e tums and conditions set fmth m(1)TiUe 23,U.S.Code Highways,(2)
the regulsaons issued pursumt therew, (3) 2 CFR 225, (4) O a ofM agemrnt md Budget Circulais A-102, md A-133, (5)the policies md
proadures pcnmulgaud by du Was6ington State Dep tnrnt of Tr sportetion,d(6)tlte federal eid project agxmmt mte ed into between the
State and Federn!Govanmmt,mletive to the ebove project,the Washington State Departmrnt of Traosportation will auNmize Ne Local Agrnq W
pmcud on t}ie projea by a sep ate noti&cetion.Federal funds whic6 ere to be obligated for the project mey not excxd the amoimt shown herem on
line r, column 3, wit6out written aWhority by the Stak, subja:t W the approval of the Federal Highway Administration. AII Woject not
reimbwsed by the Federal Govemment shal]be the responsibiliry of the I.ocel Agency.
Project Description
Name Citywide Traffic Si al Safety Improvemenu Ixngth n/a
Termini Various locarions throughout the City of Aubum
Desc iption of Work
Improve traffic signal phasing and timing,improve the visibility of vaffic signal heads,and install coimtdown
pedestrian signal displays and ADA pedestrian pushbuttons.
Estimate of Fundin
Type of Work Z 3
Estimated Total Estimated Agency Estimated
Pro'ect Funds Funds Federal Funds
PE a.A an 5 000.00 5 000.00
100 %
a Other Consultant
Feaeral PJtl
d.Sqte 1,000.00 1,000.00PeRicipetion
Ratlo kr PE e.Total PE Cost Estimate a+b+c+d 32 624.00 32 624.00
RIgM of Way f.A en
h.Other
Fetlerel Altl
i.StatePaNdpetlon
Retla for RW '.Totel RIW Cost Estfmata f+ +h+i
Construction k.Contract
I. Other
m.Other
n.Other
o
o.A en
Fetleral Aitl SParUdpatlan
Ratlo for CN Total CN Cost Estimate k+l+m+n+p
r.Toml Pro ect Cost Estlmate e+ 32 624.00 3 24.00
Agency OfHcial Washington State Departrnent M Transportation
By By
r M,,, Directw of Highways and Loeal Programs
Date Exacuted
00T Fo 16DA39
RMeed OB/2011
RES.E Page 122 of 127
Construction Method of Financing (Check MeMOtl Selectetl)
State Ad and Award
Method A-Advance Payment-Agency Share of total consWction cost(based on contract award)
Method B-Withhold from pas tax the Apency's share of tofal wnstructian cost(lina 4,calumn 2)in lhe amount oi
at$ per month for marrths.
Local Force or Local Ad and AwaM
Method C-Aaencv cost incurred with oartial reimbursement
The Lacal Agency further stipulates that pursuant to said Title 23, reguletions and policies and pro dures,and as
a condkion to payment of the federel funds abligated, k accepts and will comply with the applicable provisions set
forth below.Adopted by official action on
October 1 2012 , ResolutionlOrdinance No. 4862
Provisions
I. Scope of Work
The Agency shall provide al]the work,labor,ma[erials,and setvices necessary to perform the project which is described and set forth in detail in
the"Project Descripnon"and`°I'ype of Work."
When the State acts for and on behalf of the Agrncy,the State shel]be deemed an agent of the Agency end shall perform the services described
and indicaud in"Type of Wod2'on the face of this agreement,in accarclance with plans and specificazions as propased by the Agrncy and approved
by the State and ihe Federal Highway Adminishation.
When the State acts for the Agmcy but is mt subject to the right of control by,the Agency, the State shall 6ave the right to perform t6e wark
subject to t6e ordinary procedures of the Sta[e and Federal Highway Administration.
II. Delegation of Authority
Itie State is willing to fulfill[he responsibilities to the Federal Government by the adminisQation of this project 1Le Agrncy a ees that the State
shall have the full authority to cazry ou[ this administration. T6e Stete shall review, process, and approve documrnts required for fedttal aid
reimbursemrnt in eccordance with feAeral requirements.If the State advertises and awards t6e wntract,the Statc will further act for the Agrncy in
all mat[ers conceming Uu projec[as requested by t6e Agency.If the Lacat Agency advertises and awards the projec4 We State shall review the wark
ro rnsure confortnity with Me approved plans and speci8cations.
