HomeMy WebLinkAbout08-18-2014 CITY COUNCIL AGENDA,A BURN
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I. CALL TO ORDER
A. Flag Salute
B. Roll Call
City Council Meeting
August 18, 2014 - 7:30 PM
Auburn City Hall
AGENDA
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hours after the meeti na has concl uded.
C. Announcements, Appointments, and Presentations
D. Agenda Modifications
II. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A. Public Hearings
No public hearing is scheduled for this evening.
B. Audience Participation
This is the place on the agenda where the public is invited to speak to the City
Council on any issue. Those wishing to speak are reminded to sign in on the
form provided.
C. Correspondence
There is no correspondence for Council review.
III. COUNCIL COMMITTEE REPORTS
A. Municipal Services
1. August 11, 2014 Minutes* (Peloza)
B. Planning & Community Development
C. Public Works
1. August 4, 2014 Minutes* (Osborne)
D. Finance
1. August 4, 2014 Minutes* (Wales)
E. Les Gove Community Campus
1. August 14, 2014 Meeting (Wagner)
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F. Council Operations Committee
August 11, 2014 Meeting (Wagner)
G. Junior City Council
August 18, 2014 Meeting (Wagner)
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 August 4, 2014 Regular City Council Meeting*
B. Minutes of the July 9, 2014 Special City Council Meeting*
C. Claims Vouchers (Wales /Coleman)
Claims voucher numbers 430043 through 430216 in the amount of
$4,216,047.01 and four wire transfers in the amount of $2,595.93 and dated
August 18, 2014.
D. Payroll Vouchers (Wales /Coleman)
Payroll check numbers 534883 through 534919 in the amount of $837,910.67
and electronic deposit transmissions in the amount of $1,331,476.52 for a grand
total of $2,169,387.19 for the period covering July 31, 2014 to August 13, 2014.
E. Call for Public Hearing on Preliminary 2015 -2016 Biennial Budget
(Wales /Coleman)
City Council to call for a public hearing to be held September 15, 2014 to receive
public comments and suggestions with regard to development of the preliminary
2015 -2016 Biennial Budget, including revenue estimates and possible increases
in property taxes.
F. Public Works Project No. CP1322* (Osborne /Snyder)
City Council grant permission to advertise Project No. CP1322, Annual Traffic
Signal Improvements.
(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. 6527* (Wales /Roscoe)
An Ordinance of the City Council of the City of Auburn, Washington, including
the Mayor in the City's Management Leave Program
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(RECOMMENDED ACTION. City Council introduce and adopt Ordinance
No. 6527.)
B. Ordinance No. 6528* (Wagner /Held)
An Ordinance of the City Council of the City of Auburn, Washington, amending
Chapter 3.10 of the City Code relating to the contracting authority of the Mayor
and administrative staff
(RECOMMENDED ACTION: City Council introduce and adopt Ordinance
No. 6528.)
VIII. RESOLUTIONS
A. Resolution No. 5089* (Peloza /Tiedeman)
A Resolution of the City Council of the City of Auburn, Washington, authorizing
the Mayor to execute an agreement between the City of Auburn and Comcast
Enterprise Services for communications services
(RECOMMENDED ACTION: City Council adopt Resolution No. 5089.)
B. Resolution No. 5091* (Wagner /Snyder)
A Resolution of the City Council of the City of Auburn, Washington, supporting a
new Youth /Teen Center and Community Center
(RECOMMENDED ACTION: City Council adopt Resolution No. 5091.)
IX. 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
X. 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.
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Agenda Subject:
August 11, 2014 Minutes
AGENDA BILL APPROVAL FORM
Department: Attachments:
Police August 1 1,2014M nutes
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Peloza
Meeting Date: August 18, 2014
Date:
August 14, 2014
Budget Impact:
$0
Staff:
Item Number: MS.1
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CALL TO ORDER
Municipal Services Committee
August 11, 2014 - 3:30 PM
City Hall Conference Room 3
MINUTES
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 Claude DaCorsi.
Staff present: Mayor Nancy Backus, Assistant Chief of Police Bill
Pierson, Innovation & Technology Director Ron Tiedeman,
Community Development and Public Works Director Kevin Snyder,
Public Works Assistant Director Randy Bailey, Human Resources
and Risk Management Director Rob Roscoe, City Attorney Dan
Heid, Finance Director Shelley Coleman, Parks, Arts & Recreation
Director Daryl Faber and Police Secretary /Scribe Heather Shaw.
Others present: Auburn Reporter representative Robert Whale,
Auburn Valley Humane Society President Don Edwards and Auburn
Valley Humane Society Executive Director Phil Morgan.
B. Announcements
C. Agenda Modifications
II. CONSENT AGENDA
A. July 28, 2014 Minutes
Vice Chair Osborne moved to accept the Minutes as presented.
Member DaCorsi seconded. Chair Peloza concurred.
MOTION PASSED: 3 -0
III. ACTION
A. Resolution No. 5089 -Data Service Change (Tiedeman)
Innovation & Technology Director Ron Tiedeman briefed the
committee on Resolution No. 5089 which authorizes the Mayor to
execute a five year contract with Comcast for phone and internet
data services. The city's current data and internet services arF9age 1 of 4
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provided by 3 service providers, all of which have contracts that are
expiring in 2014. Through a competitive bidding process, Comcast
came back with a significant upgrade proposal including 50 MB of
internet service at City Hall with a redundant 20 MB at the Police
Department and an upgrade of phone services. Thus making it
three to four times faster than previous services provided. New
service costs will be an approximate annual increase of $10,000.00
per year due to adding the airport and police department, though the
proposed services provided are increased over what is currently
provided. Additionally, there was a considerable amount of savings
found through auditing our current records and services. This
additional service cost is offset due to additional service
cancellations estimating that we will cut even despite the new
service add -ons. Services to be provided at the airport would be a
minimum of 5 phones to start with as well as 20 MB of internet
service. Member DaCorsi inquired about the amount of time
provided in the agreement to review and discuss revisions prior to
invoice notice of changes. Director Tiedeman added that the
original agreement stated that the city would have thirty calendar
days from the invoice notice to provide Comcast with written notice
that the revisions made would adversely the city as their customer.
That has since been changed to sixty days to allow additional time
for the city to review and notify Comcast as necessary.
Vice Chair Osborne moved to forward Resolution No. 5089 to full
Council for consideration. Member DaCorsi seconded. Chair Peloza
concurred.
MOTION PASSED: 3 -0
IV. DISCUSSION ITEMS
A. Animal Control - City Codes (Lee)
Assistant Chief of Police, Bill Pierson provided the current animal
control codes and proposed revisions for discussion and review as
requested by the committee. Committee discussion followed where
specific sections of the current code were identified with proposed
changes throughout their review. Chair Peloza posed questions
regarding code section 6.35.020 which led to additional discussion
pertaining to dangerous dog licensing and registration as well as
how many dangerous dogs are registered within the city. City
Attorney Dan Heid offered to provide that information at the next
municipal services meeting. Vice Chair Osborne inquired as to what
caused the request for revisions within the current code. Assistant
Chief Pierson informed the committee that the police department
identified portions of the process that needed to be cleaned up to
ensure that a proper process was in place in moving forward that
clearly outlined what the city's due process is. Additional committee
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discussion followed while reviewing the proposed revisions to the
code. The committee reviewed the proposed revisions to city code
6.01.070(b). The language and timelines were addressed and it was
decided that additional changes were needed to be made by the city
attorney to clarify the code further.
B. Shopping Carts (Bailey)
Assistant Director of Public Works, Randy Bailey, updated the
committee on the shopping cart program costs by providing a
breakdown of invoice collection and subsequent costs incurred by
the city. Chair Peloza suggested that the committee make an
agenda item for the next council meeting to disband the shopping
cart program. Mayor Backus recommended that the motion be
addressed at the next municipal services meeting so that the
committee can review the current ordinance.
C. Cemetery Update (Faber)
Parks, Arts and Recreation Director, Daryl Faber provided an update
on the cemetery including a second quarter status. Faber reports
that there was an operating loss of $27, 980.00 compared to an
operating loss of $3,089.00 for the previous year. Additionally, year
to date services provided have increased from 109 in 2013 to 116 in
2014. Cremations have outnumbered burials and staff is watching
the trend to ensure that they price burial lots appropriately as burials
bring in more revenue than cremations. Director Faber also
mentioned that they are working with city department, planning and
public works to determine whether two decommissioned wells could
be used for irrigation purposes to save money to the city on the
cemetery's water bill.
D. Pet Licensing Program /AVHS Board Review (Coleman)
Finance Director Shelley Coleman reported that pet license sales
are slightly ahead of where we were year to date last year though it
does not appear that we will meet the 2014 budget goal of
$240,000.00. Chair Peloza addressed that the city is not getting the
impact from the veterinary clinics as they previously thought they
would. In response, Auburn Valley Humane Society's Executive
Director, Phil Morgan mentioned that many local veterinary clinics
are struggling with King County's push to have animals vaccinated
for rabies. Committee discussion followed regarding additional
suggestions on how to raise awareness and provide additional
promotions for pet licensing.
E. 200 -62 Vacation Leave Policy Revision (Roscoe)
Policy 200 -62
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Human Resources and Risk Management Director Rob Roscoe
reported on the vacation leave policy proposed revisions to include
the mayor in with the department heads to the policy.
F. Project Matrix
The following updates were identified for the Project Matrix:
Item 24P: Review date changed to 05/2015.
Item 31 P. Review date changed to 10/27/2014.
Item 31: Review date changed to 08/25/2014.
Item 61: Review date changed to 10/27/2014.
ADJOURNMENT
The meeting was adjourned at 5:16 p.m. The next regular meeting of the
Municipal Services Committee is scheduled for Monday, August 25,
2014 at 3 :30 p.m. in Conference Room 3 of City Hall, 25 West Main
Street, Auburn, WA.
Signed this day of August, 2014.
Bill Peloza, Chair Heather Shaw, Police Secretary /Scribe
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Agenda Subject:
August 4, 2014 Minutes
AGENDA BILL APPROVAL FORM
Department: Attachments:
Public Works Draft M nutes
Administrative Recommendation:
Background Summary:
See attached draft minutes.
Reviewed by Council Committees:
Councilmember: Osborne
Meeting Date: August 18, 2014
Staff:
Date:
August 12, 2014
Budget Impact:
$0
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CALL TO ORDER
Public Works Committee
August 4, 2014 - 3:30 PM
Annex Conference Room 2
MINUTES
Chairman Wayne Osborne 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 Wayne Osborne, Vice -Chair Bill Peloza, and Member
Claude DaCorsi were present. Also present during the meeting
were: Mayor Nancy Backus, Community Development & Public
Works Director Kevin Snyder, Assistant Director of Engineering /City
Engineer Ingrid Gaub, Assistant Director of Public Works Operations
Randy Bailey, Assistant City Engineer Jacob Sweeting, Acting
Utilities Engineer Susan Fenhaus, Transportation Manager Pablo
Para, Planning & Design Services Manager Elizabeth Chamberlain,
Project Engineer Kim Truong, Capital Projects Manager Ryan
Vondrak, Engineering Aide Mund, Traffic Engineer James Webb and
Public Works Secretary Molly Mendez.
B. Announcements
There were no announcements.
C. Agenda Modifications
There was one agenda modification, removing Discussion Item B,
Status Update of Resolution No. 5003, from the agenda.
CONSENT AGENDA
A. Approval of Minutes
Public Works Committee to approve the minutes of the July 21,
2014 Public Works Committee meeting
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve the Public Works Committee Meeting
minutes for date, July 21, 2014.
Motion carried 3 -0.
III. ACTION
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A. Public Works Project No. CP1120 ( Truong)
Approve Final Pay Estimate No. 8 to Contract No. 13 -07 in the
amount of $4,615.77 and accept construction of Project No.
CP1120, Lea Hill Safe Routes to School Improvements
Project Engineer Truong informed the Committee that the City
portion of the project has been completed.
There were no questions from the Committee.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Final Pay Estimate No. 8 to Contract
No. 13 -07 in the amount of $4,615.77 and accept construction of
Project No. CP1120, Lea Hill Safe Routes to School Improvements.
Motion carried 3 -0.
B. Resolution No. 5088 (Sweeting)
A Resolution of the City Council of the City Of Auburn, Washington,
Authorizing the Mayor to Execute an Agreement between the City of
Auburn and Burlington Northern Santa Fe Railway relating to the
37th and B Street Northwest Pre - Signal Project
Assistant City Engineer Sweeting provided a brief background
summary of Resolution No 5088.
Assistant City Engineer Sweeting responded to a question asked by
Member DaCorsi regarding what the word incidental entails on page
26 of the packet.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee adopt Resolution No. 5088.
Motion carried 3 -0.
C. Public Works Project No. C201A ( Vondrak)
Approve Final Pay Estimate No. 25 to Contract No. 11 -01 in the
amount of $57,974.43 and accept construction of Project No. C201A
M Street SE Grade Separation (Underpass)
Capital Projects Manager Vondrak answered a question asked by
Vice -Chair Peloza regarding the change orders associated with this
project.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Final Pay Estimate No. 25 to Contract
No. 11 -01 in the amount of $57,974.43 and accept construction of
Project No. C201A M Street SE Grade Separation (Underpass).
Motion carried 3 -0.
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IV. DISCUSSION ITEMS
A. Code Enforcement Abatement Action (Tate)
Council authorization to initiate an abatement action for six (6)
residential properties.
Planning & Design Services Manager Chamberlain provided a brief
overview of this item.
There were no questions from the Committee.
B. Status Update of Resolution No. 5003 (Snyder /Jones)
Staff to brief and present the anticipated schedule and next steps for
implementation of Resolution No. 5003, a Remedial Action Grant
Agreement with the State Department of Ecology.
Discussion Item B was removed from the agenda.
C. Agreement for Services - Comprehensive Plan Update
(Chamberlain)
Agreement for services with Berk Consulting to assist the City with
updating the Housing Element of the Comprehensive Plan.
Planning & Design Services Manager Chamberlain provided
background information pertaining to this item.
Vice -Chair Peloza requested to have ".00" added throughout
agreement AG -C -452. Planning & Design Services Manager
Chamberlain will revise as requested.
Member DaCorsi made comments regarding affordable housing.
D. Ordinance No. 6526 (Chamberlain)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Section 19.04.070 of the Auburn City Code relating to
traffic impact fee exemptions.
Planning & Design Services Manager Chamberlain explained
Ordinance No. 6526.
