HomeMy WebLinkAbout11-18-2013 CITY COUNCIL AGENDA PACKET
City Council Meeting
November 18, 2013 - 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. Boards and Commissions Appointments
City Council to confirm the following appointments to the Auburn Junior City
Council for two-year terms expiring August 31, 2015.
Sydney Campbell
Tyler Cushing
Anton Mahoney
Dalton Hands
2. Boards and Commissions Appointments
City Council to confirm the following appointments to the Auburn Junior City
Council for a one-year term expiring August 31, 2014:
Allison Hand
Mauricio Martinez-Torres
Olivia Thomas
Mary Riel
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
Page 1 of 85
1. November 12, 2013 Minutes* (Peloza)
B.Planning & Community Development
1. November 12, 2013 Minutes* (Backus)
C.Public Works
1. November 4, 2013 Minutes* (Wagner)
D.Finance
1. November 4, 2013 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 November 4, 2013 Regular Meeting*
B. Claims Vouchers (Partridge/Coleman)
Claims voucher numbers 426053 through 426245 in the amount of $4,878,842.98
and two wire transfers in the amount of $13,506.75 and dated November 18, 2013.
C. Payroll Vouchers (Partridge/Coleman)
Payroll check numbers 534225 through 534255 in the amount of $879,171.23
electronic deposit transmissions in the amount of $1,231,319.79 for a grand total
of $2,110,491.02 for the period covering October 31,2013 to November 13, 2013.
D. Public Works Project No. CP1310* (Wagner/Dowdy)
City Council approve final pay estimate No. 2 to small works contract No. 13-14 in
the amount of $7,872.50 and accept construction of project No. CP1310, 2013
Arterial & Collector Crack Seal Project
E. Public Works Consultant Agreement No. AG-C-438 (Wagner/Dowdy)
City Council approve Consultant Agreement No. AG-C-438 with Brown and
Caldwell, Inc. for the update of the Sewer Comprehensive Plan
F. Public Works Consultant Agreement No. AG-C-439 (Wagner/Dowdy)
City Council approve Consultant Agreement No. AG-C-439 with Carollo Engineers,
Inc. for Comprehensive Water System Plan
G. Public Works Consultant Agreement No. AG-C-440 (Wagner/Dowdy)
City Council approve Consultant Agreement No. AG-C-440 with Brown and
Caldwell, Inc. for the update of the Comprehensive Stormwater Drainage Plan
H. Airport Management Contract* (Peloza/Coleman)
City Council approve a contract for airport management services with Aviation
Management Group, LLC.
I. Contract 12-18 City Hall Remodel, Phase I* (Partridge/Hursh)
Page 2 of 85
City Council to accept Final Pay Estimate for City Hall Remodel-Phase I, Contract
No. 12-18, Lincoln Construction, Inc.
(RECOMMENDED ACTION: City Council approve the Consent Agenda.)
V.UNFINISHED BUSINESS
There is no unfinished business.
VI.NEW BUSINESS
There is no new business.
VII.ORDINANCES
A. Ordinance No. 6475* (Partridge/Coleman)
An Ordinance of the City Council of the City of Auburn, Washington, establishing
the levy for regular property taxes by the City of Auburn for collection in 2014 for
general City operational purposes in the amount of $15,792,046.00
(RECOMMENDED ACTION: City Council introduce and adopt Ordinance No.
6475.)
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 85
AGENDA BILL APPROVAL FORM
Agenda Subject:
November 12, 2013 Minutes
Date:
November 14, 2013
Department:
Police
Attachments:
November 12, 2013 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Municipal Services
Councilmember:Peloza Staff:
Meeting Date:November 18, 2013 Item Number:MS.1
AUBURN * MORE THAN YOU IMAGINEDMS.1 Page 4 of 85
Municipal Services Committee
November 12, 2013 - 3:30 PM
City Hall Conference Room 3
MINUTES
I. CALL TO ORDER
Chair Peloza called the meeting to order at 3:30 p.m. in Conference Room 3 of
City Hall, 25 West Main Street, Auburn, WA.
A. Roll Call
Members present: Chair Bill Peloza, Vice Chair Wayne Osborne and
Member John Partridge.
Staff present: Mayor Pete Lewis, Chief of Police Bob Lee, Assistant Chief of
Police Bill Pierson, Finance Director Shelley Coleman, Human Resource
Director Brenda Heineman, Employee Relations Manager Aaron Barber, City
Attorney Dan Heid, Assistant City Attorney Steven Gross, Public Works
Director Dennis Dowdy, Parks, Arts & Recreation Director Daryl Faber,
Auburn Municipal Airport Manager Jamelle Garcia and Police
Secretary/Scribe Heather Shaw. Others present: Auburn Reporter
representative Robert Whale.
B. Announcements
C. Agenda Modifications
At the request of Finance Director Shelley Coleman, an agenda modification
was added to discuss the Redflex contract that would start June 1, 2014 and
would run for 6 years with two (2), two (2) year options. The contract was
previously reviewed by the city departments to provide suggestions and
changes in ensuring the contract would be agreeable to all departments
within the city. Finance Director Coleman addressed suggested changes and
revisions to the contract with Redflex to include: Cost neutrality zeroed out on
our account, the proposed contract to be cost neutral and additional money to
off-set our administrative costs. Another requested change would be for all
infractions to be handled through King County District Court which has an
80% collection rate versus Redflex's collection rate at 50%.
In review of the contract for grammatical changes, Chair Peloza suggest re-
wording under the Recitals section of the contract to include adding "back
office 'administrative' services" in replace of the term "back office services".
Vice Chair Osborne expressed concerns with the cost-effectiveness of the
contract over the next six years due to the number of infractions being down
while administrative costs are still incurred. He suggested that a school board
representative as well as both a Redflex representative and their competitor
be invited to a Municipal Services Committee meeting to discuss the need for
red light photo enforcement to be at the current designated locations versus
other locations within the city.
Page 1 of 4
MS.1 Page 5 of 85
Chair Peloza suggested that an estimated cost to the City be determined as
well as an RFP comparison cost be provided to be addressed at a future
meeting.
II. CONSENT AGENDA
A. October 28, 2013 Minutes
Vice Chair Osborne moved to accept the Minutes as presented. Member
Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
III. ACTION
A. Airport Management Contract (Coleman)
Finance Director, Shelley Coleman briefed the committee on the Airport
Management Contract. The contract was previoulsy reviewed by the
Municipal Services Committee where AMG was asked to remove the grant
and project management from their proposal. The contract was previously
reviewed and grammatical and formatting errors were identified and
corrected. The committee discussed the process in gas pricing and state
sales tax causing gas prices in the State of Washington to be less
competitive than in other states that have no sales tax.
Vice Chair Osborne moved to forward the Airport Management Contract to
full Counsel for consideration. Member Partridge seconded. Chair Peloza
concurred.
MOTION PASSED: 3-0
top third for the services, location and price in the area.
IV. DISCUSSION ITEMS
A. Ordinance No. 6475 (Coleman)
Shelley Coleman, Finance Director, reviewed Ordinance No. 6475 with the
Committee . The Ordinance establishes the Levy for Regular Property Taxes
by the City of Auburn for Collection in 2014 for General City Operation
Purposes in the amount o f $15,792,046.00. This Ordinance was previously
reviewed by the Municipal Services Committee and there were no additional
questions.
B. Ordinance No. 6481 (Coleman)
Finance Director Shelley Coleman provided Budget Amendment #5 to
Ordinance No. 6481 which amends the 2013-2014 revised budget. The most
notable change is the transfer of $2.0M from the General Fund from available
ending fund balance to the City's Cumulative Reserve Fund. Additional
changes include an increase by $700,000.00 to Sewer-Metro waste water
revenues and anticipated payment to King County for sewer-wastewater
treatment services. Revenues are anticipated to exceed budget as payment
are a pass-through to King County. Another increase by $300,000.00 is Solid
Waster utility revenues and payments to Waste Management for collection
and tipping fee charges . Revenues are anticipated to exceed budget.
Page 2 of 4
MS.1 Page 6 of 85
Payment to Waste Management are based upon actual amount of refuse
collected and disposed.
The Committee was provided a spreadsheet which detailed 2013's
Appropriation Authority by Fund which they had questions in regards to how
the numbers were determined on Schedule B. Finance Director Coleman
suggested that the spreadsheet could include in the last column a breakdown
of expenditure fund balance that would equal the total. Member Partridge
addressed some additional questions on the finance schedules provided that
Director Coleman will address and clarify at a future meeting.
C. Ordinance 6465 (Faber)
Parks, Arts & Recreation Director, Daryl Faber presented Ordinance 6465
which adds a new Chapter 2.22 to the Auburn City Code. This would take all
the laws addressed in the department's Policies and Procedures Manual and
move them to the Auburn City Code. He addressed that many local cities
have already done this to streamline their signage to specific parks that may
have differing rules at each park.
Chair Peloza and Vice Chair Osborne questioned section 2.22.040 in regard
to when a permit would be needed for large groups or family gatherings at the
parks. It was determined that under the Definitions section no. 2.22.030, that
verbiage would be placed to define that a permit would be needed should a
group want exclusive use to the park. Additional revisions and grammatical
changes were suggested to sections 2.22.070, 2.22.100 and 2.22.200. All fee
amounts listed within the contract were suggested to be removed and
replaced to include the ACC referencing fees and fines should they be
changed in the future.
D. Medicare Advantage for LEOFF 1 Retirees (Heineman)
Director of Human Resources, Brenda Heineman, discussed the Medicare
Advantage program through AWC. The City believes that it is mutually
beneficial for the LEOFF I retirees and the taxpayers at the same time. There
is a substantial projected savings on premium moving to the program.
Member Partridge questioned how long the program had been around as well
as whether there was any potential volatility with the plan. The City
interviewed other local cities to include Mount Vernon and Anacortes who are
with the program which came back with glowing reviews. The City believes
that this is the most comprehensive medical coverage, while continuing to
conserve citizen's tax dollars.
Director Heineman addressed questions regarding advantages and
disadvantages to the plan and informed the Committee that there is an
informational meeting that is scheduled and offered to the LEOFF I retirees in
November. A letter to all retirees affected has been sent out by mail.
E. Project Matrix
The following updates were made to the Project Matrix:
Item 21P: Review date changed to 11/25/2013.
V. ADJOURNMENT
Page 3 of 4
MS.1 Page 7 of 85
The meeting was adjourned at 5:10 p.m. The next regular meeting of the Municipal
Services Committee is scheduled for Monday, November 25, 2013 at 3:30 p.m. in
Conference Room 3 of City Hall, 25 West Main Street, Auburn, WA.
Signed this _________ day of November, 2013.
_______________________________ _______________________________
Bill Peloza, Chair Heather Shaw, Police
Secretary/Scribe
Page 4 of 4
MS.1 Page 8 of 85
AGENDA BILL APPROVAL FORM
Agenda Subject:
November 12, 2013 Minutes
Date:
November 14, 2013
Department:
Planning and Development
Attachments:
November 12, 2013 Draft Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Backus Staff:
Meeting Date:November 18, 2013 Item Number:PCD.1
AUBURN * MORE THAN YOU IMAGINEDPCD.1 Page 9 of 85
Planning and Community
Development
November 12, 2013 - 5:00 PM
Annex Conference Room 2
MINUTES
I. CALL TO ORDER
Vice-Chair Holman called the meeting to order at 5:00 p.m. in Annex
Conference Room 2 located on the second floor of One Main Professional
Plaza, One East Main Street, Auburn, Washington. Chair Backus arrived
at 5:09 to facilitate the meeting.
A. Roll Call
Planning and Development Committee Chair Nancy Backus, Vice-
Chair John Holman and Member Largo Wales were present. Also
present were Mayor Pete Lewis; Planning and Development Director
Nancy Welch; Finance Director Shelley Coleman; Planning Services
Manager Elizabeth Chamberlain; City Attorney Dan Heid; Utilities
Engineer Dan Repp; Environmental Services Manager Chris
Andersen; Environmental Services Planner Jamie Kelly; Economic
Development Manager Doug Lein; Water Utility Engineer Susan
Fenhause; Storm Drainage Engineer Tim Carlaw; Sewer Utility
Engineer Bob Elwell; and Planning Secretary Tina Kriss.
Members of the audience present were: Bob Kenworthy, Assistant
Public Director for the Auburn School District; Paul Cyr of Barghausen
Consulting Engineers, Inc.; Kevin Anderson, President of Wesley
Homes; Spencer Alpert; and Robert Whale of the Auburn Reporter.
B. Announcements
1. Presentation
a. Hearing Examiner (Welch)
Planning and Development Director Nancy Welch introduced the
City's contracted Hearing Examiner Phil Olbrechts of Olbrechts
and Associates, PLCC, to update the Committee on activities and
observations for cases heard in 2013.
Hearing Examiner Phil Olbrechts stated the Hearing Examiner
issued ten decisions in the past twelve months. Of these
decisions, four were rezones, four conditional use permits and
two preliminary plats.
Page 1 of 6
PCD.1 Page 10 of 85
Mr.Olbrechts also provided his code observations regarding
Conditional Use Permits that do not meet the development
standards of the Downtown Urban Center (DUC) zoning district,
ACC 18.29.060, requiring a minimum floor area ratio (FAR). He
discussed concurrent adoption of comprehensive plan map
amendments along with implementing site specific rezones. Staff
noted Mr. Olbrecht’s code observations.
C. Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Minutes - October 28, 2013 (Welch)
Vice-Chair Holman moved and Member Wales seconded to approve
the October 28, 2013 minutes as written.
MOTION CARRIED UNANIMOUSLY. 2-0
III. ACTION
There were no action items.
IV. DISCUSSION ITEMS
A. Ordinance No. 6481 (Coleman)
Finance Director Shelley Coleman provided the staff report on
Ordinance No. 6481. Ordinance No. 6481 is the fifth Budget
Amendment for the 2013-2014 biennium and the final amendment for
calendar year 2013. Director Coleman distributed and reviewed a
revised agenda bill/memorandum updating additional items within the
budget amendment. The additional items have been incorporated into
the budget amendment.
Director Coleman explained the budget amendment will formally
recognize receipt of grants and other sources of funding for
projects/programs underway requiring a budget amendment to ensure
sufficient budget authority to meet anticipated expenditures by year
end.
The Committee and staff reviewed the line item budget fund
balances and additional ways to break the fund balances table from
the net activities for a clearer explanation.