III. Project AdministraUon
CMain types of work and services shall be provided by the State on this project az requested by the Agrncy end described in the Type o£Work
abova In addidoq the State wi(1 finnish qualified personnel for the supervision md iospection of the work in progress.On Local Agrncy adveftised
and awardcd projects,[he supmision and inspection shall be limited W msuring all work is in conformance with approved plans,speci&cations,and
federal aid requiremmts.The salary of such rn nott or other supervisor and all ot6er salaries and costs incurted by State forces upon tkm projea
will be considend a cost t6ereof.All costs related to this project incurred by employees of the State in the customary mannv on highway payrolls
and vouchers shall be charged as costs of the project
IV Availability of Records
All project iecords in support of all costs incurred d actual expendiNres kept by the Agency are to be maintained in acwrdm ce with local
government acco mting procedures prescribed by the WashingtOn State Auditor's Office, the U.S. Deputment of Tr sporte[ion, and the
Washington State Deparhment of Transportaaoa.The records shall be opm m inspection by the Staze and FeAeral Govemmem at eIl Ieasonable times
and s6a11 be rotaiaed and made available for such inspection for a poriod of not less thm three yeers Gom the Snal paymrnt of any federal aid Cunds
to the Agenry.Copies of said records shall be fiunished to the State and/or Federal Crovemmrnt upon request
V Compliance with Provisions
The Agmcy shall not incur aoy federal aid participation costs on any c(assification of work on this project until authorized in writing by t6e State
for each classificatioa The classifications of work for projects are:
I.Preliminary engineering.
2.Right of way acquisition.
3.Project consWctian.
In the evrnt that right of way acquisitioq or actual consVUCtion of the road,for which preliminary rnginecring is undtrtaken is aot started by the
dosing of the trnth fiscal year following the fiscal year in which the ageemrnt is executed,the Agrncy will repay to the State t6e swn or sums of
federal funds paid to ilie Agency under the tertns of this agreement(see Section IX).
The Agency agreos that all stages o£construction necessery to provide the initially plenned compkre facility within the limits of t6is projeM will
conform W az least the minimum values se[by apryroved statewide design stm dards applicabk to[his class of highways,even thoug6 such additional
work is 6¢ced without federal aid participatian.
Ihe Agency agees that on federal aid highway wnstruction projects, the curtent federal aid regulazions whic6 epply to liquidat d damages
rolative[o the basis of federat participa[ion in the project wst shall be applicable in the evrnt the contractor feils to complete the contrect wiUtin the
contract rime.
VI. Payment and Partial Reimbursement
The total cost of the project,i¢cluding all review md engineuing costs and other expenses of the Sta[e, is to be paid by the Agrncy md by the
Federal 'Governmmt. Federal funding shall be in accordmce with the Federal Transportation Act, as amended, 2 CFR 225 and O ce of
Mansgomrnt d Bndget circulars A-102 and A-133.The State shall no[be ultimately responsible for any of the costs of the projeM.The Agency
shall be ultimately responsible for alt costs associated with the project wluch are not reimbursed by the Federal Govemment. Nothing in this
ageement shall be construod as a promise by the State as to the amount or naRUe of fedual participation in this projec[.
DOT Fortn 740A39 EF 2Revised09/2011
RES.E Page 123 of 127
The Agrncy sh.all bitl the ste[e for Cedcral aid project cosis incu'red in confotmity with applieable federal and state lews. The egrncy shallminimizet6eGmeelapsedbMweenm:eipt of federal aid funds md subsequmt paymmt of incurred wsts. Exprnditures by the L.ocsl Agency for
mainten ce,ge¢aal admmistra oq supervisioq and other overhead shall¢ot be eli bk fm fedual participati untess a cwxrnt ind'vect cost plm
has been piepfficd'm acemd a with the rcgulations outiined in 2 CFR 225-Cost Principles for State,Loca1,d Indian Tribal Govemmrnt, and
re[eined fm audit
The State will pay for Sroh incurted costs on the project.Follawing payment,t6e State shall bill the Fedelal Govemmrnt for reimbursemrnt ofthoucostseligibleforfedcalparticipationwtheextentthatsuehcostseatbutabiemdproperlyallocablewthisprojxt.The State shall bill the
Agency for tf at pmtion of Stam costs which were not reimbursed tiy the Fedcal Guvcmnrnt(sa Secuon I3C).
1. Project Coostraction Cons
Project construetioa fin cing will be accomptished by one of t6e tivee methods as indicated in this a eemrnt.