Planning & Design Services Manager Chamberlain clarified that
Trek will be market rate apartments with retail on the first floor
following a question asked by Vice -Chair Peloza.
E. Fulmer Field Briefing ( Fenhaus)
Acting Utilities Engineer Fenhaus explained this is an update to a
prior discussion with the Committee last fall.
In response to a question asked by Chairman Osborne, Acting
Utilities Engineer Fenhaus explained the testing process for Wells 2
and 6.
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There was a brief discussion regarding the existing 1000 gpm
temporary pump as it showed evidence of corrosion.
Acting Utilities Engineer Fenhaus responded to a question asked by
Chairman Osborne regarding Tacoma Water Wholesale
Agreements.
Responding to a question asked by Chairman Osborne, Acting
Utilities Engineer Fenhaus indicated there have not been any
problems meeting the water demand this summer.
F. Right -of -Way Vacation Compensation Policy (Para)
Transportation Manager Para provided a brief overview of the
current and proposed Street Vacation Policy.
Assistant Director of Engineering /City Engineer Gaub responded to
a question asked by Chairman Osborne regarding the water, sewer
and storm lines.
Community Development & Public Works Director Snyder added
that this is the only jurisdiction he has worked in that does not
charge for Right of Way Vacations.
There was a discussion regarding the word dedicated following a
comment from Vice -Chair Peloza.
Transportation Manager Para and Assistant Director of
Engineering /City Engineer Gaub responded to a question asked by
Member DaCorsi regarding the last sentence on the read -ahead
which states "reduces the potential issues related to a perception of
gifting of public funds ".
Committee concurred with staff's proposed policy.
G. Capital Project Status Report (Sweeting)
Item 8 — CP1024 — AWS and M Street SE Intersection
Improvements:
Assistant City Engineer Sweeting provided a status update following
a question asked by Vice -Chair Peloza.
Items 24 and 25 — CP1118 — Auburn Way South Pedestrian
Improvements — Dogwood to Fir Street and CP1119 Auburn Way
South Corridor Improvements — Fir St. SE to Hemlock St. SE:
Chairman Osborne requested a briefing on these projects at the
previous Public Works Committee meeting. Assistant City Engineer
Sweeting explained the projects are currently in the process of right
of way acquisitions. Sweeting mentioned the design issues have
been resolved with the Muckleshoot Indian Tribe. Page 4 of 5
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M
Assistant City Engineer Sweeting responded to a question asked by
Chairman Osborne regarding the status of additional property
acquisitions.
There was a discussion regarding the design of the pedestrian
crossing.
H. Significant Infrastructure Projects by Others - Public Works Status
Report (Gaub)
There were no questions from the Committee.
I. Action Tracking Matrix (Gaub)
Vice - Chairman Peloza recommended item F, 105th Street Sewer
Odor be removed as there are no current issues with this item.
Chairman Osborne verified with Assistant Director of Public Works
Operations Bailey that there are no new reports. There was a
Committee consensus to remove Item F from the Action Tracking
Matrix.
ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:25 p.m. Approved this 18th
day of August, 2014.
Wayne Osborne Molly Mendez
Chairman Public Works Department Secretary
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Agenda Subject:
August 4, 2014 Minutes
AGENDA BILL APPROVAL FORM
Department: Attachments:
Administration Minutes
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Wales
Meeting Date: August 18, 2014
Date:
August 7, 2014
Budget Impact:
$0
Staff:
Item Number: FN.1
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CALL TO ORDER
Finance Committee
August 4, 2014 - 5:00 PM
Annex Conference Room 1
MINUTES
Chair Largo Wales called the meeting to order at 5:00 p.m. in Annex
Conference Room 1 located on the second floor of the City Hall Annex at
1 East Main Street in Auburn.
A. Roll Call
Chair Wales, Vice Chair John Holman, and Member Yolanda Trout
were present.
Officials and staff members present included: Mayor Nancy Backus,
City Attorney Daniel B. Heid, Director of Community Development
and Public Works Kevin Snyder, Director of Innovation and
Technology Ron Tiedeman, Planning and Design Services Manager
Elizabeth Chamberlain, Assistant City Engineer Jacob Sweeting,
Finance Director Shelley Coleman, and City Clerk Danielle Daskam.
B. Announcements
There was no announcement.
C. Agenda Modifications
There was no change to the agenda.
CONSENT AGENDA
A. Minutes of the July 21, 2014 meeting
Vice Chair Holman moved and Member Trout seconded to approve
the July 21, 2014 minutes.
MOTION CARRIED UNANIMOUSLY. 3 -0
B. Claims Vouchers (Coleman)
Claims voucher numbers 429843 through 430042 in the amount of
$1,395,719.52 and three wire transfers in the amount $3,068.75 and
dated August 4, 2014.
Committee members reviewed the claims vouchers.
Vice Chair Holman moved and Member Trout seconded to approve
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the claims and payroll vouchers.
MOTION CARRIED UNANIMOUSLY. 3 -0
C. Payroll Vouchers (Coleman)
Payroll check numbers 534850 through 534882 in the amount of
$274,685.74 and electronic deposit transmissions in the amount of
$1,357,920.51 for a grand total of $1,632,606.25 for the period
covering July 17, 2014 to July 30, 2014.
See claims vouchers above for approval of payroll vouchers.
D. Agreement for Services - Comprehensive Plan Update
(Chamberlain)
Agreement for Professional Services with Berk Consulting to assist
the City with updating the Housing Element of the Comprehensive
Plan.
Planning and Design Services Manager Chamberlain presented the
Agreement for Professional Services No. AG -C -452 with Berk
Consulting. Berk Consulting with assist the City with updating the
Housing element of the Comprehensive Plan, including performing a
housing inventory and assessment, developing a preservation and
maintenance plan, formulating policies on the condition and
preservation of existing housing, and providing a public outreach
strategy related to housing.
The contract amount is $40,000.00 and the work is anticipated to be
complete in 2015.
Berk Consulting is performing similar services for the cities of
Renton and Tukwila.
Vice Chair Holman moved and Member Trout seconded to approve
and forward the Agreement for Professional Services with Berk
Consulting to the full Council for consideration.
MOTION CARRIED UNANIMOUSLY. 3 -0
III. DISCUSSION ITEMS
A. Resolution No. 5088 (Sweeting)
A Resolution of the City Council of the City Of Auburn, Washington,
authorizing the Mayor to execute an Agreement between the City of
Auburn and Burlington Northern Santa Fe Railway relating to the
37th and B Street Northwest Pre - Signal Project
Assistant Director of Engineering Services /City Engineer Gaub
presented Resolution No. 5088, which authorizes the Mayor to enter
into a Construction and Maintenance Agreement with Burlington
Northern Santa Fe Railway (BNSF) to support the construction of
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the 37th Street and B Street NW Pre - signal Project.
The project will construct a new pre - signal, make modifications to
the existing traffic signal, and install advanced railroad pre - emption
for the at -grade BNSF rail crossing intersection of 37th Street NW
and B Street NW.
The agreement obligates BNSF to construct improvements to its
pre - emption system to provide advance notification to the City pre -
signal of approaching trains. The agreement obligates the City to
pay BNSF for the improvements. Much of the cost of the project is
grant funded.
B. Resolution No. 5089 - Data Service Change (Tiedeman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute a five year contract with Comcast
for phone and internet data services
Director of Innovation and Technology Tiedeman presented
Resolution No. 5089, which authorizes an agreement with Comcast
Enterprise Services for communications services.
Currently, the City has data and internet services provided by three
service providers with contracts expiring in 2014. Through a
competitive bidding process, staff recommends entering into a
service contract with Comcast that will provide a significant upgrade
to City internet and voice services in three locations - -City Hall, the
Justice Center, and the Airport. The City will receive fiber
connectivity and service enhancements and local dialing with no
long distance between Bellingham and Chehalis. Any increase in
the service cost will be offset by additional service cancellations.
IV. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 5:16 p.m.
APPROVED this day of August, 2014.
LARGO WALES, CHAIR Danielle Daskam, City Clerk
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AGENDA BILL APPROVAL FORM
Agenda Subject: Date:
Minutes of the August 4, 2014 Regular City Council Meeting August 13, 2014
Department: Attachments: Budget Impact:
Administration Minutes $0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date: August 18, 2014 Item Number: CA.A
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CALL TO ORDER
A. Flag Salute
City Council Meeting
August 4, 2014 - 7:30 PM
Auburn City Hall
MINUTES
Mayor Nancy Backus 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: Deputy Mayor Rich Wagner, Bill
Peloza, Largo Wales, Wayne Osborne, John Holman, Claude
DaCorsi, and Yolanda Trout.
Department Directors and staff members present: Innovation and
Technology Director Ron Tiedeman, City Attorney Daniel B. Heid,
Community Development and Public Works Director Kevin Snyder,
Police Commander Jamie Sidell, Assistant Director of Community
Development Services Jeff Tate, Director of Administration Michael
Hursh, Economic Development Manager Doug Lein, and City Clerk
Danielle Daskam.
C. Announcements, Appointments, and Presentations
There was no announcement, appointment or presentation.
D. Agenda Modifications
There was no change to the agenda.
II. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A. Public Hearings
No public hearing was 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.
Marcus Suber, 2403 Redwood Court SE, Auburn
Mr. Suber expressed concern with trees growing in telephone lines
and dry overgrown grass in a greenbelt behind his property. Mayor
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Backus stated staff will investigate the ownership of the property and
determine whether the condition can be remedied through code
enforcement.
C. Correspondence
There was no correspondence for Council review.
III. COUNCIL COMMITTEE REPORTS
A. Municipal Services
Chair Peloza reported the Municipal Services Committee met on
July 28, 2014. The Committee reviewed Resolution No. 5085
relating to copier purchases and discussed SCORE jail statistics
and the 2014 fireworks briefing. The next regular meeting of the
Municipal Services Committee is scheduled for August 11, 2014 at
3:30 p.m.
B. Planning & Community Development
Chair Holman reported the Planning and Community Development
Committee met July 28, 2014. The Committee received an update
on the remedial action grant agreement with the Department of
Ecology for the Boeing plume study and authorized a consultant
services agreement with Maul Foster & Alongi, Inc., for project
management services. The Committee reviewed Ordinance
No. 6526 relating to the extension of the traffic impact fee exemption
in the Downtown Catalyst Area and Ordinance No. 6521 which
would allow longer terms for telecommunications franchise leases.
The Committee discussed the short plat threshold to align with state
law and code enforcement abatement actions proposed under
Resolution No. 5090. The next regular meeting of the Planning and
Community Development Committee is scheduled for August 25,
2014 at 5:00 p.m. (The Committee will not meet on August 11th.)
C. Public Works
Chair Osborne reported the Public Works Committee met earlier
today. The Committee reviewed Public Works Project No. CP1120,
Final Pay Estimate for the Lea Hill Safe Routes to School
Improvements; Resolution No. 5088 relating to an agreement with
Burlington Northern Santa Fe Railway for the 37th and B Street
Northwest Pre - signal Project; and Public Works Project No. C201A,
Final Pay Estimate for the M Street SE Grade Separation
(underpass) Project. The Committee discussed code enforcement
abatement actions, a Consultant Services Agreement with Berk
Consulting for services related the Comprehensive Plan
update, Ordinance No. 6526 extending the traffic impact fee
exemption in the Downtown Catalyst Area, Fulmer Field Well, right-
of -way vacation compensation policy, capital project status report,
Page 2 of 8
CA.A Page 21 of 79
infrastructure projects by others, and the action tracking matrix. The
next regular meeting of the Public Works Committee is scheduled
for August 18, 2014 at 3:30 p.m.
D. Finance
Chair Wales reported the Finance Committee met this evening at
5:00. The Committee reviewed claims vouchers in the amount of
$4.3 million and payroll vouchers in the amount of $1.6 million. The
Committee also reviewed an Agreement for Services with Berk
Consulting for work related to the Comprehensive Plan update. The
Committee discussed Resolution No. 5088 authorizing an
agreement with Burlington Northern Santa Fe Railway for the 37th
and B Street Northwest Pre - signal Project and Resolution No. 5089
relating to a data service change and a new contract with Comcast
for phone and internet data services. The next regular meeting of
the Finance Committee is scheduled for August 18, 2014 at 5:00
p. M.
E. Les Gove Community Campus
The Les Gove Community Campus Committee has not met since
the last Council meeting.
F. Council Operations Committee
Deputy Mayor Wagner reported the Council Operations Committee
met on July 28, 2014. The Committee is working on the transition
from standing Council committees to study sessions and reviewing
the Council Rules and Procedures. The next meeting of the Council
Operations Committee is scheduled for August 11, 2014 at 2:00
p. M.
G. Junior City Council
The next regular meeting of the Junior City Council is scheduled for
August 18, 2014.
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 July 21, 2014 regular meeting
B. Minutes of the April 3 - 4, 2014 Council Retreat
C. Claims Vouchers (Coleman)
Claims voucher numbers 429843 through 430042 in the amount of
$1,395,719.52 and three wire transfers in the amount $3,068.75 and
dated August 4, 2014.
Page 3 of 8
CA.A Page 22 of 79
D. Payroll Vouchers (Coleman)
Payroll check numbers 534850 through 534882 in the amount of
$274,685.74 and electronic deposit transmissions in the amount of
$1,357,920.51 for a grand total of $1,632,606.25 for the period
covering July 17, 2014 to July 30, 2014.
E. Agreement for Professional Services No. AG -C -452 with Berk
Consulting (Wales /Snyder)
Agreement for Professional Services with Berk Consulting to assist
the City with updating the Housing Element of the Comprehensive
Plan.
F. Public Works Project No. C201A (Osborne /Snyder)
City Council approve Final Pay Estimate No. 25 to Contract No. 11-
01 in the amount of $57,974.43 and accept construction of Project
No. C201A M Street SE Grade Separation (Underpass)
G. Public Works Project No. CP1120 (Osborne /Snyder)
City Council approve Final Pay Estimate No. 8 to Contract No. 13 -07
in the amount of $4,615.77 and accept construction of Project No.
CP1120, Lea Hill Safe Routes to School Improvements
Deputy Mayor Wagner moved and Councilmember Peloza
seconded to approve the Consent Agenda.
Deputy Mayor Wagner commented on the M Street Underpass
Project (the project acceptance and Final Pay Estimate are part of
the Consent Agenda). He stated the Project had seven funding
partners and took over ten years to put all the funding
together. The M Street Underpass Project would not have been
accomplished without the availability of funds through the Public
Works Trust Fund.