B. Ordinance No. 6475 (Coleman)
Finance Director Shelley Coleman explained proposed Ordinance No.
6475 would establish the City's portion of the regular property tax levy
Page 2 of 6
PCD.1 Page 11 of 85
for collection in 2014 in the amount of $15,792,046.00. This funds
general governmental operations. Ordinance No. 6475 will go before
the Finance Committee and then to full City Council for adoption on
Monday, November 18, 2013. This includes a 2013 levy correction for
approximately $667,700.00. The Committee had no questions.
C. Auburn School District Impact Fees (Coleman)
Finance Director Shelley Coleman explained that the Auburn School
District is required to provide an annual report on how the impact fees
are deployed and the district has provided the 2012/2013 annual
report. The Committee and staff discussed the school impact fees.
D. Comprehensive Sewer Plan (Elwell)
Sewer Utility Engineer Bob Elwell provided the staff report for the
Comprehensive Sewer Plan update. Mr. Elwell explained this update
will provide guidance for operation, maintenance, and improvements
of the City's extensive sewer system in conjunction with the City's
major Comprehensive Plan update. The Committee had no questions
after the staff report.
E. Comprehensive Water Plan (Fenhaus)
Water Utility Engineer Susan Fenhaus explained that the
Comprehensive Water System update Scope of Services has been
developed to assist the City with the 2015 update of its
Comprehensive Water System Plan. The last comprehensive update
was in 2009 and approved by the Washington State Department of
Health (DOH) in 2012. The DOH requires the plan to be submitted by
December of 2014. This will also be coordinated with the City's major
update to the Comprehensive Plan.
F. Comprehensive Stormwater Drainage Plan (Carlaw)
Storm Drainage Engineer Tim Carlaw provided background
information on the City of Auburn Comprehensive Stormwater
Drainage Plan update. The purpose of the 2014 Drainage Plan
Update is to guide the operation, maintenance, and improvements of
the City's storm drainage system.
The Committee and staff discussed Task 2, the evaluation of the level
of service goals, practices, and policies. Staff stated the City will
continue to inventory system data throughout the City with emphasis
on the storm drainage infrastructure in the annexation areas ahead of
preparing the City's draft Storm Drainage Comprehensive Plan. The
Committee and staff discussed the City's Subbasin inventory
approach.
G. Implementation Review of the 2010 Amendments to Auburn’s Flood
Page 3 of 6
PCD.1 Page 12 of 85
Hazard Area Regulations, Chapter 15.68 ACC (Andersen)
Environmental Services Manager Chris Andersen briefed the
Committee regarding implementation of the 2010 Flood Hazard Area
regulations adopted to comply with the National Marine Fisheries
Service’s Biological Opinion issued for the National Flood Insurance
Program (NFIP) in Western Washington.
Committee and staff discussed how the habitat study requirements
have affected some of the permitted projects and staff provided
options for potentially minimizing the cost and schedule impacts of
floodplain permitting requirements on applicants. Options presented
included revising the City's floodplain regulations, developing a
programmatic Habitat Assessment for all or a portion of the City’s
floodplain areas, or developing a “Habitat Assessment Application”
template that would allow applicants to provide information about their
project site that could be used to document the required habitat
assessment information. The template would assist the City in
obtaining the site condition information necessary to perform the
assessment and minimize the cost and schedule impacts while
fulfilling the requirements.
The Committee stated that they are supportive of the habitat
application template option. This option would still enable the City to
fulfill the Federal Emergency Management Agency, NFIP/Endangered
Species Act model ordinance requirements. Staff will explore this
option further and bring additional information back to the Committee.
H. 2013 Comprehensive Plan Update (Dixon)
Principal Planner Jeff Dixon introduced the 2013 Annual
Comprehensive Plan Amendments and Planning Commission
recommendation and pointed out that the changes to the “working
notebooks” are the items printed on yellow paper. The public hearing
held October 22, 2013 on the annual comprehensive plan
amendments consisted of those proposed to the Comprehensive Plan
Policies and Text (P/T) and those amending the Plan Map (CPM) as
follows (Principal Planner Dixon Reviewed the proposed
amendments):
Case Number CPA13-0003
A. Comprehensive Plan Policy/Text Amendments
School District Capital Facilities Plans P/T #1 - 4
P/T #1 – Auburn School District 2013-2019 Capital Facilities Plan
P/T #2 – Dieringer School District Capital Facilities Plan 2014-2019
P/T #3 – Federal Way School District 2014 Capital Facilities Plan
P/T #4 – Kent School District 2013/2014 – 2018/2019 Capital
Page 4 of 6
PCD.1 Page 13 of 85
Facilities Plan
P/T #5 – City of Auburn 2014-2019 Capital Facilities Plan
P/T #6 - Comprehensive Plan
Revise Chapter 3 – ‘Land Use’
· Revise pages 3-34 through 3-35 and Page 3-39 related to emphasis
of industrial uses.
Revise Chapter 8 – ‘Economic Development’
· Revise pages 8-9 through 8-11 related to emphasis of industrial
uses.
Revise Chapter 14 – ‘Comprehensive Plan Map’
· Revise page 14-15 related to emphasis of industrial uses.
B. Comprehensive Plan Map Amendments
CPM #1 – (File No. CPA13-0003) Amend Map No. 14.1 for a City-
initiated change in the designation of three parcels developed with
single family residences totaling 1.76 acres on the north side of
Auburn WY S and east of Hemlock ST SE (Parcel Nos. 2815000020,
2815000010 & 2121059073) from "High Density Residential" to "Light
Commercial" for future rezoning.
CPM #2 – (File No. CPA13-0001) Amend Map No. 14.1 requested by
Wesley Homes Lea Hill , LLC to change the designation of an existing
developed site and two recently acquired adjacent parcels located
south of SE 320th ST, between 108th and 110th AVE SE of approx.
18.65 acres (Parcel Nos. 1721059007, 1721059253 &1721059109).
The Applicant seeks to change designations of their contiguous
parcels from “Single Family Residential" to "Public and Quasi-Public"
to facilitate subsequent rezoning to accommodate future expansion of
existing assisted living facility.
CPM #3 – (File No. CPA13-0002) Amend Map No. 14.1 requested by
two adjacent property owners, Fonpee LLC and E. Stanberry, for
property located at the NW corner of 37th ST NW and W Valley HWY
of approx. 2.10 acres (Parcel Nos. 0221049077 & 0221049098). The
applicants seek to change designations of a portion of the parcels
from 'Heavy Commercial' to 'Light Industrial' to facilitate subsequent
rezoning and to eliminate split designations of each parcel and to
accommodate future potential development.
After discussion and review with the Committee, Principal Planner
Dixon explained that the Planning Commission unanimously
recommended approval of all items at their October 22, 2013 public
hearing. Staff anticipates taking the 2013 Annual Comprehensive Plan
Page 5 of 6
PCD.1 Page 14 of 85
Amendments for review to the Public Works Committee on November
18, 2013 and back to the PCDC for proposed action on November 25,
2013 before taking it to full City Council on December 2, 2013. The
Committee was supportive of these amendments.
I. Director's Report (Welch )
Planning Director Nancy Welch stated that the Major Comprehensive
Plan update is underway and staff will be meeting on November
22, 2013 with the consultant to outline the visioning process going
forward and input from the community in the first quarter of 2014.
The election signs will be taken down November 13, 2013 and staff
will be working on business signs that have not been permitted
in various areas.
J. PCDC Status Matrix (Welch)
The Committee reviewed the updates to the PCDC Matrix and
Director Welch explained that the Marijuana topic will be discussed at
the December 3, 2013 Planning Commission meeting.
The Committee asked that the Shared Student Rental Housing item
be brought before the Committee to review the progress two times a
year starting in January.
V. ADJOURNMENT
There being no further business to come before the Planning and
Community Development Committee, the meeting was adjourned at 6:49
p.m.
DATED this _____________ day of _________________________, 2013.
___________________________________
Nancy Backus - Chair
___________________________________
Tina Kriss - Planner
Page 6 of 6
PCD.1 Page 15 of 85
AGENDA BILL APPROVAL FORM
Agenda Subject:
November 4, 2013 Minutes
Date:
November 14, 2013
Department:
Public Works
Attachments:
Draft Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Wagner Staff:
Meeting Date:November 18, 2013 Item Number:PW.1
AUBURN * MORE THAN YOU IMAGINEDPW.1 Page 16 of 85
Public Works Committee
November 4, 2013 - 3:30 PM
Annex Conference 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.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were
present. Also present during the meeting were: Mayor Pete B. Lewis,
Public Works Director Dennis Dowdy, City Engineer/Assistant Director
Dennis Selle, Utilities Engineer Dan Repp, Transportation Manager
Pablo Para, Planning Director Nancy Welch, Project Engineer Seth
Wickstrom, Strom Drainage Engineer Tim Carlaw, Street Systems
Engineer Jai Carter, Traffic Operations Engineer Scott Nutter,
Sanitary Sewer Engineer Robert Elwell, Water Engineer Susan
Fenhaus, Senior Project Engineer Ryan Vondrak, Finance Director
Shelley Coleman, Planning Manager Elizabeth Chamberlain, and
Public Works Secretary Jennifer Cusmir.
Members of the public in attendance included: Evelyne Tszeana,
citizen.
B. Announcements
There were no announcements.
C. Agenda Modifications
There were no modifications to the agenda.
II. CONSENT AGENDA
A. Approval of Minutes
It was moved by Vice-Chair Peloza, seconded by Member Osborne,
that the Committee approve the Public Works Committee Meeting
minutes for date, October 21, 2013.
Motion carried 3-0.
B. Public Works Project No. CP1307 (Wickstrom)
Project No. CP1307, Control Structure Installation Project Page 1 of 9
PW.1 Page 17 of 85
Project Engineer Wickstrom was present.
Chairman Wagner, referencing the project’s vicinity map, asked why
the storm pond on A Street SW needs three storm water control
structures. Storm Drainage Engineer Carlaw explained how the storm
pond on A Street SW is configured and how the storm water is being
slowed exiting the pond as well as entering.
Storm Drainage Engineer Carlaw described what the water control
apparatuses look like and how they will work, in response to a
question asked by Vice-Chair Peloza.
Project Engineer Wickstrom stated that the control structures that are
being installed are being specifically fabricated for the project, making
it difficult to estimate the cost of manufacturing the specific parts, in
response to a question asked by Member Osborne.
Assistant Director/City Engineer Selle noted that the scope of the
project is not common work and it is difficult to determine costs
because there are no other similar projects to use for a comparison.
It was moved by Vice-Chair Peloza, seconded by Member Osborne,
that the Public Works Committee recommend City Council award
Limited Public Works Contract No. 13-17 to RW Scott Construction
Company on their low bid of $33,260.00 plus Washington State sales
tax of $3,153.20 for a total contract amount of $36,413.20 for Project
No. CP1307, Control Structure Installation Project.
Motion carried 3-0.
C. Public Works Consultant Agreement No. AG-C-417 (Elwell/Fenhaus)
Consultant Agreement No. AG-C-417 for Underground Transmission
Main Evaluation
Chairman Wagner asked if other tasks included in the consultant’s
scope of work will not be completed due to the amendment to the
agreement. Water Utility Engineer Susan Fenhaus answered that the
original scope of work will be completed and that there is money in the
budget to accommodate the amendment.
Chairman Wagner and Sanitary Sewer Engineer Elwell discussed the
language on page 2 of Exhibit A regarding AC pipe. Because the
language is contradictory, Chairman Wagner requested that the words
“asbestos cement” be struck from the third line of the first
paragraph.
In response to a question asked by Member Osborne, Sanitary Sewer
Engineer Elwell explained that because the transmission mains are
Page 2 of 9
PW.1 Page 18 of 85
hard to access, part of the original scope of work was for the
consultant to provide recommendations on how to access the
condition of the pipes. The amendment includes completion of the
second tier inspections, as per one of the consultant’s
recommendations, to detect leaks and assess pipe wall thickness of
the water pipes.
Sanitary Sewer Engineer Elwell answered questions asked by
Member Osborne regarding transmission main leak
detection. Member Osborne asked about the ages of the pipes.
Sanitary Sewer Engineer Elwell stated that the majority of the pipe at
Coal Creek Springs was replaced in 1964 and the portion that runs
under the river was installed in 1925. The Academy pipe is
approximately 30 years old and the Lea Hill pipe is about 40 years
old.
Sanitary Sewer Engineer Elwell answered questions asked by
Member Osborne regarding the review schedule for the Final
Report.
Vice-Chair Peloza asked for the wording, “The sole deliverable…” be
changed to, “A deliverable…” because the report is not the only
deliverable.
Vice-Chair Peloza asked that the dollar amounts on page 4 of the
scope of work include the decimal places.
Vice-Chair Peloza asked for the payment language on page 4 be
changed from, “…per day will be billed,” to, “…per day will be billed by
MSA.”
The Committee and staff discussed how the City will avoid being billed
for standby fees. Chairman Wagner asked that staff strengthen the
language in Section 1.1 – Project Planning, Site Visit and
Mobilization.
Chairman Wagner and Vice-Chair Peloza asked that the explanation
of the invoicing cross-reference the items listed in the Payment table
on page 4.
It was moved by Vice-Chair Peloza, seconded by Member Osborne,
that the Committee recommend City Council approve Amendment
No.1 in the amount of $98,515.00 to Contract No. AG-C-417 for
Underground Transmission Main Evaluation.
Motion carried, 3-0.
III. DISCUSSION ITEMS
Page 3 of 9
PW.1 Page 19 of 85
A. Ordinance No. 6475 (Coleman)
An Ordinance of the City Council of the City of Auburn, Washington,
Establishing the Levy for Regular Property Taxes by the City of
Auburn for Collection in 2014 for General City Operational Purposes
in the Amount of $15,792,046.00
Finance Director Coleman explained the 2013 and 2014 property tax
levy calculations to the Committee.
Finance Director Coleman spoke about the actuarial assessment of
the fire pension fund.
The Committee and Finance Director Coleman discussed the
correction of the 2013 levy error which is being included in the 2014
Property Tax Levy Calculations. Chairman Wagner suggested striking
out the word “error” on the agenda bill.
Chairman Wagner asked staff to present the Council with an
informational update about the tax levy.
Ordinance No. 6475 will be reviewed by the Finance Committee and
then on November 18, 2013, the ordinance will be taken back to the
Finance Committee for action and the City Council for introduction and
adoption.