Met6od A—The Agency will place with the State,within(20)days after the execution of the construction contract,en edvaoa in the amount of
t6e P.gmcy's share of the w[al construction cose based on the contract award.The Staze will noafy t6e Agmcy of the oxnct amount w be depositwiththeStete.'Ihe State will pay all oosts incuered under 6e contract upon presenmtion of progress billings from the contrector.Followinp such
pa ts, the State will submit a billing ro the Federal Govemmrnt for the federel eid participation share of the cost. When t6e pro ect is
su stentially completed end 5na1 ectual costs of the project can be deoamined,the State will present the Agrncy with a 6na1 billing showing thoamountduetheStaao.t6e embimt due Ihe Agrncy.This billing will be cleared by eit6er a paymrnt &om the Aga cy m the State or by a rcfund
from the Staze m the Agenay.
Method B— The Agency's shere of the total construction cost as shown on the face of this ageement shall be withheld from itv morthly fuel tax
allovnrnb.The face of lhis esteblishes the mont6s in which t6e withholding shall take place and the exact amoimt m be withheld each
month.'ILe act at of wit6hol ' g will be con6rmeA by leaer from the Smte m the time of contract award.Upon rxeipt of pro ess billings from the
wnuactor,the State will submit such billings to the Fedvel Govemmrnt for paymrnt of irs participaring portion of such billings.
Met6od C—The Agency msy submit vouchers w the Staoe in the fo'maz prescribed by t6e Stete,in dupticate,not mare tha¢ona pa mont6 for
those costs eligibte for Federal participation to the extent that such msts are direclly adributable and properly alloce6le m this project Exprnditum
by the Local Ageney for maintenance,general administracun,supavision,d other overhead shall not be ehgibk for Federal pazticipation unless
claimed unda a previously approved indirect cost plen.
The State shall'eimbmse the A ency tor t6e Federal share of eligible project costs up to the amount s6own on Me faa of[his ageeemrnt At he
time of audi4 ABrncy will prov de documentation of all costs incuRed on the project.
The Stam shall bill the Agrncy for ali costs incvrted by the State reladve to Ne project The State shall aLso bill the Agency for the fedual fimds
paid by the State to the Agency for projea costs which are subsequently detertnined to be ineli ble for federal panicipation(see Sxaon OC).
VII. Audit oT Federal Consulfant CoMracts
e Agency, if services of a consultant ere required,shall be responsible for audit of the consul[ant's records m dete mine eligible federel aidcostsontheproect. The repart of said audit shall be in the Agency's Ciles md made available m the State and the Federel Govemment.
Aa audit shall be conducted by the WSDOT Intanal Audit Office in accardmce with gene ally accepted govemmrntal auditing standards asissuedbytheUnitedStesGenaalAccoimtin8OfSabyt6eComptrolterGenaaloftheilniudStates; WSDOT Manua! M 27-50,Consulim tAuthorization, Selec[ion,and Agreement Administration;memorenda of understanding between WSDOT and FFIWA,md Of6ce of M agemwt
and Budget C'vcular A-t33.
If upon audit it is found that ovelpayment or perticipation of federal monry in ineligible items of wst h occimed,the Agrncy shall reimbursc
the State for the amount of such overpaymrnt ar excess paRiapation(sce Section IX).
VIIL Sfngle Audk Act
T6eq enry,as a subrecipieat of federai funds,shall a ere m Ne federal OtLce of Mm agement and Budgerc(OMB)Circulm A-133 as well as allapplicaYiefederalandstntestamtesandregulations. A subrccipient who expends 5500,000 or more in fedml ewards from all soucces during a
grveo 5sce1 yeaz shall have a single or program-specific eudit performed for tt et year in accordance with the provisions of OMB Circular A-I33.
Upon conclusion of Ne A-133 eudi4 AB Y be respoosible for rnsiving t6at a copy of t6e rcport is vmsm Ued prompUy w t6e State.
IX. Payment of Bllling
Ihe Agency a ea that if paymrnt or artaegemmt for payment of any of the Stau's billing relative to the pro ect(ag.,State force work,projoct
cancetlation,ovelpaymrn4 st ineh ble for Cederd pmtic patioM•)s not madt m the State within 45 days he Agency hav born billed,[he
Stau shatl'effeM rcimbursemrnt of the wtel sum due Trom tl e regulaz monthty fuel tax ellotrnents to the Agrncy from tkie Motor Vehicle Fund. No
additional Federal projea Cunding will be approveA mti] Cull payment is received unlesa otherwise d'vected the D'uector of Higt ways m d LocalIPograms.
X. Traffie Conuol, Signing, Marking,and Roadway
Malntenanee
The Agrncy vill not pamit m y changes to be made in t6e provisioas fm parldng regulations and ha c control on Ihis projeet wiNout priurapprovaloftheStateendFedoralHighwayAdministration. The Agency will not iasta(I or permit to be installed sny signs,signals,or mazldn.s not
in canformma with the staudards approved by the Federal Hig6way Adsnmistration snd MUTCD. 7'he Agency will,et its own expense,memtain
t6e improvement covaed tiy t6is a eemrnt.