Deputy Mayor Wagner also pointed out that Public Works Project
No. CP1120, Lea Hill Safe Routes to School Improvements Project,
was completed on time and under budget.
MOTION CARRIED UNANIMOUSLY. 7 -0
V. UNFINISHED BUSINESS
Councilmember Holman moved to amend his motion on July 21, 2014 to
table Ordinance No. 6519 to September 15, 2014 rather than August 18.
Motion was seconded by Councilmember Wales.
Councilmember Holman stated the request for an extension of the date
when the ordinance will be considered is necessary to ensure adequate
time to study the ordinance.
MOTION CARRIED UNANIMOUSLY. 7 -0
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CA.A Page 23 of 79
VI. NEW BUSINESS
There was no new business.
VII. ORDINANCES
A. Ordinance No. 6521 (Holman /Snyder)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Section 20.08.070 of the Auburn City Code relating to
term of telecommunications franchise leases
Councilmember Holman moved and Councilmember Wales
seconded to adopt Ordinance No. 6521.
Ordinance No. 6521 extends the lease term for telecommunications
facilities.
MOTION CARRIED UNANIMOUSLY. 7 -0
B. Ordinance No. 6526 (Holman /Snyder)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Section 19.04.070 of the Auburn City Code relating to
traffic impact fee exemptions
Councilmember Holman moved and Councilmember Wales
seconded to adopt Ordinance No. 6526.
Ordinance No. 6526 extends the current exemption for traffic impact
fees in the Downtown Catalyst Area to 2016.
MOTION CARRIED UNANIMOUSLY. 7 -0
VIII. RESOLUTIONS
A. Resolution No. 5085 (Wales /Tiedeman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to negotiate and execute an addendum to the
Purchase and Maintenance Agreement between the City and Sharp
Business Systems approved by Resolution No. 4974 executed on
August 5, 2013
Councilmember Wales moved and Councilmember Holman
seconded to adopt Resolution No. 5085.
Resolution No. 5085 authorizes the purchase of eight new copiers to
replace those whose leases have expired. The purchase, rather
than lease, arrangement will result in several thousands of dollars in
savings.
MOTION CARRIED UNANIMOUSLY. 7 -0
Page 5 of 8
CA.A Page 24 of 79
B. Resolution No. 5088 (Osborne /Snyder)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute an Agreement between the City of
Auburn and Burlington Northern Santa Fe Railway relating to the
37th and B Street Northwest Pre - Signal Project
Councilmember Osborne moved and Councilmember Peloza
seconded to adopt Resolution No. 5088.
MOTION CARRIED UNANIMOUSLY. 7 -0
C. Resolution No. 5090 (Holman /Snyder)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the City to expend funds to abate the litter, junk, weeds,
and attractive nuisances at identified locations in the City of Auburn
Councilmember Holman moved and Councilmember Wales
seconded to adopt Resolution No. 5090.
Councilmember Holman stated Resolution No. 5090 authorizes the
code enforcement abatement actions at several properties in the
city.
Councilmember Wales stated the junk, litter, and nuisances
create unsafe conditions and abatement is necessary to protect the
public.
MOTION CARRIED UNANIMOUSLY. 7 -0
IX. 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
Deputy Mayor Wagner reported on his attendance at the
Streamlined Sales Tax meeting with Governor Inslee and several
other representatives of cities who lost sales revenue due to
Streamlined Sales Tax. Deputy Mayor Wagner also reported he
attended the Auburn Days kickoff dinner.
Councilmember DaCorsi reported on his attendance at a special
Council meeting to receive a briefing on the Auburn Police
Department's Block Watch presentation. Councilmember DaCorsi
also reported he attended the Auburn Sports Physical Therapy
ribbon cutting ceremony, Emergency Management training classes
conducted by Emergency Preparedness Manager Sarah Miller, and,
as a member of the Association of Washington Cities Legislative
Committee, is working on issues such as transportation fundiNge 6 of 8
CA.A Page 25 of 79
and Streamlined Sales Tax.
Councilmember Wales reported she attended the National League
of Cities where she is a member of the Steering Committee for
Human Services. Discussion topics included early childhood
learning, poverty and income support, equal opportunity, individuals
with disability, social security and seniors, healthcare, mental health,
immigration, and veterans. Councilmember Wales reported on her
work as the Chair of the State Environmental Health Fees
Committee and formulating a new fee schedule and a meeting with
John Wiseman, Secretary of Health for the State of Washington.
Councilmember Holman reported on his attendance at the National
League of Cities Conference where he is a member of the
Community and Economic Development Committee.
The Committee received presentations on the Fair Housing Act and
transit oriented development. Councilmember Holman expressed
sadness on the passing of Abner Thomas who was Councilmember
Holman's Field Training Officer when Councilmember Holman
began his law enforcement career at Port of Seattle Police.
Abner Thomas was also a long -time athletic assistant at the
University of Washington and was a beloved mentor to many.
Councilmember Peloza reported on his attendance at the National
League of Cities where he is Chair of the Energy, Environment and
Natural Resources Steering Committee. The Committee discussed
several issues including Environmental Protection Act water policies,
climate change, greenhouse gas emissions from existing natural gas
and coal -fired power plants, transportation sustainability, and rail
safety. The Energy, Environment and Natural Resources
Committee will be advocating a National League of Cities resolution
regarding rail safety and hazardous materials. Councilmember
Peloza also reported that the Auburn Municipal Airport will be a
participant in this year's Auburn Days where static displays will be
on view.
Councilmember Osborne reported on his attendance at the National
League of Cities where he is a member of the Transportation,
Infrastructure and Services Committee. The Committee received
briefings on aviation funding and discussion regarding federal
transportation funding.
Councilmember Trout reported on her attendance at a special
Council meeting to receive a briefing on the Auburn Police
Department's Block Watch presentation. Councilmember Trout
commended Officer Jason Blake for his presentation.
Councilmember Trout also reported she attended Emergency
Management training and the Auburn Days picnic.
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CA.A Page 26 of 79
B. From the Mayor
Mayor Backus reported she attended the South Correctional Entity
(SCORE) Board meeting, which included passage of the
SCORE budget. Mayor Backus noted that Auburn's portion of the
SCORE debt service for 2015 (approximately $1.5 million) will
be paid through SCORE contract cities fees, rather than from City of
Auburn funds. Mayor Backus announced Auburn is no longer
among the top two SCORE members for average daily jail
population. Mayor Backus also reported on 2015 -2016 Biennial
Budget work sessions with department directors, the Puget Sound
Regional Council Executive Committee meeting where a briefing
was received regarding the proposed Cherry Point Coal Port, the
Human Services Committee meeting, and a fundraiser for employee
Vince Konkler's son who is battling cancer. Mayor Backus
announced the appointment of Rob Roscoe as the Director
of Human Resources and Risk Management.
X. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 8:32 p.m.
APPROVED this day of )2014.
NANCY BACKUS, MAYOR Danielle Daskam, City Clerk
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the July 9, 2014 Special City Council Meeting
Department: Attachments:
Administration 7 ®9 ®2014 minutes
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:
Meeting Date: August 18, 2014
Staff:
Date:
August 7, 2014
Budget Impact:
$0
1 •-
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,A BURN
N1
CALL TO ORDER
Special City Council Meeting
July 9, 2014 - 2:00 PM
City Hall Council Chambers
MINUTES
Mayor Nancy Backus called the special meeting to order at 4 :30 p.m
Councilmembers in attendance included: Deputy Mayor Rich Wagner,
Wayne Osborne, Claude DaCorsi, Largo Wales and John
Holman. Councilmember Yolanda Trout arrived at 2 :30 p.m.
Councilmember Peloza was excused.
Department directors and staff members present included: Finance
Director Shelley Coleman, Public Affairs and Marketing Liaison Dana
Hinman and Deputy City Clerk Shawn Campbell.
The purpose of the meeting was to discuss the 2015 - 2016 Biennial
Budget. This is the first of five budget workshops.
DISCUSSION ITEMS
A. 2015 - 2016 Budget 101
Director Coleman explained to Council the budget process. There
will be five budget workshops to help Council understand the budget
process, review the different types of funds in the budget and come
to a balanced budget.
Director Coleman provided a brief overview of each fund in the City's
budget. She explained the City adopts a biennial budget.
This process saves time and allows the Finance Department time
and resources to complete other projects. By adopting a biennial
budget the Council must consider future expenditures and
appropriations. At the end of the first year staff will bring forward
a mid cycle budget amendment for any mid term corrections
or changes to the budget.
Director Coleman explained the General Fund is where the City
Departmental budgets are funded. The General Fund can help other
funds but the City does have restrictions on moving funds from other
funds into the General Fund. The General Fund is allowed to tax the
other funds.
Director Coleman explained the Special Revenue and Debt Service
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CAB Page 29 of 79
Funds are generally restricted on how they can be used. How they
operate is typically mandated by the State. Debt Service Funds are
for Government Bonds that are not proprietary in nature. The funds
are all budgeted for and transferred in to pay the obligation.
The Council reviewed the City's responsibility to LEOFF 1 members.
The LEOFF claims are paid out of the City's General Fund.
Director Coleman explained each fund is monitored and budgeted for
by a department director. Councilmember DaCorsi asked how
Council would know when a department is asking for additional staff.
Director Coleman explained it is part of the program improvement
request form. Councilmember Osborne stated the Council sees what
the Mayor has approved. He asked how the Council would add or
remove items from the proposed budget. Director Coleman stated a
Councilmember could make changes on the floor or Council could
bring items forward during the next four budget workshops. Mayor
Backus said when the budget is before Council for final approval
there should not be any surprises. Director Coleman stated Council
would have the proposed budget at the August 12, 2014 Budget
Workshop.
Director Coleman shared the challenges the City will face in the next
budget cycle including sales taxes being required to fund additional
items, additional demand for services, unfunded PIERS 1 liability, the
loss of the sales tax annexation credit, property taxes, reduction in
the Streamlined Sales Tax, and state legislated budget cuts.
Mayor Backus reminded Council local govementment is required to
have a balanced budget. Councilmember Wales requested directors
present their budgets including what new items they are asking for
and items they have cut. Councilmember DaCorsi stated the City has
limited resources and must remain fiduciarily responsible. Deputy
Mayor Wagner noted the City of Auburn if currently in a good
financial position. It is important to remain vigilant with the taxpayers
money. Councilmember Osborne stated the Mayor had previously
proposed evaluating the budget with performance standards. He
asked if performance standards will be a part of the new budget.
Mayor Backus said a performance based budget takes time to
develop. The City will start converting to a performance based
budget and an outcome based budget.The City will not be able adopt
a budget solely based on performance and
outcome. Councilmember Osborne stated the Council must
decide how to divide up the available funds to best serve the citizens
of Auburn. Mayor Backus noted the Council cannot make everyone
happy, her goal is to provide information to educate the citizens.
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CAB Page 30 of 79
Council thanked Director Colman for providing the budget information
in a clear and concise manner.
III. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 4:03 p.m.
APPROVED this day of August, 2014.
NANCY BACKUS, MAYOR Shawn Campbell, Deputy City Clerk
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CAB Page 31 of 79
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Agenda Subject:
Claims Vouchers
AGENDA BILL APPROVAL FORM
Date:
August 13, 2014
Department: Attachments: Budget Impact:
Finance No Attachments Available $0
Administrative Recommendation:
City Council approve claims vouchers.
Background Summary:
Claims voucher numbers 430043 through 430216 in the amount of $4,216,047.01
and four wire transfers in the amount of $2,595.93 and dated August 18, 2014.
Reviewed by Council Committees:
Finance
Councilmember: Wales Staff: Coleman
Meeting Date: August 18, 2014 Item Number: CA.0
CA.0 AUBURN * MORE THAN YOU IMAGINED Page 32 of 79
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Agenda Subject:
Payroll Vouchers
AGENDA BILL APPROVAL FORM
Date:
August 13, 2014
Department: Attachments: Budget Impact:
Finance No Attachments Available $0
Administrative Recommendation:
City Council approval payroll vouchers.
Background Summary:
Payroll check numbers 534883 through 534919 in the amount of $837,910.67 and
electronic deposit transmissions in the amount of $1,331,476.52 for a grand total of
$2,169,387.19 for the period covering July 31, 2014 to August 13, 2014.
Reviewed by Council Committees:
Finance
Councilmember: Wales Staff: Coleman
Meeting Date: August 18, 2014 Item Number: CA.D
CAL AUBURN * MORE THAN YOU IMAGINED Page 33 of 79
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VVAS p � I N G "i'(
AGENDA BILL APPROVAL FORM
Agenda Subject: Date:
Call for Public Hearing on Preliminary 2015 -2016 Biennial August 6, 2014
Budget
Department: Attachments: Budget Impact:
Finance No Attachments Available $0
Administrative Recommendation:
City Council to call for a public hearing to be held September 15, 2014 to receive
public comments and suggestions with regard to development of the preliminary 2015-
2016 Biennial Budget, including revenue estimates and possible increases in property
taxes.
Background Summary:
This is the initial public hearing held prior to development of the preliminary 2015 -2016
Biennial Budget. This provides an opportunity for any citizens to make comments or
suggestions prior to publication of the preliminary budget. Another public hearing will
be held after publication of the preliminary budget.
Reviewed by Council Committees:
Councilmember: Wales Staff: Coleman
Meeting Date: August 18, 2014 Item Number: CA.E
CA.E AUBURN * MORE THAN YOU IMAGINED Page 34 of 79
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VVAS I � I N G "i'(') N'
AGENDA BILL APPROVAL FORM
Administrative Recommendation:
Grant permission to advertise Project No. CP1322, Annual Traffic Signal
Improvements.
Background Summary:
The purpose of this project is to construct traffic signal system improvements including
upgrades and repairs to vehicle detection systems, installation of accessible
pedestrian pushbuttons, and upgrading traffic signal systems by installing flashing
yellow arrow signal heads, installing auxiliary signal heads, and installing signal head
backplate, at various locations throughout the city. See attached Vicinity Map for
details regarding specific improvements and locations.
This project included a procurement phase during which equipment that required long
lead times, or items that would be installed by City forces, were purchased by the
City. Items not installed by City forces will be installed by a Contractor during the
construction phase of the project.
Funding for this project is from the Capital Signal Equipment and Improvement Funds
(328 Funds). See the attached Budget Status Sheet for additional details.