B. Agreement for Services – Comprehensive Plan Update
(Chamberlain)
Chairman Wagner asked how the results of the last Council Retreat
visioning exercised will be included in the update of the
Comprehensive Plan. Planning Manager Chamberlain answered that
the results of the retreat will be included in the background information
provided to the consultant. Chairman Wagner asked that it be
included in the scope of work. Mayor Lewis recommended that it be
stated in the scope of work so that there is no doubt that the structure
of the plan is being build around the Council’s visioning.
Chairman Wagner asked that it be clarified, in Task 3.3 – Community
Questionnaire, that the City will be distributing hardcopies of the
questionnaire and the questionnaire will not only, “be formatted for
hardcopy distribution.” Mayor Lewis suggested using the same
language as was used when the survey was distributed.
Planning Director Welch responded to questions asked by Chairman
Wagner regarding the schedule for the briefing sessions.
Planning Manager Chamberlain discussed the estimated project
schedule with the Committee. Chamberlain clarified the schedule and
stated that the Comprehensive Plan must be completed by June 30,
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PW.1 Page 20 of 85
2015, in response to a question asked by Chairman Wagner.
Vice-Chair Peloza asked why City staff is traveling to Portland to meet
with the consultant. Planning Manager Chamberlain answered that the
trip is cost saving, so the City does not have to pay the consultant for
travel and time to come to Auburn. Chamberlain explained that the
initial meeting was set up as a conference call, but staff believes that
a face-to-face initial meeting would be more beneficial. Vice-Chair
Peloza recommended a possible video conference in lieu of staff
traveling to Portland. Vice-Chair Peloza also stated that his preference
would be for the City to negotiate with the consultant and have the
consulting team come to Auburn at no charge or possibly share the
cost of the consultant traveling to Auburn, as the City is where the
“vision is.”
Chairman Wagner asked how much it would cost to have the
consultant come to the City. Planning Manager Chamberlain
answered that it would cost approximately $2000.00. Chairman
Wagner stated that it would be worth the cost. Chamberlain stated
that there would be three members of the consulting team, coming to
the City for the day, in response to a question asked by Mayor
Lewis.
Member Osborne spoke about the actual writing of the plan. Planning
Manager Chamberlain verified that is it the goal of staff to make the
plan more readable and user-friendly.
The Committee discussed the potential of rebranding the City. Mayor
Lewis suggested waiting on discussing rebranding until after the
visioning data is collected. The Committee agreed.
Planning Manager Chamberlain discussed the schedule for rewriting
the entire Comprehensive Plan with the Committee. Chairman
Wagner recommended the Task 4.3 be scheduled out until the end of
May 2014.
Vice-Chair Peloza recommended asking the consultant for the cost of
them traveling to the City and then ask to split the cost with the
consultant. Mayor Lewis thanked Vice-Chair Peloza for his input and
stated that staff will work with the consultant administratively. Vice-
Chair Peloza requested that it be included in the minutes that he does
not agree with covering all of the cost for the consultant to come and
meet with staff in Auburn and that the consultant should share in at
least half the cost.
Chairman Wagner asked about the total project budget. Planning
Manager Chamberlain answered that the 2013-2014 budget is
approximately $100,000.00. Chairman Wagner asked for the budget
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PW.1 Page 21 of 85
for the complete update of the Comprehensive Plan.
C. Comprehensive Sewer Plan (Elwell)
Chairman Wagner spoke about the importance of including as much
information as possible from the Muckleshoot Indian Tribe (MIT) and
King County.
The Committee and staff discussed the inclusion of tribal land area
and future MIT planning in the Comprehensive Sewer Plan. Chairman
Wagner also requested more specificity regarding King County’s
future planning.
Sanitary Sewer Engineer Elwell responded to questions asked by
Member Osborne regarding how to determine the number of sewer
connections on MIT land. Elwell noted that the MIT owns a portion of
the capacity of the Auburn Way South sewer trunk line.
Mayor Lewis stated that sewer from the MIT casino goes into a
system that the MIT jointly paid for to get to the County Metro
connection, in response to a question asked by Vice-Chair
Peloza. Sanitary Sewer Engineer Elwell discussed how sewer flow
may be determined by monitoring water flow.
Vice-Chair Peloza asked if the King County sewer project on 17th
Street is included in the Comprehensive Plan. Sanitary Sewer
Engineer Elwell stated that the project will be included in Task 4 –
Perform Hydrologic and Hydraulic Modeling because there will be a
change in flow.
Vice-Chair Peloza asked for a gnat chart showing the project
schedule.
Chairman Wagner asked if Task 9 – Financial Analysis Assistance, is
the equivalent of a Cost of Service Study. Sanitary Sewer Engineer
Elwell stated that the analysis is a required part of the Comprehensive
Plan and the consultant will be incorporating financial data provided to
them by staff, not by performing a Cost of Service Study.
Member Osborne asked if there are any anticipated changes to the
current level of service. Sanitary Sewer Engineer Elwell stated that
there are no anticipated changes but staff would like to review level of
service policies.
Sanitary Sewer Engineer Elwell stated that there will be no major
changes to the service area, in response to a question asked by
Member Osborne.
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PW.1 Page 22 of 85
Chairman Wagner and Sanitary Sewer Engineer Elwell discussed the
amount of detail that will be included in the level of service
policies. Chairman Wagner recommended including more technical
detail in the policies. Sanitary Sewer Engineer Elwell stated that the
City has no policy forcing sewer hook ups based on environmental
concerns, in response to a question asked by Member Osborne. King
County Health Department and the Department of Ecology handle
environmental decisions.
Director Dowdy spoke how the existing policies will be reviewed by
the Committee.
D. Chipseal Progress Report (Carter)
Street Systems Engineer Carter gave a PowerPoint presentation on
Chipsealing. .
The presentation covered an overview of the chipsealing process,
including surface preparation, binder application, spreading
aggregate, compaction, sweeping, and fog sealing.
Street Systems Engineer Carter addressed questions asked by the
Committee about the chipseal process.
Street Systems Engineer Carter stated that the City currently uses a
double chipseal process. Carter described the double chipseal
process.
Carter answered questions asked by Member Osborne regarding the
double chipseal treatment on Kersey Way.
Carter responded to questions asked by Chairman Wagner regarding
the size of the aggregate.
Street Systems Engineer Carter spoke about the physical appearance
of the treatment and about the benefits of chipsealing. Carter
explained that chipsealing does not strengthen the underlying
pavement, increase the load-bearing capacity, smooth out rough or
bumpy pavement, bridge large cracks or eliminate the need for
maintenance or reconstruction.
The City uses chipseal treatments due it is a cost effective method of
preserving pavement.
The life expectancy of chipseal is 3-10 years.
The Committee, Mayor Lewis, and staff discussed the differences
between chipseal treatment and thin overlays. Street Systems
Engineer Carter reviewed how to determine when to use
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PW.1 Page 23 of 85
chipseal. Chipsealing should be used on low to medium traffic volume
streets, roadways that are structurally sound with low to moderate
pavement distresses, and the roadways selected that are not subject
to heavy vehicle traffic, sharp turning movements or high traffic
volume. Chairman Wagner recommended that hills should be included
in the list of streets where chipseal should not be used. The
Committee agreed.
Street Systems Engineer Carter used Mill Pond Drive and 15th
Avenue SW as examples of roadways where the chipseal treatment is
still performing well.
The Committee and staff discussed City streets that have been
treated with chipseal but may not have been good candidates for the
treatment due to sharp turn movements.
Carter talked about the other factors to consider when selecting
chipseal treatment.
Street Systems Engineer Carter explained that the recent bleeding
problems with the chipseal treatment on Lea Hill and on the West Hill
were compounded by choosing roads that had less than ideal
geometrics such as, tight turns, heavy traffic volumes, and the
presence of bus stops. The contractor did perform some warranty
work on the roadways in 2013. Chairman Wagner asked about the
length of the warranty. Carter said that the warranty is for one year.
Carter explained that in certain areas, it may be necessary to grind the
roadway and use an overlay treatment to correct the problems, in
response to a comment made by Vice-Chair Peloza.
Carter stated that staff is recommending adjustments to the City’s
guidelines for chipseal use on future projects. Staff recommends using
a more uniform graded aggregate, continuing using chipsealing only
on lower to medium volume roads, and to use asphalt overlays in high
stress areas.
E. Fulmer Wellfield Feasibility Costs & Schedule (Repp)
This agenda item was deferred to the November 18, 2013 Public
Works Committee Meeting.
F. City Speed Cushion Standard Practices (Para)
This agenda item was deferred to the November 18, 2013 Public
Works Committee Meeting.
G. Capital Project Status Report (Vondrak)
This agenda item was deferred to the November 18, 2013 Public
Works Committee Meeting. Page 8 of 9
PW.1 Page 24 of 85
H. Significant Infrastructure Projects by Others - Public Works Status
Report (Gaub)
This agenda item was deferred to the November 18, 2013 Public
Works Committee Meeting.
I. Action Tracking Matrix (Dowdy/Selle)
This agenda item was deferred to the November 18, 2013 Public
Works Committee Meeting.
IV. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:54 p.m.
Approved this 18th day of November, 2013
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PW.1 Page 25 of 85
AGENDA BILL APPROVAL FORM
Agenda Subject:
November 4, 2013 Minutes
Date:
November 12, 2013
Department:
Administration
Attachments:
11-4-2013 minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Partridge Staff:
Meeting Date:November 18, 2013 Item Number:FN.1
AUBURN * MORE THAN YOU IMAGINEDFN.1 Page 26 of 85
Finance Committee
November 4, 2013 - 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 Annex
Conference Room 1 located on the second floor of the City Hall Annex at
One East Main Street in Auburn.
A. Roll Call
Chair John Partridge and Member John Holman were present. Vice
Chair Largo Wales arrived at 6:05 p.m. during discussion of on line
project management software options.
Officials and staff members present included: Mayor Peter B. Lewis,
Finance Director Shelley Coleman, Public Works Director Dennis
Dowdy, Planning and Development Director Nancy Welch, City
Attorney Daniel B. Heid, Advisor to the Mayor Michael Hursh,
Assistant City Engineer Ingrid Gaub, Environmental Services Manager
Chris Andersen, Senior Project Engineer Jacob Sweeting, and City
Clerk Danielle Daskam. Also present was Jamelle Garcia of Aviation
Management Group LLC.
B. Announcements
There was no announcement.
C. Agenda Modifications
There was no change to the agenda.
II. CONSENT AGENDA
A. Minutes of the October 21, 2013 Meeting
Member Holman moved and Chair Partridge seconded to approve the
minutes as distributed.
MOTION CARRIED UNANIMOUSLY. 2-0
B. Claims Vouchers (Coleman)
Claims voucher numbers 425854 through 426052 in the amount of
$1,035,138.61 and dated the 4th day of November, 2013.
Member Holman moved and Chair Partridge seconded to approve
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FN.1 Page 27 of 85
claims and payroll vouchers.
MOTION CARRIED UNANIMOUSLY. 2-0
C. Payroll Vouchers (Coleman)
Payroll check numbers 534194 through 534224 in the amount of
$310,288.11 and electronic deposit transmissions in the amount of
$1,332,499.47 for a grand total of $1,642,787.58 for the period
covering October 17, 2013 to October 30, 2013.
See claims vouchers above for approval of payroll vouchers.
III. DISCUSSION ITEMS
A. Ordinance No. 6475 (Coleman)
An Ordinance of the City Council of the City of Auburn, Washington,
establishing the levy for regular property taxes by the City of Auburn
for collection in 2014 for general city operational purposes in the
amount of $15,792,046.00
Finance Director Coleman presented Ordinance No. 6475, which
establishes the property tax levy for 2014. The levy includes one
percent increase allowed by law, new construction of $239,000.00,
Fire Pension Fund stabilization of $231,000.00, and a correction to the
2013 levy of $667,700.00. The ordinance is scheduled to be
presented to the full Council on November 18, 2013.
Finance Director Coleman reported that the 2014 levy rate equates to
approximately a $15.00 increase on a $250,000.00 assessed value
home.
B. Airport Management Contract (Coleman)
Finance Director Coleman presented the proposed contract for airport
management services with Aviation Management Group, LLC (AMG).
The term is for two years beginning January 1, 2014.
Director Coleman reported that two firms responded to the City's
request for proposals for airport management services. AMG was
selected as the firm to perform the airport management services.
AMG was asked to remove the grant and project management from
their proposal. Work outside the scope of the contract will be done by
a task order. The annual contract is $358,000.00.
C. Resolution No. 5000 (Hursh)
A Resolution of the City Council of the City of Auburn, Washington,
adopting the 2014 Community Development Block Grant Action Plan
for the Consolidated Plan for years 2011 to 2014
Advisor to the Mayor Michael Hursh presented Resolution No. 5000,
which approves the 2014 Community Development Block Grant
Page 2 of 4
FN.1 Page 28 of 85
Annual Action Plan. The Council will conduct a public hearing on the
2014 Action Plan later this evening to receive any additional public
comments prior to submittal of the Plan to the U.S. Department of
Housing and Urban Development (HUD).
Chair Partridge suggested reorganizing Funding Priorities listed on
page 4 of the Plan to group the absolute requirements and the funding
priority items separately.
D. Resolution No. 5003 (Welch)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute a grant agreement
between the City of Auburn and the State Department of Ecology
Environmental Services Manager Chris Andersen
presented Resolution No. 5003. Resolution No. 5003 authorizes the
acceptance of a remedial action grant from the State Department of
Ecology in the amount of $186,000.00.
Currently, The Boeing Company and the Department of Ecology are
conducting a remedial investigation of what is referred to as the
"Boeing plume." The City's grant will be used to address broader
concerns relating to area-wide development and redevelopment as it
may be impacted by the groundwater contamination in the area. The
grant will provide the City with an opportunity to assess whether there
are any data gaps in the remedial investigation, provide for an
economic analysis of the properties affected, and create a
development strategy to facilitate continued operation and
development of properties in the impacted area.
E. Online Project Management Software Options (Dowdy)
Senior Project Engineer Jacob Sweeting presented a PowerPoint of
proposed project management software.
Senior Project Engineer Sweeting reviewed the components of project
management software. The project management software provides a
system of integrated tools that provide workflow process
standardization and streamlining, reports with information compiled
from different data sources, electronic storage and tracking of project
documentation, planning tools with scenario management and
integrated links to project schedules, budgets and forecasts, and tools
to enhance public transparency and customer service.