XI. Indemnity
The Agmcy shall hold the Federal Govemmrnt md Ne State harmlas hom end shell process and defead at its own expense all claims,demmds,
or suits,whether at law or equiry brought against the Agency,Stat,or Federal Govemment,arising(rom the Agency's execuuon,
ooT Fo m iao-oas 3Re.eaoazo i
RES.E Page 124 of 127
perCoimance,or failure w perform my of the pmvisions of this aBeement,or of any other agoement or contract connected with this a8'«ment,orensingtiyIeason'of t6e partic pation of the State or Fedaal Govemment m the projec6 PROVIDID,nothing hecein shallrcqw e the A enry mrcimbusetheStamort6eFedwalGovelmnrntfmdemageserisinBoutofbodilyinjaywpersonsordamagetopropertycausedbyorrcsulnngfrom
the sole negligence of the Federel Crovemmrnt or the Stete.
XII. Nondiswimination Provlslon
No liabiliry shall attach to the State or Federal Govemmont except as e cprcssly provided herein.
T6e qgency shall not disam inate on the besis of wa, color,national ori n,or sex in the award end performmce of my USDOT-aasisttdeontraAand/or ageemwt or in t6e adcnmisuatlon of its DBE pro mn m the m{uir mts of 49 CFR Paet 26. The Agency shell teke e 1 nacess Y
and rwsoaable steps under 49 CFR Part 26 to ensure nondiscrimioaaon in the award and administ ation of USDOT-agsisced can end
a eemrnts. The wSDOT's DBE progam, as required by 49 CFR Part 26 and as approved by USDOT, is incorporeted by referrnce in this
a eemen4 Implm eo on of this progam is a legal obliganon and failure W carry out ts tertns shsll be treated a4 a violation of t6is ageanentUponnoti5caziontothcAgencyofitsfailuretocartyoutitsappmvedprogeem,the Depatunuurt may impose s ctioas az pmvided for mder Part 26endmay,in appropristc case`s,refer the matter for enforcemrnt under 18 U.S.C. ]001 md/or the Pro am Fraud Civil Remedies Act of 1986(31 U.
S.C.3801 et seqJ.
7he Ageucy haeby egees tha[it will incoryorate or cause to Ix incorpocated iato any con a for consauctioo wo*k,or modi5cation t6aeo asde&ned in the rules and regulations of the Seaetary of Labor in 41 CFR Chapter 60,which is paid for in whole or in pact with Cunds obtaina!from
t6e Fedval Croveinment or borrowed on the ttedit of the Federal Govemment pursuant_m a gan4 o G o a 6'e°ta or
uudusisnding pu uant to any fedaal progam involving such grant, camract, loan,insui a.or guarantce, t6e required contrect provisions for
Fedval-Aid Contracts(FHWA 1273),tocated in Chepter 44 ofthe Locel Agency Guidelina.
11u A.gency fiutha agees thet it wiil be bound by the above equal opportwity clause with respect to its own employment practices when itpsrticipatesinfederallyassistedconstructionwork: Provided,that if theapphe t so participeting is a Staze ar Locel Govemmrnt,the above equelopponuniryclauseisnotappticebletoanyagrncy, instrumrntaliry, or subdivi on of such government which does not pmticipate in work on or
mda the wntract.
1'he Agwcy elso agrees:
1) To avsist md coopera[e actively wit6 the State in abtaining the complim ce of contractors and subconvactoes with the equel opportuniry
clause and mles,rcgulanons,and relevant orders of the Seaetery of Labor.
2) To fumish the Smte such informetion as it may rcquire far ihe supmision of such compliance and that it will othawise assist the State in
the dischffige of iu primary responsibility for ucuring complianee.
3) To re&ain from entecing into any contract or contract modi5cation subject W Executive Order l 1246 of September 24, 1965,with a
contractor debazred Trom, or w6o 6as not demonstrated eligibility for, govemmrnt conhacts and federalty assisted conatuction contracts
pursuant W the Executive Orda.
4) To carzy out such sancdons and prnalties fm violation of the equal oppordmiry clauso as may be impoud upon contracWrs mdsubcontractarsbytheState,Federe Highway Administration,or the Secretary of Labor pursuent to Part II,subpert D of the Executive Order.
In eddition,the Agency agees that if it teils or rcfuses w comply with these mdertakings,ihe State may take any or all of tho foilowing
actions:
a) Cmicel,torminate,or suspend this agammt in whole or in part;
b) ReGein from eutrnding any furthor essistance to t6e Agency under the pro azazn with respect to which the failurc or refusal
occureed until satisfactory assurance of futuie compGance has ban recerved from the Agenry:aod
c) Refv Ne cau m t6e Depaztrurnt af Justice Cor app opria[e legal proceedings.