A project budget contingency of $54,047 remains in the 328 Fund.
Reviewed by Council Committees:
Public Works
Councilmember: Osborne Staff: Snyder
Meeting Date: August 18, 2014 Item Number: CA.F
CA.F AUBURN * MORE THAN YOU IMAGINED Page 35 of 79
CA.F AUBURN * MORE THAN YOU IMAGINED Page 36 of 79
BUDGET STATUS SHEET
Project No: CP1322 Project Title: Annual Traffic Signal Improvements
Project Manager: Luis Barba Date: August 11, 2014
Initiation Date: 1/21/2014
Advertisement Date: 8/18/2014
Award Date:
O
Project Update
2014
Permission to Advertise
O
Contract Award
O
Change Order Approval
O
Contract Final Acceptance
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
Funding
2013 Actual
2014
Future Years
Total
328 Fund - Capital Signal Equipment Funds
0
45,234
Design Engineering - City Costs*
45,234
328 Fund - Capital Signal Improvement Funds
0
324,267
Equipment Procurement
324,267
142,885
0
142,885
Construction Estimate
0
Total
1 0
1 369,501
1
1 369,501
Estimated
Cost
(Funds Needed)
Activity
2013 Actual
2014
Future Years
Total
Design Engineering - City Costs*
(369,501)
328 Funds Needed
0
315,454
Equipment Procurement
0
142,885
0
142,885
Construction Estimate
0
143,807
0
143,807
Project Contingency (20% of Construction Est.)
0
28,761
0
28,761
Construction Engineering - City Costs*
Total
0
315,454
0
315,454
*Engineering costs are charged to the Engineering Budget and not shown here.
328 Capital Improvement Budget Status
** ( #) in the Budget Status Sections indicates money the City has available.
H:\PROJ \CP1322- Annual Traffic Signal Improv \4.00 City Council- Committee \Permission To Ad \DO NOT
QA9CP1322_BudgetStatusSheet Page �-6folf 79
2013 Actual
2014
Future Years
Total
* *328 Funds Budgeted ()
0
(369,501)
(369,501)
328 Funds Needed
0
315,454
0
315,454
* *328 Fund Project Contingency O
0
1) m ,;`
(54,047)
328 Funds Required
0
0
0
** ( #) in the Budget Status Sections indicates money the City has available.
H:\PROJ \CP1322- Annual Traffic Signal Improv \4.00 City Council- Committee \Permission To Ad \DO NOT
QA9CP1322_BudgetStatusSheet Page �-6folf 79
TRAFFIC SIGNAL
BU
A
95TH ST SW CORRIDOR/
VEHICLE DETECTION UPGRADES
SIGNAL BACKPLATES
AUBURN
WASHINGTON
ST
S. 277TH ST /FRONTAGE RD
VEHICLE DETECTION UPGRADE
AUBURN WAY N /37TH ST b
TRAFFIC SIGNAL CABINET
r-rP JY I I P
LAKELAND HILLS WAY SE /LAKE TAPPS PKWY SE
FLASHING YELLOW ARROW
ADA PUSHBUTTONS
SIGNAL BACKPLATES
CP1322 ANNUAL TRAFFIC SIGNAL IMPROVEMENTS
VICINITY MAP
NOT TO SCALE
Page 38 of "
C i..i,y C�1:
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Agenda Subject:
Ordinance No. 6527
AGENDA BILL APPROVAL FORM
Date:
August 5, 2014
Department: Attachments: Budget Impact:
Human Resources Ordinance No. 6527 & Exhibit A $0
Administrative Recommendation:
City Council introduce and adopt Ordinance No. 6527.
Background Summary:
The purpose of this discussion is to include the Mayor into Policy 200 -62 "Vacation
Leave" to be eligible to use management leave, which is currently available to
department heads and other exempt staff.
Reviewed by Council Committees:
Municipal Services
Councilmember: Wales Staff: Roscoe
Meeting Date: August 18, 2014 Item Number: ORD.A
ORD.A AUBURN * MORE THAN YOU IMAGINED Page 39 of 79
ORDINANCE NO. 6 5 2 7
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, INCLUDING THE MAYOR IN
THE CITY'S MANAGEMENT LEAVE PROGRAM
WHEREAS, the Administrative Policies and Procedures of the City include
provisions whereby certain management and exempt employees receive Management
Leave, supplemental to vacation, consistent with administrative policy and procedure
number 200 -62; and
WHEREAS, one of the factors that was considered developing the City's
Management Leave program was to acknowledge that the jobs of certain employees
include the need to work longer than a traditional workday - staying after the close of
business for evening meetings, attending functions and hearings outside of City Hall
and other commitments that entail additional time; and
WHEREAS, these provisions do not currently include the Mayor as a recipient of
such Management Leave; and
WHEREAS, in keeping with the management role and responsibilities of the
Mayor, it is appropriate that the Mayor be included in the management leave program.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN as follows
Section 1. The Mayor shall be included among the recipients of Management
Leave in accordance with the Management Leave available to Department Directors,
consistent with the amendments to administrative policy and procedure number 200 -62,
Ordinance No. 6527
July 31, 2014
OFQa41 of 2
Page 40 of 79
copy of which is attached hereto, marked as Exhibit "A" and Incorporated herein by this
reference.
Section 2. Implementation. The Mayor is hereby authorized to implement
such administrative procedures as may be necessary to carry out the directions of this
legislation.
Section 3. Severability. The provisions of this ordinance are declared to be
separate and severable. The invalidity of any clause, sentence, paragraph, subdivision,
section or portion of this ordinance, or the invalidity of the application thereof to any
person or circumstance shall not affect the validity of the remainder of this ordinance, or
the validity of its application to other persons or circumstances.
Section 4. Effective Date. This Ordinance shall take effect and be in force five
days from a.nd after its passage, approval and publication as provided by law.
INTRODUCED:
PASSED:.
APPROVED:
NANCY BACKUS, MAYOR
ATTEST:
Danielle E. Daskam, City Clerk
APPR VED AS TO FORM -
Daniel B. Heid, City Attorney
PUBLISHED:
Ordinance No. 6527
July 31, 2014
OPQeV of 2
Page 41 of 79
*
CITY OF �f' ADMINISTRATIVE EXHIBIT A
WASHINGTON -
POLICY AND PROCEDURE
TITLE: SUBJECT: HUMAN RESOURCES
VACATION & MANAGEMENT LEAVE
INDEX NUMBER: 200-62
EFFECTIVE DATE SUPERSEDES PAGE PREPARED BY: MAYOR'S APPROVAL
1 086/01/14 106/01/1411125 1 of 3 Rob Roscoe
1.0 PURPOSE
To establish the policy regarding vacation leave and management leave accrual and usage.
2.0 ORGANIZATIONS AFFECTED
Ail departments/divisions
3.0 REFERENCES
City Ordinances 4320 and 3760 and
City Code 2.63.060 -155
City Administrative Policy and Procedures 200 -24 and #200 -60, and #200 -61
WAC 296- 128 -532 and WAC 296- 128 -533
!I>IIMI611116M
Annual paid vacation leave shall be granted to all regular, full -time employees and, on a pro -rata
basis, to regular, part-time employees Working twenty (20) hours or more per week.
4.1 Vacation leave shall accrue beginning on the date of hire. Full -time employees shall
accrue vacation leave according to the following schedule-
Upon hire through 4 years 96 hours per year
Beginning of 5'h year through 9 years 120 hours per year
Beginning of 10th year through 14 years 144 hours per year
Beginning of 15th year through 19 years 160 hours per year
Beginning of 20th year + years 176 hours per year
Upon date of hire, Department Heads' vacation accrual rate will be thirteen and one third
(13.33) hours for each full month of employment (equivalent to twenty (20) days per year).
4.2 An employee may accumulate vacation leave up to what would be earned in two (2) years
at the employee's current annual accrual rate. Any vacation leave accrued in excess of
this amount will be lost unless used during the pay period earned, except if the Human
Resources Director approves a request.from the Department Head that indicates vacation
could not be taken due to operational necessity. The request should indicate when the
employee Will be scheduled to take such leave. This continued accrual is maintained by
Payroll and will not show on the pay stub.
4.3 Accrued vacation leave may not be used, except for covering one (1) hour of a nine (9)
hour holiday, until an employee has completed three (3) months of employment. Upon
completion of three (3) months of employment, vacation usage may not exceed the leave
balance that will be available at the end of the pay period in which the vacation is being
taken.
4.4 Employees who leave City employment within the first three (3) months of hire date will
not be entitled to payment for any accrued vacation leave. Employees who leave City
employment thereafter shall be paid for all accrued vacation leave as part of their final
paycheck.
4.5 The Mayor and-Department. Heads-will be allowed to "cash -out' up to eighty (80) hours of
accrued vacation per year, and may elect to receive the money or place it in their deferred
compensation account. Assistant Directors will be allowed to "cash -out" up to sixty (60)
hours of'accrued vacation per year, and may elect to receive the money or place it in their
deferred compensation account (See paragraph 5 below). Assistant Directors, for the
purpose of this policy, shall be defined as all employees that are in the N12 pay grade,
including the Assistant Chief of Police.
4.6 Unaffiliated, exempt (non - overtime eligible) employees shall also be given management
leave, which shall be non - accruable hours to be used within the calendar year that is
credited to the employee's management leave bank to compensate for the amount of
hours worked during the year. Management leave may not be "rolled over from one year
to the next. Any leave remaining at the end of the calendar year will be automatically
deleted from the employee's leave bank. Management leave may not be cashed out at
the end of the year, or at the time of separation from employment with the City.
4.7 The Mayor and Department Heads shall be given a management leave bank of eighty
(80) non - accruable hours; Assistant Directors shall be given a management leave bank of
sixty (60) non - accruable hours; and all other unaffiliated, exempt employees shall receive
forty (40) non - accruable hours. An eligible exempt employee shall receive his/her entire
amount of management leave in his /her leave bank on January 1 of each year. An
employee covered by this policy will be granted management leave on his/her
appointment date into an exempt position, prorated based on the number of pay periods
remaining in the year. Management leave may be used with supervisor approval
immediately upon the date of appointment into an unaffiliated, exempt position.
4.8 Within sixty (60) days from the date that the Mayor approves this policy, the City will
undertake a one -time review of eligible employees for the purpose of determining the
prorated management leave for calendar year 2014 in order to comply with the intent of
this policy. Additional management leave may be granted to Department Heads at the.
discretion of the Mayor.
4.9 The minimum increment in which vacation and management leave may be taken is one -
half (5) hour.
4.10 Vacation time and /or management leave time is subject to the approval of the supervisor
or Department Head at the convenience of the City, but every effort will be made to
accommodate employees' requests. Any conflict among employee requests will be
resolved on the basis of request date and department staffing requirements.
ORD.A Page 43 of 79
TITLE:
INDEX NO:
PAGE
ADMINISTRATIVE
VACATION & MANAGEMENT
POLICY A14D PROCEDURE
LEAVE
200 -62
2 OF 3
balance that will be available at the end of the pay period in which the vacation is being
taken.
4.4 Employees who leave City employment within the first three (3) months of hire date will
not be entitled to payment for any accrued vacation leave. Employees who leave City
employment thereafter shall be paid for all accrued vacation leave as part of their final
paycheck.
4.5 The Mayor and-Department. Heads-will be allowed to "cash -out' up to eighty (80) hours of
accrued vacation per year, and may elect to receive the money or place it in their deferred
compensation account. Assistant Directors will be allowed to "cash -out" up to sixty (60)
hours of'accrued vacation per year, and may elect to receive the money or place it in their
deferred compensation account (See paragraph 5 below). Assistant Directors, for the
purpose of this policy, shall be defined as all employees that are in the N12 pay grade,
including the Assistant Chief of Police.
4.6 Unaffiliated, exempt (non - overtime eligible) employees shall also be given management
leave, which shall be non - accruable hours to be used within the calendar year that is
credited to the employee's management leave bank to compensate for the amount of
hours worked during the year. Management leave may not be "rolled over from one year
to the next. Any leave remaining at the end of the calendar year will be automatically
deleted from the employee's leave bank. Management leave may not be cashed out at
the end of the year, or at the time of separation from employment with the City.
4.7 The Mayor and Department Heads shall be given a management leave bank of eighty
(80) non - accruable hours; Assistant Directors shall be given a management leave bank of
sixty (60) non - accruable hours; and all other unaffiliated, exempt employees shall receive
forty (40) non - accruable hours. An eligible exempt employee shall receive his/her entire
amount of management leave in his /her leave bank on January 1 of each year. An
employee covered by this policy will be granted management leave on his/her
appointment date into an exempt position, prorated based on the number of pay periods
remaining in the year. Management leave may be used with supervisor approval
immediately upon the date of appointment into an unaffiliated, exempt position.
4.8 Within sixty (60) days from the date that the Mayor approves this policy, the City will
undertake a one -time review of eligible employees for the purpose of determining the
prorated management leave for calendar year 2014 in order to comply with the intent of
this policy. Additional management leave may be granted to Department Heads at the.
discretion of the Mayor.
4.9 The minimum increment in which vacation and management leave may be taken is one -
half (5) hour.
4.10 Vacation time and /or management leave time is subject to the approval of the supervisor
or Department Head at the convenience of the City, but every effort will be made to
accommodate employees' requests. Any conflict among employee requests will be
resolved on the basis of request date and department staffing requirements.
ORD.A Page 43 of 79
5.0 PROCEDURE
The Mayor, Department Heads, and/or Assistant Directors will notify the Finance
Department (Payroll) in writing (email is appropriate) the month prior to the desired month
for the "cash -out" the number of hours of accrued vacation they wish to "cash- out".
Payroll will apply the "cast/ -out" to the first pay period of the month (i.e. the check
received on the 23`d of the month).
6.0 RESPONSIBILITIES
6.1 Supervisors are responsible for;
a. Approving vacation leave /management leave in advance of the absence.
b. Ensuring vacation leave does not exceed accrued vacation leave and is appropriately
recorded on the timecard.
6.2 Employees are responsible for-
a. Requesting vacation leave /management leave in advance of the absence.
b. Ensuring requested vacation does not exceed accrued vacation
c. Correctly recording all vacation leavelmanagement leave usages on his/her timecard.
79
TITLE:
INDEX NO:
PAGE
ADMINISTRATIVE
VACATION & MANAGEMENT
POLICY AND PROCEDURE
LEAVE
200 -62
2 O� 3
5.0 PROCEDURE
The Mayor, Department Heads, and/or Assistant Directors will notify the Finance
Department (Payroll) in writing (email is appropriate) the month prior to the desired month
for the "cash -out" the number of hours of accrued vacation they wish to "cash- out".