Senior Project Engineer Sweeting reported that between now and
2018, the City has identified over $260 million of project work to be
completed. There is a projected 22 percent gap between historic
capital improvement project production and future demand. Project
management software would allow staff to work more efficiently and
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FN.1 Page 29 of 85
spend more time performing crucial project manager duties in a more
cost effective and efficient manner while increasing project through-
put for the City. It is estimated that implementation of project
management software can reduce staff time completing
administration, inspection and project management activities by
approximately 6,500 hours or $470,000.00 per year freeing up staff
time that can be spent working on additional projects.
Senior Project Engineer Sweeting reported that Public Works,
Innovation and Technology, Finance, and Project Construction
Services evaluated various software options/vendors for
project management software and completed a detailed analysis of
the top two vendors/programs. The E-builder software was chosen as
the preferred project management software. Senior Project Engineer
Sweeting gave a brief overview of the E-builder software functionality
and capabilities.
The initial cost of the software is $159,200.00 with annual
maintenance costs of $36,000.00. The costs of the software would
be shared among the funds that pay for capital projects, i.e.
transportation funds, utilities funds, and General Fund. Staff requests
that the cost of the software be included in the upcoming 2013-2014
mid-biennial budget amendment.
IV. ADJOURNMENT
There being no further business to come before the Committee, the meeting
adjourned at 6:35 p.m.
APPROVED this ___ day of ____________, 2013.
____________________________ ___________________________
John Partridge, Chair Danielle Daskam, City Clerk
Page 4 of 4
FN.1 Page 30 of 85
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the November 4, 2013 Regular Meeting
Date:
November 12, 2013
Department:
Administration
Attachments:
11-4-2013 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:November 18, 2013 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 31 of 85
City Council Meeting
November 4, 2013 - 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
City Councilmembers present: Rich Wagner, Nancy Backus, Bill
Peloza, John Partridge, Largo Wales, Wayne Osborne, and John
Holman.
Department directors and staff members present: Public Works
Director Dennis Dowdy, Planning and Development Director Nancy
Welch, City Attorney Daniel B. Heid, Economic Development Manager
Doug Lein, Police Commander Mark Caillier, Finance Director Shelley
Coleman, Advisor to the Mayor Michael Hursh, and City Clerk Danielle
Daskam.
C. Announcements, Appointments, and Presentations
1. Proclamation - National American Indian Heritage Month
Mayor Peter B. Lewis to proclaim November as National American
Indian Heritage Month.
Mayor Lewis read and presented a proclamation declaring
November 2013 as National American Indian Heritage Month in the
city of Auburn to Peggy Goldenman from the Daughters of the
American Revolution. Ms. Goldenman thanked the people of the
First Nations for sharing their knowledge and heritage.
2. Proclamation - Entrepreneurship Week
Mayor Peter B. Lewis to proclaim November 18-24, 2013 as
Entrepreneurship Week in the City of Auburn.
Mayor Lewis read and presented a proclamation declaring
November 18-24, 2013 as Entrepreneurship Week in the city of
Auburn to Mountainview High School DECA student Christian
Rotter. Christian thanked Mayor Lewis and Council for their
support and provided a brief description of his goals as a member
of the Mountainview High School DECA Club.
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CA.A Page 32 of 85
D. Agenda Modifications
A revised sheet 3 to the final plat attachment associated with Ordinance
No. 6485 was distributed to the Council.
II. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A. Public Hearings
1. 2014 Annual Action Plan of the Consolidated Plan (Backus/Hursh)
City Council to conduct a public hearing on the Community
Development Block Grant amendment to the 2014 Annual Action
Plan of the Consolidated Plan
Advisor to the Mayor Michael Hursh presented the staff report for
the 2014 Annual Action Plan. The preparation of the Annual Action
Plan is required by the U. S. Department of Housing and Urban
Development (HUD) in order for the City to receive funds under the
Community Development Block Grant (CDBG) for 2014. The 2014
Action Plan includes details of the programs to be funded with
CDBG funds.
Councilmember Peloza stated that the cost of wheel chair ramps in
public housing can be mitigated through the Veterans Affairs
Administration provided the veteran obtains a prescription for the
ramp from his or her Veterans Administration doctor.
Mayor Lewis opened the public hearing at 7:43 p.m. There was no
public comment, and the hearing was closed.
2. 2013-2014 Biennial Budget Mid-Biennial Review
(Partridge/Coleman)
City Council to conduct a public hearing on the Mid-Biennial
Review and Modification of the 2013-2014 Biennial Budget
Finance Director Coleman presented the staff report for the 2013-
2014 Biennial Budget Mid-biennial Review public hearing. Director
Coleman explained that the mid-biennial correction to the 2013-
2014 Biennial Budget has been presented to Council committees.
The ordinance setting the property tax levy for 2014 will be
presented to the City Council on November 18, 2013. The property
tax levy will include a one percent increase over last year's levy, a
levy correction to the prior year in the amount of approximately
$667,000.00, and an adjustment of $231,000.00 to fully fund the
Fire Relief and Pension Fund.
The proposed mid-biennial adjustment includes the carry forward of
capital project budgets that are not anticipated to be completed in
2013 and adjusts sales tax revenue and property tax revenue
upward.
Page 2 of 8
CA.A Page 33 of 85
Mayor Lewis opened the public hearing at 7:47 p.m. There was no
public comment, and 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.
Steve Vinton, 32204 46th Place South, Auburn
Mr. Vinton expressed concern with the condition of the streets and lack
of police presence in his neighborhood. Mr. Vinton reported that on
March 20, 2012, what appeared to be City crews cleared some storm
debris but left the debris on the side of the road. The debris
includes seven and eight inch logs on the fog line of 46th Place South.
Mr. Vinton stated that he has brought the matter to the attention of the
City with no response. Mr. Vinton requested the City grade the road.
Mr. Vinton provided photos of the road and debris.
Battery Bob Miller, 35101 27th Avenue South, Federal Way
Mr. Miller complimented the Mountainview DECA Club for their work.
Ron Coen, 5130 South 324th Street, Auburn
Mr. Coen inquired regarding a development on West Hill consisting of
148 homes. He expressed concern with the
development's potential impact on the surrounding neighborhood and
increased traffic.
C. Correspondence
There was no correspondence for Council review.
III. COUNCIL COMMITTEE REPORTS
A. Municipal Services
Chair Peloza reported the Municipal Services Committee met October
28, 2013. The Committee discussed the red light photo enforcement
program, the cemetery financial status, the golf course financial status,
the animal control and licensing program, the proposed airport
management contract, Ordinance No. 6474 relating to the biennial
budget adjustment, and the Committee's project matrix. The next
regular meeting of the Municipal Services Committee is scheduled for
November 12, 2013 at 3:30 p.m.
B. Planning & Community Development
Chair Backus reported the Planning and Community Development
Committee met October 28, 2013. The Committee received a
presentation from Parks, Arts and Recreation Director Faber and Urban
Page 3 of 8
CA.A Page 34 of 85
Tree Board Member Bryce Landrud on the activities of the Urban Tree
Board. The Committee reviewed Resolution No. 5000 relating to the
2014 Annual Action Plan, Resolution No. 5003 accepting a $186,000.00
grant from the Department of Ecology for redevelopment strategies for
areas impacted by the Boeing plume, and an Agreement for Services
with MIG, Inc., for services related to the Comprehensive Plan update.
The Committee discussed Ordinance No. 6474 relating to the biennial
budget adjustment, on-line project management software options for
capital projects, the director's report, and the Committee's project
matrix. The next regular meeting of the Planning and Community
Development Committee is scheduled for November 12, 2013 at 5:00
p.m.
C. Public Works
Chair Wagner reported the Public Works Committee met this afternoon
at 3:30. The Committee approved awarding a contract for Project No.
CP1307 for installation of storm water control structures in storm water
manholes and an amendment to a consultant agreement with Murray,
Smith and Associates for work related to the Water Facilities Evaluation
Study. The Committee discussed Ordinance No. 6475 related to the
2014 property tax levy, an agreement for services for the
Comprehensive Plan update, the scope of work for the Comprehensive
Sewer Plan, and the chipseal program. The next regular meeting of the
Public Works Committee is scheduled for November 18, 2013 at 3:30
p.m.
D. Finance
Chair Partridge reported the Finance Committee met this evening at
5:30. The Committee reviewed claims vouchers in the amount of
approximately $1,035,138.00 and payroll vouchers in the amount of
approximately $1.6 million. The Committee discussed Ordinance
No. 6475 relating to the 2014 property tax levy, the proposed airport
management contract, Resolution No. 5000 relating to the 2014
Community Development Block Grant Annual Action Plan, Resolution
No. 5003 accepting a grant from the Department of Ecology, and on-
line project management software options to improve functionality and
customer service. The next regular meeting of the Finance Committee
is scheduled for November 18, 2013.
E. Les Gove Community Campus
Chair Wagner reported the Les Gove Community Campus Committee
met October 23, 2013. The Committee discussed the operating and
financial plan, the flag pavilion proposal, and the Committee's
project matrix. The next regular meeting of the Les Gove Community
Campus Committee has been rescheduled to meet on December 4,
2013 at 5:00 p.m.
F. Council Operations Committee
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CA.A Page 35 of 85
Deputy Mayor Backus reported the Council Operations Committee met
this evening at 5:00. The Committee reviewed and recommended
some revisions to the ordinance creating the Junior City Council. The
Committee also reviewed student applications received for Junior City
Council and selected a draft slate of candidates. The Committee also
held preliminary discussion of assignments for next year's Council
committees. The next regular meeting of the Council Operations
Committee is scheduled for December 2, 2013 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 October 21, 2013 Regular Meeting
B. Minutes of the September 30, 2013 Committee of the Whole Meeting
C. Claims Vouchers (Partridge/Coleman)
Claims voucher numbers 425854 through 426052 in the amount of
$1,035,138.61 and dated the 4th day of November, 2013.
D. Payroll Vouchers (Partridge/Coleman)
Payroll check numbers 534194 through 534224 in the amount of
$310,288.11 and electronic deposit transmissions in the amount of
$1,332,499.47 for a grand total of $1,642,787.58 for the period covering
October 17, 2013 to October 30, 2013.
E. Public Works Project No. CP1307 (Wagner/Dowdy)
City Council to award limited Public Works Contract No. 13-17 to RW
Scott Construction Company on their low bid of $33,260.00 plus
Washington State sales tax of $3,153.20 for a total contract amount of
$36,413.20 for Project No. CP1307, Control Structure Installation
Project
F. Consultant Agreement No. AG-C-437 with MIG, Inc. (Backus/Welch)
City Council approve Consultant Agreement No. AG-C-437 with MIG,
Inc. for visioning for the major update to the Comprehensive Plan
Update.
G. Consultant Agreement No. AG-C-417 with Murray, Smith & Associates
(Wagner/Dowdy)
City Council authorize Amendment No. 1 to Consultant Agreement No.
AG-C-417 with Murray, Smith & Associates, Inc. for professional
services related to the Water Facilities Evaluation Study
Deputy Mayor Backus moved and Councilmember Wagner seconded to
approve the Consent Agenda.
The Consent Agenda includes minutes, claims and payroll vouchers,
public works projects, and contracts.
Page 5 of 8
CA.A Page 36 of 85
MOTION CARRIED UNANIMOUSLY. 7-0
V. UNFINISHED BUSINESS
There was no unfinished business.
VI. NEW BUSINESS
There was no new business.
VII. ORDINANCES
A. Ordinance No. 6485 (Backus/Welch)
An Ordinance of the City Council of the City of Auburn, Washington,
approving the final plat of Sonata Hill
Deputy Mayor Backus moved and Councilmember Holman seconded
to introduce and adopt Ordinance No. 6485.
Ordinance No. 6485 approves the final plat of Sonata Hill (formerly
Brandon Place), which received preliminary plat approval from King
County prior to annexation to the City.
MOTION CARRIED UNANIMOUSLY. 7-0
VIII. RESOLUTIONS
A. Resolution No. 5000 (Backus/Hursh)
A Resolution of the City Council of the City of Auburn, Washington,
adopting the 2014 Community Development Block Grant Action Plan for
the Consolidated Plan for years 2011 to 2014
Deputy Mayor Backus moved and Councilmember Holman seconded to
adopt Resolution No. 5000.
MOTION CARRIED UNANIMOUSLY. 7-0
B. Resolution No. 5003 (Backus/Welch)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute a grant agreement
between the City of Auburn and the State Department of Ecology
Deputy Mayor Backus moved and Councilmember Holman seconded to
adopt Resolution No. 5003.
Resolution No. 5003 accepts a grant from the Department of Ecology in
the amount of $186,000.00 to develop strategies to promote
redevelopment of properties impacted by the Boeing plume
groundwater contamination.
MOTION CARRIED UNANIMOUSLY. 7-0
IX. REPORTS
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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
Deputy Mayor Backus reported on her attendance at the Trillium open
house celebrating thirty years of operation in the city, a meeting with
members of the North Auburn business community, Senator Joe Fain's
open house, the Cities and Schools Forum, the annual Senior Center
awards banquet, the Lea Hill Park grand opening, and the Auburn Food
Bank Harvest Breakfast fundraiser.
Councilmember Wagner reported on his attendance at the Cities and
Schools Forum, a meeting with professors from Washington State
University to coordinate projects related to the Innovation Partnership
Zone, the grand opening of Lea Hill Park, and the Auburn Food Bank
Harvest Breakfast fundraiser.
Councilmember Holman reported that he attended many of the same
events described earlier. He also attended King County
Councilmember Pete von Reichbauer's Good Eggs Breakfast where
King County Prosecuting Attorney Dan Satterberg was the speaker, the
Cities and Schools Forum, the First United Methodist Church Trunk or
Treat party, the South Sound Chamber of Commerce transportation
special session meeting, the dissertation presentation by Dr. Derek
Brandes, Vice President of Instruction at Green River Community
College, and the ribbon cutting for a new business, EXOne.
Councilmember Peloza reported on his attendance at the King County
Water Pollution Abatement Advisory Committee meeting, the Water
Resource Inventory Area (WRIA) 9 meeting, the Cities and Schools
Forum, the Auburn Sister Cities Board meeting, the Auburn
International Farmers Market Board meeting, the Senior Center
volunteer luncheon, the Muckleshoot Indian Tribe Halloween party and
costume contest, the Auburn Food Bank Harvest Breakfast fundraiser,
the Chamber of Commerce holiday fundraiser, the Trillium Employment
Services open house, and the funeral for Elaine Prenevost.