XIII. Liquldated'Damages
The Agenry heceby a ees that the liqwdeted damages provisioaa of 23 CF1t Part 635,Subpmt 127,av supplemrnted,rela¢ve to the emowt ofFedecalpmtiapationintheprojectcost,shall be apQGcable m the evrnt t6e oontractor faiLa m complete t6e convact within the coacact time. FeilureWincludeliquideleddemagesprovisionwillnotrchevetheAgrncyfromreductionoffederelporticipetioninaccordencewihthispazegraph.
XIV. TerminaUon for Publie Convenienee
The Secretery of he Was6ington State Department oFTronsportation may tcmminate the contrect in wk ole, or 5nm time to time in part,
whrnever:
1) The requisice federal funding becomes unavailable through failure of appropriatioa or othawise.
2) 'Che convactor is prevrnted from proaeding with t6e work as a direct result of m Executive Ordtt of the President with respect w the
prosecution of war or in t6e intcrest of natioaal defease,or m Executive Orda of the Aesident or Govemor of the Stste with cespect to the
presrnaGon of eeagy resources.
3) The contrnctor is prevrnted 5nm proceeding with the work by rcavon of e preliminary,special,or pecmanent reso-aining order of a
court af oomPeta t jurisdiction whem t6e issum ce of such ordv is primarily caused by tlu acb or omissions of persons or agrncies other thm
t6e coritrectm.
4) The Secretary detcmines that such terminauon is in the best interests of the Stace.
XV Venue for Claims andlor Causes of Action
For the convenirnce of the partia W this contract,it is a@ eed that any claims and/or causes of action which the I.ocal Agrncy hav against the
State of Washington,gowing out of this contract or the project with which ie is enncemed,shall be brought only in the Superior Couet for ThursWn
County.
DOT Fam 146079 EP 4
RevI80E OB/2071
RES.E Page 125 of 127
XVI. CertificaUon Regarding tlre Restricfions of the Use
of Federal Funds for Lobbying
The app oving auNrnity arrifies,to the best of 6is or her Imowledge and belief,that
1) No federal appropriated funds have been paid m will be paid,by or on be6alf of t6e undersigned,to y pason for influencing or attempti¢B
w influrna an offiar or employa of any fedcal agrncy,e memba of Congress,an officer or employce of Cong ess,or m rnq loya of e memba
of Con ess in connectian with the awazding of eny federel contract,the making of any Cederel grant,the making of any faderal loan,the entering
inm of my cooperative a ament, and the extension, wntinuation,renewal, amrndmen4 0*dfficecon of any federsl contract,Bant, loen,or
coopaative ageemrnt
2) If any Cunds otha Weo fedcal appropriated funds have Ixrn paid or will be paid to my persan for in6uencing or attempting W intluena an
offica or employee of any federel agrncy,a member of Congress,an offiar or employee of Congress,or memp loya of a membor of Congtess inconneclionwit6t6isfederalcontiact,rant,loan,or cooperative ag eemmmt,the undersig ed s6all complete md submit the Staedard Form-W.L,
Disclosure Focm W Report Labbying,"in accoed ce with ib instructions.
3) 1'he undmi ed shall require thaz the language of this cs'ti5wtion be included in the awazd docummts for aIl subawmds at all tias
iacluding subgra¢ts,md contracn md subcontraas wder gmts,subgmts,loans,md cooperative ageemrnts)which exceed SI00,000,md that all
such subrecipients shall certify end disclose accordingly.
7Lis artifiearioa is a material represcatation of faa upon w6ic6 rclimice was plaad when this tr saction was made or entered inw. Submissiun
of this certi&cation as a prtrequisite for making or rntering inw this am saccon impoud by Section 1332,TiUe 31,U.S.Code. Mypas on w6o fails
w 61e the required cerriScation shall be subject w a civil prnalty of not less than 510,000 and not mon than SI00,000 for eedi such failure.
Additional Provisions
DOT Form 740.039 EF 5Revlsetl09/2011
RES.E Page 126 of 127
0 1,475
Citywide Traffic Signal Safety Improvements
Printed Date:
Information shown is for general reference
purposes only and does not necessarily
represent exact geographic or cartographic
data as mapped. The City of Auburn makes
no warranty as to its accuracy.
Map Created by City of Auburn eGIS
9/26/2012
ft
Traffic Signals
Fire Station Signal
Pedestrian Signal
Traffic Signal
RES.E Page 127 of 127