Payroll will apply the "cast/ -out" to the first pay period of the month (i.e. the check
received on the 23`d of the month).
6.0 RESPONSIBILITIES
6.1 Supervisors are responsible for;
a. Approving vacation leave /management leave in advance of the absence.
b. Ensuring vacation leave does not exceed accrued vacation leave and is appropriately
recorded on the timecard.
6.2 Employees are responsible for-
a. Requesting vacation leave /management leave in advance of the absence.
b. Ensuring requested vacation does not exceed accrued vacation
c. Correctly recording all vacation leavelmanagement leave usages on his/her timecard.
79
C i..i,y C�1:
VVAS p � I N G "i'(
AGENDA BILL APPROVAL FORM
Agenda Subject: Date:
Ordinance No. 6528 August 14, 2014
Department: Attachments: Budget Impact:
Administration Ordinanw No. 652 $0
Administrative Recommendation:
City Council introduce and adopt Ordinance No. 6528.
Background Summary:
The provisions of Chapter 3.10 of the Auburn City Code provide for purchasing
authority of the Mayor and administrative staff. The purchasing and contracting
authorization levels have, essentially, been unchanged since 2000, when the city's
population was about 40,000 people. Now, with the City's population at about 75,000
people, it is appropriate for the purchasing and spending levels of the Mayor and
administrative staff to be adjusted to reflect the larger city and the greater needs that
might accompany the City's growth, as well as being reflective of the diminished
spending power of the dollar during the last 14+ years.
Along with adjusting the dollars (for instance, increasing the Mayor's authority from
$25,000 to $50,000), the Ordinance also clarified some issues and added details
about what is included in the contract authorizations and better defines some of the
terms related to the contracting authority
Reviewed by Council Committees:
Council Operations Committee
Councilmember: Wagner Staff: Heid
Meeting Date: August 18, 2014 Item Number: ORD.B
ORD.B AUBURN * MORE THAN YOU IMAGINED Page 45 of 79
ORDINANCE NO. 6 5 2 8
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, AMENDING CHAPTER 3.10
OF THE CITY CODE RELATING TO THE CONTRACTING
AUTHORITY OF THE MAYOR AND ADM_ INISTRATIVE
STAFF
WHEREAS, the current provisions of the Auburn City Code provide for authorization
levels for contract approvals by the Mayor and Department Directors that have not been
changed in almost fifteen years; and
WHEREAS, over the past 15 years, the purchasing power of the dollar has been eroded
so that the value of the dollars authorized years ago is significantly less than it is currently; and
WHEREAS, in order to provide parity with the spending authorization in the City Code, it
is appropriate to adjust the dollar amounts to reflect current purchasing power, so that the
operations of the City can continue along the same lines as in the past; and
WHEREAS, it is also appropriate to adjust the provisions of the City Code to clarify
spending authorization among different types of contract role obligations.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN as follows
Section 1. Amendment to City Code. Chapter 3.10 of the Auburn City Code
be, and the same hereby is, amended to read as follows:
Chapter 3.10
P RCHASinir_ oni 1r` CONTRACTING AUTHORITY
Sections:
3.10.010 Purchase order.
3.10.020 ExpesdituFe Contact authorization limits..
340.0025 Professional and peFsG al re p. irss.
310.026 PUbli^ , 9Fk ^r^ie6tG Contract amendments— GGnditie%.
Ordinance No. 6528
August 12, 2014
ORN.tl o16
Page 46 of 79
expa-RGiGRS,
3.10.029 Competitive negotiations.
3.10.030 Administrative procedures authority.
3.10.050 Emergency purchases — Authorization.
3.10.010 Purchase order.
All payments for city goods and services in excess of $100.00 shall be
made only after a purchase order has been duly authorized and approved,
unless authorized by city code or written city policy. (Ord. 6147 § 1, 2008; Ord.
5490 § 1, 2000.)
3.10.020 Expendi*tiF^ Contract authorization limits.
A. The following expendi tuFe limU 69d— authorization approval limits
shall apply for all expeRditUFeG Of FAURiGipal geods and seFViGe6 . For
contracts with total dollar amounts up to $5,0001.0,000.00, authority rests at the
department director level. All contracts over $ 990 0 0.00.00, up to
$25,00050,000.00, and contracts lDTgeeds and � �'„---that have been
individually and separately listed in the city's annual budget shall be approved
and signed by the mayor nrif to ^UFGh ^FdaF i6suanbe ^F plaoeMeRt ^{.
eFdeF with 'vas. For all unbudgeted expenditures not individually and
s
separately listed in the city' annual budget in excess of $25,99050,Q00.00,
approval shall be obtained from the mayor,
and the city council.
�,,;n,es. B.. For purposes of this Section, a contract_ is "individually and
separately listed" if it is:
1. Expressly identified, in writing, defining or _describing the
expenditure or proaect as a line -item in the bud eto
2. Identified by express reference to the CPF or TIP prolect, or other
specific progect in the bud-get,
C. If a contract does not provide for cash_ consideration, the responsible
department will estimate the value of the contract as if there was cash
consideration. Authorization authority will be based on that estimated value
D. If a contract does.not provide for cash consideration, but requires
the CitV to inde'rrmhifv the other party, th_e_responsible.department, in consultation
with the Risk Manager, shall determine the value of the City's possible
indemnification risk. Authorization authority will be based on that estimated value
E. The mayor is authorized to compromise and settle administrative
claims if the total amount to be paid or received by the city does not exceed
$25,000.00_.
F. The mayor is authorized to compromise and settle lawsuits if the
total amount to be paid or received by the City does not exceed $50,000.00:
provided that the mayor shall keep the city council a rised of such lawsuits and
settlements.
G. Unless the value is 125,000.00 . or less, or unless otherwise
authorized in this Code or otherwise_ expressly authorized by the city council, all
Ordinance No. 6528
August 12, 2014
8M Aof 6
Page 47 of 79
contracts that convey an interest in real estate shall be approved by the
council. (Ord. 6147 § 1, 2008; Ord. 5778 § 2, 2003; Ord. 5490 § 1, 2000.)
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3.10.026 PublirwerkpFejeass Contract amendments e.
A r�,,.,� +r ,,. +;,,n cr„ +�.,,. +� Contracts which that have been initially
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authorized by the city council may be amended administratively by the
mayor/designees by change order, letter of instruction, or other legally
appropriate form, up to the total maximum contract amounts set forth below:
1. Awarded contract amount plus up to 20 percent for contracts
originally awarded for up to $200,000.00.
2. Awarded contract amount plus up to 15 percent or $40,000.00,
whichever is greater, for contracts originally awarded for between $200,000.00
and $500,000.00.
3. Awarded contract amount plus up to 10 percent or $75,000.00,
whichever is greater, for contracts originally awarded for between $500,000.00
and $1,000,000.00.
4. Awarded contract amount plus up to five percent or $100,000,
whichever is greater, for contracts originally awarded for between $1,000,000.00
and $5,000,000.00.
5. Awarded contract amount plus up to two and one -half percent or
$250,000.00, whichever is greater, for contracts originally awarded for over
$5,000,000.00.
Ordinance No. 6528
August 12, 2014
0l:fogg 3 of 6
Page 48 of 79
B. If available budget contingency remains after the authorized total
maximum contract amount, as defined in subsection A of this section, is reached,
additional authorization to increase the total contract amount shall be obtained
from the city council ^mp.
C. Supply and services contracts may be administratively amended up
to the expenditure authorities in Section 3.10.020 only if there are sufficient funds
budgeted for the expense.
D. No contract may be administratively amended if doing so
would
exceed the authorized total maximum contract amount; as defined in subsection
A of this section; r as approved by the city council. (Ord. 6147 §
1, 2008; Ord. 5525 § 1, 2001.)
3.10.029 Competitive negotiations for certain systems.
Competitive negotiations can be used as an alternative to the competitive
bidding procedures for the acquisition of electronic data processing and
telecommunications systems, energy - saving or energy - related equipment or
services, or when it is determined in writing by the mayor or mayor's designee
that the use of competitive bidding is neither practicable nor advantageous to the
city of Auburn.
"Electronic data processing" includes, but is not limited to, systems which
comprise a combination of equipment or units to provide input of source data,
and storage and processing of data and output in predetermined form, including
a central processing unit (CPU) or main frame. (Ord. 6147 § 1, 2008; Ord. 5490 §
1, 2000.)
3.10.030 Administrative procedures authority.
The mayor is authorized to implement such administrative procedures as
may be necessary to carry out the directions of this legislation. (Ord. 6147 § 1,
2008; Ord. 5490 § 1, 2000.)
3.10.050 Emergency pur4hases contracts — Authorization.
A. The mayor is hereby authorized to make emer -geRG a r„ FGhase „r
enter into emergency contracts, regardless of the value of the contract 6Usb
Al. as be�ipg:
in Case —of aRy -- hbFeakage 9F 10.66 Gf egquip men ;— @r— m ^�ef
Upon a declaration of civil emergencv as provided for in Chanter 2.75 ACC and
Chapter 38.52 RCW;
Ordinance No. 6628
August 12, 2014
OWO of 6
Page 49 of 79
aaM
3.10.029 Competitive negotiations for certain systems.
Competitive negotiations can be used as an alternative to the competitive
bidding procedures for the acquisition of electronic data processing and
telecommunications systems, energy - saving or energy - related equipment or
services, or when it is determined in writing by the mayor or mayor's designee
that the use of competitive bidding is neither practicable nor advantageous to the
city of Auburn.
"Electronic data processing" includes, but is not limited to, systems which
comprise a combination of equipment or units to provide input of source data,
and storage and processing of data and output in predetermined form, including
a central processing unit (CPU) or main frame. (Ord. 6147 § 1, 2008; Ord. 5490 §
1, 2000.)
3.10.030 Administrative procedures authority.
The mayor is authorized to implement such administrative procedures as
may be necessary to carry out the directions of this legislation. (Ord. 6147 § 1,
2008; Ord. 5490 § 1, 2000.)
3.10.050 Emergency pur4hases contracts — Authorization.
A. The mayor is hereby authorized to make emer -geRG a r„ FGhase „r
enter into emergency contracts, regardless of the value of the contract 6Usb
Al. as be�ipg:
in Case —of aRy -- hbFeakage 9F 10.66 Gf egquip men ;— @r— m ^�ef
Upon a declaration of civil emergencv as provided for in Chanter 2.75 ACC and
Chapter 38.52 RCW;
Ordinance No. 6628
August 12, 2014
OWO of 6
Page 49 of 79
G. in situations wheFe publiG health or 6afety may be jeepaFdii
2 Without competitive bid for public works projects, as provided for by
RCW 39.04.280; and
93. In other cases as allowed by state law.
B Emergency contracts entered into under this section shall be
presented to the city council for ratification at the earliest practical opportunity_
(Ord. 6147 § 1, 2008; Ord. 5525 § 1, 2001.)
Section 2. Implementation. The Mayor is hereby authorized to implement
such administrative procedures as may be necessary to carry out the directions of this
legislation.
Section 3. Severability. The provisions of this ordinance are declared to be
separate and severable. The invalidity of any clause, sentence, paragraph, subdivision,
section or portion of this ordinance, or the invalidity of the application thereof to any
person or circumstance shall not affect the validity of the remainder of this ordinance, or
the validity of its application to other persons or circumstances.
Section 4. Effective Date. This Ordinance shall take effect and be in force five
days from and after its passage, approval and publication as provided by law.
INTRODUCED:
PASSED:
APPROVED:
NANCY BACKUS, MAYOR
ATTEST:
Danielle E. Daskam, City Clerk
Ordinance No. 6528
August 12, 2014
ORN85 of 6
Page 50 of 79
APPROVED AS TO FORM:
PUBLISHED:
Ordinance No. 6528
August 12, 2014
0PV.136 of 6
Page 51 of 79
'Alu,BURN
VVAS p � I N G "i'(
Agenda Subject:
Resolution No. 5089
Department:
Information Services
AGENDA BILL APPROVAL FORM
Attachments:
MOM
Comcast Order Form
Comcast Order Form
Comcast Order Form
Comcast Order Form
Administrative Recommendation:
City Council adopt Resolution No. 5089.
Background Summary:
Date:
August 6, 2014
Budget Impact:
$0
Currently, the city has data and internet services provided by 3 service providers with
contracts expiring in 2014. Through a competitive bidding process, we have identified
a significant upgrade to City data (Internet) and voice services in 3 locations to
support current and future needs at the Airport, City Hall and the Justice Center.
Increased Internet capabilities are required for current "Cloud" based applications
which have reduced operational costs and overhead, however increased bandwidth
are required. The proposed service enhancement will provide redundant links and
future phone and data fail over services at City Hall and Justice Center. The new
service costs will be an approximate annual increase of $9416.60 which is offset due
to additional service cancellations. As part of this upgrade the City will receive fiber
connectivity and service enhancements with long distance at .028 per minute
compared to .039 currently and also includes: 50MB Internet, 2 PRI Voice, Caller ID
capabilities, approximately 9600 long distance minutes per PRI and local dialing with
no long distance between Bellingham and Chehalis. 20MB Internet, 1 PRI Voice
(failover) 10MB Internet, Voice Services and 5 phones with voicemail at Airport.
Funding for this project will be accommodated through current Innovation &
Technology communications budget 518.00.880.42.
Reviewed by Council Committees:
Finance, Municipal Services
Councilmember: Peloza Staff: Tiedeman
RES.A AUBURN * MORE THAN YOU IMAGINED Page 52 of 79
Meeting Date: August 18, 2014 Item Number: RES.A
RES.A AUBURN * MORE THAN YOU IMAGINED Page 53 of 79
RESOLUTION NO. 5 0 8 9
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHOR #ZING THE MAYOR
TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF
AUBURN AND COMCAST ENTERPRISE SERVICES FOR
COMMUNICATIONS SERVICES
WHEREAS, the City of Auburn has a need for communication services; and
WHEREAS, Comcast Enterprise Services is able to provide those
communication services at a cost that is acceptable to the City.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the Mayor is hereby authorized to execute the Master
Services Agreement and First Amendment to Master Services Agreement between the
City and Comcast Enterprise Services, which agreement and amendment shall be in
substantial conformity with the Agreement and First Amendment respectively attached
hereto as Exhibits A and B and incorporated herein by this reference.