Councilmember Osborne reported he attended the Trillium Employment
Services thirty year anniversary celebration, the Lea Hill Park grand
opening, the Auburn Food Bank Harvest Breakfast fundraiser, a tour of
Green River and Reddington levee, and the annual Chamber of
Commerce holiday auction dinner.
Councilmember Partridge reported on his attendance at the Cities and
Schools Forum, the Night with the Y (YMCA), the Senior Center
volunteer awards luncheon, and the Auburn Food Bank Harvest
Breakfast fundraiser.
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CA.A Page 38 of 85
B. From the Mayor
Mayor Lewis commented on the success of the Auburn Food Bank
Harvest Breakfast fundraiser and reported on the upcoming events
associated with Veterans Day observance and parade. Mayor Lewis
reported that the City's crime rate has decreased to a level where the
City no longer qualifies for a state subsidy of approximately $78,000 per
year. Mayor Lewis commended the Police Department, the Community
Response Team, and community block watch programs for making
neighborhoods safer.
X. ADJOURNMENT
There being no further business to come before the City Council, the meeting
adjourned at 9:00 p.m.
APPROVED this _____ day of November, 2013.
___________________________ ______________________________
Peter B. Lewis, Mayor Danielle Daskam, City Clerk
Page 8 of 8
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Claims Vouchers
Date:
November 12, 2013
Department:
Administration
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council to approve claims vouchers.
Background Summary:
Claims voucher numbers 426053 through 426245 in the amount of $4,878,842.98 and
two wire transfers in the amount of $13,506.75 and dated November 18, 2013.
Reviewed by Council Committees:
Councilmember:Partridge Staff:Coleman
Meeting Date:November 18, 2013 Item Number:CA.B
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Payroll Vouchers
Date:
November 12, 2013
Department:
Administration
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
Approve payroll check vouchers.
Background Summary:
Payroll check numbers 534225 through 534255 in the amount of $879,171.23 electronic
deposit transmissions in the amount of $1,231,319.79 for a grand total of $2,110,491.02 for
the period covering October 31,2013 to November 13, 2013.
Reviewed by Council Committees:
Councilmember:Partridge Staff:Coleman
Meeting Date:November 18, 2013 Item Number:CA.C
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Project No. CP1310
Date:
November 13, 2013
Department:
Public Works
Attachments:
Budget Status Sheet
Final Pay Estimate
Vicinity Maps
Budget Impact:
$0
Administrative Recommendation:
City Council to approve Final Pay Estimate No. 2 to Small Works Contract No. 13-14 in
the amount of $7,872.50 and accept construction of Project No. CP1310, 2013 Arterial &
Collector Crack Seal Project.
Background Summary:
This project sealed cracks in the pavement on approximately 2.5 miles of arterial and
collector streets with rubberized asphalt to help preserve the existing pavement. The
attached maps show the specific streets that were crack sealed as part of this project.
A project budget contingency of $87 remains in the 105 (Arterial and Collector Street
pavement Preservation) fund.
Reviewed by Council Committees:
Public Works
Councilmember:Wagner Staff:Dowdy
Meeting Date:November 18, 2013 Item Number:CA.D
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Project No: CP1310Project Title:
Project Manager: Jai Carter
Initiation/Consultant Agreement
Initiation Date: June 17, 2013 Permission to Advertise
Solicitation Date: July 23, 2013 Contract Award
Award Date: _August 19, 2013 ______ Change Order Approval
Contract Final Acceptance
Funding Prior Years 2012 2013 Total
105 Fund - Arterial/Collector Pavement Preservation Fund060,00060,000
Total0060,00060,000
BUDGET STATUS SHEET
2013 Arterial & Collector Street Crack Seal Project
Date: November 12, 2013
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
ActivityPrior Years2012 2013 Total
Design Engineering 3,4873,487
Construction Bid 54,87054,870
Line item changes (244)(244)
Construction Engineering 1,8001,800
Total0059,91359,913
Prior Years 2012 2013 Total
*105 Funds Budgeted ( )00(60,000)(60,000)
105 Funds Needed 0059,91359,913
**105 Fund Project Contingency ( )00(87)(87)
105 Funds Required 0000
* ( # ) in the Budget Status Sections indicates Money the City has available.
Estimated Cost (Funds Needed)
105 Arterial/Collector Street Budget Status
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Consultant Agreement No. AG-C-438
Date:
November 13, 2013
Department:
Public Works
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council grant permission to enter into Consultant Agreement No. AG-C-438 with
Brown and Caldwell, Inc. for the update of the Sewer Comprehensive Plan.
Background Summary:
The purpose of the Sewer Comprehensive Plan is to guide the City’s Sanitary Sewer
Division with respect to future activities and improvements for the sanitary sewer
utility. The City has selected Brown and Caldwell to prepare an update to the City’s
existing plan which was adopted in 2009.
Scope of Work
The work includes the following tasks:
1.Updating System Background Information - Any changes to the system (new
extensions, new pump stations, etc.) since the adoption of the previous plan will be
incorporated, including potential impacts from neighboring sewer agencies and
King County.
2.Evaluate Sanitary Sewer Utility Polices – Review existing policies and levels-of-
service and potentially propose new policies to provide clear direction for the
management of the utility. Both existing and proposed policies will be reviewed by
Public Works Committee.
3.Perform Hydrologic and Hydraulic Modeling – Update and recalibrate the
existing hydraulic model using updated system information and recent flow
monitoring data.
4.Evaluate the System – Use the results of the hydraulic modeling and anticipated
future growth to identify any existing or future capacity deficiencies.
5.Develop a Capital Improvement Program – Based on levels-of-service,
hydraulic modeling, and system evaluation, identify any projects that will be
needed within the next six years to provide sufficient sewer capacity.
AUBURN * MORE THAN YOU IMAGINEDCA.E Page 50 of 85
6.Plan for Sewer Extensions – Based on updated system information, policies, and
levels-of-service, review and update the current planned system configuration for
service to unserved areas within the sewer service area.
7.Document Existing Maintenance and Operations Program – Document the
organization, practices, and procedures of the Sewer Maintenance and Operations
staff for inclusion in the Sewer Comprehensive Plan.
8.Financial Analysis Assistance – Incorporate City staff’s work summarizing the
costs and funding of the utility into the Sewer Comprehensive Plan.
9.Prepare Comprehensive Sewer Plan – Compile the results of preceding tasks
and prepare a document that can be used by the City to manage the utility and
that meets the requirements of RCW 90.48.110 and WAC 173-240-050.
10.Prepare Pipe Criticality and CMMS Integration Plan – Assist the City in defining
the configuration of certain portions of the Cartegraph sewer module to better
capture, analyze, and use facility condition information.
Costs and Budget
The anticipated cost for this agreement is $303,679.00 and there is $350,000.00
budgeted between 2013 and 2014 for this effort.
Reviewed by Council Committees:
Planning And Community Development, Public Works
Councilmember:Wagner Staff:Dowdy
Meeting Date:November 18, 2013 Item Number:CA.E
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Consultant Agreement No. AG-C-439
Date:
November 13, 2013
Department:
Public Works
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council grant permission to enter into Consultant Agreement No. AG-C-439 with
Carollo Engineers, Inc. for Comprehensive Water System Plan.
Background Summary:
The City of Auburn’s last Comprehensive Water System Plan was completed in 2009
and approved by the Department of Health (DOH) in 2012. This plan will be a
substantial update to the 2009 plan as many elements of the City’s water system have
been modified or are operating under other conditions. The water system plan will be
developed in conjunction with an update to the City’s Comprehensive Plan. DOH
requires this water system plan be submitted and approved by December 2014.
Project Scope
Each task corresponds to a chapter in the plan:
1.Introduction – Document the purpose, objectives, ownership and management,
and the approval process of the plan.
2.Planning Considerations – Evaluate the City’s Retail Water Service Area
(RWSA) considering current urban growth areas, regional planning efforts and
other City planning assumptions.
3.Policies and Criteria – Document and update the City’s policies, criteria, and
standards related to the administration, expansion, operation, and maintenance of
the system.
4.Water Requirements – Perform demographic and demand analysis to predict
current and future demands within the City’s RWSA.
5.Existing System – Document the City’s existing water system, including supply,
storage, booster pump stations, interties, treatment, and distribution.
6.Water Resources – Evaluate the current and future water resources to identify
potential deficiencies and proposed improvements.
7.Water Quality – Summarize water quality regulations, evaluate the raw and
AUBURN * MORE THAN YOU IMAGINEDCA.F Page 52 of 85
treated water quality from each source, discuss any trends that have developed,
summarize any water quality violations, summarize reporting requirements, and
recommend improvements if necessary to meet anticipated or future water quality
regulations.
8.Water Use Efficiency – Summarize the City’s Water Use Efficiency program,
estimate the water savings from measures in the past 6 years, and project future
conservation water demand.
9.System Analysis – Evaluate the distribution system using the City’s calibrated
hydraulic model. Improvements will be developed for identified
deficiencies. Improvements identified in other tasks will be incorporated into the
model to determine the effect of comprehensive improvements.
10.Capital Improvements Plan – Summarize the recommended improvements for
the sources of supply, storage, distribution and transmission, and pressure
zones. Project costs will be developed for each recommended improvement and
ranked by priority.
11.Financial – Summarize the City’s total cost of providing water service, assurances
that the utility improvement schedule will be implemented and establish fees for
service.
12.Operation and Maintenance – Evaluate the current operation and maintenance
program against DOH requirements and American Water Works Association
Standards. Provide a plan for establishing a formal repair and replacement
program.
Project Schedule
Submit plan to DOH – October 2014
Final approval from DOH – December 31, 2014
Project Cost Summary
The estimated cost for this agreement is $406,892.00 and there is
$330,000.00 budgeted in 2014 for this effort. A budget adjustment for the balance is not
anticipated since the budgeted expenditures in the Water Fund will not be exceeded this
year.
Reviewed by Council Committees:
Planning And Community Development, Public Works
Councilmember:Wagner Staff:Dowdy
Meeting Date:November 18, 2013 Item Number:CA.F
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Consultant Agreement No. AG-C-440
Date:
November 13, 2013
Department:
Public Works
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council grant permission to enter into Consultant Agreement No. AG-C-440 with
Brown and Caldwell, Inc. for the update of the Comprehensive Stormwater Drainage
Plan.
Background Summary:
The purpose of the Storm Drainage Comprehensive Plan is to guide the City’s Storm
Drainage Division with respect to future activities and improvements for the storm
drainage utility. The City has selected Brown and Caldwell to prepare an update to the
City’s existing plan which was adopted in 2009.
Scope of Work
The work includes the following tasks:
1.Evaluate Storm Drainage Utility Polices – Review current codes, practices and
policies with respect to regulatory requirements, utility service goals, low impact
development and staff availability.
2.Problem Identification and Evaluation – Update and recalibrate the existing
subbasin hydraulic models using the latest system information and recent flow
monitoring data. Develop an additional eight subbasin models for priority ranked
subbasins. Perform review of the documented annexation problem areas and
develop up to ten projects to be added to the Capital Improvement Plan
addressing these issues.
3.Develop a Capital Improvement Program – Based on levels-of-service,
hydraulic modeling, and system evaluation, identify and compile a list of projects
that will be needed within the next six years to address the system needs.
4.Document Existing Maintenance and Operations Program – Document the
organization, practices, and procedures of the Storm Drainage Maintenance and
Operations staff for inclusion in the Storm Drainage Comprehensive Plan.
AUBURN * MORE THAN YOU IMAGINEDCA.G Page 55 of 85
5.Staffing Plan – Develop a staffing plan necessary to implement the activities
prescribed in the Storm Drainage Comprehensive Plan.
6.Financial Program – Incorporate City staff’s work summarizing the costs and
funding of the utility into the Storm Drainage Comprehensive Plan.
7.Prepare Storm Drainage Comprehensive Plan – Compile the results of
preceding tasks and prepare a document that can be used by the City to manage
the utility.
8.Prepare Pipe Criticality and CMMS Integration Plan – Assist the City in defining
the configuration of certain portions of the Cartegraph storm module to better
capture, analyze, and use facility condition information.
Costs and Budget
The anticipated cost for this agreement is $346,271.00 and there is $350,000.00
budgeted between 2013 and 2014 for this effort.
Reviewed by Council Committees:
Planning And Community Development, Public Works
Councilmember:Wagner Staff:Dowdy
Meeting Date:November 18, 2013 Item Number:CA.G
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Airport Management Contract
Date:
November 14, 2013
Department:
Finance
Attachments:
Airport Management Contract
Budget Impact:
$0
Administrative Recommendation:
City Council to approve Aviation Management Group contract.
Background Summary:
Attached is the proposed contract for Airport management services with Aviation
Management Group, LLC (AMG). The term is for 2 years beginning January 1, 2014 and
ending December 31, 2015. The annual contract is $358,000 per year. The
management company will also perform the fueling services and split the revenue
evenly, 50%/50%, with the City after all fuel costs have been paid. The City estimates
approximately $12,000 from the fuel revenue.
AMG was asked to remove the grant and project management from their proposal. Work
outside the scope of the contract such as crack sealing, catch basin repair, building
maintenance, tenant improvements, etc., will be done by a task order where the work
will be submitted to the City for review and approval.
Reviewed by Council Committees:
Finance, Municipal Services
Councilmember:Peloza Staff:Coleman
Meeting Date:November 18, 2013 Item Number:CA.H
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Page 1 of 10
AGREEMENT FOR THE DAY-TO-DAY OPERATION
AND MANAGEMENT OF THE
AUBURN MUNICIPAL AIRPORT
BETWEEN THE CITY OF AUBURN, WASHINGTON
AND AVIATION MANAGEMENT GROUP, LLC.
THIS AGREEMENT made and entered into on this _____day of ______________________________,
20_, by and between the City of Auburn, a municipal corporation of the State of Washington,
hereinafter referred to as "City" and Aviation Management Group, LLC, hereinafter referred to
as the "Contractor."