Section 2. That the Mayor is authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. That this Resolution shall take effect and be in full force upon
passage and signatures hereon.
Dated and Signed this
Resolution No. 5089
July 23, 2014
RffNc1 oft
day of
. 2044.
CITY OF AUBURN
NANCY BACKUS, MAYOR
Page 54 of 79
ATTEST:
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
niel B. Pbeid� City
Resolution Flo. 5089
July 23, 2014
R9W o12
Page 55 of 79
Exhibit A
0
MSA ID #: WA- 177269 -jhoss
MSA Termi60 months Account Name: City of Auburn
LWAWK0JWVU-
0- o
Primary Contact: Ron Tiedeman
RrimaEy Contagi Address Information
Title: Director of IT
Address 1:
Phone: (253) 288 -3160
Address 2:
Cell:
City:
Fax:
State:
Email: riedeman@auburnwa.gov
Zip Code:
This Master Service Agreement ( "Agreement ") sets forth the terms and conditions under which Comcast Cable Communications
Management, LLC and its operating affiliates ( "Comcast ") will provide communications and other services ( "Services ") to the
above Customer. The Agreement consists of this fully executed Master Service Agreement Cover Page ( "Cover Page "), the
Enterprise Services General Terms and Conditions ( "General Terms and Conditions "), any written amendments to the
Agreement executed by both parties ( "Amendments "), the Product - Specific Attachment for the applicable Services ( "PSA(s) ")
and each Sales Order accepted hereunder ( "Sales Orders "). In the event of any inconsistency among these documents,
precedence will be as follows: (1) this Cover Page (2) General Terms and Conditions, (3) PSA(s), , and (4) Sales Orders. This
Agreement shall be legally binding when signed by both parties and shall continue in effect until the expiration date of any
Service Term specified in a Sales Order referencing the Agreement, unless terminated earlier in accordance with the
Agreement.
The Customer referenced above may submit Sales Orders to Comcast during the Term of this Agreement ( "MSA Term "). After
the expiration of the initial MSA Term, Comcast may continue to accept Sales Orders from Customer under the Agreement, or
require the parties to execute a new MSA.
The Agreement shall terminate in accordance with the General Terms and Conditions. The General Terms and Conditions and
PSAs are located at IhttpJ/business.comcast.coml enterp rise - terms- of- servicelindex.aspx(or any successor URL).Use of the
Services is also subject to the High -Speed Internet for Business Acceptable Use Policy ( "AUP ") located at
http: /fbusiness.comcast.com/ customer - notifications /acoeptable- use - policy (or any successor URL), and the High -Speed Internet
for Business Privacy Policy (Privacy Policy ") located at http://business.cdrhdast.co_rii/ customer - notifications /custorrier- p-rivac'-
statement (or any successor URL). Comcast may update the General Terms and Conditions, PSAs, AUP and Privacy Policy
from time to time upon posting to the Comcast website.
Services are only available to commercial customers in wired and serviceable areas in participating Comcast systems (and may
not be transferred). Minimum Service Terms are required for most Services and early termination fees may apply. Service
Terms are identified in each Sales Orders, and early term_ ination fees are identified in the applicable Product Specific
Attachments.
BY SIGNING BELOW, CUSTOMER AGREES TO THE TERMS AND CONDITIONS OF THIS AGREEMENT.
RES.A Page 56 of 79
Signature:
Name:
Title:
Date:
Signature:
Sales Rep: Todd Lash
Name:
Sales Rep Email: todd_ lash @cable.comcast.com
Title:
Region: Seattle
Date:
Division: West
RES.A Page 56 of 79
Amendment No. WA- 177289- )hoss /AI EXHIBIT B
FIRST AMENDMENT
to
Comcast Enterprise Services Master Services Agi•ee_ment No. WA- 177289 -jh6ss
This First Amendment ( "Amendment ") is concurrently entered into on July 11, 2014 ( "Effective Date ")
in conjunction with the Comcast Enterprise Services Master Services Agreement No. WA- 177289 jhoss
( "Agreement ") by and between Comcast Cable Communications Management, LLC ( "Comcast ") and
City of Auburn ( "Customer "), individually referred to herein as "Party" and jointly referred to as
"Parties ". In the event of an explicit conflict between this Amendment and the Agreement, the terms and
conditions of this Amendment shall take precedence in the interpretation of the explicit matter in
question. Unless otherwise set forth herein, all capitalized terms set forth herein shall have the same
meaning asset forth in the Agreement.
Whereas, the Parties desire to amend the Agreement by this writing to reflect the amended or additional
terms and conditions to which the Parties have agreed to;
Now, therefore, in consideration of the mutual covenants, promises, and consideration set forth in this
Amendment, the Parties agree as follows:
1. Article 1 of the Enterprise Services General Terms and Conditions ( "General Terms and Condition_ s ")
is hereby modified to read as follows:
"Comcast may change or modify the Agreement, and any related policies from time to time
( "Revisions ") by posting such Revisions to the Comcast Website. The Revisions are effective upon
posting to the Website. Customer will receive notice of the Revisions in the next applicable monthly
invoice. Customer shall have sixty (60) calendar days from the invoice notice of such Revisions to
provide Comcast with written notice that the Recisions adversely affect Customer's use of the
Service(s).. If after notice Comcast is unable to reasonably mitigate the Revision's impact on such
Services, then Customer may terminate the impacted Service(s) without further obligation to Comcast
beyond the termination date, including Termination Charges, if any. This shall be Customer's sole
and exclusive remedy."
2. Article 4.3 of the General Terms and Conditions is hereby modified to read as follows:
"Sales Order Renew_ al. Upon the expiration of the Service Term, each Sales Order shall
automatically renew for successive periods of one (1) month each ( "Renewal Term(s) "), unless
otherwise stated in these terms and conditions or prior notice of non- renewal is delivered by either
Party to the other at least thirty (30) days before the expiration of the Service Tenn or the then current
Renewal Term. Effective at any time after the end of the Service Term and from time to time
thereafter, Comcast may, modify the charges for Ethernet, Internet and/or Video Services subject to
thirty (30) days prior written notice to Customer: Customer will have thirty (30) days from receipt of
such notice to cancel the applicable Service without further liability. Should Customer fail to cancel
within this timeframe, Customer will be deemed to have accepted the modified Service pricing."
3. Article 1 1.15 is hereby added to the General Terms and Conditions to read as follows:
"Non- Appropriation of Funds. In the event Customer is unable to secure funds or if funds are not
appropriated by the applicable local or state agency for performance during any fiscal period of the
term of a Sales Order, such Sales Order may be terminated ( "Termination ") by the Customer upon
written notification to Comcast, to include a copy of the non - appropriation of funds notification, as of
the beginning of the fiscal year for which funds are not appropriated or otherwise secured. In the
event Customer terminates a Sales Order under this "Non- Appropriation of Funds" provision, neither
Party shall have any further obligation to the other Party, excepting Customer shall be responsible for
the payment of any and all unpaid charges for Services rendered and for Comcast equipment, and,
any and all unpaid capital expenses incurred by Comcast on behalf of the applicable Sales Order, all
Comcast Cable Communications Management, LLC
CONFIDENTIAL and PROPRIETARY
Page I of 2
RES.A Page 57 of 79
Amendment No. W A- 177299- jhoss /A 1
of which are to be paid by Customer to Company within thirty (30) days from the Company provided
invoice date. Customer hereby agrees to notify Comcast in writing as soon as it has knowledge that
funds are not available for the continuation of the performance as set forth in the Sales Order, for any
fiscal period under the applicable Sales Order Term."
IN WITNESS WHEREOF, the Parties hereto have executed this Amendment as of the day and year
written below and the persons signing covenant and warrant that they are duly authorized to sign for and
on behalf of the respective Parties. Except as otherwise modified by this Amendment, all other terms and
conditions set forth in the Agreement shall remain in full force and effect.
Citv of Auburn
Comcast Cable Communications Management, LLC
Signature:
Si nature:.
Printed Name:
Printed Name:
Title:
Title:
Date:
Date.
RLM AIN'DER 01: 1'AGF I\ 1'F; \'flOti 1LL'i' !.iii 131_,1 \'I;
Comcast Cable Communications Management, LLC
CONFIDENTIAL and PROPRIETARY
Page 2 of 2
RES.A Page 58 of 79
of Auburn
Customer Name-- cRy ED! PRI
issues_
__s
VISINESS
Pricing based on:. C COmcaStQ
or-c or-ce cluos va-id for 30 days.
Todd Lash, Enterprise Account Executive
office: Phone # 253- 864 -4685
rodd lash 2cable comcast.com
Page 59 of 79
RES.A
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
Account Name: City of Auburn MSA ID #: WA- 177289 -jhoss SO ID #: WA-1 77289-jhoss-1 652313
uV
Primary Contact: Ron Tiedeman City: Phone: (253) 288 -3160
Title: Director of IT State: Cell:
Address 1: Zip: Fax:
Address 2: Email: rtiedeman @auburnwa gov
Service Term (Months): 160
SUMMARY OF SERVICE CHARGES* SUMMARY OF CUSTOM INSTALLATION FEES
Total Ethernet Monthly Recurring Charges $ 908 01 Total Custom Installation Fee: $ 0.00
Total Trunk Services Monthly Recurring Charges $ 638 00 Amortized Custom Installation Fee $ 0.00
Total Off -Net Monthly Recurring Charges $000
Total Monthly Recurring Charges (all Services): $ 1,546.01
Total Ethernet Standard Installation Fees' $1,00000
Total Trunk Services Standard Installation Fees $ 500 00
Total Off -Net Standard Installation Fees $000
Total Standard Installation Fees (all Services): $ 1,500.00
'Note Charges identified in the Service Order are exclusive of maintenance and repair charges, and applicable federal, state, and local taxes, USF fees, surcharges and recoupments
(however designated) Please refer to your Comcast Enterprise Services Master Services Agreement (MSA) for specific detail regarding such charges Customer shall pay Comcast one
hundred percent (100 %) of the non - amortized Custom Installation Fee prior to the installation of Service
This Comcast Enterprise Services Sales Order Form ( "Sales Order ") shall be effective upon acceptance by Comcast This Sales Order is made a part of the Comcast Enterprise Services Master Services Agreement,
entered between Comcast and the undersigned and is subject to the Product Specific Attachment for the Services) ordered herein, located at http / /business comcast com /enterprise- terms -of- service /index aspx, (the
"Agreement ") Unless otherwise indicated herein, capitalized words shall have the same meaning as in the Agreement
E911 NOTICE
Comcast Business Class Trunking Service may have the E911 limitations specified below
• The National Emergency Number Association (NENA), a 911 industry organization that makes recommendations for standardized services relating to E911, has issued guidelines that state "The PBX owner is
responsible for creating customer records, preferably in NENA standard format, that identify caller locations' To facilitate Customer's compliance with these guidelines and with associated state and local requirements
related to provision of Automatic Location Information (ALI) for E911 services, Comcast offers two options
a Comcast will send to the ALI database or Subscriber Location Database (SLDB) the main billing telephone number and the main address provided by Customer, or
b Customer may choose to sign up for up to 10 Emergency Location Information Numbers (ELINs) that Customer could assign to zones within Customer's premises that would be separately identified to the E911
call taker The location information, such as a specific floor, side of a building, or other identifying information, could assist emergency responders to more quickly reach the appropriate location Customer is solely
responsible for programming it's PBX system to map each station to one of these numbers, and for updating the system as necessary to reflect moves or additions of stations within the premises Comcast will send
the assigned ELINs to the ALI or SLDB database, as is appropriate
• Many jurisdictions require businesses using multi -line telephone systems to program their systems to transmit specific location information for 911 calls Customer bears sole responsibility to ensure that it identifies
and complies with all such requirements In any event, if Customer does not maintain E911 records in a timely and accurate manner, the E911 call taker may not receive proper location information, and emergency
responders may be delayed or even prevented from timely reaching the callers location
• Battery Back Up - The Integrated Access Device (IAD) provided by Comcast is not equipped with battery backup It is Customer's responsibility to ensure adequate back -up power is provided to ensure service
continuity during a power outage, as employees would otherwise be unable to use the Services, including dialing 9 -1 -1, when power is unavailable
• Calls using the Service, including calls to 911, may not be completed if there is a problem with network facilities, including network congestion, network /equipment /power failure, or another technical problem
• All questions should be directed to 1- 800 - 391 -3000 E911 Service, Private Branch Exchange, and Direct Inward Dial Service
By signing below, Customer acknowledges, agrees to and accepts the terms and conditions of this Sales Order
IM
nn.