WITNESSETH:
WHEREAS, the City is engaged in the operation of the Auburn Municipal Airport
(Airport); and,
WHEREAS, City is desirous of hiring the Contractor to undertake certain physical and
certain financial responsibilities of the operation, management and maintenance on a day to day
basis of the Airport; and,
WHEREAS, the City has satisfied itself that the Contractor has the requisite knowledge,
experience and ability to perform the tasks set forth in this Agreement, and that this Agreement
contains adequate safeguards to protect the interests of all concerned who use or are affected by
the Airport.
NOW, THEREFORE, in consideration of the mutual covenants, and benefits contained
herein, and subject to the following terms, conditions, covenants and provisions, THE PARTIES
HERETO DO MUTUALLY AGREE as follows:
1. Scope of Services.
The Contractor 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 Contractor 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 partnership, joint venture, employment
or other relationship with the City.
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Page 2 of 10
2. Additional Services.
From time to time hereafter, the parties hereto may agree to the performance by the
Contractor of additional services with respect to related work or projects (such an
agreement for additional services shall be referred to as a "Task Order"). Any such Task
Orders shall be set forth in writing and shall be executed by the respective parties prior to
the Contractor's performance of the services there under, except as may be provided to
the contrary in Section 3 of this Agreement. Upon proper completion and execution of a
Task Order, such Task Order shall be incorporated into this Agreement and shall have the
same force and effect as if the terms of such Task Order were a part of this Agreement as
originally executed. The performance of services pursuant to a Task Order shall be
subject to the terms and conditions of this Agreement except where the Task Order
provides to the contrary, in which case the terms and conditions of any such Task Order
shall control. In all other respects, any Task Order shall supplement and be construed in
accordance with the terms and conditions of this Agreement.
3. Performance of Additional Services Prior to Execution of Task Order.
The parties hereby agree 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 a Task Order impractical prior to the
commencement of the Contractor's performance of the requested services. The
Contractor hereby agrees that it shall perform such services upon the written or electronic
request of an authorized representative of the City pending execution of Task Order, at a
rate of compensation to be agreed to in connection therewith. The invoice procedure for
any such additional services shall be as described in Section 9 of this Agreement.
4. Contractor's Representations.
The Contractor hereby represents and warrants that it has all necessary licenses and
certifications to perform the services provided for herein, and is qualified to perform such
services.
5. Schedule.
Upon receipt of authorization to proceed, the Contractor will perform its services in a
diligent and timely manner, provided that the Contractor shall not be liable for delays
caused by circumstances out of the Contractor's control. The City shall give prompt
written notice to the Contractor whenever the City becomes aware of any circumstance
that may affect the timing of the performance of the services. Upon receipt of such
notice, the Contractor shall respond to the notice by appropriate action and report the
response to the City within ten (10) days.
6. City’s Responsibilities.
The City shall do the following in a timely manner so as not to delay the services of the
Contractor:
a. Designate in writing a person to act as the City’s representative with respect to the
services. The City's designee shall have complete authority to transmit
instructions, receive information, interpret and define the City's policies and
decisions with respect to the services.
CA.H Page 59 of 85
Page 3 of 10
b. Furnish the Contractor with all information, 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 Contractor to
perform the services provided for herein.
d. Examine and evaluate all studies, reports, memoranda, plans, sketches, and other
documents prepared by the Contractor and render decisions regarding such
documents in a timely manner to prevent delay of the services.
e. Provide certain equipment and facilities in connection herewith, as follows:
(1) Allow access to Airport facilities, and allow use of 1,350 square feet of the
506 Building as the Airport Office.
f. Provide Major Capital Improvements, Major Repairs and Equipment
Replacement Expenses: Expenses for (i) major capital improvements, (ii) major
repairs and (iii) replacement of Airport facilities or equipment that do not result
from negligence on the part of the Contractor, shall be the responsibility of the
City. For these purposes, major repairs are defined as repairs that increase the
value or increase the life of the facilities or equipment. Major capital
improvements, major repairs and/or equipment expenses shall include, but not be
limited to, the following:
(1) Airport water supply and pumping system;
(2) Storm drainage system and piping;
(3) Major repairs to paved or improved areas to include the runway, aprons,
ramps, and taxiways.
(4) Major crack sealing of all City-owned and controlled surfaces;
(5) Major repairs or replacement or building roofs on City-owned buildings,
except as otherwise provided under a lease or rental agreement.
7. Acceptable Standards.
The Contractor 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.
8. Cooperation.
a. The Contractor and the City shall at all times act in good faith and cooperate fully
with each other, their respective agents, employees, contractors, subcontractors,
and concessionaires; any other parties leasing or using space or providing services
at the Airport, and the patrons of the Airport and the future development thereof,
including, but not limited to, the application for and obtaining of any government
approvals in connection therewith; the administration and enforcement of the
existing agreements; and the general performance by the Contractor of its rights,
duties and obligations under this Agreement.
b. The Contractor shall assist the City in securing any approvals from the Federal
Aviation Administration (FAA) required for the Contractor to operate and
maintain the Airport under the City's FAA Operating Certificate. The City and
the Contractor jointly shall cooperate to maintain the FAA Operating Certificate
throughout the term and any extended term of this Agreement.
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Page 4 of 10
c. If this Agreement is terminated for any reason, or if it is to expire on its own
terms, the Parties shall make every effort to assure to the fullest extent possible
under the circumstances (a) an orderly transition to another provider of the
services required under this Agreement, (b) an orderly demobilization of the
Contractor's own operations in connection with such services, (c) uninterrupted
provision of such services during any transition period, and (d) compliance with
the reasonable requests and requirements of the City in connection with such
termination or expiration.
d. The Contractor shall interface with any private security services at the Airport,
and shall jointly or separately perform daily inspections of the Airport premises,
insuring that gates are timely opened and closed, and shall further communicate to
the City any concerns voiced by tenants or other users of the Airport, and where
police, fire or other code or emergency response agency is called in, to cooperate
with such responses and/or investigations.
e. The Contractor shall also obtain and maintain in good standing training to deal
with emergencies, as directed by the City. The Contractor shall also be familiar
with the City Disaster/Emergency Plans applicable to the Airport and its on-site
fuel system, and shall act in accordance therewith.
f. The Contractor shall also notify, when and where appropriate, the FAA, and any
other State, regional or federal agencies when accidents, actions or occurrences
take place at the Airport. In any event, the Contractor shall notify the City, and
with respect to a question of whether another outside agency should also be
notified, and in the event that the Contractor is unsure as to whether such outside
agency, or which outside agency should be notified, the question shall be
presented to the City and the City shall determine whether such notice shall be
provided and to whom such notice would be provided.
9. Compensation.
a. As compensation for the Contractor’s performance of the services provided for
herein, other than the fueling services described in section F of Exhibit A, the City
shall pay the Contractor the fees and costs specified as follows: Twenty-Nine
Thousand Seven Hundred Eighty Dollars and no/lOOths ($29,780.00) per month
with that amount increased annually by the cost of living as determined by the
applicable Consumer Price Index. The applicable Consumer Price Index is the
Consumer Price Index for All Urban Consumers 1982 1984 100 for Seattle-
Tacoma as published by the United States Government for the month of August.
b. Compensation to the Contractor for performing the fueling services shall be as
described in Section F of Exhibit A.
c. The Contractor shall submit to the City an invoice or statement of time spent on
tasks included in the additional services provided herein, and the City 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 Contractor thereafter in
the normal course, subject to any conditions or provisions in this Agreement or
addendum.
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Page 5 of 10
10. Term of Agreement.
The Term of this Agreement shall be for an initial two (2) year period commencing on
the first day of January, 2014, and terminating on the 31st day of December, 2015, unless
otherwise agreed to in writing by the parties.
11. Reports.
The Contractor shall submit to the City (to the Mayor or the Mayor's designee and a copy
to the City of Auburn Airport Advisory Board) not less than monthly, during the term of
this Agreement and any extension hereof, periodic activity reports, summarizing hangar
and tie-down space rental receipt amounts, occupancy percentages, fuel sales amounts,
Airport Advisory Board agenda minutes and any other information requested by the City.
Minutes will be distributed promptly. The Contractor shall also attend the
meetings of the Airport Advisory Board and shall further attend such other meetings as
are requested by the City, as directed by the Mayor or the Mayor's designee, to answer
questions and/or receive direction from the City. The Airport Advisory Board shall serve
as a resource for discussing issues and concerns involving the implementation of this
Agreement.
12. Records Inspection and Audit.
All compensation payments 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) years from the final
payment for work performed under this Agreement.
13. Continuation of Performance.
In the event that any dispute or conflict arises between the parties while this Contract is in
effect, the Contractor agrees that, notwithstanding such dispute or conflict, the Contractor
shall continue to make a good faith effort to cooperate and continue work toward
successful completion of assigned duties and responsibilities.
14. Administration of Agreement.
This Agreement shall be administered by Jamelle R. Garcia, on behalf of the Contractor,
and by the Mayor or designee of the City, on behalf of the City. Any written notices
required by the terms of this Agreement shall be served on or mailed to the following
addresses:
City of Auburn
Auburn City Hall
25 West Main
Auburn, WA 98001-4998
(253) 931-3000
FAX (253) 931-3053
Contractor
Jamelle R. Garcia
Aviation Management Group, LLC
36618 - 55th A ve S.
Auburn, WA 98001
(253) 939-4273
CA.H Page 62 of 85
Page 6 of 10
15. Notices.
All notices or communications permitted or required to be given under this Agreement
shall be in writing and shall be deemed to have been duly given if delivered in person or
deposited in the United States mail, postage prepaid, for mailing by certified mail, return
receipt requested, and addressed, if to a party of this Agreement, to the address for the
party set forth above, or if to a person not a party to this Agreement, to the address
designated by a party to this Agreement in the foregoing manner.
Any party may change his, her or its address by giving notice in writing, stating his, her
or its new address, to any other party, all pursuant to the procedure set forth in this
section of the Agreement.
16. Insurance.
The Contractor shall be responsible for maintaining, during the term of this Agreement
and at its sole cost and expense, the types of insurance coverage and in the amounts
described below. The Contractor shall furnish evidence, satisfactory to the City, of all
such policies. During the term hereof, the Contractor shall take out and maintain in full
force and effect the following policies:
a. Airport liability insurance which includes coverage for premises liability,
products/completed operations, independent contractors, stop gap liability,
personal and advertising injury, hangar-keepers liability, pollution liability,
liability assumed under contract and a breach of warranty clause. Contractor shall
maintain airport liability insurance with limits no less than $10,000,000.00 per
occurrence, $10,000,000.00 general aggregate and $10,000,000.00 products-
completed operations aggregate limit. The City shall be named as an additional
insured on the airport liability insurance policy.
b. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
17. Indemnification.
The Contractor shall indemnify and hold harmless the City and its officers, agents,
employees and volunteers from any and all claims, injuries, damages, losses, or suits
including attorney fees, by reason of or arising out of the negligence of the Contractor, its
officers, agents or employees in connection with the performance of this Agreement.
The City shall indemnify and hold harmless the Contractor and its officers, agents and
employees from any and all claims, injuries, damages, losses, or suits including attorney
fees, by reason of or arising out of the negligence of the City, its officers, agents,
employees or volunteers in connection with the performance of this Agreement.
In the case of negligence of both the City (or its officers, agents, employees or
volunteers) and the Contractor (or its officers, agents or employees), any damages
allowed shall be levied in proportion to the percentage of negligence attributable to each
party, and each party shall have the right to seek contribution from the other party in
proportion to the percentage of negligence attributable to the other party.
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It is further specifically and expressly understood that the indemnification provided
herein constitutes the Contractor's and the City's waiver of immunity under Industrial
Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver
has been mutually negotiated by the parties. The provisions of this section shall survive
the expiration or termination of this Agreement.
18. Assignment.
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 party hereto, which consent shall
not be unreasonably withheld. No assignment or transfer of any interest under this
Agreement shall be deemed to release the assignor from any liability or obligation under
this Agreement, or to cause any such liability or obligation to be reduced to a secondary
liability or obligation.
19. Services in Potential Competition with Contractor.
The Contractor shall provide services to clients, customers and tenants of the Airport with
fairness and without regard to whether a client, customer or tenant is engaged in a
business that competes or potentially competes with a business of the Contractor, or with
a business in which any principal, partner or participant of the Contractor is also a
principal, partner or participant. Towards that end, the Contractor shall notify ALL clients,
customers and tenants and prospective clients, customers and tenants of the Airport of
this requirement, and shall also notify them that if they feel that the Contractor has not
treated them in a fair manner, they may seek relief from the Mayor or the Mayor's
designee of the City in terms of the services, use of premises or other activity related to
the Airport. Decisions by the Mayor or designee in such cases shall be binding on the
parties, provided that any party aggrieved by such decision may appeal the decision to the
City of Auburn Hearing Examiner, according to the procedures of the City of Auburn
therefor.
20. 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.
21. Remedies not Limited.
Nothing herein shall limit the remedies or rights of the parties hereto under and pursuant
to this Agreement.
22. Termination.
a. Either party may terminate this Agreement upon written notice to the other party
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. It is
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provided, however, that the terminating party shall give the other party notice of
the specific area(s) of performance that has/have not been performed and shall
further give seven (7) business days for such performance to be fully performed in
accordance with the terms of this Agreement prior to termination. If such failure
to perform is corrected within said seven (7) business day's period, then the
Agreement shall not be subject to termination under this sub-paragraph.
b. The City may also terminate this Agreement upon not less than one hundred
twenty (120) days written notice to the Contractor if the services provided for
herein are no longer needed from the Contractor.
c. If this Agreement is terminated through no fault of the Contractor, the Contractor
shall be compensated for services performed prior to termination in accordance
with the rate of compensation provided herein.
23. 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 transfer or
assignment otherwise prohibited by this Agreement. This Agreement is for the exclusive
benefit of the parties hereto and it does not create a contractual relationship with or exist
for the benefit of any third party, including contractors, sub-contractors and their sureties.
24. Costs to Prevailing Party.
In the event of such litigation or other legal action, to enforce any rights, responsibilities
or obligations under this Agreement, the prevailing party shall be entitled to receive its
reasonable costs and attorney's fees.
25. Applicable Law.
This 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
action hereunder shall be in King County, Washington; provided, however, that it is
agreed and understood that any applicable statute of limitation shall commence no later
than the substantial completion by the Contractor of the services.
26. Captions, Headings and Titles.
All captions, headings or titles in the paragraphs or sections of this Agreement are
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 particular paragraph or sections to
which they apply. As used herein, where appropriate, the singular shall include the plural
and vice versa and 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.