u
Signature
Signature
Sales Rep Todd Lash
Name
Name
Sales Rep E -Mail todd_lash @cable comcast com
Title RES.A
Title
Region Seattle Page. 60 of
Date
Date
Division West
VIII COMCAST ENTERPRISE SERVICES SALES ORDER FORM
ETHERNET SERVICES AND PRICING
Account Name: City of Auburn Date: July 30, 2014
MSA ID #: WA- 177289 -jhoss
Short Description of
Service:
Service Term (Months): 60
SOID #: WA- 177289 - jhoss- 1652313
Solution Charaes
RES.A Page 61 of 79
IM
s
tiAh
""
I Von,
a
V51111
-
i
City of Auburn -
1
New
Add
EDI -NI -50
50 Mbps
25 W Main ST
Interstate
$000
$ 1,000 00
25 W MAIN ST
City of Auburn -
2
New
Add
EDI -50
50 Mbps
25 W Main ST
Interstate
$ 908 01
$000
25 W MAIN ST
City of Auburn -
3
New
Add
PRI -UNI
50 Mbps
25 W Main ST
Interstate
$000
$ 0 00
25 W MAIN ST
Services Location Details attached
Page Total
$ 908 01
$1,00000
RES.A Page 61 of 79
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
SERVICE LOCATION DETAIL INFORMATION
Account Name: City of Auburn MSA ID #: WA- 177289 -jhoss SO ID #: 165231 289- jhoss- Date: July 30, 2014
1652313
City of Auburn Ron rtiedeman @aubur
1 - 25 W Main 25 W MAIN ST AUBURN WA 98001 1 No Tiedeman (253)288 -3160 nwa gov No No
ST
RES.A Page 62 of 79
COMCAST TRUNK SERVICES SALES ORDER FORM
SUMMARY OF TRUNK SERVICES AND PRICING
Date : 07/30/2014 MSA ID #: WA- 177289 - jhoss SO ID #: WA- 177289 - jhoss- 1652313 Account Name: City of Auburn
Service 60
Term:
RES.A Page 63 of 79
#
# Additional
# Additional
# Additional
# Additional
# Additional
# Additional
# Additional
# Additional
Location Name /
Site
# Full PRI
Fractional
Channels
Channels
Channels
Channels
Channels
Channels
Channels
Channels
Site ID
PRI
PORT 1
PORT 2
PORT 3
PORT 4
PORT 5
PORT 6
PORT 7
PORT 8
City of Auburn - 25 W
1
Main ST
2
0
0
0
0
0
0
0
0
0
RES.A Page 63 of 79
"I COMCAST TRUNK SERVICES SALES ORDER FORM
SUMMARY OF TRUNK SERVICES AND PRICING
Date : 07/30/2014 MSA ID #: WA- 177289 - jhoss SO ID #: WA- 177289 - jhoss- 1652313 Account Name: City of Auburn
Service 60
Term:
RES.A Page 64 of 79
Solution Charges
# of
Monthly
Location
# of 20
# of 100
# of 200
# of 500
# of
# of Toll
# of
Trunk
Monthly
Standard
Site
Name / Site
TN
TN
TN
TN
1000 TN
Free
Trunk
Groups
# of
Call
Recurring
Installation
ID
Block
Block
Blocks
Blocks
Blocks
Numbers
Groups
with
RCF TN
Detail
Charges
Fees
DNIS
Record
City of Auburn -
1
0
0
0
0
0
0
0
0
0
1
$ 638 00
$ 500 00
25 W Main ST
Page Total:
$ 638 00
$ 500 00
RES.A Page 64 of 79
ENTERPRISE SALES ORDER DETAIL - TRUNK SERVICES
Date : 07/30/2014 MSA ID #: I WA- 177289 - jhoss SO ID #: WA- 177289 - jhoss- 1652313
Account Name: FCitv of Auburn
Location Name /Site ID:
City of Auburn - 25 W Main ST
Address 2:
Request Type:
New
Address 1:
25 W MAIN ST
Voice Selections
Action:
Unit Price
Address 2:
Ron Tiedeman
Technical Contact Phone:
City:
AUBURN
State:
WA
Zip:
98001
Customer Moving? None
Moving From Address
Address 1:
Service Term
Address 2:
Monthly Recurring Charge:
City:
Ethernet/Trunk Promotion Description
State:
Voice Selections
Zip:
Unit Price
Technical Contact Name:
Ron Tiedeman
Technical Contact Phone:
(253)288 -3160
Technical Contact Email:
riedeman@auburnwa.gov
Technical Contact On- Site(Y /N)
No
Detail of Monthly Recurring Charges:
Business Class Trunks
Service Term
PRI Interface
Monthly Recurring Charge:
Ethernet/Trunk Promotion Option ENTBCTPR12FuIIBP
Ethernet/Trunk Promotion Description
Enterprise channel 2 Full Business Class Trunks PRI, rate card $489 each, discounted $240, plus
an additional $100 off 1st PRI for total MRC of $638 when bought with or added to Ethernet
Discount shows on PRI bill titled "Multi- Product Pkg Discount' Taxes, Usage and Fees are extra
Voice Selections
Quantity
Unit Price
Total Price
Fractional PRI*
0
$ 0.00
$ 0.00
# of Additional Channels PORT 1
0
$ 0.00
$ 0.00
# of Additional Channels PORT 2
0
$ 0.00
$ 0.00
# of Additional Channels PORT 3
0
$ 0.00
$ 0.00
# of Additional Channels PORT 4
0
$ 0.00
$ 0.00
# of Additional Channels PORT 5
0
$ 0.00
$ 0.00
# of Additional Channels PORT 6
0
$ 0.00
$ 0.00
# of Additional Channels PORT 7
0
$ 0.00
$ 0.00
# of Additional Channels PORT 8
0
$ 0.00
$ 0.00
Full PRI*
2
$ 489.00
$ 978.00
# of 20 TN Blocks*
0
$ 0.00
$ 0.00
# of 100 TN Blocks
0
$ 0.00
$ 0.00
# of 200 TN Blocks
0
$ 0.00
$ 0.00
# of 500 TN Blocks
0
$ 0.00
$ 0.00
# of 1000 TN Blocks
0
$ 0.00
$ 0.00
# of Toll Free Numbers
0
$ 0.00
$ 0.00
# of Trunk Groups
0
$ 0.00
$ 0.00
#of RCF TN
0
$0.00
$0.00
# of DTO
0
$ 0.00
$ 0.00
# of Trunk Groups with DNIS
0
$ 0.00
$ 0.00
Monthly Call Detail Record (CDR)
1
$ 0.00
$ 0.00
# of Intra Lata CRC TNs
0
$ 0.00
$ 0.00
# of Inter Lata CRC TNs
1 0
$ 0.00
$ 0.00
Directory Listing Suppression
0
$0.001
*20 TN Block Included in Price for PRI
Aggregate Monthly Recurring Charges:
Service Term
60
Monthly Recurring Charge:
$ 978.00
Promotional Discount:
-$340.00
Total Monthly Recurring Charge*:
$ 638.00
*Applicable federal, state, and local taxes and fees may apply; usage
fees not included.
Trunk Services Standard Installation Fees:
Toll Free Activation Fee:
$ 0.00
RCF Activation Fee :
$ 0.00
Directory Listing Suppression
$ 0.00
Site Installation Charges *:
$ 500.00
Total Trunk Services Standard Installation Fees:
$ 500.00
Directory Listing Published
DL Number
DL Display Name City of Auburn
DA/DL Header Text Information
Caller ID Display Name
Caller ID (Yes /No) No
Call Blocking (Yes /No)
Customer requests Call Forward Not
No
Reachable?
Customer requests International No
Dialing?
Customer may change the International Dialing preference by contacting
Comcast In writing
FOR COMCAST USE ONLY
Sales Representative Code: Todd Lash
Sales Manager /Director:
Sales Manager /Director Approval:
Division: West
Lead ID:
RES.A Page 65 of 79
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
Account Name: City of Auburn MSA ID #: WA- 177289 -thoss SO ID #: WA- 177289 - hoss- 1652683
Primary Contact: Ron Tiedeman City: Phone: (253) 288 -3160
Title: Director of IT State: Cell:
Address 1: Zip: Fax:
Address 2: Email: rtiedeman @auburnwa.gov
Service Term (Months): 160
SUMMARY OF SERVICE CHARGES* SUMMARY OF CUSTOM INSTALLATION FEES
Total Ethernet Monthly Recurring Charges: $ 803.60 Total Custom Installation Fee: $0.00
Total Trunk Services Monthly Recurring Charges: $ 294.00 Amortized Custom Installation Fee $ 0.00
Total Off -Net Monthly Recurring Charges: $ 0.00
Total Monthly Recurring Charges (all Services): $ 1,097.60
Total Ethernet Standard Installation Fees *: $ 1,000.00
Total Trunk Services Standard Installation Fees: $ 9.95
Total Off -Net Standard Installation Fees: $ 0.00
Total Standard Installation Fees (all Services): $ 1,009.95
*Note: Charges identified in the Service Order are exclusive of maintenance and repair charges, and applicable federal, state, and local taxes, USF fees, surcharges and
recoupments (however designated). Please refer to your Comcast Enterprise Services Master Services Agreement (MSA) for specific detail regarding such charges. Customer
shall pay Comcast one hundred percent (100 %) of the non - amortized Custom Installation Fee prior to the installation of Service.
This Comcast Enterprise Services Sales Order Form ( "Sales Order ") shall be effective upon acceptance by Comcast This Sales Order is made a part of the Comcast Enterprise Services Master
Services Agreement, entered between Comcast and the undersigned and is subject to the Product Specific Attachment for the Service(s) ordered herein, located at
http- Hbusiness.comcast.com/ enterprise - terms -of- service /index.aspx, (the "Agreement") Unless otherwise indicated herein, capitalized words shall have the
same meaning as in the Agreement
E911 NOTICE
Comcast Business Class Trunking Service may have the E911 limitations specified below
• The Natonal Emergency Number Associaton (NENA), a 911 industry organizaton that makes recommendations for standardized services relating to E911, has issued guidelines that state "The PBX
owner is responsible for creating customer records, preferably in NENA standard format, that identfy caller locations " To facilitate Customer's compliance with these guidelines and with associated state
and local requirements related to provision of Automatic Location Information (ALI) for E911 services, Comcast offers two options
a Comcast will send to the ALI database or Subscriber Location Database (SLDB) the main billing telephone number and the main address provided by Customer, or
b Customer may choose to sign up for up to 10 Emergency Location Informaton Numbers (ELINs) that Customer could assign to zones within Customer's premises that would be separately
identified to the E911 call taker The location information, such as a specific floor, side of a building, or other identifying information, could assist emergency responders to more quickly reach the
appropriate locaton Customer is solely responsible for programming it's PBX system to map each staton to one of these numbers, and for updating the system as necessary to reflect moves or
additions of stations within the premises Comcast will send the assigned ELINs to the ALI or SLDB database, as is appropriate
• Many jurisdictions require businesses using multi -line telephone systems to program their systems to transmit specific locaton informaton for 911 calls Customer bears sole responsibility to ensure
that it identifies and complies with all such requirements In any event, if Customer does not maintain E911 records in a timely and accurate manner, the E911 call taker may not receive proper location
information, and emergency responders may be delayed or even prevented from timely reaching the caller's location
• Battery Back Up - The Integrated Access Device (IAD) provided by Comcast is not equipped with battery backup It is Customers responsibility to ensure adequate back -up power is provided to
ensure service continuity during a power outage, as employees would otherwise be unable to use the Services, including dialing 9 -1 -1, when power is unavailable
• Calls using the Service, including calls to 911, may not be completed if there is a problem with network facilities, including network congestion, network /equipment/power failure, or another technical
problem
• All questions should be directed to 1- 800 - 391 -3000 E911 Service, Private Branch Exchange, and Direct Inward Dial Service
By signing below, Customer acknowledges, agrees to and accepts the terms and conditions of this Sales Order
Signature:
Signature:
Sales Rep: Todd Lash
Name:
Name:
Sales Rep E -Mail: todd_ lash @cable.comcast.com
Title:
Title:
Region: Seattle
Date: A
Date:
Division: West
1w.1 �
•
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
ETHERNET SERVICES AND PRICING
Account Name: City of Auburn Date: July 30, 2014
MSA ID WA- 177289 -ihoss
Short Description
Service Term
(Months): 60
SO ID #: WA- 177289- ihoss- 1652683
Solution Charges
RES.A Page 67 of 79
Service
Service
Line
Request
Action
Service(s)
Description
Tax Jurisdiction
Monthly
One -Time
Location A*
Location Z*
yo u urn -
1
New
Add
EDI -NI -20
20 Mbps
340 E Main ST
Interstate
$ 0.00
$ 1,000.00
340 E MAIN ST
City of Auburn -
2
New
Add
EDI -20
20 Mbps
340 E Main ST
Interstate
$ 803.60
$ 0.00
340 E MAIN ST
City o Auburn -
3
New
Add
PRI -UNI
50 Mbps
340 E Main ST
Interstate
$ 0.00
$ 0.00
340 E MAIN ST
* Services Location Details attached
Page Total
$ 803.60
$ 1,000.00
RES.A Page 67 of 79
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
SERVICE LOCATION DETAIL INFORMATION
WA- 177289- Ihoss- July 30,
ACCOUnt Nam ®: City of Auburn M$A ID #: WA- 177289 -Ihoss $® ID #: 1652683 Date: 2014
Location
Extend inside Technical/ Technical Technical ! Technical
! Satellite
Lin Zip 11D.M.r. to Wiring Local Contact
e
Name/Site Address 'l Address 2 City State Code Lo�io DeMarc {Yes/No Contact Local Contact Local Contact on Site Location
ID n Phone # Email Address {Y /N)
{Yes/No) ) Name (Yes/No)
1
1340EMain 1 340 S MAIN I I AUBURN I WA 1 98002 I 1 I I NO I Tiedeman I (253)288 -31601 d1ed nwa govub I No I No
RES.A Page 68 of 79
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
Account Name: City of Auburn MSA ID #: WA- 177289 -thoss SO ID #: WA- 177289 - hoss- 1895550
Primary Contact: Colin Schmalz City: AUBURN Phone: (253) 804 -5021
Title: Network Communications Engineer State: WA Cell:
Address 1: 25 West Main Street Zip: 98001 Fax:
Address 2: Email: cschmalz @auburnwa.gov
Service Term (Months): 160
SUMMARY OF SERVICE CHARGES* SUMMARY OF CUSTOM INSTALLATION FEES
Total Metro Ethernet Monthly Recurring Charges: $ 690.20 Total Custom Installation Fee: $
Total Trunk Services Monthly Recurring Charges: $ 0.00 Amortized Custom Installation Fee $ 0.00
Total Off -Net Monthly Recurring Charges: $ 0.00
Total Monthly Recurring Charges (all Services): $ 690.20
Total Metro Ethernet Standard Installation Fees *: $ 1,000.00
Total Trunk Services Standard Installation Fees: $ 0.00
Total Off -Net Standard Installation Fees: $ 0.00
Total Standard Installation Fees (all Services): $ 1,000.00
*Note: Charges identified in the Service Order are exclusive of maintenance and repair charges, and applicable federal, state, and local taxes, fees, surcharges and
recoupments (however designated). Please refer to your Comcast Enterprise Services Master Services Agreement (MSA) for specific detail regarding such charges. Customer
shall pay Comcast one hundred percent (100 %) of the non - amortized Custom Installation Fee prior to the installation of Service.