27. 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.
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28. Entire Agreement.
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.
29. Counterparts.
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 year first set forth above.
CITY OF AUBURN AVIATION MANAGEMENT GROUP, LLC
Page 9 of 10
Peter B. Lewis, Mayor
Attest:
Danielle E. Daskam City Clerk
Approved as to form:
Daniel B. Heid, City Attorney
STATE OF WASHINGTON )
) ss.
COUNTY OF KING )
Jamelle Garcia, Managing Member
ON THIS day of , 20 , before me, personally
appeared ___________________________________________________ t o me known to be the
________________________________ of the Contractor, Aviation Management Group, LLC, the party
that executed the within and foregoing instrument, and acknowledged said instrument to be his/her/their
free and voluntary act and deed of said corporation/company, for the uses and purposes therein
mentioned, and on oath stated that they were authorized to execute said instrument.
CA.H Page 66 of 85
GIVEN under my hand and official seal this day of , 20_,
NOTARY PUBLIC in and for the State of
Washington, residing at _
Page 10 of 10
My Commission Expires: _
STATE OF WASHINGTON )
) ss.
COUNTY OF KING )
ON THIS _____day of ______________________________, 20___, before me, personally
appeared Peter B. Lewis and Danielle E. Daskam, to me known to be the Mayor and City Clerk of the
City of Auburn, Washington, the municipal corporation that executed the within and foregoing
instrument, and acknowledged said instrument to be the free and voluntary act and deed of said municipal
corporation, for the uses and purposes therein mentioned, and on oath stated that they were authorized to
execute said instrument.
GIVEN under my hand and official seal this day of , 20_.
NOTARY PUBLIC in and for the State of
Washington, residing at _
My Commission Expires: _
CA.H Page 67 of 85
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EXHIBIT “A"
SCOPE OF SERVICES
A. CONTRACTOR shall prepare, negotiate, administer, and enforce on behalf of, and in the
name of, CITY all of the lease agreements, contracts, documents, and instruments
relating to the Auburn Municipal Airport (Airport) or its operation to which CITY is a
party, consistent with the terms of this Agreement and in a manner that CONTRACTOR
shall deem necessary or desirable for the efficient operation, maintenance, and management of the Airport, provided that if CONTRACTOR through common
management or otherwise, holds an ownership or controlling interest in a tenant of the
Airport subject to a lease agreement, CONTRACTOR shall not negotiate, administer or
enforce such lease with such related tenant or with any commercial competitor of
CONTRACTOR which is also a tenant of the Airport but rather these activities shall be
performed by the Mayor of CITY or such representative as the Mayor shall from time to
time designate in writing.
B. CITY specifically authorizes CONTRACTOR to request and demand all rent and other
such charges and to institute legal proceedings, as CONTRACTOR shall deem necessary
or appropriate, on behalf of, and in the name of, CITY to collect such rent and other
charges. All such rent and other charges described below shall be collected by
CONTRACTOR on behalf of CITY, and accounted for as provided in the Agreement.
However, commencement of legal proceedings is subject to final approval of CITY.
C. CONTRACTOR may propose capital improvement or property development work as a
result of its concept development and planning functions or related work as set forth in
this Agreement.
D. CONTRACTOR will manage and operate the Airport for the use and benefit of CITY
and the general public, in accordance with the requirements of this Agreement, and on
fair and reasonable terms without unjust discrimination, seven (7) days a week, twenty-
four (24) hours a day, in a safe and efficient manner and maintain it in a clean, orderly,
safe, and operational condition in conformity with applicable Federal, State and local
laws, rules and regulations.
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E. Without limiting the foregoing services to be provided by CONTRACTOR services shall
include any of the following: operation, management, concession, and janitorial service
as needed in any CITY-owned Airport building or activity; advertising; compliance with
applicable security requirements of the FAA or other jurisdictional agency, subject to
paragraph Y herein; airport and grounds maintenance, ramp operations, airfield
signage, and navigation, and general aviation facilities maintenance; operation and
management; public relations, and marketing. CONTRACTOR shall not cause or permit
any activity or action at the Airport or on property in the vicinity of the Airport which
would interfere with its use of the Airport for Airport purposes.
F. CONTRACTOR shall provide fueling services at the Airport. In connection therewith,
CONTRACTOR shall be responsible for purchasing the fuel wholesale, CITY and
CONTRACTOR shall be jointly entitled to set the retail price of the fuel and each shall
be entitled to retain fifty percent (50%) of the net proceeds from such fuel sales. Net
proceeds is defined for these purposes as the remainder of funds after all normal and
applicable expenses have been deducted from revenue produced from fuel sales. Normal
and applicable expenses do not include major repairs (as defined in Section 6 of the
Agreement) or improvements to the fueling facility. CONTRACTOR shall submit
monthly an accounting of the fuel revenue and applicable expenses to the CITY and shall
remit quarterly to the CITY the CITY'S share of the net proceeds from fuel sales.
G. CONTRACTOR will develop and submit recommended schedules of rates, fees, and
charges (exclusive of the retail price for fuel) annually for approval by CITY, provided
that if CONTRACTOR, through common management or otherwise, holds an ownership
or controlling interest in a tenant at the Airport whose rates, fees or charges would be
affected by such recommended schedules, CONTRACTOR will not recommend
schedules for such related tenant or for any commercial competitor of CONTRACTOR
which is also a tenant but rather such recommendation will be made by the Mayor of
CITY or such authorized representative as the Mayor shall from time to time designate
for this purpose in writing. The schedule of rates, fees, and charges will not alter the
rental rates in existing leases or agreements except as provided therein. CONTRACTOR
will also collect and reconcile all rental and/or lease payments and fees due, using
uniform procedures to provide accountability, control and security of funds.
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H. CONTRACTOR shall assist CITY, with respect to CITY's dealings with all applicable
Federal and State authorities, provided, however, that CITY shall remain solely
responsible to the Federal Aviation Administration (“FAA”) for the compliance with
CITY’s obligations under the law and under Federal Grant Agreements unless such
compliance is the responsibility of CONTRACTOR under this Agreement.
CONTRACTOR is aware of and agrees to honor and respect the existing grant agreements
between the CITY and FAA, including related FAA assurances.
I. No exclusive right for the use of the Airport by any persons providing, or intending to
provide, aeronautical services to the public shall be permitted within the meaning
of Section 308 of the Federal Aviation Act of 1958.
J. Security: CONTRACTOR agrees to provide Airport security during non-business
office hours 365 days per year. The CONTRACTOR will bill each hangar door on the
airport Five Dollars and no/1OOths ($5.00) per month for security services. The
CITY will remit the security funds collected each month to the CONTRACTOR in the
subsequent month.
K. Hours of Operation (business hours): CONTRACTOR shall operate the Airport
for public access twenty-four (24) hours daily. At least one CONTRACTOR staff
person shall be available at the Airport Monday through Friday 8:00a.m. to 5:00p.m.
(exclusive of state and federal holidays) to assist the public. During non-business
hours, CONTRACTOR shall maintain a method of contacting the on-duty staff
person for assistance, via pager or cellular telephone. CONTRACTOR will maintain
and post a list, easily accessible to those needing fuel or other services, of Fixed Based
Operations (FBO) able to provide fueling and ramp services on short notice outside of
usual business hours.
L. Operating Policies and Procedures: CONTRACTOR shall provide and maintain a
staff training program and complete library of Airport operating policies and
procedures at the offices of the CONTRACTOR at the Airport.
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M. Collection of Fees and Rentals: CONTRACTOR shall provide for routine invoicing
and collection of all fees, rentals, and property lease charges due the Airport
including:
1. Property leases;
2. Hangar rents;
3. Transient and permanent tie-down fees;
4. Business office rent;
5. All other Airport revenues
CONTRACTOR shall prepare and deposit daily cash receipts received on behalf of the
CITY and forward deposit slips to the City of Auburn Finance Department. The
CONTRACTOR shall also prepare and submit to the CITY a standard accounting report
of all collections, on a monthly basis, no later than the fifth day after the end of the month
in which the collections are made.
N. Emergency Preparedness: CONTRACTOR will have available persons trained in the
manner required by applicable FAA regulations to respond to emergencies, such as fires,
aircraft incidents, or disasters.
O. Records and Correspondence: CONTRACTOR shall maintain monthly records of all
correspondence and financial transactions relating to operation of the Airport. The
format and content of the monthly financial report shall be subject to the approval of the
CITY's Finance Director.
P. Support of Airport Interest Groups: CONTRACTOR's management shall act as the
representative of the CITY through participation in meetings and activities of present and
future Airport user or interest groups. Reports on such meetings and events shall be
included in routine reports to the CITY.
Q. Emergency Expenditures: CONTRACTOR shall be authorized to make emergency
expenditures not to exceed $5,000.00 in situations where immediate action is deemed
necessary to protect the safety of the general public or protect physical assets of Airport.
1. Report: Subsequent to authorizing emergency expenditures, CONTRACTOR
shall provide a written report to the CITY within five (5) days. The emergency
action shall be reviewed and said review must be completed within fifteen (15)
days.
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2. Reimbursement: Upon review and approval of the emergency expenditure, the
CITY shall process the request for reimbursement to CONTRACTOR.
R. CITY Reimbursement: If CONTRACTOR fails to perform any operational or financial
obligation necessary to continued operation of the Airport, CITY reserves the right to
perform such obligation of CONTRACTOR as may be necessary to assure continued
operation of the Airport and to seek reimbursement from CONTRACTOR.
S. Maintenance/Utilities:
1. Preventative Maintenance /Minor Repairs:
(a) CONTRACTOR agrees to develop and carry out at its sole expense a
continuing program of preventative maintenance and minor repair
activities providing general upkeep against normal wear and tear such that
the Airport facilities are at all times in a serviceable condition for use in
the way and manner they were designed to be used. Preventative
maintenance and minor repair activities do not include major repairs as
defined in Section 6 of the Agreement. All maintenance procedures and
programs shall be consistent with requirements of Federal, State and CITY
agencies.
(b) In furtherance of that responsibility, CONTRACTOR will:
(1) Regularly inspect the Airport for needed maintenance and repairs;
(2) Perform scheduled preventative maintenance including
preventative maintenance of the paved surfaces, hangar and other
structure preventative maintenance, signage maintenance, mowing
of grass, fencing maintenance and weather related maintenance;
(3) Remove, to the greatest extent legally and practically possible,
obstructions and restrictions as identified in FAA regulations; and
(4) Operate and maintain all Airport owned systems necessary and
appropriate for operation of the Airport.
2. Restorative Maintenance - Major Repairs: Subject to expenditures approved,
budgeted and authorized by the Mayor of CITY or such representative as the
Mayor shall from time to time designate in writing, CONTRACTOR agrees to
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Page 6 of 9
perform restorative maintenance and major repairs. CONTRACTOR also agrees
to perform unanticipated major repairs. Unanticipated major repairs include,
without limitation, the cost of major repair or replacement of fuel pumps and
associated equipment such as fuel dispensing equipment, the fuel tanks and
pedestal due to premature failure, and the office building adjacent to the fuel
facility. All such work is subject to reimbursement by CITY as work
compensated under the procedures of Paragraph 2 of the Agreement. CITY
agrees to provide such reimbursement within thirty (30) days of presentation by
CONTRACTOR of its invoices.
3. Temporary Closure: Nothing contained herein shall be construed to require that
the Airport be operated for aeronautical use during temporary periods when snow,
flood, or other climatic conditions interfere with such operation and maintenance.
CITY shall remove snow and ice from the runways and taxiways as they
accumulate and the CONTRACTOR will remove snow and ice within the
capacity of the CONTRACTOR'S equipment.
4. Federal Facilities: Airport aids operated and maintained by the FAA shall be
specifically excluded from any maintenance requirements under this Agreement.
5. Emergency Support Services: CONTRACTOR and the CITY shall each maintain
authorized representatives on call at all reasonable times to act on behalf of their
respective Parties for unusual, difficult, or emergency maintenance situations at
the Airport.
6. Airport Utilities And Other Charges: CONTRACTOR agrees at its sole expense
to pay all charges for the airport's electrical, water, sewer (if any), security
personnel (if any), fire system monitoring, annual fire extinguisher inspection, fire
system annual inspection, and portable sanitation units, that is not attributable to a
specific tenant or leased property. CONTRACTOR is not responsible for the
payment or collection of any storm water charges; but it is the responsibility of
the CITY Utilities for billing and collection and the airport's enterprise fund for
the payment of storm water fees.
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T. Environmental Protection:
1. With assistance from the CONTRACTOR, CITY shall develop and maintain
policies with assistance from CONTRACTOR, to assure that the Airport and
Airport tenants maintain compliance with Environmental Protection Agency
(EPA) standards for treatment of waste oils, fuel, solvents, etc. which may be
used in aircraft, or related to aircraft manufacturing, servicing, or repair.
2. Leases and other contracts and agreements and informational documents
developed by CITY and approved by CITY, CONTRACTOR will advise Airport
tenants of their obligation to comply with all environmental laws, including, but
not limited to, Environmental Protection Agency (EPA) standards for treatment of
waste oils, fuel, solvents, and other hazardous or toxic materials which may be
used in aircraft or in the course of aircraft manufacturing, servicing or repair,
storm water runoff, wetlands, and other laws and requirements of the United
States, the State of Washington, or CITY. Violations of those laws will be
prosecuted by the responsible government agencies against the tenants directly.
3. Leases, contracts, and other documents will also provide that Airport tenants are
liable for compliance with all such laws on their premises, and that they will
indemnify CITY and CONTRACTOR as to liability from any such
noncompliance and that such noncompliance will also be treated as an event of
tenant's default for any costs or expenses incurred as a result of the failure of
tenants to comply with environmental laws.
U. Planning, Development, and Audit:
1. Planning and Development: CITY shall, with the assistance of CONTRACTOR
and with the Airport Advisory Board, provide for planning and development of
the Airport and the surrounding Airport lands in cooperation with CITY staff.
CONTRACTOR shall encourage development of new facilities and services in
accordance with the currently approved Airport Master Plan.
2. Airport Layout Plan (ALP): CONTRACTOR shall submit periodic input
concerning the ALP to CITY. CITY agrees to update the ALP database and
provide revised copies of the ALP as required by CONTRACTOR or interested
governing agencies.
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3. Five-year Capital Plan: CONTRACTOR shall assist with the development, and
recommend for approval, updates to the currently adopted five-year Airport
Capital Improvement Plan. The Plan shall support requests for the continuing
development of the Airport with Federal and State funding.