This Comcast Enterprise Services Sales Order Form ( "Sales Order ") shall be effective upon acceptance by Comcast This Sales Order is made a part of the Comcast Enterprise Services Master
Services Agreement, entered between Comcast and the undersigned and is subject to the Product Specific Attachment for the Service(s) ordered herein, located at
http- Hbusiness.comcast.com/ enterprise - terms -of- service /index.aspx, (the "Agreement") Unless otherwise indicated herein, capitalized words shall have the
same meaning as in the Agreement
E911 NOTICE
Comcast Business Class Trunking Service may have the E911 limitations specified below
• The Natonal Emergency Number Associaton (NENA), a 911 industry organizaton that makes recommendations for standardized services relating to E911, has issued guidelines that state "The PBX
owner is responsible for creating customer records, preferably in NENA standard format, that identfy caller locations " To facilitate Customer's compliance with these guidelines and with associated state
and local requirements related to provision of Automatic Location Information (ALI) for E911 services, Comcast offers two options
a Comcast will send to the ALI database or Subscriber Location Database (SLDB) the main billing telephone number and the main address provided by Customer, or
b Customer may choose to sign up for up to 10 Emergency Location Informaton Numbers (ELINs) that Customer could assign to zones within Customer's premises that would be separately
identified to the E911 call taker The location information, such as a specific floor, side of a building, or other identifying information, could assist emergency responders to more quickly reach the
appropriate locaton Customer is solely responsible for programming it's PBX system to map each staton to one of these numbers, and for updating the system as necessary to reflect moves or
additions of stations within the premises Comcast will send the assigned ELINs to the ALI or SLDB database, as is appropriate
• Many jurisdictions require businesses using multi -line telephone systems to program their systems to transmit specific locaton informaton for 911 calls Customer bears sole responsibility to ensure
that it identifies and complies with all such requirements In any event, if Customer does not maintain E911 records in a timely and accurate manner, the E911 call taker may not receive proper location
information, and emergency responders may be delayed or even prevented from timely reaching the caller's location
• Battery Back Up - The Integrated Access Device (IAD) provided by Comcast is not equipped with battery backup It is Customers responsibility to ensure adequate back -up power is provided to
ensure service continuity during a power outage, as employees would otherwise be unable to use the Services, including dialing 9 -1 -1, when power is unavailable
• Calls using the Service, including calls to 911, may not be completed if there is a problem with network facilities, including network congestion, network /equipment/power failure, or another technical
problem
• All questions should be directed to 1- 800 - 391 -3000 E911 Service, Private Branch Exchange, and Direct Inward Dial Service
By signing below, Customer acknowledges, agrees to and accepts the terms and conditions of this Sales Order
Signature:
Signature:
Sales Rep: Todd Lash
Name:
Name:
Sales Rep E -Mail: todd_ lash @cable.comcast.com
Title:
Title:
Region: Seattle
Date: A
Date:
Division: West
1w.1 �
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
METRO ETHERNET SERVICES AND PRICING
Account dame: City of Auburn Date: April 25, 2014
MSA ID WA- 177289 -ihoss
Short Description
Service Term
(Months): 60
SO ID #: WA- 177289- ihoss- 1895550
Solution Charges
RES.A Page 70 of 79
Service
Service
Line
Request
Action Service(s) Description
Tax Jurisdiction
Monthly
One -Time
Location A*
Location Z*
yo u urn -
1
New
Add EDI -NI -10 10 Mbps
506 23rd ST NE
Interstate
$ 0.00
$ 1,000.00
506 23RD ST
ty o Auburn -
2
New
Add EDI -10 10 Mbps
506 23rd ST NE
Interstate
$ 690.20
$ 0.00
506 23RD ST
Services Location Details attached
Page Total
$ 690.20
$ 1,000.00
RES.A Page 70 of 79
RES.A Page 71 of 79
COMCAST ENTERPRISE SERVICES SALES ORDER FORM
SERVICE LOCATION DETAIL INFORMATION
WA- 177289- Ihoss- April 25,
Account Name: City of Auburn M$A ID #: WA- 177289 -Ihoss $® ID #: 1895550 Date: 2014
Location
Extend inside Technical/ Technical Technical ! Technical
! Satellite
Lin Zip 11D.M.r. to Wiring Local Contact
e
Name/Site Address 'l Address 2 City State Code Lo�io DeMarc {Yes/No Contact Local Contact Local Contact on Site Location
ID n Phone # Email Address {Y /N)
{Yes/No) ) Name (Yes/No)
1 1506U23rdSTI5062NEDSTI I AUBURN I WA I 980021 1 I I NO I S hmalz 1(253)804- 5021I CSC hmyaaz9 aubul No I No
RES.A Page 72 of 79
COMCAST BUSINESS VOICEEDGE SERVICES SALES ORDER FORM
Eusmass Voice
SUMMARY OF BUSINESS VOICEEDGE SERVICES AND PRICING
.. o
MONTHS o
Equipment Charges Solution Charges
RES.A Page 73 of 79
RES.A Page 73 of 79
ccomicust
BUSINESS CLASS
Customer Information:
Location Name:
Qtyof Auburn - Airport
Company Name:
Qt of Auburn
Contact Name:
-
Ron Tiedeman
Address 1:
506 23rd ST NE
Address 2:
$69.90
Cit :
Auburn
State:
We
Zi :
98002
Business Phone:
2532883160
Cell Phone:
2
Fax Number:
$39.90
Email:
rtiedeman auburnwa o,
Technical Contact Name:
Ron Tiedeman
Technical Contact Phone Number:
2532883160
Technical Contact Email Address:
rtiedeman auburnwa ao,
Technical Contact On -Site Y/N
N
Site T e:
Standard
Parent Location:
$0.00
Detail of Monthly Recurring Charges:
Business VoiceEdge Promotion Option
Promotion Description
Voice Selections
Quantity
Unit Price (Monthly)
Total Price
(Monthly)
Unit
Price
(N RE)
Total Price
(NRC)
Lines
2
$3495
$69.90
$29.95
$59.90
Standard Seats
2
$1495
$29.90
$9.95
$19.90
Unified Communication Seats
2
$1995
$39.90
$9.95
$19.90
Softphone -Only UC seats
No
$000
$0.00
$0.00
$0.00
Reception Console
$2995
$0.00
$12.00
$0.00
Auto Attendant - with a Local TN
$2495
$0.00
$24.95
$0.00
Additional Hunt Group
$000
$0.00
$0.00
$0.00
Call Queue Agent per UC Seat Subscribed
$995
$0.00
$12.00
$0.00
Additional Voicemail Box
$500
$0.00
$0.00
$0.00
Shared Call Appearance
$000
$0.00
$0.00
$0.00
Toll Free Numbers) (plus usage)
$500
$0.00
$9.95
$0.00
Remote Call Forward
$000
$0.00
$0.00
$0.00
20 Local TNs
$500
$0.00
$0.00
$0.00
100 Local TNs
$2000
$0.00
$0.00
$0.00
200 Local TNs
$4000
$0.00
$0.00
$0.00
500 Local TNs
$10000
$0.00
$0.00
$0.00
1000 Local TNs
$20000
$0.00
$0.00
$0.00
Inventoried TNs
$000
$0.00
$0.00
$0.00
Additional or Alternate TNs
$295
$0.00
$0.00
$0.00
Non - Published Directory Listing (No DL or
411
$200
$0.00
$24.95
$0.00
Non - Listed Directory Listing (No DL, yes
411
$200
$0.00
$24.95
$0.00
Additional Directory Listing
$450
$0.00
$24.95
$0.00
Customer Equipment
Ed eMarc 4550 - 5 Call WAN
$495
$0.00
$0.00
$0.00
Ed eMarc 4550 - 10 Call WAN Upgrade
1
$695
$6.95
$0.00
$0.00
EdgeMarc 4550 - 15 Call WAN Upgrade
$995
$0.00
$0.00
$0.00
EdgeMarc 4550 - 30 Call WAN Upgrade
$1495
$0.00
$0.00
$0.00
EdgeMarc 4550 - 70 Call WAN Upgrade
$1995
$0.00
$0.00
$0.00
EdgeMarc 5300 - 300 Call WAN Upgrade
$7495
$0.00
$0.00
$0.00
Pol com SoundPoint WX 310 HD
2
$000
0.00
$0.00
$0.00
Polycom SoundPoint WX 410 HD
$595
$0.00
$0.00
$0.00
Pol com Sound oint WX 500 HD Phone
2
$695
13.90
0.00
0.00
Poll com SoundPoint WX 600 HD
$995
$0.00
$0.00
$0.00
Pol com WX Color Ex ansion Module
$495
0.00
0.00
0.00
Poly com WX 1500 HD
$19 95
$0.00
$0.00
$0.00
Cisco 232D ATA
$495
$0.00
$0.00
$0.00
Polycom Cordless DECT (1 -Base Station &
1- Handset **
$995
$0.00
$0.00
$0.00
Polycom Cordless DECT Handset (1-
Handset **
$495
$0.00
$0.00
$0.00
P B Camera
$395
0.00
0.00
0.00
P u d anon 5000
$495
0.00
0.00
0.00
Pol com Soundstation 6000
$695
0.00
0.00
0.00
Billing Information:
Billing Address Details Same as Service
Location?
No
Billin Account Name
City of Auburn
Billing Name (3rd Party Accounts)
$0.00
Billing Contact Name
Ron Tiedeman
Billin Address 1
25 West Main St
Billin Address 2
Cit
Auburn
State
We
Zi
98001
Billin Contact Phone
2532883160
Billin Contact Fax
Billin Contact Email
Tax Exempt*?
No
*If yes, please provide and attach all applicable tax exemption certificates
Annrcnatc Monthly Rcn.rrin. fharncc
Service Term (Months):
60
Monthl Recurin Charge:
$160.55
Promotional Discount:
$0.00
Total Business VoiceEdge Monthly Recurring Charge *:
$160.55
*Applicable federal, state, and local taxes and fees may apply, usage fees not included
Rncinccc Vnirc Frinc Rt.ndarrt Installation Food
Total Activation Charges:
99.70
Site Installation -Char
$0.00
Expedite Order Ca *s:
Pre - Directional
Total Business VoiceEdge Standard Installation Fees:
$99.70
Directory Listing
Directory Listing Phone Number
Directory Listing Display Name
DA/DL Header Text Information
Caller ID Display Name
Date of Quote:
The terms set forth in this agreement are valid for 30 days from Date of Quote
Porting? No
Customer requests International Dialing No
*Customer may change its International Dialing preference by contacting Comcast in writing
Existing Business Customer wants to move TNs from
*Dedicated Service Lines such as Fax or Secuntv Lines are in- Danble with BVE Services
Emergency 911 Information
Yes
*Street Number
Room
Pre - Directional
Floor
*Street Name
Building
Suffix /Type
Unit
Post Directional
Unit Value
*City
*State
Zip
Shio to information:
Shipping Address Same as Service Location?
Yes
Shi in Conct Name
Shi in Adtadress 1
Shi in Address 2
Cit
State
Zi
j2pping Contact Phone
Page 74 of 79
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AGENDA BILL APPROVAL FORM
Agenda Subject: Date:
Resolution No. 5091 August 14, 2014
Department: Attachments: Budget Impact:
Administration Ordinanw No. 5091 $0
Administrative Recommendation:
City Council adopt Resolution No. 5091
Background Summary:
Subsequent to the City Council's decision in March 2014 to not proceed forward with
construction bidding for the Les Gove Community Center, City Administration and key
Department staff met several times to review potential other options. The outcome of
these meetings was a proposed Youth /Teen Center and Community Center option.
This option would consist of remodeling the existing Parks, Arts and Recreation
offices into a Youth /Teen Center and developing an adjacent two -story Community
Center. Staff believes that this approach could be conducted within the $9 million
maximum budget identified by the City Council through pragmatic decision - making on
design features and materials and economies of scale by colocation of services,
functions and assets.
On June 18, 2014 Mayor Backus sent an email to the City Council indicating her and
Deputy Mayor Wagner's support for this proposal and asking for direct feedback to her
on the proposal. On August 14, 2014, the Les Gove Community Campus Committee
met and reviewed the proposed option. The Committee also reviewed and took action
on Resolution No. 5091 recommending its adoption to the full City Council. Staff will
be providing a briefing to the entire City Council during a previously noticed special
presentation prior to the City Council's regular meeting and consideration of
Resolution No. 5091.
Reviewed by Council Committees:
Les Gove Community Campus Other: Mayor's Office, Community Dev & Public
Works, Atty
Councilmember: Wagner Staff: Snyder
Meeting Date: August 18, 2014 Item Number: RES.B
RES.B AUBURN * MORE THAN YOU IMAGINED Page 76 of 79
RES.B AUBURN * MORE THAN YOU IMAGINED Page 77 of 79
RESOLUTION NO.5 0 9 1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON SUPPORTING A NEW
YOUTH/TEEN CENTER AND COMMUNITY CENTER
WHEREAS, the current Auburn City Council and previous Councils have studied
and planned for a community center to serve the citizens of the City of Auburn; and
WHEREAS, the City of Auburn has received a three million dollar state
appropriation for a new community center; and
WHEREAS, the City of Auburn has accumulated an additional six million dollars
in budgeted funds for the construction of a community center; and
WHEREAS, in March 2014, the Auburn City Council decided to not proceed with
construction bidding for the Les Gove Community Center at this time because of costs
that exceeded the maximum nine million dollar budget; and
WHEREAS, subsequent to the Council's March, 2014, decision, the Mayor and
staff reviewed potential options for commitment and use of the nine million dollar
maximum budget; and
WHEREAS, the Mayor has proposed a YouthlTeen Center and Community
Center option comprised of remodeling the existing Parks, Arts and Recreation offices
into a YouthlTeen Center and developing an adjacent two -story Community Center; and
WHEREAS, the Mayor has indicated that the proposed Youth/Teen Center and
Community Center could be designed, constructed and furnished within the nine million
dollar maximum budget through pragmatic decision - making on design features and
materials, and economies of scale, by colocation of services, functions and assets; and
WHEREAS, the Auburn City Council concurs with the Mayor's proposal for a
Youth/Teen Center and Community Center and with the design, construction and
furnishing of said Centers within the nine million dollar maximum budget.
Resolution No. 5.091
August 14, 2014
Page 1
RES.B
Page 78 of 79
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. Endorsement of Youth/Teen Center & Community Center. The
proposal for a youth /teen center and community center is hereby endorsed and
supported. The Mayor is requested to move forward with the planning of such a center
to be funded with the nine million dollar maximum budget.
Section 2. Administrative Procedures. The Mayor is hereby authorized to
implement such administrative procedures as may be necessary to implement the
directive of this legislation.
Section 3. Procurement of Services.
The Mayor shall conduct all
procurement of professional architectural and engineering services and construction
services in accordance with applicable policies and regulations of the Auburn City Code
and the Revised Codes of Washington, as applicable.
Section 4. Effective Date. This resolution shall be in full force and effect upon
passage and signatures hereon.
SIGNED and DATED this day of
ATTEST:
Danielle E. Daskam, City Clerk
..... ...............................
Resolution No. 5091
August 14, 2014
Page 2
CITY OF AUBURN
2014
NANCY BACKUS, Mayor
RES.B Page 79 of 79