4. Proposed Development: In addition to the monthly reports provided for in
Paragraph 11 of the Agreement, CONTRACTOR shall provide an annual report
summarizing the current status of the Airport which shall include:
Proposed Development Plans: CONTRACTOR shall submit, as directed by the
Mayor or the Mayor's designee, proposed improvements and
developments at the Airport. These changes shall be consistent with the Airport
Master Plan and five-year Airport Capital Improvement Plan adopted and
updated periodically for the Airport.
5. Quality Review: It is agreed that CONTRACTOR will allow a review by an
independent firm of the quality of management of the Airport. This review may be
conducted annually or at any time considered appropriate. CITY may select a
firm to perform the review. CITY will also bear the cost of the review.
6. CONTRACTOR shall make all records relating to this Agreement available for
review and audit during normal business hours by the CITY and/or independent
auditor.
V. CONTRACTOR shall prepare a biennial operating projection for presentation to the
CITY that shall include the following:
1. Biennial Budget: A detailed projection of revenues and expenses relating to
Airport operations for each calendar year shall be developed. The plan shall be
submitted by CONTRACTOR on or about August 1 of each year for review
and concurrence.
2. Capital Projection: A detailed projection of capital and major expense items
anticipated for the biennial budget and the mid term corrections.
W. Performance Standards: CONTRACTOR must perform reasonably, safely, legally, and in
a manner consistent with this Agreement. CONTRACTOR shall also 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.
Page 8 of 9
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CONTRACTOR shall not conduct operations in or on the Airport in a manner which in the
reasonable judgment of CITY:
1. Interferes with the reasonable use by others of the Airport.
2. Hinders police, fire department or other emergency personnel in the discharge of
their duties at the Airport.
3. Would constitute a hazardous condition at the Airport.
4. Would involve any illegal purpose.
5. Is not materially in accordance with this Agreement.
X. CONTRACTOR'S Duty to repair: CONTRACTOR shall repair any and all damage to
the property of CITY located at the Airport caused by CONTRACTOR, its agents or
employees, except to the extent the actions were required by directions of CITY.
Y. Compliance With Heightened Security Requirements: CONTRACTOR shall, if required
by additional regulatory requirements for Airport security of the FAA, Homeland
Security or any other jurisdictional agency, make changes to the security procedures
and/or equipment used to provide Airport security, provided that CITY agrees to pay as
work compensated under the procedures of Paragraph 2 of the Agreement the reasonable
out of pocket cost incurred by CONTRACTOR, subject to prior approval of the CITY, to
comply with changed requirements imposed after the effective date for capital
improvements such as additional or higher fencing, surveillance or monitoring equipment
or other capital investments which are mandated by law. CITY shall have the right to
inspect estimates of cost to comply before expenditures are made and suggest
alternatives, but CONTRACTOR shall be reimbursed its reasonably necessary cost to
comply with new security mandates within twenty days of presenting invoices for such
cost, following the inspection described above.
Z. Exclusion for Litigation Support: The Scope of Services does not include services of
CONTRACTOR for required or requested assistance to support, prepare, document,
bring, defend, or assist in litigation undertaken where defended by CITY in connection
with this Agreement in an action to which CONTRACTOR is not a party. All such
services required or requested of CONTRACTOR by the CITY, will be work
compensated under Paragraph 2 of the Agreement.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Contract 12-18 City Hall Remodel, Phase I
Date:
November 13, 2013
Department:
Finance
Attachments:
Budget Status Sheet
Final Pay Estimate Summary
Budget Impact:
$0
Administrative Recommendation:
City Council Project Acceptance and authorization of Final Pay Estimate for completed
construction of the City Hall Remodel-Phase I, Contract No. 12-18, Lincoln Construction,
Inc.
Background Summary:
City Hall Remodel, Phase I: Renovation remodel of the Auburn City Hall 2nd floor,
including all construction, electrical, heating ventilation & cooling, plumbing systems and
fixtures, furniture, and equipment to accommodate the relocation of the Office of the
Mayor, City Council Offices, conference rooms and the Department of Human
Resources.
A Budget Status Sheet, summary of all pay estimates including the final pay estimate
1177-9 is attached.
Reviewed by Council Committees:
Finance
Councilmember:Partridge Staff:Hursh
Meeting Date:November 18, 2013 Item Number:CA.I
AUBURN * MORE THAN YOU IMAGINEDCA.I Page 77 of 85
Form 7.04 - Budget Status Sheet
Project No: CP1009Project Title:
Project Manager: William Thomas
Initiation/Consultant Agreement
Initiation Date: October 7, 2012 Permision to Advertise
Advertisement Date: ________ Contract Award
Award Date: ___________ Change Order Approval
Contract Final Acceptance
Funding Prior Years 20132014 Future Years Total
328 Fund 240,567632,643873,210
Total240,567632,64300873,210
Activity Prior Years 20132014 Future Years Total
Funds Budgeted (Funds Available)
Estimated Cost (Funds Needed)
BUDGET STATUS SHEET
City Hall Remodel Phase I
Date: November 6, 2013
The "Future Years" column indicates the projected amount to be requested in future budgets.
0
Design Engineering - Consultant Costs73,87288,656162,528
Construction Estimate166,695543,987710,682
0
0
0
Total240,567632,64300873,210
Prior Years 21032014 Future Years Total
328 Funds Budgeted ( )(240,567)(632,643)00(873,210)
328 Funds Needed240,567632,64300873,210
328 Fund Project Contingency ( )00000
328 Funds Required 00000
* ( # ) in the Budget Status Sections indicates Money the City has available.
328 CH Phase I Budget Status
CA.I Page 78 of 85
INVOICE SUMMARY
Page 1
CUSTOMER: CITY OF AUBURN JOB' AUBURN CITY HALL REMODEL PH I Invoice
Date
1177-9
30/2013
25 WEST MAIN STREET
Invoice Date 9/30/2013
AUBURN,WA 93001-4998
Contract No.
9/30/2013
Contract No. 12-18
Contract Date
CONTRACTOR- LINCOLN CONSTRUCTION,INC INVOICE SUMMARY
P O BOX 730
21323 MOUNTAIN HWY E Onginal Contract 552,76200
SPANAWAY,WA 98387 Total Change Orders 298,803.00
Revised Contract 851,565.00
Completed&Stored to Date 851,565.00
Plus Sales Tax 1,196.43
Less Retainage 62930
Total Earned 852,131 73
Less Previous Requests for Payment
Line 6frcm prior application( 838,971.00
CurrentAmount due 13,160.73
Balanceto Fimsh,Plus Retamage 629.70
For further information,please see attached detail
CONTRACTOR'S CERTIFICATION ARCHITECT'S CERTIFICATE FOR PAYMENT
The undmogned Contractor certifies that to the best efthe Cbrtractofs knowledge,In accordance with meCOnoact oewmems,based on oo-ste obaervaelans and she data
oforbriman and behef,Ne Work covered by thh Apphiauon for:cpnenshaz been comprising the above apphonon,the Architect certifies to the Own<rthat to the best of the
completed In accordance with the Contra a Documents,that all amounts have been mtmeu'ske.WNg4 intormumen and WHO.the Work has progressed as indicated.she
paid by she Contractor for wort for whirl,previous Cearcates for Payment were quabty of the Work Is In accordance with the Contract Doaments,and the Comnctpr is
issued and payments receHedfrom the Owner,and that wnmt paymm,shown mlNed to p+vment Nthe Amount Certified: S
herein is now due.
Arduteai:
L1NCOlN CON YEF N,INC
gy wit
This unification s not negotiable.The Amoum UdirKd I3 payable to the fnntractor named
Danul GtlnWn;President
herein.Issuance,payment and a ps+nce ofpaammt are without prejudice to an rights ofthe
11I/./
Amer or contractor trio uContract
CA.I Page 79 of 85
LINCOLN CONSTRUCTION, INC.
21323 MT.HWY EAST PO BOX 730 SPANAWAY WA 98387 PH (253)847.6414 FAX(253)847-6806
LETTER OF TRANSMITTAL DATE: 10/1/13 JOB NO. 1177 j
ATTENTION Bill Thomas I Jan Dorbritz I
TO City of Auburn
RE: CONTRACT 12-18
25 West Main Street
Auburn,We 98001-4998
I
WE ARE SENDING YOU Attached Under separate cover via the following items:
Invoice Prints Plans Samples Specifications
Copy of Letter Change Order Via Fax
I
COPIES DATE NO
1 9/30113 1 1177-9 SEP INVOICE 12,594.00
RETAINAGE 629.70
SALES TAX 1,196.43
TOTAL $13,160.73
o 07
2 0 6
ea
n OA'-)N, n Z
I
THESE ARE TRANSMITTED as checked below,
Forapproval and Payment Approved as submitted Resubmit copies for approval V I
For your use Approved as noted Submit copies for distribution
As requested Returned for corrections Return corrected prints i
For review and comment
FOR BIDS DUE PRINTS RETURNED AFTER LOAN TO US
REMARKS
THIS IS THE FINAL BILLING FOR THE AUBURN CITY HALL REMODEL.
Daniel C Lincoln, President, Lincoln Construction, Inc I
iII
COPY TO:fie I
BY*Linda Vacca
If enclosures are not as noted,kindly notify us at once.
CA.I Page 80 of 85
AGENDA BILL APPROVAL FORM
Agenda Subject:
Ordinance No. 6475
Date:
November 13, 2013
Department:
Finance
Attachments:
Ordinance No. 6475
Budget Impact:
$15,792,046.00
Administrative Recommendation:
For discussion only.
Background Summary:
Attached is proposed Ordinance No. 6475, establishing the 2014 Property Tax
Levy. The 2014 Property Tax Levy is based upon preliminary information from King
County and represents an increase over the 2013 levy, as allowed under State law, and
also includes estimated property taxes on new construction of $239,000. King County
will not finalize the City’s assessed valuation (AV) and new construction until December
therefore the levy will be based upon preliminary information as it is scheduled for
Council adoption on November 18, 2013. The following table summarizes the 2014
Property Tax levy:
2014 Property Tax Levy Calculations
2013 property tax levy $ 14,509,253
Add 1% increase 145,093
Add new construction & improvements 239,000
Add fire pension fund 231,000
Add correction of 2013 levy error 667,700
Total 2014 Property Tax Levy $ 15,792,046
Ordinance No. 6475 will be reviewed by the Council Finance Committee on November 4
(first reading) and on November 18 (final reading) before being referred to the full
Council for adoption on the same night (November 18). Filing of the adopted ordinance
will be made by December 1, as required by the County.
As of this date the County has preliminarily established the 2014 assessed valuation
(including new construction) for the City of Auburn at $7,311,156,400 which is a 5.8%
increase over the 2013 level of $6,909,168,076.
AUBURN * MORE THAN YOU IMAGINEDORD.A Page 81 of 85
The total 2014 Property Tax Levy will be distributed to the General Fund to support
general governmental operations.
Reviewed by Council Committees:
Finance, Municipal Services, Planning And Community Development, Public Works
Councilmember:Partridge Staff:Coleman
Meeting Date:November 18, 2013 Item Number:ORD.A
AUBURN * MORE THAN YOU IMAGINEDORD.A Page 82 of 85
----------------------------
Ordinance No. 6475
October 30, 2013
Page 1 of 3
ORDINANCE NO. 6 4 7 5
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, ESTABLISHING THE LEVY
FOR REGULAR PROPERTY TAXES BY THE CITY OF
AUBURN FOR COLLECTION IN 2014 FOR GENERAL
CITY OPERATIONAL PURPOSES IN THE AMOUNT OF
$15,792,046.00
WHEREAS, the City Council of the City of Auburn has met and
considered its budget for the calendar year 2014; and
WHEREAS, pursuant to RCW 84.55.120 the City Council held public
hearings on October 7, 2013 and November 4, 2013, after proper notice was
given, to consider the City of Auburn’s 2014 budget and the regular property
tax levy to support it; and
WHEREAS, the City Council of the City of Auburn, after public hearing,
and after duly considering all relevant evidence and testimony presented, has
determined that the City of Auburn requires property tax revenue and any
increase of new construction and improvements to property, any increase in the
value of state-assessed property, annexations, and any refund levies in order
to discharge the expected expenses and obligations of the City and in its best
interest; and
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, DO ORDAIN AS FOLLOWS:
Section 1. Regular property taxes for collection in the City of Auburn
for the year 2014 are authorized in the amount of $15,792,046.00.
ORD.A Page 83 of 85
----------------------------
Ordinance No. 6475
October 30, 2013
Page 2 of 3
This amount includes: (a) a correction of the levy base in the amount of
$667,700.00 representing the 4.6% levy reduction that was not required for
2013, (b) $231,000.00 representing 1.6% to fully fund the Fire Pension Fund
which was found to be deficient in the January 2013 actuarial valuation, and (c)
$145,093.00 or 1% in amounts authorized by the levy growth limit factor for a
combined dollar increase of $1,043,793.00 or 7.2% over the amounts actually
levied in 2013. The increases above do not include the addition of new
construction and improvements to property, any increase in the value of state
assessed property, any refund levies available, and any other adjustments as a
result of annexations that have occurred.
Section 2. If any section, subsection, sentence, clause or phrase of
this Ordinance is for any reason held to be invalid or unconstitutional, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of
the remaining portions of the Ordinance, as it being hereby expressly declared
that this Ordinance and each section, subsection, sentence, clause or phrase
hereof would have been prepared, proposed, adopted and approved and
ratified irrespective of the fact that any one or more section, subsection,
sentence, clause or phrase be declared invalid or unconstitutional.
Section 3. Implementation. The Mayor is hereby authorized to
implement such administrative procedures as may be necessary to carry out
the directives of this legislation.
ORD.A Page 84 of 85
----------------------------
Ordinance No. 6475
October 30, 2013
Page 3 of 3
Section 4. Effective Date. This Ordinance shall take effect and be in
force five (5) days from and after its passage, approval and publication as
provided by law.
INTRODUCED: _______________
PASSED: ____________________
APPROVED: _________________
____________________________
PETER B. LEWIS
MAYOR
ATTEST:
_____________________________
Danielle E. Daskam
City Clerk
APPROVED AS TO FORM:
____________________________
Daniel B. Heid
City Attorney
PUBLISHED: ________________
ORD.A Page 85 of 85